Project Management Basic Tools ASE 19-Oct-2015

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

Project Management ToolsThe BasicsLiana Tarca | October 2015


Project Management Catch-up

A project is a temporary group of activities designed to produce a unique product, service or result.

It has a clear objective, start and end date.

Project management is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives.

1. Ensuring the project goals and objectives are met, while honoring the project constraints (scope, cost, and schedule)

2. Determine how to run the project & what tools to use

3. Escalate when needed and ask for management support in removing roadblocks

4. Act as coach/mentor to project team

1. Defining

2. Planning

3. Executing

4. Monitoring and Control

5. Closing

What is a project? What is Project Management?

Which are the main steps in project management?

Which are the responsibilities of the Project Manager?

Scope

ScheduleCost


Project Life Cycles

Based on the project type, complexity, methodology used, the lifecycle can be different and the phases bear different titles


Project Management Basics

The basics delivery plan

Project Data Sheet (PDS)

Current vs Future State

Project Plan

Management of Change Plan (MOC)

Status Communication Template (4Quad)

4



Produce a Project Data Sheet at the start of the project (during Initiate phase).

This document will serve as the foundation of the project and guide you throughout.

It should be reviewed and approved by the Project Sponsor, to ensure your expectations are aligned.

Revisit this document during each phase to make sure you are still on track.

Update and review the document with Project Sponsor when there are major changes.

Project Data Sheet

YOU CAN USE:

Excel, Power Point


Project Data Sheet

[INSERT YOUR PROJECT TITLE HERE, NO ACRONYMS]

1

2

3

BusinessCase

Objectives

Scope

Min 3 bullet points Describe what is missing now, what is not working

properly Which are the opportunities for improvements Focus on issues, no solutions in this step

Min 2 objectives (one primary, one secondary) Make them SMART, short and concise

4 Benefits

5 Risks

In scope: What are you going to address

What are the benefits for the company, customers, employees? Insert concrete benefits, end state ones

Identify min 2 major risks and have in mind mitigation plans

No risk = huge risks

6

7

8

Major Milestones

R&Rs(Roles & Responsibilities)

Key Deliverables

9 Success Criteria

Insert what exactly you are going to deliver: a new process, a new tool, a new engagement model, etc

Quality check test is: you see/touch the deliverable

Which are the results that will make your project a success How will you know you have completed the project successfully Include both the measurement method and the results (data is

highly recommended)

Out of Scope: What you are not

addressing

Milestone Completion Date

Use the project lifecycle phases if not clear yet which are the milestones

Insert at least mm/yy if day is not available

Role Name

Project Lead

Project Sponsor

Project Team

Template


Project Data SheetImprove Partner Experience through Webinar Delivery

1

2

3

BusinessCase

Objectives

Scope

The webinars are not delivered consistently in the team. The attendance to the webinars is low Number of partners answering to webinar survey is low

and overall satisfaction is medium Setting-up a webinar implies several steps that add to

our day-to-day workload.

Offer structure for delivering the webinars for more months in advance

Increase survey satisfaction rate with regards to communication

Increase Partner Satisfaction with regards to webinar delivery and the number of responses received via survey

4 Benefits

5 Risks

In scope: External webinars

Improve Partner Experience through webinars Increased Partner Portal Usage and Satisfaction Decrease the workload for our team

Deployment delays on regional level No clear R&R distinction among teams involved Low attendance

6

7

8

Major Milestones

R&Rs

Key Deliverables

9 Success Criteria

Repository of training materials Communication Package (eDM’s, add banners) Framework of relevant topics for relevant partner

audience

Improved survey scores:Completely satisfied 3% up (FY13 vs. FY14)Completely dissatisfied 3% down (FY13 vs. FY14) Increase the number of responses to the survey from 5.5% to

15% Increase the overall satisfaction rate from 30% to 50%

Out of Scope: Internal webinars

Milestone Start Date

Project kick-off 1st Feb 2014

Phase I: April/May/June Webinar planning

31st March 2014

Phase II: July/Aug/Sep Webinar Plannig

15th May 2014

Monitoring and Control 1st August 2014

Role Name

Project Lead Nikolai & Milena

Project Sponsor Liana

Project Team Janneke, Flemming, consultants:Teodora, Razvan

Example






Project Plan



8



Depending on the project objectives, you may want to show:

1. What is changing within the process

2. Metrics and post-project metrics improvements

3. Screenshots/mock-ups of new functionality (for IT projects)

4. Changes to roles & responsibilities or organizations

5. …be creative and produce a slide that gives users a good picture of what the project should achieve


Clearly show what will be different when the project is complete

Current State Future State

YOU CAN USE:

Excel Graphs, Visio, Power Point


SBSO Agent SBSO Coordinator

GBS Profiling

PartnerOne Adv

SBSO Current - Future

Current

FutureSBSO Agent

GBS Profiling

PartnerOne Adv

Consultancy on complex

cases

Example


Visibility over Business Unit

eCommunication Planner

Not available

Campaign: unique content

Event: one send out

Available on a quarterly basis following manual creation

Campaign send outs per Business Group available per country and in real time

Before After

PPS

EG

PPSEG

Software

All BGs

Campaigns per Business Group

Example



• A project plan shows the project milestones and timelines, the owners, resources, budgets

• Depending on the size / complexity of your project, you need to determine how to create this documentation:

– PowerPoint for very simple projects

– If a more detailed project plan is needed, use Excel - group your items so that a summary view can be copied into PowerPoint for presentation purposes

• Optional: create an additional, more graphical version of your plan

– The best option is to use Ms Project

Phase I

23-07-14, 20:00

• Go to the store• Buy coffee

Phase II

24-07-14, 07:00

• Turn on the stove• Set the kettle on

Phase III

24-07-14, 07:30

• Pour coffee in the cup• Drink

Project Plan

YOU CAN USE:

Excel, Ms Project, Power Point, any other project planning software


Project Management BasicsWebinar Delivery with Ms Project

Example


Project Management BasicsProcess Improvement with Excel

Activity Plan Actual July August September October

Project Data Sheet signed off 1 July 1 July

Kick-Off meeting with core team 5 July 3 July

Go-forward model chosen 15 July 15 July

1st Draft Communicated 20 July 20 July

Dummy partners set up in SQ 20 Aug

dSSP Matrix published 20 Aug

Pilot countries confirmed 20 Aug

Training documentation complete 23 Aug

Training execution complete 27 Aug

Project deliverables signed off 30 Aug

New process live 1 Sept

Monitoring of new process 30 Sept

Decision to deploy to additional countries

1 Oct

Project close 5 Oct

Kick-off meeting

Kick-off meeting & weekly meetings to follow

German model chosen, with updated communication for dSSP

Distributed in BU / Country calls

Dummies set up by PRM team, then into SQ

Created and posted on SharePoint

Proposal: EEM Countries

Internal Ops and TTT for countries

Partners trained by SQ CLs

Sign-off on 30 Aug

Go-Live for Pilot countries

We are Here

Example



Other templates

Excel has a multitude of templates that you can use. Click on File > New > List > explore






Project Plan



16


Ensuring the change (current vs. future state) is understood,

accepted, expected, and planned for by stakeholders

• Management of Change (MOC), or Change Management, is a structured approach to transitioning individuals, teams, and organizations from a current state to a desired future state.

• From a project management perspective, the key elements are:Communication• Who needs to know about the project / deliverables• Define the communications (what to communicate) and

mechanism (how)• A schedule of when to execute the communicationsTraining• Who needs to be trained• Who will prepare the training materials• Who will execute the training• Training schedule

Enabling future state implementation

Management Of Change (MOC) Planning

YOU CAN USE:

Excel, Power Point, Ms Project



18

What do we communicate?

- Project Objectives

- Timelines

- Milestones

- Achievements

- Status/Issues

To whom do we communicate?

- Directly impacted people

- Indirectly impacted people

- Management line

- Stakeholders

- Customers/Partners

When do we communicate?@

- @the beginning, during and @ the end of the project

What, Who, When


Meetings

Intranet

Email

Newsletters

Partner Portal

Phone

PrimarilyInternal

PrimarilyExternal

…and how…Communication Mechanisms


• Who is directly impacted?

• Whose job / work is going to change as a result of this project?

R

• Who are the decision makers / give sign-off?

A

• Who has input into the project (project team and others)?

C

• Who is not directly impacted, but should know about the project?

I

Required Communications

Direct Impact• Person/Group #1• Person/Group #2• Person/Group #3

Decision Maker• Person/Group #1• Person/Group #2• Person/Group #3

Contributor• Person/Group #1• Person/Group #2• Person/Group #3

Information Only• Person/Group #1• Person/Group #2• Person/Group #3

Internal

Project Essentials

Current Project Status

Timelines

Preparation Tasks

Training Plan

External

Project Essentials

Before / After Process

As Project Manager, you decide these

things!

Who needs to know, and what…Identifying Your Target Audience

Template


ID CommunicationDirect

ImpactDecision

MakerContrib

InfoOnly

Go-Live-10+

Weeks

Go-Live-8 Weeks

Go-Live -4 Weeks

Go-Live–2

WeeksGo-Live

Post Go-Live

INT1 Project announcement EMail

INT2 What you need to do to prepare for the change

EMail

INT3 Project Status, Timelines

MtgIntrane

t

INT4 Training Plan

EMailIntrane

t

INT5 Announcement thatproject is live

EMailIntrane

t

…putting it all together

The Communication Plan

• A communication plan lists your project’s critical communications, and enables you to plan them in advance, by linking to a target audience, communication mechanism, and timeframe.

• Keeping an up to date communication plan will help keep your project on schedule, by ensuring you do not miss an important communication

Optional: Give your communications an ID to help track and

reference

List your audience groupsFor IT projects, you may put IT contacts into their own group

Define the timing for the communicationsIndicate when completed by changing format

Template


PartnerOne Advisor Tool MOC

PartnerOne Advisor Tool Adoption Plan

ISO WEEK NUM

MONTH

WEEK

DESCRIPTION STATUS START END INTERNAL/EXTERNAL OWNER COMMENTS

Launch email 19-Jun-14 19-Jun-14 Reseller AOMs, All HP Advisors, PTO Mgmt, Specialization Leads (no PBMs)Philippe

Forums

PartnerOne Forum 17-Jun-14 17-Jun-14 Reseller AOMs, PartnerOne OpsPhilippe

PartnerOne Ops Team Meeting 20-Jun-14 20-Jun-14 PartnerOne OpsSevgul

PartnerOne Ops Feedback for Improvements 3-Jul-14 3-Jul-14 PartnerOne OpsAll

PEC Coffee Talk 16-Jul-14 16-Jul-14 all PEC DomainSevgul & Philippe

F2F Bucharest Advisor Forum (10 mins Demo) 15-Jul-14 TBD All Advisors Sevgul & Flavia Liana to get us on the agenda

KPIs calls - Intro 1 slider on the Tool benefits,a ccess etc 22-Jul-14 29-Aug-14 Sevgul Sevgul to coordinate with the team;

Mailing

Communication to PBMs 15-Jul-14 22-Jul-14 PBMs Sevgul & Liana Liana to check with Celina if ther eis any internal comms due in the next days

PPS Internal Newsletter 1-Aug-14 1-Aug-14 Liana & Sarah & Sevgul

Webpublishing

Banners on Internal Sharepoints TBD

PartnerOne Ops 15-Jul-14 18-Jul-14 Sevgul & Nuno

ExpertOne 15-Jul-14 18-Jul-14 Sevgul

PBM Dedicated Sharepoint 16-Jul-14 TBD TBD

EMEA SO Team - Chatter Group post 15-Jul-14 22-Jul-14 Sevgul

Publish banner on the Smart Portal for Internal Users 18-Jul-14 22-Jul-14 Sevgul & Liana to ask Teo to publish on the PartnerOne Page on Smart Portal

Download the template:

Example


Partner Communications Calendar MOC

Example






Project Plan



24


• Maintain 1-page summary of the project and project status – eg., the famous “4 quad” to keep Stakeholders informed between reviews, and to be used as part of reviews.

• This document should be kept updated regularly – at an interval agreed with your project sponsor (normally weekly or monthly, and whenever there is a major change)

• Make it available on the team SharePoint, Drive, etcfor reference

Keeping your stakeholders up to date!

Project Status Report “4-quad”


[INSERT YOUR PROJECT TITLE HERE, NO ACRONYMS]

1

2

Milestones

Accomplishments

Insert the main activities together with their status. You can use the main phases of the project

Which are tasks and results that have been obtained already.

Include measurable data, numbers, specific deliverable completed, name of main contributors

3

4

Issues

Next Steps

Insert the possible issues that our project had encountered.

They are meant to ask for help form the steering/project sponsor

Which are the actions that you are going to take from the date of the presentation to the next committee

Include mitigation plan for the issues in the section above Include completion date and name of the owner of the

action

Project Lead Insert Name Report Date Date when you present it

Project Summary:Insert clear, concise explanation of why this project exists. Which are the expected results.Project Sponsor Insert Name Project Start Insert Date

Overall Project Status Use the legend Planned Delivery Insert Date

Not Started

On track

At risk, re-planning neededComplete

Issue, but achievable

Legend:

Template


Partner Communications Planner

1

2

Milestones

Accomplishments

Voice of the customer - completed Define requirements - completed Design – in progress Testing – in progress Implementation – not started Adoption – not started

New HTML templates / campaigns integrated into the preview button

Collected valuable feedback from stakeholders Detailed mockups created Platform selected Most functionalities already created and aligned

with the manager and the team

3

4

Issues

Next Steps

Access to external users is not yet guaranteed but very probable, as per latest update from Manu (developer)

Complete design and testing by end of October Finalize MOC plan Create user manual Create technical guide from developer’s points of

view

Project Lead Alex Report Date 09.10.2014 Project Summary:

Develop new Channel communications planner platform, to increase

scope, performance, flexibility and reporting capabilities.Project Sponsor Liana Project Start 30.05.2014

Overall Project Status Planned Delivery November 2014

Not Started

On track



Legend:

Example


HPI/HPE EMEA Partner Communications Planner

1

2

Milestones

Accomplishments

Calendar cloning : DONE Pre-cloning updates: DONE Testing Scenarios: DONE Scenarios split: DONE Testing: DONE (in progress for AMS)

3

4

Issues

Next Steps

Project Manager Cristina / Alex Report Date 12.10.2015 Project Summary:

Clone, Separate and Improve HPI/HPE Partner Communication Planner for a better experience for all stakeholders involved in the communication process (requestor, specialist, partner).

Project Sponsor Adela / Liana Project Start 08.09.2015

Overall Project Status

Planned Delivery

Nov 2015

Not Started

On track



Legend:

Some updates are not possible due to IT limitations Very limited IT bandwidth: only urgent bugs

currently being fixed, no feature updates done. HPI Clone not ready for testing Major planner updates are required for smooth

EMEA and AMS integration

IT to fix bugs (both) and deliver valid clone for testing (HPI)

Post-cloning Updates by Admin Post cloning Updates by IT Testing MOC Launch clone versions Monitor and maintain

First phase - CLONING : DONE Second phase – feature UPDATES : NOT POSSIBLE Testing DONE with major bugs present MOC: WIP Launch HPI/HPQ version & Retire HPQ: Not Started Monitoring and Control: PENDING Implementation of HPE planner for AMS: WIP

Example

Q&APractice makes it best!


Select one of the two optionsWork in teams of 5-8

Organize the launch of the next One Republic album. Expected results: 5,000 people present, aged 18-45. Album release is announced for December 1st, 2015.

What you need to do: Fill in all the PDS fields, get the sponsor sign off

Organize the launch of a new haute couture shop in Bucharest. Launch date: 28th, December 2015, budget $50,000.

What you need to do: Fill in all the PDS fields, get the sponsor sign off

Documents

Project Management Basic Tools ASE 19-Oct-2015