Project Management 101 Review Session - LibraryLinkNJ · 2017. 7. 11. · PM101 – Project Proposal Walkthrough Impact: Beneﬁts & Opportuni)es • Discuss the expected impact of

Project Management 101 Review Session

Schedule

Agenda Time Notes

Introduc)on 930am Sessionoverview

PM101Review 940am KeyConceptsandDocuments

YourProjectProposal 1010am GoovercomponentsofaProjectProposal

SampleProjectSubmission 1030am "DiscoveryDay"samplesubmission

NextSteps+Q&A 1130am

Conclusion 12pm

PM101 – Review Session

ProjectIni)a)on(Star)ngaProject)ProjectPlanning(GeQngOrganized)ProjectExecu)on(PerformingtheWork)ProjectMonitoring(MonitoringProgress)ProjectClosing(ClosingOut)


ProjectIni)a)on(Star)ngaProject)ProjectDefini)on(Temporary,Unique,CoordinatedUndertaking)BusinessNeedProjectJus)fica)onProductDescrip)on/DeliverablesStakeholdersConstraintsAssump)onsSignoffProjectCharterWalkthrough


ProjectPlanning(GeQngOrganized)•  Scope(Whathastobedone)•  Time(Whenithastobedoneby)•  Cost(HowmuchMoneyandResourceswithwhichtodothework)•  Quality(Howdoweknowwesucceeded?)•  Risk(Whatcouldgowrong?)•  HumanResources(Howdowebuildtheteam?)•  Communica)ons(Howdopeopleknowhow/when/whattodo?)•  Procurement(Whocouldwepaytodothework?)


ProjectScope•  TheTripleConstraint(Time/Cost/Scope)•  ScopeStatement(ExtensionoftheProjectCharter)

•  ProjectScopeDescrip)on•  AcceptanceCriteria:Whatmustbecompletedinorderfortheprojecttobeconsideredasuccess

•  Deliverables•  Exclusions•  Constraints&Assump)ons

•  ProjectScopeStatementWalkthrough


ProjectScope• WBS(WorkBreakdownStructure)

•  ProductOrienta)on:Whatdoweneedtobuild(nothow)•  Alloftheworkthathastobeperformedontheproject•  Hierarchicalinnature•  Decomposi)on:Breakingdownprojectdeliverablesintosmaller,moremanageablecomponents

•  WorkPackages(4-80hours~depends?)ProjectWBSWalkthrough


ProjectTimeAc)vityDefini)on

•  TargetaWBScomponent•  WhattasksmustbeperformedinordertocompletetheWBScomponent•  Trytoinvolveexperts

Ac)vityDura)onEs)mates•  PERTEs)mates(Pessimis)c/MostLikely/Op)mis)c)•  Benchmarking

Milestones(Zerodura)on)

Ge=ng Organized

ProjectTimeManagement•  Ac)vitySequencing

•  Correctsequenceofperformingac)vi)esnowthattheyhavebeendefined•  Dependencies(Mandatory/Discre)onary)

•  NetworkDiagrams•  Depictsac)vi)estherela)onshipanddependenciesbetweentheac)vi)es

•  Op)miza)on•  Crashing•  FastTracking

PM101 – Review Session ProjectCosts

•  Es)mates•  TopDown(BudgetaryEs)mates)•  BojomUp(Detailed)

Ge=ng Organized

ProjectHumanResourcesBuildingtheTeam

•  HumanResourcePlan•  AcquireProjectTeam•  DevelopProjectTeam•  ManageProjectTeam


ProjectExecu)on(PerformingtheWork)•  TheKickoffMee)ng• WorkAuthoriza)onSystem•  ResourceAssignmentMatrix•  ManagingConflict-TeamBuilding

•  InterdependenceofTeamMembers•  CommonConsensus•  GroupWorkCommitment•  AccountableasaFunc;onalUnit•  AcknowledgementofConflict


ProjectMonitoringandControlling(MonitoringProgress)•  StatusMee)ngs•  SampleRAGReport(RedAmberGreen)


ProjectMonitoringandControlling(MonitoringProgress)•  ChangeManagement(ChangeControlBoards)

ProjectCloseout(WrappingUp)

•  Closeout(Doesn’tjusthappenattheend)•  ContractAdministra)on•  LessonsLearned


ProjectDocuments•  CharterTemplate•  Communica)onAc)onPlan•  ProjectSchedule•  ResponsibilityAssignmentMatrix•  KickoffSampleAgenda•  LessonsLearned

PM101 – Project Proposal Walkthrough


Execu)veSummary•  Pleaseprovideasummaryoftheinforma)ondetailedthroughoutthisprojectproposal.

StatementofNeed•  Discusstheneedsoropportuni)estobeaddressedbythisproject.Inyourdiscussion,describeandposi)ontheseneedsoropportuni)eswithinthecontextofyourorganiza)onalenvironment.Internalfactors,aswellasexternalones,shouldbeconsidered.

ProjectGoals•  Iden)fythegoalsoftheproject.Discusswhatistobeachievedandtheexpected/desiredoutcomesofthisproject.

Constraints•  Talkaboutconstraintsthatcouldaffectthedevelopment,implementa)on,and/orendoutcomesofthisproject.Considersuchfactorsasexperience,knowledge,skillsets,budgetaryresources,)me,compe))veenvironment,andexis)nginvestments.


Requirements•  Givenyouropera)onalcontext,describewhatneedstobeinplaceduringtheprojectandanerwardsinorderfortheprojecttobesuccessful.Inyourdiscussion,considertheconstraintsyouiden)fiedaboveand,ifnecessary,definerequirementstocompensateforconstraints.

Timevs.Relevancy•  Inorderforthisprojecttoberelevantwithinyouropera)on,sa)sfytheneedsandopportuni)esdefined,

andachievestatedprojectgoals,whatwouldbethedesired)melinefortheproject?Whatdoyouthinkisthelongevityorusefullifeofthesolu)on?

Impact:Costs&Risks•  Discusstheexpectedimpactoftheprojectanditsexpectedoutcomes.Providedetailonexpectedand

poten)alcostsandrisks.Also,considerbothone-)measwellason-goingcostsandrisks(i.e.,maintenanceandsupport).Whereverpossible,quan)fytheimpactofthesolu)on.

•  Inyourdiscussionspeaktothefollowingareasofimpact:(1)posi)oningtotakeadvantageofotheropportuni)es;(2)effectonbusinessprocessesandworkflow;(3)staffing(numberofstaffrequired,training,redefini)onofroles);(4)effectonclientbase/endusers;(5)budget(i.e.,incrementalcostsneeded;poten)alsavings);(6)compe))veadvantageorstanding.


Impact:Benefits&Opportuni)es•  Discusstheexpectedimpactoftheprojectanditsexpectedoutcomes.Providedetailonexpectedandpoten)albenefitsandopportuni)es.Whereverpossible,quan)fytheimpactofthesolu)on.

•  Inyourdiscussiontalkaboutthefollowingareasofimpact:(1)posi)oningtotakeadvantageofotheropportuni)es;(2)effectonbusinessprocessesandworkflow;(3)staffing(numberofstaffrequired,training,redefini)onofroles);(4)effectonclientbase/endusers;(5)budget(i.e.,incrementalcostsneeded;poten)alsavings);(6)compe))veadvantageorstanding.

Alterna)veImpact•  UsingthediscussionpointsaboveintheImpactsec)on,describethealterna)veimpactonyourunitanditscons)tuentsifthisprojectisnotpursued?


ProjectFit•  Discusshowthisprojectfitswithinthestrategiesdefinedbyyourunit.Howdoesthisprojectalignwithyourlocalunit’sobjec)vesandmission?Doyouseepoten)alopportuni)esforthisprojecttobenefitotherfunc)onalareaswithintheorganiza)onoracrosstheUniversity?

Evalua)onandMeasurement•  Proposecriteriathatmightbeusedindefiningandevalua)ngthesuccessofthisprojectanditsend

outcomes.Whatmeasurementstandardsareavailabletodetermineiftheprojectisasuccessandtheimpactofitsendoutcomes?Whatbenchmarkscanbesetuptodeterminetheshort-termandlong-termefficacyoftheproject?Considerinyourdiscussionthegoals,requirements,andimpactdefinedabove.


Poten)alSolu)on•  Atahighlevel,describeapoten)alsolu)onthatwouldsa)sfythegoalsandrequirementsdefinedabove.

Alterna)veSolu)ons•  Doyouknowofanyalterna)vesolu)onsthatsa)sfythegoalsandrequirementsofthisproject(eitherfullyorpar)ally)?Ifso,havetheybeenexplored?Discusswhythisproposalhasbeensubmijedinlieuofalterna)vesolu)ons.

Con)ngencyPlan•  Iftheproposedprojectiscri)caltoyouropera)ons,pleasediscusswhatcon)ngencyplanscouldbeputintoplaceintheeventthattheprojectoritsendoutcomesarenotsuccessful.

PM101 – Sample Proposal

Title:"DiscoveryDay"bytheMonroeTownshipPublicLibrary:�Descrip;on:

•  AdayforpatronstocomeanddiscoveranewskillsuchashowtomakecoffeeusingaFrenchpressorhowtosewonabujon,etc.Wewillhavedifferent“skillsta)ons”throughoutthelibrary

PM101 – Q&A