Resources - Agenda

2. Resources - Agenda

3. Training - In Scope Thinking ahead Envisioning an outcome Communications Basic plans Risk identification Issue Identification CAP PO requirements

4. Training – Out of Scope Topics that may get a brief mention but not thorough discussion Leading a team Project management specifics Budgets Scheduling Quality

5. Objectives • Discuss realistic expectations

6. Objectives • Learn that when you are assigned a project you need to - Get moving • Today

7. Objectives • Effective status reporting

8. Objectives • Creating a plan

9. Objectives • Just spend the time reading Dilbert

10. Who is a Project Officer A (humble) leader The go-to person for answers A delegator A Central Point of Contact Many hats Who

11. Who is a Project Officer Is the PO the decision maker? Has developed a “calibrated gut” Understands cause and effect Who

12. Time When

13. When should you begin and end When What • Begin NOW • You work through the event • You can consider your project “done” when the project retrospective has been completed • End of Project briefing • Compares Planned vs Actual • Project Continuity book

14. Where does PM take place Where • Wherever you areat the moment. • In your office / room • At squadron meetings • At designated locations (Bella Bru, Starbucks) with team members

15. How do we manage a Project How • Define the problem • Understand the constraints • Define and assign roles • Build a plan (milestones and details) • Communicate clearly, early, and often • Execute the plan • Define deliverables and “ship” weekly • Follow up on assigned tasks

16. Define the problem • KISS • What is the objective, why is it important, who is it for, when do we have to do it.

17. Example

18. Scope Statement • To arrive at Swamp Island (Where) by the next full moon (When) with the hunting party (Who) to spear alligators (What) with our sharpened spears (How) for the tribe (Who) to eat (Why) during the winter (When).

19. Activity • Statement of Your Project • Write down in basic terms (i.e., in simple declarative sentences) a project you are thinking about. • What:  Why: When: How: Where: Who:

20. Phases of a Project Conceptualization Preliminary planning Detailed planning Execution Termination

21. Initiating Recognize the project should be done Determine what the project should accomplish Define the overall project goal Define general expectations of customers, management,
or other stakeholders as appropriate Define the general project scope Select initial members of the project team

22. Planning Refining the project scope Listing tasks and activities Optimally Sequencing activities Developing a working schedule and budget for assigning resources Getting the plan approved by stakeholders

23. Executing Leading the team Meeting with team members Communicating with stakeholders Fire-fighting to resolve problems Securing necessary resources to complete the project plan

24. Controlling Monitoring deviation from the plan Taking corrective action to match actual progress with the plan Receiving and evaluating project changes requested Rescheduling the project as necessary Adapting resource levels as necessary Changing the project scope Returning to the planning stage

25. Closing Acknowledging achievement and results Shutting down the operations and disbanding the team Learning from the project experience Reviewing the project process and outcomes Writing a final project report

26. Tasks

27. How do you know what the steps are Ask Questions – Lots of them See the result in your mind Where are the gaps Where are you saying “Then a miracle happens” Where are you saying “I don't know”

28. List the Steps

29. Activity • Define phases and tasks

30. Tools, Techniques, and Thoughts Present to Staff prior to the event Does your SOP have guidelines for running projects Consider an assistant PO or PC (project coordinator) Learn to identify what you should manage and what you should delegate The mission is yours. You have authority

31. Scheduling Tasks should have A start and end date A resource Predecessors and Dependencies

32. Milestone reporting • Best represented by a timeline or pipe line chart Form 150’s due 10 AugDrivers confirmed Newsletter article 15 Jun PCAM 18 – 20 Aug June 1 Sept 1 Contact Squadron 157 PO25 Jul

33. Communication Status reporting

34. Status updates

35. CPO Session 2 • CAP requirements for managing a project • Building a plan • Identifying Risk

36. Building a plan • List of tasks • Planning for an event • The event plan • Prep prior to activity beginning • Task assignment • Task duration • Task sequencing • Task display (Gantt, pipe – more milestone related)

37. Identifying Risk • What could cause a task to not occur when and as expected • Manage a risk before it becomes an issue

38. Risk Management • Attitude towards risk is most likely the problem • Not external factors such as people or events

39. 3 Habits to Control Risk • Habit 1 • Deal with things as they are – Not as you planned them to be

40. 3 Habits to Control Risk • Habit 2 • Always have an alternative

41. 3 Habits to Control Risk • Habit 3 • Always think through the consequences