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The Secret Lives of Project Managers : 31jul2009 Ryan Endres, PMP

The document discusses the roles and responsibilities of a project manager. It begins by defining a project as a temporary endeavor undertaken to produce a unique product or service. It then explains that project management is the application of skills, knowledge, tools and techniques to meet stakeholder needs and expectations. The key responsibilities of a project manager are then outlined, including managing issues, risks, quality, scope, metrics, and the overall work plan. The document also summarizes several important project management processes and tools such as the project life cycle, work breakdown structure, Gantt charts, and change control management.

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Siddharth Patil
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92 views39 pages

The Secret Lives of Project Managers : 31jul2009 Ryan Endres, PMP

The document discusses the roles and responsibilities of a project manager. It begins by defining a project as a temporary endeavor undertaken to produce a unique product or service. It then explains that project management is the application of skills, knowledge, tools and techniques to meet stakeholder needs and expectations. The key responsibilities of a project manager are then outlined, including managing issues, risks, quality, scope, metrics, and the overall work plan. The document also summarizes several important project management processes and tools such as the project life cycle, work breakdown structure, Gantt charts, and change control management.

Uploaded by

Siddharth Patil
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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The Secret Lives of Project Managers…

31Jul2009
Ryan Endres, PMP
What is a Project?
 A project is a temporary endeavor undertaken to
produce a unique product or service

Temporary Characteristics of Unique


Projects

 Temporary – Definitive beginning and end


 Unique – New undertaking, unfamiliar ground
What is Project Management
Project Management is the application of skills,
knowledge, tools and techniques to meet the
needs and expectations of stakeholders for a
project.
The purpose of project management is
prediction and prevention, NOT recognition
and reaction
Role of a Project Manager

• Project issues
• Disseminating project information • Implementing standard processes
• Mitigating project risk • Establishing leadership skills
• Quality • Setting expectations
• Managing scope • Team building
• Metrics • Communicator skills
• Managing the overall work plan

Process People
Responsibilities Responsibilities
Triple Contraint
Time

Quality
Cost Scope
Communications Management
 This process is necessary to ensure timely and appropriate
generation, collection, dissemination, and storage of
project information
Communications SDLC process
Risk Management
 Risk identification and mitigation strategy
 Risk update and tracking

Risk… POTENTIAL negative impact to project

Tree – location, accessibility, Weather


ownership
Change Control Management
Define how changes to the project scope
will be executed
Scope Change Technical Specification Changes

Schedule changes

All changes require collaboration and buy in via the project sponsor’s signature
prior to implementation of the changes
Project Life Cycle
 Initiation
 Planning
 Executing
 Monitoring & Controlling
 Closing
Initiation Phase
 Define the need
 Select the PM
 Document business need
 Develop project charter
Planning Phase
 Determine goals, scope and project constraints
 Identify members and their roles
 Define communication channels, methods, frequency
and content
 Risk management planning
 Create WBS and timeline
Executing Phase
 Execute project plan and accomplish project goals
 Send and receive information
 Implement approved changes
 Continuous improvement
 Team building
 Lessons learned (surveys)
Monitoring & Controlling
 Scope verification
 Measure according to your plan
 Risk Audits
 Use issue logs
 Measure Team member performance
 Create forecasts
Closing Phase
 Contractual Closeout
 Confirm the work is done to requirements
 Lessons Learned (Survey)
Project Management Tools

 PERT Chart- designed to


analyze and represent the
tasks involved in completing a
given project
Work Breakdown Structure
 For defining and organizing
the total scope of a project
 First two levels - define a set
of planned outcomes that
collectively and exclusively
represent 100% of the project
scope.
 Subsequent levels -
represent 100% of the scope of
their parent node
Gantt Chart
Project Status Dashboard view
How long does it take to build a house?
Project Success

Customer Requirements Completed within


satisfied/exceeded allocated time frame

Completed within Accepted by the customer


allocated budget
Project Failure

Poor Requirements
Scope Creep
Gathering

Unrealistic planning and Lack of resources


scheduling
What is a PMO?
All PMO’s must have:
Templates
Policies and Procedures
Common areas for project information
A person in the PMO that is an expert user of your PM
process, including any applications you plan to use

All PMO’s do not necessarily need to have:


Microsoft Project, or Project Server (it is not a PMO in a box)
Microsoft SharePoint
New Project sign-off
Scope of the project?
Do we have the resources (people and money)
Estimate of the timeline?
ROI
Sign off on the project
Project Charter (you must have)
Who is the PM
Scope? Out of scope?
Milestones
Who is on the project?
Project assumptions/constraints
Communication Strategy
Risk Management Plan/are there any known Risks?
Project Team Sign off

http://www.pma.doit.wisc.edu/templates.html
WBS (must have)
Action Logs:

Actions from meetings need


to come out of Meeting
Minutes and into a Log

Keep it simple in Excel or


utilized tasks in
SharePoint
Updates

Build a plug and play timeline


Executive Reports
Executive Reports

Microsoft Project Server can help add more metrics to your reports
Project Management Manual
Describes from the start to the close of the project which
templates and processes to follow
Small company
Common location in a folder on your server
Medium Company
Create your own website with project information
SharePoint

Communicate project plans and to distribute task


assignments to team members
Great for large companies and worldwide projects
It can interface with Outlook and Project
Easy to create your own databases (ie: help desk requests)
Email notifications
Processes take away problems

With Processes you will spend less time fire-fighting problems

With Processes you will have fewer things that slip through the
cracks
Process improvement: Review your program performance
against established baselines, identify significant variances
in program results, and recommends corrective actions.

Take one of your PM processes and review all of your


organizations projects to make sure the PM is compiling
with your policies.

Review the lessons learned from projects (lessons learned are


done throughout the lifecycle of a project not just at the
end).
Project Management 2.0
 Mind Mapping
 Wiki’s
 Blogs
 Twitter
 Facebook
More about Ryan 2.0….

Questions???

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