Project management 101

NexCetera Discussion SeriesProject Management 101Presented by: David B BrownNexCetera

Project Management 101Slide 2 of 18 - IntroductionA successful Project Manager must simultaneously manage the four (yes four and not the typical three that you read about most commonly) basic elements of a project: resources, time, money, and most importantly, scope. All these elements are interrelated. Each must be managed effectively. All must be managed together if the project, and the project manager, is to be a success.ResourcesPeople, equipment, and materialTimeTask durations, dependencies, and critical pathMoneyCosts, contingencies, profitScopeProject size, goals, requirementsResourcesScopeMoneyTimeNexCetera

Project Management 101Slide 3 of 18 – Introduction continuedMost literature on project management speaks of the need to manage and balance three elements: people, time, and money. However, the fourth element is the most important and it is the first and last task for a successful project manager. First and foremost you have to manage the project scope. Project Scope will make or break a project and it’s manager. Project Scope will impact all other aspects of the project. If the scope is not well defined, understood, and agreed upon, the project will require more resources, time, and money to complete. ResourcesMoneyTimeScopeNexCetera

Project Management 101Slide 4 of 18 – Step One Define the ScopeDefine the ScopeThe first, and most important, step in any project is defining the scope of the project. What is it you are supposed to accomplish by managing this project? What is the project objective? Equally important is defining what is not included in the scope of your project. If you don't get enough definition from your boss, clarify the scope yourself and send it back upstairs for confirmation.ResourcesMoneyTimeScopeNexCetera

Project Management 101Slide 5 of 18 – Step Two Determine available resourcesDetermine Available ResourcesWhat people, equipment, and money will you have available to you to achieve the project objectives? As a project manager, you usually will not have direct control of these resources, but will have to manage them through matrix management. Find out how easy or difficult that will be to do.ResourcesMoneyTimeScopeNexCetera

Project Management 101Slide 6 of 18 – Step Three Check the TimelineCheck the TimelineWhen does the project have to be completed? As you develop your project plan you may have some flexibility in how you use time during the project, but deadlines usually are fixed. If you decide to use overtime hours to meet the schedule, you must weigh that against the limitations of your budget.ResourcesMoneyTimeScopeNexCetera

Project Management 101Slide 7 of 18 – Step Four Assemble your Project teamAssemble Your Project TeamGet the people on your team together and start a dialog. They are the technical experts. That's why their functional supervisor assigned them to the project. Your job is to manage the team.MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 8 of 18 – Step Five List the Big StepsList the Big StepsWhat are the major pieces of the project? If you don't know, start by asking your team. It is a good idea to list the steps in chronological order but don't obsess about it; you can always change the order later.MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 9 of 18 – Step Six List the Smaller stepsList the Smaller StepsList the smaller steps in each of the larger steps. Again, it usually helps you remember all the steps if you list them in chronological order. How many levels deep you go of more and more detailed steps depends on the size and complexity of your project.MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 10of 18 – Step Seven Develop a Preliminary PlanDevelop a Preliminary PlanAssemble all your steps into a plan. What happens first? What is the next step? Which steps can go on at the same time with different resources? Who is going to do each step? How long will it take? There are many excellent software packages available that can automate a lot of this detail for you. Ask others in similar positions what they use.MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 11 of 18 – Step Eight Create Your Baseline PlanCreate Your Baseline PlanGet feedback on your preliminary plan from your team and from any other stakeholders. Adjust your timelines and work schedules to fit the project into the available time. Make any necessary adjustments to the preliminary plan to produce a baseline plan.MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 12 of 18 – Step Nine Request Project AdjustmentsRequest Project AdjustmentsThere is almost never enough time, money or talent assigned to a project. Your job is to do more with the limited resources than people expect. However, there are often limits placed on a project that are simply unrealistic. You need to make your case and present it to your boss and request these unrealistic limits be changed. Ask for the changes at the beginning of the project. Don't wait until it's in trouble to ask for the changes you need. MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 13 of 18 – Step Ten Work Your Plan, But Don't Die For ItWork Your Plan, But Don't Die For ItMaking the plan is important, but the plan can be changed. You have a plan for driving to work every morning. If one intersection is blocked by an accident, you change your plan and go a different way. Do the same with your project plans. Change them as needed, but always keep the scope and resources in mind.MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 14 of 18 – Step Twelve Monitor Your Team's ProgressMonitor Your Team's ProgressYou will make little progress at the beginning of the project, but start then to monitor what everyone is doing anyway. That will make it easier to catch issues before they become problems.MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 15 of 18 – Step Thirteen Document EverythingDocument EverythingKeep records. Every time you change from your baseline plan, write down what the change was and why it was necessary. Every time a new requirement is added to the project write down where the requirement came from and how the timeline or budget was adjusted because of it. You can't remember everything, so write them down so you'll be able to look them up at the end-of-project review and learn from them.MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 16 of 18 – Step Fourteen Keep Everyone InformedKeep Everyone InformedKeep all the project stakeholders informed of progress all along. Let them know of your success as you complete each milestone, but also inform them of problems as soon as they come up. Also keep you team informed. If changes are being considered, tell the team about them as far ahead as you can. Make sure everyone on the team is aware of what everyone else is doing. MoneyTimeScopeResourcesNexCetera

Project Management 101Slide 17 of 18 – ConclusionIn conclusionSuccessful project management is an art and a science that takes practice. The ideas presented above can give you a basic understanding of project management, but consider it only a beginning. If your job or career path includes project management, and you want to improve your skills, talk to successful project managers, read, and practice. Project management can be a very rewarding career.ScopeResourcesMoneyTimeExternal References - http://bit.ly/b4mahF, and http://bit.ly/ckOuY8NexCetera

Project Management 101Slide 18 of 18 – QuestionsHopefully, you found this information useful. I appreciate your time. Please contact David.Brown@Nexcetera.net with any questions.NexCetera Discussion SeriesProject Management 101Presented by: David B BrownNexCeteraNexCeterawww.NexCetera.net knowing what’s next

Project management 101

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