46243797 project management tour1

8/3/2019 46243797 Project Management Tour1

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PMO Overview-Boston College ITS PMO 112007

PMO Overview

A Project Management Office provides

- a deeper organizational insight into all aspects of project execution

- historical perspective and skills that can help customers implement

projects on time and in budget

- increased alignment of project delivery with Boston Colleges strategic

goals

The Boston College PMO streamlines the Project Management process and

increases project delivery effectiveness


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35% of Projects are Successful

(completed on time, within budget)

15% of Projects Fail (never completed or

canceled)

50% of Projects are Challenged(completed, but over budget, not on

time, or with less functionality than

originally planned)

Standish Group CHAOSStudy Results 2002(300,000IT Projects )

* The Standish Groups survey was recently redone; in 1994 the numbers were much worse. At that

time 53% of projects were challenged, 31% were never completed and only 16% were successful!


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Primary ReasonUser involvement 15.9%

Executive management support 13.9%

Clear statement of requirements 13.6%

Proper planning 9.6%

Realistic expectations 8.2%Smaller program milestones 7.7%

Competent staff 7.2%

Ownership 5.3%

Clear vision and objectives 2.9%

Hard working, focused staff 2.4%Other 13.3%

Total 100.0%* Copyright, The Standish Group

Why Projects Succeeded

A well executed Project Management Methodology can help your project by addressing these issues!


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Why Projects Fail

What We Know What We Know We Don't Know

What We Don't Know We Don't Know

A well organized and applied Project

Management Methodology can help your

project deal with:

What we dont know and

Help uncover and deal with

What we dont know we dont know


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Boston College Project Management Methodology

Scheduling& Estimating

Networking of tasks

Optimize PlanRisk AssessmentValidate Objectives

PROJECT MANAGEMENT LIFECYCLE

Initiation Planning Execution

&Control /

Monitoring

Closing

Project ObjectivesBusiness RequirementsHigh Level Work

Units (WBS)Major Deliverables

Team DevelopmentProduct/Service

Construction

Plan ManagementInformation Dist.

Final Benefit ValidationProject HandoverProject Business Review

Shutdown andClosing Rituals


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Define the sponsors business need

Identify desired approach

Identify project objective

Clearly identify businessrequirements and major deliverables

Develop high-level estimates ofscope, schedule, and resources

Project Definition Document

Resource & duration estimates High Level Schedule

Further define the business requirements and objectives. The resulting

work in this phase feeds the proposal development process.

Purpose

Purpose

Outputs

OutputsObjectives

Objectives

Initiation

INITIATION

PLANNING

EXECUTION &CONTROL / MONITORING

CLOSING


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Validate and refine businessrequirements

Drill down scope to produce detailed

work breakdown structure

Finalize project schedule, resources,and budget

Organize and finalize project team

Establish project control procedures

Obtain sponsor agreement

Kick Off Meeting Agenda

Project Plan Updated Project Definition

document Status report format

Project planning is of major importance to a project. Detailed project planning

establishes the plans, processes, controls, and tools to be utilized during the

Execution phase.

PurposePurpose

OutputsOutputsObjectivesObjectives

Planning

INITIATION

PLANNING


CLOSING


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Successfully fulfill

contract deliverables

Monitor and control

contract delivery Communicate progress and issues

to project stakeholders

Meeting Agendas

Meeting Notes Status reports

Issues / Actions List

Project Plan

Kicks off delivery aspects of the project. Progress, quality, scope, risk,

costs, and changes are monitored, measured, and controlled against the

project plan using the mechanisms established in the Planning phase.

PurposePurpose


Execution & Control

INITIATION

PLANNING


CLOSING


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Review, evaluate, and report project

accomplishments, deliverables, best

practices, and lessons learned Transition project staff Share project knowledge and

Lessons Learned

Lessons Learned Documentation

Review and evaluation of the project and reporting the outcome of the

project. Shutdown of all project work and processes as well as efforts to

ensure future projects benefit from the accomplishments of this project.

PurposePurpose


Closing

INITIATION

PLANNING


CLOSING


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Tips and Techniques

Identify and deal with Risks

Identify and deal with Issues

Scope Management

The Triple Constraint

Stakeholder Analysis

Project Team Roles & Responsibilities

Definition of Deliverables and Templates to Document Understanding Project Constraints

Defining Success Criteria

There are several common pitfalls for a Project that THE BC PMO understands

and can help navigate:


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Understand Risk Assessment

Technical: Technological factors associated with the development or operation of

the deliverable may cause failure

Environment: The product or service we develop could fail

Financial: Cash flow or profitability issues may cause failure

Human: Human players in programs are complex and may act in ways that add

risk

Examples of Risk Categories


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Understanding Issues and how to deal with them

Record all issues

Assign responsibility for resolution Set a timeframe for resolution

Track progress of issues

Expect new issues continually

Issues


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UnderstandScope andScope Creep

Define items and applications that are Both in Scope and Out ofScope for the current

project

Provide a common understanding of the project boundaries Out ofScope items may be included in scope later, with approval

Out ofScope should be reviewed in future discussions and evaluation of follow on

projects

Scope Management


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Understand the Triple Constraint

Scope(Better)

Schedule

(Faster)

Resources

(Cheaper)

Quality

The project team must understand the triple constraint

relationship between Scope, Schedule, and Resources.


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Analyze the Stakeholders

Identify the people and organizations that will be affected by the

project

Identify the people who can affect the project

Determine the potential impacts and desires Identify major business deliverables process owners


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Determine Roles and Responsibilities

PROJECT MANAGEMENT TEAM

- Assures project is completed on

time & within budget- Documents the project

- Plans, estimates, and schedules

- Tracks, analyzes, and reports

progress

PROJECT TEAM

- Assures project tasks are successful

- Determines work breakdown of tasks- Determines resource needs

- Executes project plan

- Manages quality

- Reports work complete

- Revises estimates to complete

CORETEAM

- Assures desired benefit is achieved

- Authorizes the project

- Appoints the Project Manager

- Approves project plan

- Resolves business issue conflicts

- Controls scope, cost, and risk.

- Manages resources, communication


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Project-standard Deliverables

Project Definition Document

Issues / Actions

ProjectSchedule

Project Communications Plan

Quality Plan

Project Change Control

Project Costs (one-time and on-going support costs; ROI)

Lessons Learned


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What will keep the project from being successful?

How are they to be handled?

Projects Constraints


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Define Success Criteria

How will we know when we are done?

How will we know weve completed the deliverables successfully?

Success criteria should be measurable and you must be able to

measure it, achieve it, and realize it by the end of the project (not6

months from the end).


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Project Sponsor Team:What are their criteria for project success?

Core Team:

What are their criteria for project success?

Project Management Team:

What are their criteria for project success?

Project Metrics:What are the metrics that indicate the projects success?

Determine Success Criteria