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Project Management Training - Slides

This document provides an overview of project management concepts and tools that can be applied to everyday tasks and projects. It introduces the project lifecycle including initiating, planning, executing, monitoring and controlling, and closing phases. Project management functions like scope, time and cost management are also outlined. The document then explains how common project management tools can be adapted for everyday use, such as using a communications matrix for stakeholder communications or a task list and schedule instead of a formal project schedule.

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Hadji Javier Tejuco
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641 views

Project Management Training - Slides

This document provides an overview of project management concepts and tools that can be applied to everyday tasks and projects. It introduces the project lifecycle including initiating, planning, executing, monitoring and controlling, and closing phases. Project management functions like scope, time and cost management are also outlined. The document then explains how common project management tools can be adapted for everyday use, such as using a communications matrix for stakeholder communications or a task list and schedule instead of a formal project schedule.

Uploaded by

Hadji Javier Tejuco
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Project

Management
for
Everyone

Contact Information
Project Management for Everyone
Adam Donaldson, PMP
Business Management & Analysis Group
Phone: (202) 994-6867
Cell: (240) 472-2171
Email: adonald@gwu.edu

Objectives
Project Management for Everyone

Basic understanding of project management


principles
Share tools and techniques of formal project
management that can be used in daily tasks
and projects

Project Management Principles


Project Management for Everyone

Project Management Institute


Project Management for Everyone
PMI is an aggregation of best practices from
thousands of professional project managers
Principles in this session are based on PMI
methodologies, there are other
methodologies
Organizations typically use these as a basis
for developing custom project management
processes

www.pmi.org

GW MS in Project Management
Project Management for Everyone

business.gwu.edu/programs/specialized-masters/mspm/

Definition of a Project
Project Management for Everyone

Project - A temporary endeavor undertaken to create


a unique product, service, or result.
Temporary / Not Ongoing
- Definite beginning and end
- Does not mean a short duration

Unique
- Outcome is a unique deliverable
- Could come in the form of either
products, services or results

Project Life Cycle


Project Management for Everyone
Initiating

The
Five
Project
Phases

Planning
Monitoring & Controlling

Executing
Closing

Project Management Functions


Project Management for Everyone
Scope Management
Time Management
Cost Management
Quality Management
HR Management
Communications Mgt

Things done
within the
phases to
manage the
project

Risk Management
Procurement Mgt
Project Integration

~ PMI refers to these as Knowledge Areas ~

Triple Constraints
Project Management for Everyone

Triple
Constraints
Resources

~ Managing these is the primary responsibility of the PM ~

PM in Practical Terms
Project Management for Everyone
Initiating

Planning

Define

Plan

Clarify the request


and objectives

Develop the
specific approach

Executing

Closing

Monitoring &
Controlling

Review

Manage

Were expectations
met?

Task, action,
communication & resource management

Day to Day Use of PM


Project Management for Everyone

What are some


struggles often
experienced in
projects?

Define

Initiating

Project Management for Everyone

Clarify the request / initiative


Identify stakeholders
Define the requirements

Clari

ion

Define - Clarification
Project Management for Everyone

PM Tool

Everyday Tool

Project Charter

Email / Memo

Document objectives
Defines high-level scope,
exclusions, objectives,
milestones & timeline

Send to requester to validate


Writing down helps clarify
Get agreement!!

Define - Identify Stakeholders


Project Management for Everyone
Project Stakeholder

People or groups positively or negatively affected


by the project outcome.

External Relations
Legal

Departmental
Management

Project
Team

University Web
Services

Senior
Leadership

Students
Faculty / Staff

Stakeholders may
or may not exert
direct influence over
the project

Define - Identify Stakeholders


Project Management for Everyone

PM Tool

Everyday Tool
Stakeholder Matrix

Identify and track key stakeholders


Determine Impact & Influence to gauge how to manage
Ensure thoroughness of communications planning

Define - Requirements
Project Management for Everyone

PM Tool

Everyday Tool

Requirements Document

Requirements List

List the what items required in


the final solution
Documents the what of the
initiative / task and breaks into
individually deliverable items

Iterative process often requiring


multiple interviews
Critical to defining the solution

Define

Initiating

Project Management for Everyone

Clarification Memo
Stakeholder Matrix
Requirements List

Clari

ion

Plan
Project Management for Everyone

Organize and plan


Determine tasks to be done
Create a schedule
Plan communications

Planning

Plan Project Management Plan


Project Management for Everyone

PM Tool

Everyday Tool

Project Management Plan

Project Workbook

Establishes plan for planning,


execution, monitoring & closing,
including all subsidiary plans

Project Workbook
Project Management for Everyone
o Include all project information
-

Scope / Objectives
Stakeholders / Contacts
Requirements
Schedule, Milestones & Deliverables
Action Items and Issues

o Central location for all project info


-

Excel workbook or other similar tool


Local / Shared Folder

o Living document
o Serves as a template / historical artifact for
similar future endeavors

Plan Work Breakdown Structure


Project Management for Everyone

PM Tool
Control
Account
Level

Everyday Tool
Treasury & BMAG Website Updates
Content
Development
WBS1

BMAG Page
Updates
WBS 1.1

Website
Development
WBS2

Treasury Page
Updates
WBS 1.2

Departmental Org
Chart Updates
WBS1.3

Home Page
Updates
WBS 1.4

Verification of
Positions
WBS 1.3.1

Name / Contact
Information
Updates
WBS1.3.2

Creation of
Updated Org
Charts
WBS 1.3.3

Breaks deliverables into manageable


work packages

Planning
Package
Level

Graphics Design
WBS2.1

Work
Package
Level

Ensures we dont forget or omit


important tasks

Plan Schedule
Project Management for Everyone

PM Tool

Everyday Tool

Formal Project Schedule

Task List / Schedule

Sequences & defines project tasks


and monitors status of project against
milestones / baselines

Plan Schedule
Project Management for Everyone
Task List / Schedule

Excel or other common tool


Turn WBS work packages into tasks
Clearly identify major milestones
Identify dependencies one task which relies on another

Plan Communications Matrix


Project Management for Everyone

PM Tool

Everyday Tool

Communications Plan

Communications Matrix

Documents the detailed plan


for communicating with all
stakeholders

Plan Communications Matrix


Project Management for Everyone
Communications Matrix

Target communications towards stakeholders identified


Consider both internal and external communications
One of the most vital efforts in any project

Plan
Project Management for Everyone

Project Workbook
Work Breakdown Structure (WBS)
Task List / Schedule
Communications Matrix

Planning

Manage

Executing

Project Management for Everyone

Monitoring

Executing schedule tasks


Managing action items & issues
Report status

Manage Actions & Issues


Project Management for Everyone

PM Tool

Everyday Tool

Action & Issues Register

Log and track all actions and issues ensures accountability


Tasks are scheduled Action Items pop up

Communicate Status Report


Project Management for Everyone

PM Tool

Everyday Tool

Project Status Report

Email / Memo

Provides succinct information


conveying timelines, progress,
issues & next steps

Communicate Status Report


Project Management for Everyone

Description
Timeline
Progress
Deadlines
Issues
Next Steps

Manage

Executing

Project Management for Everyone

Monitoring

Schedule & Project Workbook


Action & Issues Register
Status Report

Review
Project Management for Everyone

Discuss what went right & wrong


Hold final review

Closing

Review Lessons Learned


Project Management for Everyone

PM Tool

Everyday Tool

Lessons Learned Document

Email / Memo

Gather key participants to


discuss lessons learned
Formally documents lessons
learned throughout the project
by phase

Capture important lessons


which could help others
engaged in similar activity

Review Final Review


Project Management for Everyone

PM Tool

Everyday Tool

Project Approval Document

Review of Project Workbook

Documents formal signature


approval of the project

Review Final Review


Project Management for Everyone

Review objectives & requirements Review lessons learned


Discuss plan to close open actions

Review
Project Management for Everyone

Lessons Learned
Project Workbook

Closing

Summary
Project Management for Everyone

Project Management Concepts

Definition of a project

Project Lifecycle

Project Management Functions

Triple Constraints

Summary
Project Management for Everyone

Project tools for everyday tasks & projects

Define

Initiating

Planning

Clarification Memo

Project Workbook

Stakeholder Matrix

Work Breakdown Structure

Requirements List

Schedule

Communications Matrix

Executing

Plan

Manage

Monitoring &
Controlling

Review

Schedule / Proj Workbook

Lessons Learned

Actions & Issues Register

Project Workbook

Status Report

Closing

Questions
Project Management for Everyone

Thank You!!!
Project Management for Everyone

Adam Donaldson, PMP


Business Management & Analysis Group
Phone: (202) 994-6867
Cell: (240) 472-2171
Email: adonald@gwu.edu

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