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Project and Portfolio Management Overview
July 19, 2006
Presented By: Linda Sabatelli
Chris Worley
Miami University
IT Services
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Agenda
Why Use Project Management Project Management Institute Miami University IT Project Management Core Project Requirements PMI Project Management MethodologyMiami University
IT Services
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Why Use Project Management
Miami University
IT Services
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Everyday Projects
Family anniversary party Vacation Buy a new car Home improvementsOperational Work
Gardening Balance check book LaundryMiami University
IT Services
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Project Management Methodology
Formalize Approach Follow the same key steps every time Proven Standards Use of the methodology provides better results Expectations are clear All parties know what to expect regarding the process, communication, etc.Miami University
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Triple Constraints
"Fast - cheap - good: you can have any two."
Scope/Deliverables 00what the project will accomplish and to what level of quality "There is no such thing as scope creep, only scope gallop." Cost/Resources 00people, equipment, etc. Time 00completion date "Work expands to fill (and often exceed) the time allowed." -- Parkinson's Law "A badly planned project will take three times longer than expected - a well planned project only twice as long as expected."Miami University
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Project Management Institute
Miami University
IT Services
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Project Management Institute www.pmi.org
Established in 1969 Over 200,000 members in over 150 countries. Develop and promote global standards of excellence in project management, PMI has consistently enhanced and improved the professional lives of its members, while concurrently advancing the profession.Miami University
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PMP Certification
Project Management Professional (PMP) 7500 hours leading projects plus 60 months in project management OR a college degree and 3500 hours leading projects plus 36 months in project management 35 hours of PM classes Pass 200 question test Obtain 60 hours training every 3 years to maintain certificationMiami University
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PMBOK - Processes
Initiating Planning Executing Monitoring and Control ClosingThe process groups are normally completed within each phase of the project.
Miami University
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PMBOK 00Knowledge Areas
Integration 00coordination of all other areas Scope 00 the work required Time 00estimating and tracking Cost 00estimating, budgeting, and tracking Quality 00 assuring the project meets the goal Human Resources 00organize and manage Communications 00collect, store, and disseminate information Risk 00identify, analyze, and respond Procurement 00purchases or acquisitionsMiami University
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PMBOK Process and Knowledge Areas
路 Select Seller
路 Plan Contracting
路 Contract Closure
路 Contract Administration
路 Request Seller Response
路 Plan Acquisition
Procurement
路 Response Planning
路 Quantitative Analysis
路 Qualitative Analysis
路 Risk Identification
路 Risk Monitor and Control
路 Risk Planning
Risk
路 Manage Stakeholders
路 Performance Reporting
路 Information Distribution
路 Communications Planning
Communications
路 Develop Team
路 Manage Team
路 Acquire Team
路 HR Planning
Human Resources
路 Quality Control
路 Quality Assurance
路 Quality Planning
Quality
路 Cost Budgeting
路 Cost Control
路
路 Cost Estimating
Cost
路 Schedule Development
路 Activity Duration Estimating
路 Activity Resource Estimating
路 Activity Sequencing
路 Schedule Control
路 Activity Definition
Time
路 WBS
路 Scope Control
路 Scope Definition
路 Scope Verification
路 Scope Planning
Scope
路 Integrate Control
路 Preliminary Scope
路 Close
路 Monitor and Control Work
路 Direct and Manage Execution
路 Project Plan
路 Charter
Integration
Close
Control/ Monitor
Execute
Plan
Initiate
Miami University
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Miami University IT Project Management
Miami University
IT Services
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Project and Portfolio Management
What is it and why do we need it?
Framework to enable constrained resources to simultaneously: provide continuous operational support for Miami University00 IT infrastructure and computer users accomplish specific activities (projects) to achieve strategic University objectives Components project management portfolio management operational plan project management methodology (PMM)Miami University
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Project Management
Project - temporary endeavor to create a unique product, service or result Project Management - activities required to initiate, plan, execute, control, and close a project Benefits Create partnerships for success (Client Offices and IT Services) Establish accountability through methodologyMiami University
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Portfolio Management
Portfolio - a collection of projects grouped to facilitate effective management to meet strategic objectives Benefits Create shared responsibility to identify and prioritize vital academic and business needs Establish IT Governance to integrate division and university-wide prioritization of projects Align and manage IT resources to achieve University strategic objectivesMiami University
IT Services
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Operational Plan
A yearly plan updated quarterly to schedule and assign IT resources to projects to meet University priorities and Client timing requirements Benefits Establish a firm schedule and commitment of IT resources in the near term (current quarter) Provide a planning window for IT Services and Client offices for the medium term (next two quarters) Create accountability through scheduling, reporting and monitoringMiami University
IT Services
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Project Management Methodology (PMM)
The tools and techniques required to establish and manage a project-driven organization including: Project Office and IT Governance Project and Portfolio Management (PPM) system, time tracking and change management Operational Plan, portfolio, queue and PMM manual. Benefit Structure and standards Repeatability Quality control Escalation ProcessMiami University
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Project Management Success
What is Success?
IT resources are tightly aligned with University strategic objectives and division requirements. project nominations are accurately prioritized thru IT governance client needs are met in an acceptable time frame the governance process is well-understood and communicated Projects successfully produce deliverables according to the planned schedule and cost. business needs accurately defined; deliverables form the contract project and portfolio management adds value (proven by metrics) Operational support is maintained at acceptable levels.Miami University
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Core Project Requirements
Miami University
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Project Management Participants
Who participates in Projects?
Clients / customers define business need primary beneficiaries of the project deliverables active participation and ownership Stakeholders 00anyone impacted by project activity or output Sponsor primary benefactor for project able to ensure availability of resources, prioritization, organizational commitment Project Manager assemble team and lead effort to develop plan to produce deliverables convert business need into project deliverables schedule and monitor execution of plan to produce deliverables identify and resolve problems and issues communicate, communicate, communicate Project Team define tasks and milestones to produce deliverables Commit to performing work and producing output according to project scheduleMiami University
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The Core
Project Management - The Core
Business Need 00what is the current situation that requires evaluation and potentially, technology Deliverables 00jointly developed, measurable outcomes that will satisfy Client academic and business needs Milestones 00steps required to produce the deliverables Forecast 00estimate of resources required to accomplish milestones Schedule 00planned timing and sequencing of workMiami University
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Business Need
Business Need types specific event or activity business process improvement or reengineering new business activity, system or process actions define the current situation (include history as appropriate) identify specific problems with the current situation define measurable objectives to solve/improve the problemMiami University
IT Services
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Deliverables
Deliverables specific, measurable outputs that meet the business objectives the product(s) that will be produced by the project Developed with input from client, sponsor, stakeholders and project team basis for a contractual agreement between client, sponsor and project manager (before beginning) determine the resources, money and schedule requirements for the projectMiami University
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Business Need and Deliverables Mail Project Example
Miami University
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Project Phases/Milestones
Steps or phases required to produce deliverables Highest level of the work breakdown structure Developed by project team Often conduct a formal review or produce a document to officially transition from one phase to the nextMiami University
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Phases/Milestones Mail Project Example
Miami University
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Work Breakdown Structure
Facilitate team meeting to decompose phases/milestones into tasks Continue to breakdown tasks until manageable (often 3 days 002 wks) Each task owner will create a separate check list to complete the taskMiami University
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Work Breakdown Structure Mail Project Example
Miami University
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Estimate Work and Duration
Determine who will work on each task and assign an owner if multiple people Owner estimates the amount of work to accomplish each task (usually in hours) Owner estimates the duration required to accomplish each task (usually in days)Miami University
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Create Schedule
Determine task dependencies (external or other project tasks) Sequence the tasks based on resource availability and dependencies Establish planned start and end dates for each taskMiami University
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Forecast and Schedule Mail Project Example
Miami University
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WBS and Scheduling Tips
Get started by planning quickly and completely 00not randomly working on project tasks Allow sufficient time for review of documents (3 005 business days) Allow time to close the project (conduct lessons learned and assemble final documentation) Look for tasks that can be completed in parallel rather than waiting for one to complete and then start the next Revise the plan often (at least 1x per month) Medium to large projects benefit from using Microsoft Project to manage the schedule Small projects can be tracked in Excel by entering the task name, owner, planned start and finish, and actual start and finishMiami University
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Project Management Introduction
Project Management - The Core
Business Need Deliverables Milestones Forecast ScheduleMiami University
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Project Management Processes and Documentation
www.muohio.edu/projectoffice
Miami University
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Documentation
Charter Issue Log Status Reports Risk Log Change Log Schedule Ensure all team members have access to current project documentsMiami University
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Issue Log
Create an Issue Log to track: Questions that need to be researched Meeting discussions that require follow up Problems, road blocks, or other events preventing work To Do00 that require team managementMiami University
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Issue Log Mail Project Example
Miami University
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Issue Reporting
Low or Moderate 00 Issue can be resolved by the team without impacting the schedule Maintain in Issue Log but not reported to Sponsor High or Critical 00 Issue requires management intervention 00cannot be resolved by the team OR Issue can be resolved by team but will cause a delay to scheduled tasks Report to Sponsor and Steering TeamMiami University
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Status Reports
Issue a Report at least 1x per month Get input from the entire team and be sure they agree with the report Distribute to team members, team00 managers, your manager, Sponsor, and Steering Committee Key Topics: Accomplishments this period Plans for next period High and Critical Issues 00what is being done to resolveMiami University
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Status Report Mail Project Example
Miami University
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Communication Team Members
Facilitate Team Meetings Hold weekly meetings to share information and updates Schedule Special Topic Meetings Problem solving or discussions that may involve non-Team Members Regular Contact with Team Stop by to see team members Discuss obstacles and provide assistanceMiami University
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Risk
Identify List all risks Analyze Determine which risks need attention Respond Assign an owner to prepare a risk response Acceptance Avoid Transfer Mitigate Contingency Plan Control and Manage "Whatever can go wrong, will." -- Murphy's Law "All project managers face problems on Monday mornings - good project managers are working on next Monday's problems."Miami University
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Risk Log Mail Project Example
Miami University
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Change Control
Document changes to the Scope/Deliverables, Resources/Cost, or Schedule in an Excel Change Log ID #, Date, Title, Description, Impact, Recommendation Review all changes with affected resource Managers as well as the Sponsor and Steering Committee Expect changes to occurMiami University
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Change Log Mail Project Example
Miami University
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Lessons Learned
Gather from individuals and in group session Categorize feedback Document both positive (worth doing again on next project) and improvement (don00 repeat) Improvement items should have a recommendation of what would have worked betterMiami University
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Lessons Learned Mail Project Example
Miami University
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Questions and Answers
