The Art of Project Forensics

Starting in the middle

Michael M. Garcia © 2014

Art or ScienceForensic science is the scientific method of gathering and examining information about the past.

When does it startThe PMBOK describes a project manager’s work starting at the concept phase. In all practicality, most project managers are assigned to the project after the concept is approved, funds are acquired, the project sponsor and principals are selected and schedules negotiated – really!

Also, if a project manager is replacing another project manager late in the lifecycle, they may even be well into execution.

So what will the project manager do with those artifacts that were developed or should have been developed, but were not?

What nowGain executive support!!!!

So, you were brought in half-way through the project because the last PM abandoned the project.

You were given a desk and a phone and a bunch of information about the project either in a binder, folders, file-shares or SharePoint sites.

Then, the hiring manager told you to run the project – Whoa! Stop right there.

Gain the support of the senior leaders that authorized, approved and need to continue to support the initiative.

In the beginning• Find out who are the stakeholders their influence and level of buy-in.

– Friend or foe• Am I a threat to this person?• Will this person be glad for the help or change

– Winner or loser• Will this person benefit from the project?• Will this person lose their job from the the project

– Whom do they influence• Doe this person sit in a corner and gripe?• Does this person have lunch with the CIO’s administrative assistant?

• Don’t get surprised if the unhappy worker torpedoes the project by injecting negative reports to an influential player.

Project Health Check• Assess critical project items

– Condition of the budget – Meeting with Finance• Is there really a budget?• Is the project being run out of operational funds?

– Staffing plan- Meeting with HR• While the search for a PM was taking place, did workers get assigned back to their original jobs

or other projects?• How often are contracts renewed? Life of the project or six months.

– Vendor or product status – Meeting with Procurement• Is the vendor or project being delivered on time?• How many change orders are in play?

• Once you know these things prepare to discuss honestly with the sponsor

Who is my team• Find out who is in the immediate project team and the peripheral project

team. • Find out what is the impact of the project on their existing workload and

schedule.– Dedicated to the project– Already have a full-time job besides the project– Willing to become YOUR team?

Artifacts• Create a list of needed project artifacts and assess their status –

Current | Needs updating | Missing

– Charter– WBS– Risk log– Assumptions– Issues log– Change control– Project plan…

Don’t step on helpful toes• Determine if someone had stepped in to fill the void during the PM

vacancy and establish a non-threatening working relationship with that person.– Official role with management expectations– Unofficial role; self-assigned

Establish your self• Hold YOUR kickoff meeting with the team to level-set and establish your

PM leadership position. – Introduction by leadership– Introduction of team and roles– Introduction of your vision on where you are and plan to proceed

Keep the train rolling• Continue developing the information needed in the management

documents. • Establish your monitoring and controlling plan• Schedule team meetings• Schedule management briefings• Continue with the execution plan

This is to certify that

……………YOU……………………..

Has achieved an award in

……Project Forensics……………..

Congratulations!

The End