Tough ProjectsKeeping them on Course

What can make the difference betweenSuccess and Failure?

MIKE MELLIN, BSEE/MSSenior Project Manager Dunhill Technical Services, LLC Las Vegas, Nevada 89139 858-405-7633 MikeMellin@AOL.com

TEAMWORK IS A MUSTPLOT YOUR COURSE

PRESENTATION TO THE PMI SOUTHERN NEVADA CHAPTERFEBRUARY 18, 2016

TOUCH PROJECTS KEEPING THEM ON COURSE WHAT DID WE FORGET THAT CAN MAKE A DIFFERENCE

HAVE A PLAN AND PLOT YOUR COURSEKEEP YOUR TEAM FOCUSED ON SUCCESSCOMMUNICATESTAY ON COURSE1

REAL WORLD PROJECT EXPERIENCES KEEPING YOUR PROJECT ON COURSETOUGH PROJECTS ARE ALWAYS A CHALLENGE TAKE IT TO SUCCESSTHE PROJECT PLAN IF THEIR ISNT ONE CREATE IT YOU THEN HAVE A COURSESCOPE, REQUIREMENTS THEN A DESIGN OF WHAT WE WILL BUILD AND SUPPORTTHINK OUTSIDE THE BOX BE A VISIONARY BE POSITIVELEADERSHIP IS SO IMPORANT TEAMWORK EVERYONE IS PART OF THE TEAMCOMMUNICATE WITH EVERYONE - AND BE ALSO KNOW TO WHEN TO LISTENALL TASKS ARE IMPORTANT AND LEAD TO MILESTONE ACCOMPLISHEDUSE TOOLS TO NAVAGATE AND MANAGE YOU PLAN AND CRITICAL PATH ITEMSKNOW WHO YOUR CUSTOMERS ARE, AND THEIR IMPORTANCE FOR SUCCESSLOOK FOR LOW HANGING FRUIT AND GRAP IT FOR A SMALL WINS TO SUCCESSASK QUESTIONS OTHERWISE YOU MAY NOT KNOW THE ANSWERS

THE PLAN SOULD HAVE START and FINISH - DONT LET OTHERS MOVE THE FINISHFOCUS ON THE GOALS THE POT IS MORE THAN FULL 90% MIGHT BE GOODHAVE A BUDGET, MANAGE IT, AND DONT LET OTHERS STEAL YOUR CHEESE

2WHAT CAN WE LEARN FROM TOUGH PROJECTS and HAVE SUCCESSFUL WINS?

REAL WORLD PROJECT EXPERIENCES KEEPING YOUR PROJECT ON COURSE

TOUGH PROJECTS ARE ALWAYS A CHALLENGE TAKE IT TO SUCCESSTHE PROJECT PLAN IF THEIR ISNT ONE CREATE IT YOU THEN HAVE A COURSESCOPE, REQUIREMENTS THEN A DESIGN OF WHAT WE WILL BUILD AND SUPPORTTHINK OUTSIDE THE BOX BE A VISIONARY BE POSITIVELEADERSHIP IS SO IMPORANT TEAMWORK EVERYONE IS PART OF THE TEAMCOMMUNICATE WITH EVERYONE - AND BE ALSO KNOW TO WHEN TO LISTENALL TASKS ARE IMPORTANT AND LEAD TO MILESTONE ACCOMPLISHEDUSE TOOLS TO NAVAGATE AND MANAGE YOU PLAN AND CRITICAL PATH ITEMSKNOW WHO YOUR CUSTOMERS ARE, AND THEIR IMPORTANCE FOR SUCCESSLOOK FOR LOW HANGING FRUIT AND GRAP IT FOR A SMALL WINS TO SUCCESSASK QUESTIONS OTHERWISE YOU MAY NOT KNOW THE ANSWERS

THE PLAN SOULD HAVE START and FINISH - DONT LET OTHERS MOVE THE FINISHFOCUS ON THE GOALS THE POT IS MORE THAN FULL 90% MIGHT BE GOODHAVE A BUDGET, MANAGE IT, AND DONT LET OTHERS STEAL YOUR CHEESE

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WHAT CAN LEAD TO SUCCESS OR FAILURE of a PROJECT Is failure an Option?SUCCESS is the result of perfection, hard work, learning from failures, loyalty, and persistence - Colin Powell TOP TEN FACTORS WHY PROJECTS COULD FAIL IMPORTANT TO MANAGE THESE:Scope Creep Lack of or Changing RequirementsResources AllocationsPoor CommunicationStakeholder Management and User InvolvementPoor to no Budget Estimates No ReservesNo Risk ManagementUnsupported Project CultureLeadership and Team WorkSchedule and Critical Path ManagementTechnology Capabilities and Management

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SUCCESS IS is the result of perfection, hard work, learning from failures, loyalty, and persistence - Colin Powell

Success is peace of mind which is a direct result of self-satisfaction in knowing you did your best to become the best you are capable of becoming.John Wooden

Read more at http://www.brainyquote.com/quotes/quotes/j/johnwooden402561.html#FDiA1ysR7MDXDkkd.99

Scope Creep Lack of or Changing RequirementsResources AllocationsPoor CommunicationStakeholder Management and User InvolvementPoor to no Budget Estimates No ReservesNo Risk ManagementUnsupported Project CultureLeadership and Team WorkSchedule and Critical Path ManagementTechnology Capabilities and Management

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Project Life Cycle Navigation - PMBOK 5thHigh Level Process Groups for a ProjectInitiating Goal PROJECT CHARTERBusiness goals and objectivesProject Statement of WorkSponsor(s)Stakeholders (key and others)Charter presentation and approvalPlanningProject PlanScope, requirements, schedule, costsBudgetTeam StaffingExecutingTeam and TrainingProcurementCommunicationsDeliverablesAcceptanceMonitoring and ControllingMilestones against the planProject Accounting and Budget Variances +/ -Risk and Issue ManagementProgress reportingClosingAccounting and final InvoicingFinal AcceptanceContract ClosuresHand-off to support with trainingPost Implementation Reports

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PROJECT LIFE CYCLE FIVE PHASES BUT THEY DO OVERLAP AND RECYCLE4

YOUR PROJECT CHARTER AUTHORITY AND GUIDE TO YOUR MAP- OUTLINE KEY TO SUCCESSEXECUTIVE SUMMARYREFERENCE DOCUMENTSPURPOSE OF PROJECTBENEFITSPROJECT MANAGEMENT STRAGETYSCOPE AND OBJECTIVESPROJECT STAKEHOLDERS AUTHORITIES SPONSOR, COMMITTEES, PMORGANIZATIONAL RELATIONSHIPSSCHEDULE HIGH LEVELRESOURCESMAJOR MILESTONESBUDGETMETRICS AND KEY PERFORMANCE INDICATORS (KPIS) LIKE EARNED VALUE (CPI, SPI, EAC)KEY SUCCESS FACTORS RISKSAPPROVALS

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PROJECT CHARTER SAMPLE

THE PROJECT CHARTER PROBABLY ONE OF THE MOST IMPORTANT DOCUMENTS WE CREATE and KEEP UP TO DATE

EXECUTIVE SUMMARYREFERENCE DOCUMENTSPURPOSE OF PROJECTBENEFITSPROJECT MANAGEMENT STRAGETYSCOPE AND OBJECTIVESPROJECT STAKEHOLDERS AUTHORITIES SPONSOR, COMMITTEES, PMORGANIZATIONAL RELATIONSHIPSSCHEDULE HIGH LEVELRESOURCESMAJOR MILESTONESBUDGETMETRICS AND KEY PERFORMANCE INDICATORS (KPIS) LIKE EARNED VALUE (CPI, SPI, EAC)KEY SUCCESS FACTORS RISKSAPPROVALS

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PROJECT SPONSOR(S) Typically One $$$ & AuthorityIdentify KEY STAKEHOLDERS Keep Informed - Communication

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KNOW WHO YOUR SPONSOR OR SPONSORS ARE

KNOW WHO YOUR STAKEHOLDERS AND THEIR ROLES

COMMUNICATE WITH ALL6

PROJECT MANAGEMENT PLAN KEY ELEMENTS *SOMETHINGS SPECIFIC FOR YOUR PROJECTAcceptance CriteriaAcceptance Criteria and MethodsChange Management Plan Change, Release, UpdatesCommunications PlanConfiguration Management and Control Cost Management Plan Includes Cost BaselineIssue Management PlanOrganization Also covered in Project CharterPilot Program New Products and ReleasesProcurement Management (as applicable)Project ReportingQuality Assurance OversightQuality PlanRisk Management PlanSchedule Management Plan Includes Schedule BaselineStatement of Scope and Work (SOW)Steering Committees - Project and Possibly Executive7

SAMPLE PROJECT ORGANIZATION

KEY ELEMENTS THAT COULD BE SPECIFIC TO YOUR PROJECT

Acceptance CriteriaAcceptance Criteria and MethodsChange Management Plan Change, Release, UpdatesCommunications PlanConfiguration Management and Control Cost Management Plan Includes Cost BaselineIssue Management PlanOrganization Also covered in Project CharterPilot Program New Products and ReleasesProcurement Management (as applicable)Project ReportingQuality Assurance OversightQuality PlanRisk Management PlanSchedule Management Plan Includes Schedule BaselineStatement of Scope and Work (SOW)Steering Committees - Project and Possibly Executive

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SCOPE CREEP MAKE SURE YOU HAVE CLEAR AND CONSISE BUSINESS AND SCOPE REQUIREMENTS SCOPE = The sum of the products, services, and results to be provided as a Project

KEEP THE CART BEFORE THE HORSEBusiness Requirements (BRD)Technical Requirements (TRD)Statement of Scope/WorkKey Dates and MilestonesFunding Sources and BudgetBaseline Everything Manage ChangeRequirements will define the Scope8KEY FACTORS TO HAVE AND MANAGE

SCOPE IS The sum of the products, services, and results to be provided as a Project ALSO MANY POSSIBLE DEPENDICIES

CREEP KEY FACTORS TO MANAGE

Business Requirements (BRD)Technical Requirements (TRD)Statement of Scope/WorkKey Dates and MilestonesFunding Sources and BudgetBaseline Everything Manage Change

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Project Management Triple Constraint or Iron Triangle Keeping the Project On Course

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THE IRON TRIANGLE COST, SCOPE, AND SCHEDULE

THEN INSIDE PERFORMANCE, TIME, AND RESOURCES

QUALITY9

YOUR PROJECT PLAN AND SCHEDULE KEY TO KEEPING ON COURSE

Key ComponentsMajor PhasesTasks and Durations = Work = WBSTask DependenciesCost loaded ResourcesMilestones and Key DatesCritical PATHBeginning and End

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YOUR PROJECT PLAN WITH SCHEDULE- RESOURCE AND COST LOADED

Key ComponentsMajor PhasesTasks and Durations = Work = WBSTask DependenciesCost loaded ResourcesMilestones and Key DatesCritical PATHBeginning and End

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RESOURCE LOADED PROJECT WITH PERCENT COMPLETE11

RESOUCES WHO IS DOING WHAT, WHEN, WILL ALSO GIVE YOU METRICS LIKE COSTS TO DATE11

HAVING INTEGRATED TOOLS DASHBOARD FOR VISUAL MANAGEMENT AND SUCCESS12

THE DASH BOARD EVERYONELOVES THESE BUT MAKE THEM MEANINGFUL12

BUDGET MANAGEMENTStatus with Authorized Budget Baseline Typically part of Project CharterBreak it down by manageable componentsUpdate Costs weeklyUse Earned Value when PossibleProject and Management Reserves Know your Organization SystemsWork Authorization and Time Keeping ImportantControl who is charging to your project Resources, Material, etc.Manage Reserves and VariancesProject Reserves in Project BudgetManagement Reserves Senior ManagementUpdate in Periodic Reports ON TIME

Not Recommended

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BUDGETS AND MANAGEMENT OF BUDGETS

REPORTING AND STATUS

Status with Authorized Budget Baseline Typically part of Project CharterBreak it down by manageable componentsUpdate Costs weeklyUse Earned Value when PossibleProject and Management Reserves Know your Organization SystemsWork Authorization and Time Keeping ImportantControl who is charging to your project Resources, Material, etc.Manage Reserves and VariancesProject Reserves in Project BudgetManagement Reserves Senior ManagementUpdate in Periodic Reports ON TIME

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BUDGET VERSES ACTUALS WITH VARIANCE14

BUDGET VERSES ACTUALS WHERE ARE WE TO THE PLAN

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BUDGET GRAPHIC ALLOCATIONS15

FUNCTIONAL ALLOCATION OF BUDGETS15

COMMUNICATIONS MOST IMPORTANT FOR PROJECTS SUCCESSKICK-OFF MEETING START OF PROJECT ALL STAKEHOLDERSDAILY STAND-UPS Project Team Key PersonnelDAILY with Procurements and Sub ContractorsBI-Weekly Status to ManagementMonthly Steering CommitteesQuarterly Reviews Sponsor and ExecutivesChange and Configuration Control MeetingsDemonstrations based on Key Milestones One-One Project Manager and Key StakeholdersMost Effective Oral Face to Face - Tele/Video Communications

Project War Room Typically key conference room - Make it Visual

MAJOR EVENTS AND TASKS SHOULD BE COMMUNICATED TO KEY STAKEHOLDERS

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COMMUNICATION MOST IMPORTANT FOR A PROJECTS SUCCESS

MAJOR EVENTS AND TASKS SHOULD BE COMMUNICATED TO KEY STAKEHOLDERS

KICK-OFF MEETING START OF PROJECT ALL STAKEHOLDERSDAILY STAND-UPS Project Team Key PersonnelDAILY with Procurements and Sub ContractorsBI-Weekly Status to ManagementMonthly Steering CommitteesQuarterly Reviews Sponsor and ExecutivesChange and Configuration Control MeetingsDemonstrations based on Key Milestones One-One Project Manager and Key StakeholdersMost Effective Oral Face to Face - Tele/Video Communications

Project War Room Typically key conference room - Make it Visual

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AgendaStatusMilestonesIssuesRisksEventsCalendarActions MinutesMEETINGS CAN BE RECURRING OR SPECIAL ALWAYS NOTICE AND AGENDA IN ADVANCEMEETINGS MOST IMPORTANT TO KEEP YOUR PROJECT ON COURSEMEETINGS MUST17

MEETINGS

AgendaStatusMilestonesIssuesRisksEventsCalendarActions Minutes

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GETTING YOUR PROJECT MANAGEMENT TOOLSSTART WITH YOUR REQUIREMENTS GOALS AND OBJECTIVESCONSIDER THE CULTURE AND ENVIRONMENTCONSIDER COST OF OWNERSHIP SUBSCRIPTION BASED AT A LOWER LIFE-CYCLE COSTDO A COST BENEFIT ANALYSIS SUPPORTING AND INFRASTRUCTURE INCLUDING TRAININGPOPULAR TOOLS TODAY:MICROSOFT OFFICE 2016/Office 365 Subscription Based OptionsWord, Excel, PowerPoint, Outlook, OneNote, SharePoint, SkypeProject ManagementMS Project/Project Server, ProjectManager.Com (shown today), SmartSheet, LiquidPlanner, CA Clarity/Workbench, Atlassian JIRASUBSCRIPTION BASED INTEGRATED SYSTEM IS SOMETIMES BEST SOLUTIONTEAM DECISION - Based on RequirementsPROTOTYPE - TRY BEFORE YOU BUY EVERYONE HAS 30 FREE TRIALSBE AWARE OF FREEWARE

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PROJECT MANAGEMENT TOOLS GETTING THE RIGHT ONES

START WITH YOUR REQUIREMENTS GOALS AND OBJECTIVESCONSIDER THE CULTURE AND ENVIRONMENTCONSIDER COST OF OWNERSHIP SUBSCRIPTION BASED AT A LOWER LIFE-CYCLE COSTDO A COST BENEFIT ANALYSIS SUPPORTING AND INFRASTRUCTURE INCLUDING TRAININGPOPULAR TOOLS TODAY:MICROSOFT OFFICE 2016/Office 365 Subscription Based OptionsWord, Excel, PowerPoint, Outlook, OneNote, SharePoint, SkypeProject ManagementMS Project/Project Server, ProjectManager.Com (shown today), SmartSheet, LiquidPlanner, CA Clarity/Workbench, Atlassian JIRASUBSCRIPTION BASED INTEGRATED SYSTEM IS SOMETIMES BEST SOLUTIONTEAM DECISION - Based on RequirementsPROTOTYPE - TRY BEFORE YOU BUY EVERYONE HAS 30 FREE TRIALSBE AWARE OF FREEWARE

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19CoachJohnWooden

COACHING BASKETBALL VIDEO TO FOLLOW THE BIG PYRAMID19

CELLEBRATE SUCCESS AND RECOGNIZE/REWARD EVERYONE ON YOUR TEAM

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CELLEBRATE SUCCESS AND RECOGNIZE/REWARD EVERYONE ON YOUR TEAM20

CONCLUSIONS

TOUGH PROJECTS DONT NEED TO BE

HAVE YOUR TEAM - KEEP YOUR PROJECTS ON COURSE

QUESTIONS?

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22FLIM CLIP COACH JOHN WOODEN UCLA

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PMI RESOURCES FREE TO MEMBERS 2323

PRACTICE GUIDES

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