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Project Management

Workshop Content Preview

www.iccke.orgProject Pre-Flight

What is this Slide Preview About?

When you are considering investing your time and resources to

build on your career and professional development, it is

important to know what you can expect.

The Project Status Summary Report Template and Guideline

document was a preview about how theory is made practically

usable.

This preview shows you the approach adopted in our workshops

to help you easily relate to your work.


Optimization & Control

Understanding the Project Lifecycle

PreplanPlanning

Execution

Sign-off

Can we execute this project? Are we on target with respect to deliverables?

How are we going to execute this project?

Have we met client expectations?

Is the project progressing as planned?


Project Pre-Planning

• In this phase, we will learn what you need to do before undertaking detailed planning activities. From a project perspective, the pre-planning phase ensures the readiness of the project team to effectively plan the project for a successful outcome.


Initiating the Project

Identify a Project that delivers value*

Prepare initial Project Charter Gain

Stakeholder endorsement

Prepare Project Feasibility Report

Revise Charter and gain final approval

* Projects are conceptualized based on opportunities, resource availabilityand the objective or vision to be attained


Activities Involved in Preplanning stage

• Selecting the right project for the right reasons ~ Project Feasibility Analysis / Business Case

• Identifying who is involved and how ~ Stakeholder Analysis

• Defining project boundaries in terms of time, resources and success metrics ~ Initial Project Scope Statement

• Articulating the project ~ Project Statement / Charter


Things you can do to get started

• Align project with organizational strategy to build the business case for the project

• Review previous project documentation on similar projects to define project better

• Interview domain experts and people experienced in similar project undertakings to identify best practices

• Review publicly available information on project’s chances of failure and identify risk profile

• Identify tools and techniques to aid execution and optimization of resources and processes


Addressing Project Cornerstones in Pre-Planning

QualityQuality

RiskRisk

TimeTime

CostCost

ResourcesResources

CommunicationCommunication

ScopeScope What are we trying to achieve?

What is the time frame we are looking at?

What is the budget available?

What is the desired product/service integrity?

What are the resources available?

What is the risk involved?

How can we collaborate on this project?


Preplanning – What are we working towards

QualityQuality

RiskRisk

TimeTime

CostCost

ResourcesResources

CommunicationCommunication

ScopeScope Initial Scope Definition, Legal Feasibility

Schedule Feasibility Analysis

Cost Benefit Analysis

Broad Quality Assurance Strategy

Technical Feasibility, Stakeholder Analysis

Feasibility Study, Risk Identification

Initial Charter, Project Proposal, Business Case


Addressing Communication in Pre-Flight

• This section presents how communication needs are treated in the pre-flight phase of the project

Quality

RiskTime

Cost ResourcesCommunicationCommunication

Scope


Importance of Communication

• Over 80% of effective project management time is spent on project related communications

• Project Management boils down to two factors ~ peoplepeopleand communicationand communication

• Poor communication, lack of feedback and review have often been cited as leading factors of project failure


Web Collaboration tools, audio-visual aids, telecommunication, email, software tools, calendar

How people communicate

Process Documents, Reports, Schedules, Intranet, Search, FAQ, Forms, Simulation / Video

Collaboration teams, Clients, Partners, SupplierCustomers

Formal & Informal interactions, meetings, contacts


Designing a Communication Strategy

Communication Strategy

TowhomWho What

How oftenAsse

ss How

Information providers

Stakeholders & Team Members

Information to be communicated

Format adopted

Frequency

Preciseness


Communication Strategy and Plan

Communication strategy is designed considering the following factors:

• Who are the team members?

• What are their roles and responsibilities?

• Who else needs communication about the project?

• How frequently is it needed?

• In what format is it needed?

Typical Communications PlanTypical Communications Plan1. Organization2. Organization Chart3. Communications Outline4. Requirements5. Performance Reporting

5.1. Periodic5.1.1. Format5.1.2. Frequency5.1.3. Level of Detail

5.2. Situational/Special Reports

5.2.1. Emergencies5.2.2. Authorizations

6. Methods7. Security Requirements


Project Documents created during Preplanning

• Stakeholder Analysis Report

• Initial Project Scope

Statement

• Project Feasibility Study

• Project Proposal

• Project Charter


Knowing about Stakeholders

• Stakeholder: Individuals and organizations who have a vested

interest in the project, and whose outcome affects them directly

• Stakeholders can be both external and internal to the project

• Stakeholder Analysis Report is a document that analyzes ‘project

stakeholder’ roles, interest, contribution and influence

• Stakeholder Analysis is also used to plan organizational and

communication strategies

• Stakeholder Management Plan is drafted to address the needs of

stakeholders and align them with project success factors


Activity: Stakeholder Analysis

…………………………

PositiveOutcomeFinancierX CorpDetail 2

NegativeProcessParticipantAcme IncDetail 1

Stakeholder Influence Level

Stakeholder Interest Level

Stakeholder Role

StakeholderProject Detail

Sample Stakeholder Analysis Worksheet

Shell changed its maxim from ‘decide, announce and defend’ to ‘dialogue, decide and deliver’ reflecting the importance of

stakeholder influence and impact on projects


Addressing Project Scope in Preplanning

• This section presents how project scope is treated in the pre-planning phase of the project

Quality

RiskTime

Cost ResourcesCommunication

ScopeScope


Project Reality Bites

Project started in 1995 to replace Colorado’s welfare software used by 64 counties at an estimated cost of $199 million dollars. In August 2004 eighty four workarounds were reported for the system – one 300 pages long. The life of the system was meant to be only eight years

At a cost of $200 million and after nearly a decade in development, the computer system left thousands without basic services such as medical care and food stamps when it went into service Sept.1, 2004.


What went Wrong?

• Time Overrun ~ Project completion duration exceeded intended project lifespan

• Cost Overrun ~ Final cost exceeded $200 million to fix the system and correct all errors

• Product Failure ~ The computer system left thousands without basic services when it went into service


John Speaks

One of my challenges as a project manager is defining what the project would deliver and how.

I begin by trying to identify the actual need that is to be met by the proposed project. I do this by interacting with the stakeholders and other key people involved.

We agree on the desired project deliverables which will satisfy the need and document it. This helps me justify changes proposed during the course of the project as falling within the scope of what was agreed or not.

I proceed to identify resources, attach costs, and place systems to measure the progress and performance of the project.


Importance of Scope Management

• Poor scope definition is recognized by industry practitioners as one of the leading causes of project failure, and adversely affecting projects in the primary areas of:

• cost

• schedule

• quality

• operational activities

• market value / opportunities


Project Scope

• "Scope" defines the expected work effort and results for a given project

• Initial Scope Statement must convey at a broad level what the project is trying to achieve

• A final scope statement must be documented and accepted before the project beginsbefore the project begins

• Project scope must be monitored as the project progresses to ensure that all changes are managed

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Project Scoping helps in…

• Providing a clear statement of project deliverables • Identifying the tasks and activities to be carried out• Understanding and planning project resources• Assigning responsibilities to the project team• Providing a baseline for raising project funds • Laying a foundation for future project decisions

– (e.g. such as planning cost, schedule, resources, project control and performance measurement)


Sound Bytes

“I learned these lessons 30 years ago… just about all the repeated lessons reduce down to just one primary lesson: Project scope drives project cost and schedule.”

Scott Cameron, Global Capital Systems Manager for the Food & Beverage Global Business Unit of Procter & Gamble


For more information…

You can reach me, Mario Louis at [email protected]

to know how you can participate in our workshops

Visit our workshop website atwww.iccke.org/workshop/microsite/index.php

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