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PROJECT MANAGEMENT SKILLS FOR LEADERSSSSC

26 April 2017 Laszlo Mindszenti

"Leadership and learning are indispensable to each other." - JFK

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PROJECT MANAGEMENT

In fact, a project manager spends 90% of their time communicating.

Myth: Project Management is pure paperwork.

Asking the right questions to the right people

Providing the right information to the right person at the right time

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TOPICS

Introduction to PM1

PM skills, tools and techniques2

Planning3

Work Breakdown Structure4

Estimation techniques5

Monitor, Measure, Control 6

Closing7

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„Temporary endevour undertaken to create unique product, service or result”

What is a project?

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Projects

Starting

WHY

Planning

WHAT, WHO, WHEN, HOW

Performing Closing

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Operations

Cost & volume

Quality

Efficiency & flexibility

Environmental

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Project management vs. Operation management

• Temporary endeavors and produce unique result

• Help achieve organizational goals when aligned with organozational’s strategy

Projects

• Support the day-to-day business

• Necessary to achieve strategic and tactical goals of the organization

Operations

• Performed by people

• Constrained by limited resources

• Planned executed and controlled

Both are

Project Management

Risk and issue management

Documentation

Scope and initiation

Quality management

Organizational management

Time management

Project integration

Cost management

SSC Operation

Management

Service Delivery

3rd party alternatives

Performance management

Continuous Improvement

Customer service

Run like a business

(SLA)

Cost reduction

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Project Management Skills

Communication

- 90%

Leadership

- If you can lead, you can deliver

Team Management

- Coordinating groups of individuals

Negotiation

- use of resources, budgets, schedules, scope creep

Personal Organization

- Time management

Risk Management

- create solutions to issues before they arise

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KEY CHARACTERISTICS OF PMs

Execute with excellence

Innovation

Lead with courage

Communication

Team effectiveness, productivity

Productivity and Simplification

Business and Financial Acumen

Change and Transition management

Knowledge stewardship

Project Management Competencies

Hard skills

Industry

Domain

Knowledge

Business

Knowledge

Networking

Living

with

uncertainty

Shaping

your role

Managing

competing

priorities

Influence

without

authority

Managing

multiple

stake-

holders

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SOFT SKILLS

COLOR HAT MEANING AIM QUESTION ASKED

BLUE PROCESS Overview and processWho is in charge?

What do you think about that?

WHITE FACTS Information and dataWhat information is missing?

How are we going to get the data we need?

RED FEELINGS Emotion and intuitionHow do we feel about doing something?

What makes us feel like that?

GREEN CREATIVITY Possibilities and alternativesDo you have any idea?

What kind of alternatives do we know?

YELLOW BENEFITS Benefits and positivesWhat are the benefits?

Why do you think it will happen this way?

BLACK CAUTIONS Negative and cautionWhat if it’s not going to work?

Will there be any damage?

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Goals and Objectives

What is the project intended to do or deliver?WhatWho is the primary customer and are there any other key stakeholders?WhoWhen does the project need to end? When does it need to start?WhenWhere will the project activity be conducted?WhereWhy is this project needed? Is it related to a specific business strategy or goal?WhyHow should this project be accomplished? How

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Stakeholder Management

Keep

Satisfied

Manage

Closely

Keep

Informed

Keep Informed + Two Way

Communication

Influence vs Interest

INFLU

EN

CE

INTEREST

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Requirements

Plan

Design

Develop

Release

Track & Monitor

Agile - incremental, iterative approach

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• Item 1

• Item 2

• Item n

Product backlog

• breakdown

• estimation

Sprint Planning • Item 1

• Item 2

Sprint backlog

2-4 week sprints

Product piece

Scrum (subset of agile)

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Smart tools – JIRA, Smartsheet

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TO

DO •Task3

•Task5

•Task6

•Task8D

OIN

G •Task2

•Task7

•Task9

DO

NE •Task1

•Task4

Kanban

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Smart tools - Trello

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Work Breakdown Strucures

Work Packages

Sub components

ComponentsProject

Project1

Comp1

Subc1

wp1

wp2

Subc2

wp3

wp4

Comp2 Subc3

Comp3 Subc4

1. Structured Decomposition of project

scope

2. Includes everything and ONLY what is in

scope

3. Can be graphical (Xmind) or outline

format

4. Determine the major deliverables or

products to be produced

5. Divide each of these major deliverables

into its component deliverables in the

same manner.

6. Divide each of these work pieces into its

component parts.

Level 1 Level 2 Level 3 Level n

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Work Breakdown Strucures 2

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Smart tools - XMIND

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• A project objective describes the desired results of a project, which often

includes a tangible item. An objective is specific and measurable, and must

meet time, budget, and quality constraints.

• When you create a specific objective, you give your team a greater chance of

achieving the objective because they know precisely what they’re working

toward

Set realistic, measurable objectives

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Set realistic, measurable objectives (SMART)

Vision Statement

Business Goal

Objective

Deliverable

Requirements

• High level intention of the project

• Describe the overall outcomes (business plan), broad,

non-specific, and long-term definition of what the

group or organization wants to accomplish

• Low-level description of the specific and

measureable outcomes desired from a project

• Specific, tangible product or thing

• A description of features and functions

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• Analogous Estimating (top down)

– Based on historical projects

• Parametric Estimating

– Same as Analogous but utilizes stats

• Three Point Estimating,

PERT Ce = (Co + 4Cm + Cp)/6

– Expected cost is calcualted from most likely,

pessimistic and optimistic cost

• Bottom up Estimating

– Detailed WBS based

Project Cost estimation

Activity Cost

Estimates

Work Package

Cost

Estimates

Control

AccountsCost Baseline

Project

Budget

Activity

Contingency

Reserve

Contingency

Reserve

Management

Reserve

Project Budget Components

Tota

l Am

ount

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Suppose, your project needs four .NET developers, two User Experience professionals, and one

Project Manager. The rates for each of these team members are:

– .NET Developers: $80/hour

– User Experience Professionals: $90/hour

– Project Manager: $100/hour

The project requires the .NET developers for 100 hours, the User Experience professionals for 50

hours, and the Project Manager for 100 hours. This would lead to the following costs:

– .NET Developers: $80/hour * 100 hours * 4 = $32,000

– User Experience Professionals: $90/hour * 50 hours * 2 = $9,000

– Project Manager: $100/hour * * 1 = $10,000

Therefore, the total resource cost is:100 hours

– $32,000 + $9,000 + $10,000 = $51,000 => Activity Cost

Estimation - Example

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It focuses on gathering and

analyzing data that helps

to predict, understand

and constructively influence

the schedule, cost, quality and

successful outcomes of a project.

Detectdeviations

Control, correctdeviations

Monitoring activity

MeasurementsReports

Actions

MONITORING & CONTROLLING

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Monitoring - Examples

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MONITORING & CONTROLLING BENEFITS

FOR PROJECT MANAGERS

• “Enforced” regular review

• Warnings on:

o Profitability, P&L

o Team productivity vs time logs

o Overall project progress

o Team available capacity

• Stakeholder reporting

• Alignment with strategy

• Help delivering success

• Help compliance with PM processes

• Visibility to Management

FOR HIGH MANEGEMENT

• Business & Strategy alignment

• Improved Project Delivery

• Standard Project Portfolio

• Better quality data

• Input to regular client reporting

• Highlights red-flagged Projects

• Help in recognition:

o Successful Projects

o Healthy Projects

• Helps evaluate via Success Criteria

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PROJECT CLOSE

Conduct Review meeting

Retrospective

Document lessons learned

Release Project

resources

Update organization process assets

Close

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44% OF PROJECT MANAGERS USE NO SOFTWARE, EVEN

THOUGH PWC FOUND THAT THE USE OF COMMERCIALLY

AVAILABLE PM SOFTWARE INCREASES PERFORMANCE AND

SATISFACTION

http://www.pwc.com/us/en/operations-management/publications/pwc-

global-project-management-survey.html

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QUESTIONS/COMMENTS?

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Links:

Six thinking hats: https://www.mindtools.com/pages/article/newTED_07.htm

XMIND: https://www.xmind.net/

Kanban Trello: https://trello.com/

Scrum: JIRA: https://www.atlassian.com/software/jira

Scrum: Smartsheet: https://app.smartsheet.com/b/home

Supplementary