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The projectmanagementbasicsworkshop

Oct 19, 2014




Project Management Basics

The Project Management BasicsWork ShopBy

Mitchell W. Manning, Sr.It is best to begin at the beginning. Just what is Project Management?1forewordPrepared by Mitchell W. Manning, Sr. to serve as an example/guide for basic project management training for individuals and organizationsNote: This work shop is the companion piece for "The Project Management Work Book" also on SlideShare.If needed, Mitch can help you customize the work shop and work book to your company, your culture, your team, your project management policy, procedures, and software.Email:[email protected]

2About the Work ShopThis hands on work shop is designed to give newly assigned project team members an understanding of project management basics, and the regulatory, technical, and behavioral responsibilities and accountabilities. As a participant, you will learn and practice project management basics in each of the five stages of project management, from initiating to closing the project. You will be able to contribute more quickly and effectively in project team assignments, and instruct others on the technical and behavioral responsibilities and accountabilities within the project team.Project Management Basics are key to project success, for organizations and individuals regardless of project complexity and size. All team members need to have a sound understanding of project management basics, the technical requirements and the behavioral skills to work with others effectively and successfully. Team members contribute more timely and at a higher level when they are well trained and well treated. This course provides the participants with the basic technical knowledge and behavioral skills.Newly assigned project team members; individuals with project responsibilities; project trainers; and, individuals from human resources, manufacturing, finance, purchasing, marketing and sales, logistics, and engineering who need a general understanding of project responsibilities and accountabilities will benefit from the systematic and logical presentation of the technical and behavioral basics gleaned from the experiences, and teachings, of successful project team members/leaders/managers.

3The Work Shop PlanYou will learn to:-define and scope a project-apply 6 key questions in 5 key project stages-define and lead initiating, planning, staffing, controlling, and closing projects-map a project and apply the seven basic tools essential to effective project management-contribute to and lead effective project meetings-contribute to and lead effective project problem solving and decision-making

4Day One/Lesson OneDay Two/Lesson TwoYou will learn to:-present yourself to the project manager and project members -assess you project management experience-work with the best project team member, and the worst-use your organizational values and ethics to motivate the project team-present your ideas-train others-evaluate others-plan next steps-give positive and negative information/feedback-summarize and close meetings-self-analyze for strategic project leadership-explore project management websites for growth and development5Day Three/Lesson ThreeYou will learn to:-describe the project to key stakeholders-write the project charter-document the preliminary project proposal questions-build project support and gain buy-in-plan project resources-sell your project to others-build external project support-use a project checklist for strategic leadership from beginning to close

6Lets Get StartedLet me tell you about myselfNow, tell meWho are you?What do you do?Why are you here?What does project success mean?Why do some projects fail?7Project ManagementThe time-bound use of limited resources to achieve a fixed outcome.Project Management is the time-bound use of limited resources to achieve a fixed outcome. Think of flashlight tag in the neighborhood or a family dinner. The basics are there. Think of a new world-wide product or service. The basics are there.8Why Project Management?TechnicalCompetenceApproachDeploymentResultsTimeCostScheduleComplianceProgressBehavioralAttitudeExpectationsConfidenceWork/Life BalanceSo, why do we make such a big deal of project management in our organizations? The answer is to achieve behavioral and technical control.9Project Management Basics Workshop: Key PrinciplesKnow what you needKnow when you need itKnow what you can pay10Understanding needs is very simple and very serious. Needs meet expectations. All needs are equal. You cannot move forward if a need is unfulfilled. Needs and wants are different. Wants exceed expectations. Wants are not equal. You can move forward when a want is unmet, but stakeholders will be less than satisfied.Every project deserves clearly identified and shared needs and wants. The wants are more helpful to project success when the priority order is known and shown.Project management is about balancing value, scope, and time to meet and exceed the expectations of all the stakeholders. Value, Scope, and Time are the first things for the project stakeholders to agree on and commit to. Any variation in one will affect the other two. Therefore, all changes require control and agreement. The key principles of project management applies on the playground with a group of eight year olds the same as in the board room of the worlds most complex organizations. And, little has changed since the dawn of civilization, except the tools we use for documenting and controlling the project.

10Project Management Basics Workshop: GuidelinesPriorities BasedProcess FocusedSystems AlignedSystems IntegratedResults Driven

11The priorities of project management are value, scope, and time. These rule the processes, the systems, and the results.The core processes are procure, protect, produce, and promote. These apply to all the resources required by the project.Systems are collections of processes useful for managing the required resources. The basic resources are Members, Money, Materials, Machines, and Methods. The corresponding systems within organizations are often identified as Human Resources, Finance, Purchasing/Material Handling, Production/Engineering, and Quality Assurance. The organizational systems however called are best when aligned and integrated to be Results Driven. Alignment and Integration requires a systematic and logical progression of key organizational documents. The most effective project manager respects and follows the hierarchy of the organization.11One Page Project Process MapOne Page Question to the Void WorksheetOne Page Project Overview WorksheetOne Page Project Initiating WorksheetOne Page Project Planning WorksheetOne Page Effective Meeting Worksheet 12Project Management Basics Workshop: Technical Quick ConnectsPoint to be made by the facilitator:

The objective to get the one pager correct, not to get to one page. You must do it right the first time. 12

The Thinking Process for ProjectsSituation AppraisalOpportunity AnalysisPotential Problem AnalysisDecision AnalysisProblem Analysis13The Origin of ProjectsAwareBelieveComprehendDevelopExcel

14The Project ProcessInitiatingPlanningExecutingControllingClosing

15Project Management Basics Workshop: Plan The ProjectProject MissionIdentify Desired OutcomesIdentify CustomersIdentify Customer RequirementsIdentify Supplier SpecificationsIdentify Steps In The ProcessIdentify Measures16Point to be made by the facilitator:

Project planning follows the same basic steps from the playground to the executive board room. The high rate of project failure is not because we dont know what to do. Project failure happens because we dont do what needs to be done in the systematic and logical order needed to be successful.16Project Management Basics WorkshopAnalyze The Project OpportunityDefine the ProjectExplore the ProjectAnalyze the ProjectIdentify Potential SolutionsSelect Solution(s)17Point to be made by the facilitator:

Systematic and logical analyses are necessary to ensure project success. Scope creep, budget over runs, and extended due dates are the predictable outcomes of inadequate project opportunity analysis.

One key to success is often to let the project definition determine the project solution. A solution should never define the project.17Project Management Basics Workshop:Lead The ProjectDesign the Project PlanImplement the Project PlanEvaluate the OutcomeAchieve Desired Outcome Yes Document and StandardizeMonitorNo- Identify Cause Yes, go to Design Project PlanNo, go to Explore the Project 18Point to be made by the facilitator:.

There are 3 expectations for project outcomes . They are:Exceeds expectationsIs under budgetCompleted before due date

18Project Vision andMission StatementsIdentify Desired OutcomeIdentify CustomersIdentify CustomerRequirementsIdentify SupplierSpecificationsIdentify Steps in the ProcessTools:Identify MeasuresDefine the ProjectAnalyze the OpportunityIdentify ChoicesSelect Best-Balanced ChoiceDesign the Project PlanExecute andControl the ProjectEvaluateOutcomeDesired OutcomeAchieved? Monitor YesCauseIdentified?123Top-down Flow ChartFlow ChartWork Flow DiagramDocument & Standardize YesQuality Systems ApproachNoYesNoExplore CausesCause-EffectDiagramCollect & Analyze DataPareto Diagram63963111111111 Type SizeCheck SheetHistogramRun ChartScatter DiagramControl ChartPhase I: Plan ProjectPhase II: Analyze ProjectPhase III: Lead ProjectOne Page Project Map.......Exercise One: Project ManagementWhat can we add to the Project Map?10 minutes in teamsDebrief in large group

Watch We Are On The Same Team and identify the project and key stakeholders20 minutesDebrief in large group20

20PMBOK Basics5 Basic Process GroupsInitiatingPlanningExecutingMonitoring and ControllingClosing9 Knowledge AreasIntegration ManagementSco