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- Rebecca Lyles, PMP
Project Management and Documentation
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Technical Writer since 1982
Technical Editor since 1985
Technical Manager since
1991PMP since 2003
My experience
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Shameless Plug
www.textcpr.com
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Telecommunications (landline and cellular) Technology development process Software development Manufacturing Publishing Information systems Enterprise content management Sales, marketing, training
Industries and fields
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Project Management Institute Website: pmi.org
PMBOK® Process-based
Inputs Tools and techniques Outputs
Five process groups Nine knowledge areas
PMP certification – what is it?
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Ultimate guide and standard Source and reference Inputs (documents, plans, designs) Tools and Techniques (mechanisms applied
to inputs) Outputs (documents, products) Updated often – check editions
PMBOK®
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Five process groups Initiating Planning Executing Monitoring and Controlling Closing
Project Management Institute
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Nine knowledge areas Integration Scope Time Cost Quality Human Resource Communications Risk Procurement
Project Management Institute
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Four-year degree (bachelor’s or global equivalent) Three years project management experience 4,500 hours leading and directing projects 35 hours of project management education
- or –
Secondary diploma (high school or global equivalent)
Five years of project management experience 7,500 hours leading and directing projects 35 hours of project management education
PMP eligibility requirements
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Project Management Professional (PMP)® Certified Associate in Project Management
(CAPM)®
Program Management Professional (PgMP)®
PMI Scheduling Professional (PMI-SP)®
PMI Risk Management Professional (PMI-
RMP)®
PMI Certifications
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Challenging exam◦ Psychometric◦ Monitored◦ Four hours
Books (PMBOK® and supplements) Week-long boot camps Entire industry around prep books, CDs College courses, lectures Private seminars, study groups Do-it-yourself
PMP exam preparation
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PMBOK® - latest edition Rita Mulcahy Prep book, CDs Buy used, but check edition Make a plan Stick to your schedule Record your own audio Carry note cards Use spare time
DIY Tips
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PMBOK covers everything Much is irrelevant to documentation Costs (usually not your
responsibility) Quality (may be relative, “luxury”) Risk – someone else’s problem Formulas for finite measurements Procurement practices
Scope of knowledge for certification?
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Program Evaluation and Review Technique
Network diagrams - PERT
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Used in MS Project
Network diagrams - Gantt
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Cost Variance EV - AC
Schedule Variance EV - PV
Cost Perf. Index EV / AC
Float or Slack LS-ES and LF-EF
Est. At Completion (EAC)
BAC / CPI,AC + ETC -- Initial Estimates are flawedAC + BAC - EV -- Future variance are AtypicalAC + (BAC - EV) / CPI -- Future Variance would be typical
Variance At Completion
BAC - EAC
Benefit Cost Ratio Bigger is better ((BCR or Benefit / Cost) revenue or payback VS. cost)Or PV or Revenue / PV of Cost
Project management formulas
∞
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Pro: Discipline, knowledge, structure Sense of accomplishment Opens doors Provides credibility
Con: Significant effort Can be expensive Learn many things you’ll never use
Is PMP certification worthwhile?
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Ensure thorough requirements definition Engage stakeholders appropriately Keep scope contained Identify items in critical path Assign resources Define responsibilities Track deadlines Communicate as necessary
How does PM apply to documentation?
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Project, process, procedure
Process – a series of ongoing, repeatable, functional actions that can be applied to different situations and needs.
Project – “a temporary endeavor undertaken to create a unique product, service, or result.”
PMBOK® Guide, 2004
Procedure – a series of steps or actions always performed the same way, in the same situation, for the desired result.
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Project, process, procedure
A documentation project
can be part of an overall development process
in which the (naming, backup, fire safety?)
procedures are defined by the company.
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Taking the best from PM
Get buy-in from stakeholders
Check often to maintain
requirements and scope
Sequence tasks, progress, critical
path
Triple constraint Define roles and responsibilities
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Simplified project plan
Goal Start dateCompletion
date
Project team
Milestones, deliverables
Scope Stakeholders
RisksResponsibiliti
es and workflow
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Who is the audience and what is the purpose?
What is the desired outcome? Why are we doing this? What are the deliverables? How will we evaluate our success? How will the company evaluate our
success?
Project goal
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What is the official kickoff date? Are we waiting for something? Is there anything we can do now? Do the stakeholders know the start date?
Project start date
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When does the requester need it? Is that realistic? If not, what can we do to meet it? What are our options? Documentation usually doesn’t have the
luxury of deciding completion date
Project target completion date
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What will we do? What will we not do? Do the stakeholders understand that?
Project scope
“Beyond the scope of this
project.”
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Outside the project team, who has a special interest in this project?
Project stakeholders
Name Function Company/Department
Sponsor
Suppliers
Customers
End users
Subject matter experts
Support analysts
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Who will perform the tasks required for this project?
Project team
Name Function Company/Department
Project Manager
Group manager
Individual contributor
Reviewer, tester
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What are the important events, results, and products, and when do they need to be completed?
Project milestones and deliverables
Event or DeliverableDate Due
(chronological)
Executive summary 11/1/2011
High-level outline 11/15/2011
Chapter descriptions 11/22/2011
Lab exercises 12/15/2100
Test questions 12/31/2011
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Responsibilities and workflowInput/Trigger Task Responsible Output/Result
Course Design Document1. Identify image
requirementsCourse Developer
List of image requirements
List of image requirements
2. Create initial image Image Developer Initial image
Initial image 3. Create lab files for image
Course DeveloperLab files to be added to imageDraft student labs
Initial image4. Add lab files to the
imageImage Developer Updated imageLab files to be added to
image
Updated image 5. Create image recipe Image DeveloperImage recipe and test script
Updated image6. Test image (internal) Course Developer
Image test results, lab editsImage test script, lab
drafts
Image test results 7. Update image Image Developer Updated image
Updated image8. Create Setup and
Readme filesImage Developer Setup and Readme files
Updated image 9. Release image and documentation to Operations
Image DeveloperOperations takes possession of image and documentation
Recipe, Setup and Readme files
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What unplanned events could affect the outcome of the project?
What will we do if these happen?
Risks
Risk Mitigation
Developers not available when needed
Write sections out of order, review later for continuity
Decision to offer internationally Edit for translation, International English
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Research the options at pmi.org Talk to people who have certification Assess your career choices Choose a learning method Apply what works for you Certified or not, use the principles – They’re
good!
Conclusion
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Project Management Institute SD Chapter, PMI Text CPR LinkedIn Project Management Body of Knowledge
(PMBOK Guide®) Amazon – Rita Mulcahy prep book, CDs
Resources
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?
Questions
????