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EVANSVILLE WATER & SEWER UTILITYDECEMBER 12, 2012
Project ManagementProject ManagementHow to Reduce Stress & Increase SuccessHow to Reduce Stress & Increase Success
Project Management PresentationDecember 12, 2012
AgendaDefinition of a Project What (who) is a Project ManagerDeveloping a Project PlanBreakProject ImplementationProject Close-outQuestions and Answers
Project Management PresentationDecember 12, 2012
Definition of a ProjectWhat is a Project?
A Project is a temporary activity with a start date, specific goals and conditions, defined responsibilities, a budget, a plan and a schedule
In business and science, a project is a collaborative enterprise, frequently involving research or design, that is carefully planned to achieve a particular aim
At RW Armstrong, our projects typically involve preparation of reports, construction documents, etc.
At Evansville Water & Sewer Utility, projects involve much of the same thing – reports, construction documents, etc.
Project Management PresentationDecember 12, 2012
What (who) is a Project Manager?Project Manager must be a doer
Project Management is not something you are, it is something you do.
PlanOrganizeDirect Control
Project Management PresentationDecember 12, 2012
What (who) is a Project Manager?Traits and Qualities
Backs decisions of team membersOrganizedHandles multiple priorities wellTechnically proficientHolds people accountableDelegates well
Follows through On his/her commitments On others’ commitments
Good ListenerProactiveOn top of every aspect of their projectLeads by exampleGood communicator
*Note: Technical Expertise is not a Requirement
Project Management PresentationDecember 12, 2012
What (who) is a Project Manager?
ResponsibilitiesProject PlanningProject UpdatingClient and Scope ManagementBusiness Development
Marketing Sales
1. Be the Face of the Organization
2. Manage Risk
3. Earn the Profit
Project Management PresentationDecember 12, 2012
1. Lack of Planning
2. Lack of Clear Roles and Responsibility
3. Lack of Change Management
4. Poor Budgeting/Financial Control
Why Do Projects Fail?
Developing a Project Plan before work begins on a project will help to address these issues
Project Management PresentationDecember 12, 2012
Developing a Project PlanElements of a Project Plan
1. Vision/Goals
2. Critical Success Factors
3. Scope
4. Schedule
5. Financial Plan (Budget)
6. Team Organization (Roles and Responsibilities)
7. Quality Control Process (QC Plan)
8. Communication Plan
Project Management PresentationDecember 12, 2012
Vision/Goals – Critical Success Factors
Developing a Project Plan
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Scope
A detailed breakdown of all elements of the Project
List all tasks to be accomplished (no task should be greater than $10,000 effort)
Avoid vagueness in descriptions
Should tie directly back to contract or agreement
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Schedule
Timeline of proposed scope items
Way to track progress of Project
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Budget
Breakdown of Project costs associated with individual scope items
Budget should be spread over previously developed schedule
Resources are to be allocated to match budget amounts
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Team Organization
A listing of all project team members and their associated roles
Include specific responsibilities for each team member Responsibilities should be tied directly to project scope items Increases the sense of accountability throughout the team
Begins to lay the groundwork for project communication
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Quality Management
Quality Assurance – Institutional initiatives to provide quality control measures and procedures
Quality Control – Review of project execution and deliverables to ensure an acceptable work product
Quality Improvement – Utilizing lessons learned from project execution to improve future projects
*Note: Important to allocate budget and time in your schedule for quality management
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Quality Management
Don’t spend more time looking for defects in projects.
Improve the process to deliver projects
Remove the source of problems
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Quality Management
Set of procedures laid out detailing Quality Control
Identify person responsible for seeing that Quality Reviews are completed
Layout method for recording Quality Control Review
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Project Management PresentationDecember 12, 2012
Developing a Project Plan
CommunicationProcess by which meaning is assigned and conveyed in an attempt to create shared understanding
Detailed plan for team communication Weekly progress reports Regular team meetings
How is information distributed to team and to client
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Communication – Principal of Reinforcement
Communications Media How to be Proactive
1. Face to face (meetings) Agree on a regular schedule for meetingsEnter dates into both your calendars
2. Verbal (telephone) Agree on a regular schedule for phone calls
3. Written (emails, letters, reports) Send brief e-mail updatesSend formal monthly progress reportsDo it whether your client requires it or not
Project Management PresentationDecember 12, 2012
Developing a Project Plan
Proactive CommunicationIn order to communicate effectively, you must reinforce one form of communication with at least one other
Communications Media Verbal Written Body Language
Letter Memos Telephone calls E-mails Face-to-face meetings
Project Management PresentationDecember 12, 2012
Developing a Project Plan
CommunicationThe telephone should be your most frequent means of communication
Managing the Telephone1. Answering the phone2. Grouping your calls3. Holding calls4. Getting off the phone5. Document with follow-up e-mails
Managing Voicemail1. Let callers know when you will be
able to return their calls2. Tell callers how to reach a human
being3. Leave short messages4. Speak s-l-o-w-l-y when leaving
your telephone number
Project Management PresentationDecember 12, 2012
Developing a Project Plan
CommunicationDo NOT let technology replace the fact that this is a people business
Do1. Include your complete contact
information on every email2. Use proper grammar and
punctuation 3. Use the “Subject Line”
1. they see it first
Don’t1. USE ALL CAPS2. Spread off-color humor3. Use email to carry out extended
conversations4. Forget to include attachments5. Send e-mails when you push the
“send” button
11 Build in a delay
Project Management PresentationDecember 12, 2012
BREAK
Project Management PresentationDecember 12, 2012
Controlling the Project (Working the Plan)
Review Project Delivery Plan Budget, Schedule & Resource Needs
Project Management PresentationDecember 12, 2012
Project Initiation
Controlling the Project (Working the Plan)
Project Management PresentationDecember 12, 2012
Project Initiation
Controlling the Project (Working the Plan)
Project Management PresentationDecember 12, 2012
Controlling the Project (Working the Plan)
Quick Quiz
What is the project's percent complete? 30% 40% 50% 60%
Contract Current Status$100,000 Budget $40,000 Spent
10 Month Schedule 6 Months into Project
Project Management PresentationDecember 12, 2012
Controlling the Project (Working the Plan)
Earned Value (EV)
The amount of work effort that has been completed for a given task regardless of the budget or time spent. Example
1 Contracted to build 100 widgets
1 Currently completed 35 widgets
1 Therefore the current Earned Value (EV) is 35%
Project Management PresentationDecember 12, 2012
Earned Value
Controlling the Project (Working the Plan)
Project Management PresentationDecember 12, 2012
One Month into Project
Controlling the Project (Working the Plan)
Project Management PresentationDecember 12, 2012
One Month into Project
Controlling the Project (Working the Plan)
Project Management PresentationDecember 12, 2012
Earned Value (6 Months)
Controlling the Project (Working the Plan)
Project Management PresentationDecember 12, 2012
Six Months into Project
Controlling the Project (Working the Plan)
Project Management PresentationDecember 12, 2012
Six Months into Project
Controlling the Project (Working the Plan)
Project Management PresentationDecember 12, 2012
Managing ResourcesWhat are Internal Resources?
Personnel
• Technical
• Administrative
Equipment• Field
• Office
What are External Resources? Consultants Contractors
Project Management PresentationDecember 12, 2012
Project Close-out Technical
Physical File Electronic File
Accounting Final Invoicing (if applicable) Budget Evaluation File Closure
• Physical
• Electronic
Stakeholder Follow-up Internal External
Lessons Learned
Project Management PresentationDecember 12, 2012
Project Close-outPerformance Evaluation
Technical Financial Client Satisfaction
Performance Evaluation to be Performed by Project Manager
Performance Evaluation to be Reviewed by Senior/Client Manager
Questions and Answers