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© 2003 Two West, Inc.
Web-enabled Project Management
October 24, 2003Prepared by Two West, Inc.
© 2003 Two West, Inc.
Or The Art & Science of Project
Management
October 24, 2003Prepared by Two West, Inc.
© 2003 Two West, Inc.
Ethan WhitehillCEO/Creative Director
Two West Inc.
816-471-3255 x25 | [email protected]
© 2003 Two West, Inc.
Agenda
• Art Class• The State of Project Management• The Art of Project Management• Why Projects Fail• Applying Science to the Art• Uplink• Science Class
© 2003 Two West, Inc.
Art 101
© 2003 Two West, Inc.
© 2003 Two West, Inc.
Project Management 101
• Was this difficult?
• Why?
• What did we learn?
© 2003 Two West, Inc.
The State of Project Management
• More than 33% of projects are cancelled before they reach completion.
• The likelihood of a cancelled project increased approximately 18% between 1995 and 2000.
• Nearly 90% of projects fail due to cost and time overruns.
• Nearly one third of companies experience cost overruns of 150-200% and time overruns of 200-300%.
Source: "Chaos,” The Standish Group, 1995
© 2003 Two West, Inc.
The State of Project Management
Conclusion • Project management tools and techniques
are not being effectively used and applied.
• Overall, failed and challenged projects alone cost US companies and government agencies an estimated $145 billion per year.
• Many of these projects could have potentially
been rescued by better lines of communication among the project teams.
Source: "Chaos,” The Standish Group, 1995
© 2003 Two West, Inc.
The State of Project Management
Research shows that vendors who can deliver Internet-based project collaboration technologies will have the competitive advantage in the future.
Source: Datatech
© 2003 Two West, Inc.
The Art of Project Management
What is project management?
“…the art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, quality, time and cost, and participant satisfaction.”
Source: The Project Management Institute
© 2003 Two West, Inc.
The Art of Project Management
What is the role of a Project Manager:• Plan• Communicate• Monitor• Control
All to meet objectives of:• Scope• Time• Cost• Quality• Satisfaction
© 2003 Two West, Inc.
Why Projects Fail
• Inefficient Communication• Incomplete Automation• Inconsistent Process
© 2003 Two West, Inc.
Why Projects Fail
Inefficient Communication
EFFECT CAUSE
Additional expense and effort (rework)
• Conflicting information
• Inconsistent flow of information (process)
• Incomplete transmission of information
Delays • Incomplete stakeholder involvement (loop)
• Decentralized project team
• Poor identification of team members and roles
• Low visibility of priorities and dates
Weak accountability/ responsibility
• Multiple communication channels
• Message overload/clutter
© 2003 Two West, Inc.
Why Projects Fail
Incomplete Automation
EFFECT CAUSE
Frustration and wasted time • Email security restrictions on file size
• Cumbersome process to download and organize attachments
• Incomplete transmission of forwarded messages and attachments
Undocumented approvals(The Blame Game)
• Hard copy exchange too time consuming and costly
• Electronic proofs often receive verbal approval or disconnected approval via email
© 2003 Two West, Inc.
Why Projects Fail
Inconsistent Process
EFFECT CAUSE
Scope creep (budget overruns and missed deadlines), poor resultsand unacceptable quality
• Compressed project lifecycles compromise process details
• Projects managed according to experience and style of project manager
• Lack of standardized format and forum for project management functions (plan, communicate, monitor, control)
• No clearly defined project expectations
• No continuous mechanism for real-time performance feedback
© 2003 Two West, Inc.
Applying Science to the Art
Implement Web-enabled Project Managementto solve problems of:• Inefficient Communication• Incomplete Automation• Inconsistent Process
…by improving the project manager’s ability to plan, communicate, monitor and control:– Scope– Time– Cost– Quality– Satisfaction
© 2003 Two West, Inc.
uplink
Login & Welcome
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Applying Science to the Art
Communication• Improves team communication through structured
response mechanism• Reduces risk of errors by providing well-organized
versions• Eliminates confusion among team members through
role-based security and “need-to-know” access:Executive, Project Manager, Team, Client, Vendor
• Increases speed of information dissemination• Maintains complete log of all communications (audit
trail)
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uplink
Message Board
© 2003 Two West, Inc.
Applying Science to the Art
Automation• Eliminates risk of losing important files• Allows secure transfer of large files (the first time)• Provides electronic signature capability• Reduces admin costs of document handling• Simplifies queries with searchable database
© 2003 Two West, Inc.
uplink
Upload Document
© 2003 Two West, Inc.
Applying Science to the Art
Process• Offers client and other users real-time project
information in a heads-up dashboard• Improves visibility of standard project
management practices• Enables task assignment and management through
alerts• Tracks team performance and monitors
stakeholder satisfaction through post-mortem surveys
© 2003 Two West, Inc.
uplink
Project View
© 2003 Two West, Inc.
uplink
Other benefits • Lower total cost of ownership vs. desktop application• Ease of use and minimal training• Integrates/complements other popular tools:
email, schedulers, pdfs, contact databases• Customizable interface for brand compliance
© 2003 Two West, Inc.
Parting Thought
Science 101
In July 1961, astronaut Gus Grissom became the second American in space. He flew 15 minutes aboard Liberty Bell 7, a Project Mercury spacecraft.
© 2003 Two West, Inc.
Parting Thought
Science 101
Now, more than 30 years later, we could duplicate the entire Mercury program with a single laptop computer and still have memory to spare.
Today’s project management technology gives you the power of mission control. Use it wisely.
