Project Management 101

1. Project Management 101

2. Agenda • Introductions/Expectations • PM101 • Intro • Project Lifecycle • Concept • Initiation • Planning • Execution • Close • Training Evaluations

3. Housekeeping • Bathrooms • Breaks • Lunch • Sign on to work station • Fist of Five • 0 fingers (a fist): Totally lost, can't move forward! • 1 finger: I have serious reservations with moving forward. I vote to move forward, but I’d prefer to resolve the questions. • 2 fingers: I have some concerns, but I’ll go along and try it. • 3 fingers: I will support moving forward. • 4 fingers: I like the idea of moving forward, sounds good. • 5 fingers: Absolutely, I understand everything in this section.

4. Introductions Name If you could have an endless supply of any food, what would it be? What do you want to get out of today?

5. What is a Project? • A project is a temporary endeavor undertaken to create a unique product, service or result. • A beginning and an end • Produces unique outcomes • Progressively elaborated • Requires resources to be allocated and expended • Greater than $15,000 • Just because the project is less than $15,000, can still create a project: • High visibility • Management asks you to

6. Examples of Projects Replace all desktop computers on the 5th floor with new computers. Provide wireless access points for all state agencies. Design and implement version 2 of application X. Implement a web presence strategy for agency Y.

7. What is Project Management? Project Management is the application of knowledge, skills, tools and techniques to project activities to meet the project requirements. A set of processes, systems and techniques for effective planning and control of projects and programs.

8. Knowledge Areas Risk Management Scope Management Time Management Human Resource Management Procurement Management Cost Management Quality Management Communication Management Stakeholder Management

9. What is a Project Manager? The Project Manager is the person (or team) assigned the responsibility of achieving the project objectives. “Plans, schedules and controls activities to fulfill objectives applying technical, theoretical and managerial skills to satisfy project requirements. Coordinates and integrates team and individual efforts and builds positive professional relationships with clients and associates.”

10. Project Manager in Reality Magician! Motivator! Accountant! Clairvoyant!

11. Stakeholders! A stakeholder is anyone or any organization that is positively or negatively impacted by the project. The impact can be related to the products of the project, or to resource contention (money, tools or people) that other projects or operations require. The stakeholders can be the team members, the sponsors, other managers, other personnel at the organization, customers, vendors, groups, etc.

12. Triple Constraints Scope Quality Risk Success Cost Time Resource

14. Project Lifecycle

15. Process Framework Concept Updated Portfolio (Cost > $15,000) Name, Description, Initial Benefit, Initial Scope Initiation Updated Portfolio-Scorecard +/- 50% Milestone Plan Business Case Risk Assessment Monitor and Control Planning Updated Portfolio-Scorecard +/- 10% Milestone Plan Updated Business Case Updated Risk Assessment Execution Updated Portfolio-Scorecard Monthly Status Close Updated Actuals Updated Business Captured Metrics

16. What is Agile?

17. Deciding Which to Use Waterfall Agile Business objectives are well defined Functionality of the system is clearly visible End-users are involved Team is stable and skilled Input data for the project already exists Tech requirements are reasonable and well within the capabilities of the technology being used System can be modularized • Requirements are very well known • Product definition is stable • Technology is understood • New version of an existing product • Integration of an existing product to the new platform • Project is large, expensive, complicated.

18. Forms

19. Online library for: Standard Operation Procedures Roles and descriptions Deliverables and standard templates Tasks, steps and descriptions for project and portfolio process http://eclipse.omes.ok.gov

20. Groups of Items IS Operating Standards Roles Disciplines Work Products Life Cycle

21. Operating Standards These can be used to help direct project work and follow defined processes.

22. Roles • Assigned tasks • Other tasks that they may assist on • Main description of the role • Tools to help them in their role • Skills that some in the role should have • How the role can be assigned • Other common names for the role • Roles are intended to serve as the definition of the interaction of particular individuals within the project framework. • They are not intended to present/replace the positions defined in an organization.

23. Disciplines • A field of study or a branch of knowledge area. • Example: Project Management , Quality Assurance. • Under each discipline: • Tasks – activities that the discipline is responsible for. • Guidance – items that may help complete the tasks of that discipline.

24. Tasks • Primary Performer – the person responsible for the task. • Additional Performers – additional individuals that may contribute to completing the task. • Inputs – items that are needed prior to tasks starting. • Outputs – items that come out of the task being completed. • Task description – overview of task and purpose. • Steps – specifics steps to take to complete the task.

26. Work Products • Items that are created as a result of tasks being completed. • Each Work Product page contains: • Who is responsible for completing it. • What tasks it is an input into. • What tasks it is created or modified from. • Description of the work product. • Brief outline. • A template for the work product. • Different types of work products: • Artifact – typically an actual document. • Deliverable – a collection of artifacts. • Outcome – typically not an actual document, but rather results that come out of a task.

28. Templates Do not download the templates to your computer; they change constantly so always go to Eclipse and download the latest version. You can also create a bookmark in your web browser to the template page and then you have a quick link to the most updated templates.

29. Life Cycle There are many types of projects and each one may have a different set of processes and tasks that it goes through in order to be completed. The life cycle section shows the different project life cycles, the phases or processes that it goes through and each task within each phase that gets completed. This is a good way to see the sequential steps that a certain project may go through.

31. Forms and Templates Lab PURPOSE: The purpose of this lab is to learn how to navigate the process library to find templates, forms and more information about your role as a Project Manager. • Go to the process library (http://eclipse.omes.ok.gov/). • Look up what tasks the Project Manager is responsible for. • On the left hand navigation pane, select the plus (+) sign to expand the Roles; do the same for the All-Roles. • Select the Project Manager. • Review the tasks in the graphic assigned to the Project Manager. • Review the Develop Detail Plan task. • Select the Develop Detail Plan task from the Project Manager role page (in the info graphic). Identify who the additional performers are for this task. • Review the Detail Plan work product. • Select the Detail Plan in the Outputs section of the Develop Detail Plan task. Identify the deliverable parts that make up this deliverable. • Download the Business Case template. • In the deliverable parts section of the Detail Plan work product, select Business Case. • Scroll down to the Illustrations section to the templates. • Select the link to download the Business Case. • Select the attached files link. • If you would like to share a comment, question or concern about Eclipse, you can click the Feedback button in the top right corner of the Eclipse main page.

32. Eclipse Tip:You can use Google.

33. AgendaAn Internal Meeting Agenda should contain the following categories: Title of the Meeting Date Time Location Purpose Facilitator Attendees Topics of Discussion/Time Action Items/Responsible Party/Due Date Parking Lot Items

34. Agenda

35. Templates Do not download the templates to your computer; they change constantly so always go to Eclipse and download the latest version. You can also create a bookmark in your web browser to the template page and then you have a quick link to the most updated templates.

36. PPM Tool Introduction

37. PPM Tool The PPM Tool is our project management tool where project documentation, work plans, resources and budgets are maintained. Video

38. PPM Introduction Lab Purpose: The purpose of this lab is to learn the basic navigation of the PPM Tool, learn how to “edit my profile” and use the “Search Menus or entities…” box. • Login to the tool: https://ppmtest-sook.saas.hpe.com • Username: Student##  (Where ## is the number you have been assigned) • Password: trainme • Navigate to the Technology Services Shared dashboard • Dashboard > Shared > Technology Services > Technology Services • Add the dashboard you have open to your “My Links” • Select the My Links from the Navigation bar; add this page to My Links. • Open your Profile information and change your Work Plan preferences. • Select Open from the navigation bar, select Administration and select Edit My Profile. • Change the Project Work Plan Preferences to 100 tasks per page. Click Done in the top right corner. • Search for request 53567 in the top right corner in the “Search menus or entities…” box.

39. Dashboards • Private Dashboards – only you have access to see • Team Member (P) • Project Manager (P) • Program Manager (P) • Team Manager (P) • Shared Dashboards – everyone has access to see • Business Segments • Agency • Technology Services • Business Applications • Some Shared Dashboards can be personalized to filter only to show certain projects you are assigned, programs where you are the manager, etc.

40. Dashboards A View into the Data within the Tool Dashboard Portlets

41. Types of Portlets Lists Charts

42. Dashboard Video • Video • Defaulting your dashboard • Copying and customizing a dashboard

43. PPM Dashboard Lab PURPOSE: The purpose of this lab is to learn how to personalize your private dashboards and to create a dashboard that will show the projects which you are assigned to. *You must save before switching between portlets*

44. PPM Dashboard Lab • Go to: Dashboard > Personalize Dashboard • Under the Shared Pages (bottom left corner), click the + beside the Dashboard Templates Folder: • Right-click the words "Project Manager". • Select Copy (this is the clipboard icon). • Select and right-click the words "Private Pages". • Select Paste (this is the two papers icon). • Find the Scorecard portlet (Under Program Manager) and the Resources Requested & Resources Fulfilled portlets (both under Team Manager). • Copy and Paste these to the Private Page you created above. • *You must save before switching between portlets. • Click the words "Project Manager" under Private Pages. • You will see the Portlets appear in the Edit Page area. Click the pencil in the upper right corner of each individual portlet to customize it. • Customize the portlets in the following manner (Click Save at the top or bottom of the page): • Project Plans Waiting for Approval: Project Manager = You (Student##) – Found under the Proposal Details section. SAVE. • Projects Ready for Governance Board Review: Project Manager = You (Student##) – Found under the Project Details section. SAVE. • Projects in Execution: Project Manager = You (Student##). SAVE. • Scorecard: Project Manager = You (Student##) – Found under the Project Details section. SAVE. • Resource Request Portlet: Staffing Profile Manager = You (Student##). SAVE. • Resources Fulfilled Portlet: Staffing Profile Manager = You (Student##). SAVE.

45. Standards and Naming Conventions PM 101 Class

46. ALL Project Documents Stored in O365 • Common place to: • Store documents, reports, presentations, etc. • Refer back to for lessons learned. • Use historical tools, resources and/or findings on a new project. • Easily access artifacts from nearly any location.

47. Project Folders

48. Getting to SharePoint While in your OMES login, click the icon and then click on “SharePoint”.

49. Getting to SharePoint (continued) Clicking this should take you to the SharePoint Groups that you are able to work within. All project artifacts will be stored in the ‘IS Projects’ Group. You should already be invited to this group. Click it to get to the next section.

50. Making a Project Folder in SharePoint Your screen should look similar to the one below. The next few slides will focus on making a project folder within the group.