Slide 2 TIPS AND TRICKS FOR MANAGING YOUR PERKINS
NON-TRADITIONAL MINI-GRANT JEN JASINOWSKI Project Management 101
Slide 3 Why Projects Fail? The Devil is in the Detail There was a
tendency in the projects to focus too much on deadlines and perform
target-led planning approaches. By being concerned only with a
point that lies far into the future, the project members felt that
there was plenty of time to do the work Consequently, the project
activities delayed and took longer than anticipated. Observations
of the projects show us that the project management teams did a
good job in the upfront planning process, but then were not able to
manage the projects effectively from that point on. This included
problems managing scope change, resolving issues, communicating
proactively and managing risks. One explanation for this setback
lies in the fact that even though in many projects the roles and
responsibilities of the project teams were clear, their decision
authority was often limited due to the level of the influence and
power of the project members. Slide 4 Work Breakdown Structure
(WBS) Decomposition = breaking down deliverables into smaller, more
manageable components of work The benefits are: Easier to generate
estimates Easier to assign controls and performance measures
Provides a baseline for the project Slide 5 WBS- How do I do
this???? Identify deliverables and work Organizing project work
(major deliverables/subprojects, outsourced projects, project
phase) Define components to smallest unit level (work package
level)- assignable to work team or person (no more than 80 hours)
Assign identification codes (code of accounts) Verify for
completeness and clarity Slide 6 WBS Inputs & Outputs
Organizational process assets Project scope statement Project scope
management plan Communication Management Approved changed requests
Project scope updates Work breakdown structure WBS dictionary=
detailed contact list Scope baseline Project scope management plan
updates Requested changes Slide 7 WBS Dictionary Code of accounts
identifiers Statement of Work Person responsible for completion
List of schedule milestones Contract information Quality
requirements Technical references that assist responsible party
with defining performance of work Slide 8 WBS Sample Slide 9 Create
a WBS and Use the FORCE! Slide 10 Communication Success Project
Sponsor is key to success! Communications Planning PMP definition:
Involves determining the communication needs of the stakeholders by
defining the types of information needed, the format for
communicating the information, how often it is distributed and who
prepares it! Slide 11 Whats on my Communication Plan? Name of item
to be communicated Purpose of communication Frequency of
communication Time frame for distribution, including starting and
ending dates Format of the communication and method of transmission
Person responsible for distributing the information Slide 12
Planning Inputs Enterprise environmental factors- Are you
encouraged to have distributed rather than centralized updates? Can
you use online tools and make this an open process? Organizational
process assets- Do you have shared access drives? Project scope
statement- everyone should have a copy, but are there other ways
you can communicate you project to others inside and outside your
college? Constraints and assumption elements of the project
management planmake sure you do a quick communications analysis.
Slide 13 Communication requirements analysis Institution/department
organizational charts Stakeholder relationships- Are there other
partner organizations that are better at communication with outside
parties? Other departments/businesses involved in the project- how
are you going to make sure that you are communicating with them, do
they have regular meetings you can provide updates or request
feedback? Number of resources involved in project and where they
are located in relation to project activities External needs that
organizations such as media, government, or industry groups might
have that require communication updatesAny calendar considerations?
Stakeholder Information Slide 14 Sample Communication Plan Slide 15
Lines of Communication Formula = (n)(n-1)/2, where n is number of
participants Slide 16 More Project Management Resources Check out
Bright Hub at www.brighthub.com for lots of tips on creating a WBS
using Excel!www.brighthub.com Slide 17 Free PM Software from
www.Softwareprojects.org Free desktop software for project
management This type of applications are installed on your PC.
Think in the line of MS Office and MSProject. A nice free software
package in this category is GanttProject. This actually looks like
an MS Project knock off.GanttProject Web-based services By this I
mean websites that offer an on-line internet application that
supports project management. You don't have to install anything,
you just signup for a service that is running on someone else's
server. An example is iTeamWork, which is kind of a collaboration
tool, where you can define projects and tasks, assign people to
them, track and trace them, view to-do lists, etc.iTeamWork
Web-based systems The difference between web-based services and
systems is that with the latter you do have to install software on
your own hardware. As open source development is taking more and
more ground, some of these applications are quite powerful. The are
all more collaboration tools the just plain project management
tools. So, if you just need something to create a nice Gantt chart,
don't use this category, as it would be overkill. Examples in this
category are: dotProject dotProject is a PHP web-based project
management framework that includes modules for companies, projects,
tasks (with Gantt charts), forums, files, calendar, contacts,
tickets/helpdesk, multi-language support, user/module permissions
and themes. php-collab php-collab phpCollab is an open-source
internet-enabled collaboration workspace for project teams.
phProjekt phProjekt PHProjekt is a modular application for the
coordination of group activities and to share information and
documents via intranet and internet. Components of PHProjekt: Group
calendar, project management, time card system, file management,
contact manager, mail client and 9 other modules Consultant
Communicator Consultant Communicator Consultant Communicator is
focused upon the time keeping aspect of project management. Unlike
the majority of other tools, it does not use a graphical task time
line, it instead uses a hierarchal system. f2w Helpdesk f2w
Helpdesk f2w Helpdesk isn't actually a pure project management
tool; it was actually developed to be a help desk solution.
However, it can also be used to manage people. Taskjuggler
Taskjuggler Taskjuggler calls itself a "Project Managers Delight"
and to be fair, they're not far from the truth. TeamSCOPE TeamSCOPE
TeamSCOPE is developed by a team at the Michigan State University.
It is designed to run on Linux. It was designed and developed with
communication in mind and as such it focuses on giving every member
of the team access to all the files, deadlines and information.
Relevant links Agile Or Plan-Driven Project Management: One Size
Doesn't Fit All Web Timesheet Software DirectoryWeb Timesheet
Software Directory. Web-based software for time tracking, payroll,
billing, expense, cost and invoicing. Standard Time Timesheet and
Project Management Software Standard Time Timesheet and Project
Management Software
