april 20, 2018 · create an app. build an iphone app to sell food scented candles by august 2018....

/ 1 /PREPARED BY GEORGIA TECH STRATEGIC CONSULTING. FOR LIMITED DISTRIBUTION ONLY.

April 20, 2018

WELCOME & INTRODUCTIONS

Lu Hsi McCoyITS Sales & Marketing Systems / Middleware – PMO Lead NCR Corporation

Mike VallecocciaProgram and Portfolio Manager & Project Management Competency LeadGeorgia Tech Strategic Consulting

• Introduce key terms and project management overview

• Learn how to develop project objectives

• Understand how to identify risks

• Learn how to perform a risk assessment and analysis

• Know what to do about risks after they are identified and documented

TODAY’S SESSION

The competency areas discussed in the other breakout sessions are highly aligned with project management. Project management is often used as an enabler of work in other competency areas.

COMPETENCY INTERRELATIONSHIP

OrganizationalReadiness &

Managing Change

StrategyDevelopment

and Implementation

Process Optimization

Identifying who needs to be involved in the improvement effort and addressing the needs of those who will be impacted by the change as they transition to new ways of working

Managing the activities required to carry-out the improvement effort, and

providing the structure for implementation

Clearly defining the strategic direction of the organization so that processes are appropriately aligned to achieve the goals and objectives

PROJECT MANAGEMENT OVERVIEW

A project is a unique, transient (has a beginning and an end) endeavor,undertaken to achieve planned objectives, which could be defined interms of outputs, outcomes, or benefits.

Project management is the application of processes, methods,knowledge, skills, and experience to achieve the project objectives.

Project objectives define what success will look like.


PLANSTRATEGIZE

GTSC’S PROJECT MANAGEMENT METHODOLOGY

REVIEW/LEARN/ENHANCEEXECUTE/ENGAGE/MONITOR & CONTROL

KEY

ACT

IVIT

IES

• Identify and engage project leadership (owner, sponsor, champion, etc.)

• Identify/Brainstorm key stakeholders

• Gather initial stakeholder inputs to understand their needs and issues related to the project

• Identify project constraints

• Identify the following: Description Purpose Measurable

objectives Assumptions

and constraints Team Roles Scope Approach Timeline Budget

• Brainstorm potential risks

• Analyze the impact and probability of risk occurring

• Document risks and plot on risk matrix

• Develop risk management strategies

• Develop the work breakdown structure (WBS)

• Assign resources to tasks

• Assign timeframes to tasks

• Determine the critical path and dependencies

• Determine keymessages tailored to the specific audience segment that will receive the message

• Identify the delivery method of messages (written, in person, email, newsletter, etc.)

• Identify message sender

• Identify message timeframes

• Engage in project status meetings with the project team

• Alleviate roadblocks

• Build team camaraderie

• Resolve team disputes

• Hold team members accountable

• Hold performance conversations

• Develop a project status report that meets the needs of team members and executive sponsors. Include: Project details Project health Project

milestones Issues Key next steps

• Understand why the scope needs to change

• Document the scope change

• Get the change approved if necessary

• Execute the scope change by modifying the project plan as necessary

• Discuss and document what went well and what could have been done differently for use in future projects

• Store the lessons learned in an easily accessible location

• Ensure the goal and objectives of the project have been met

• Officially close the project by transferring ownership of the project to the appropriate party

• Celebrate project success with the team

MET

HO

DS

& T

OO

LS

• Team brainstorming techniques

• Stakeholder interview questionnaire

• Stakeholder analysis

• Project charter template

• Project team meetings

• Data collected from step 1

• Risk log template• Risk matrix

template

• Work breakdown structure with sequenced tasks

• Expert knowledge

• Previous project plans

• Communication plan template

• Key messages

• Project status meetings

• Meetings with project sponsor

• Team memberperformance conversations

• One on one conversations

• Projectmanagement information system or tool

• Project status report template

• Project status meetings with project team members and key stakeholders

• Change control process: collect the change information, review the change, approve the change, execute the change



• Lessons Learned template


• Meeting with project sponsors and stakeholders

• Project closure checklist

• Project celebration meeting with the project team and stakeholders

Identify and Analyze Key Stakeholders

Develop the Project Charter

Plan Risk Management

Strategy

Create Project Plan

Create Communication

Plan

Create a Culture of Accountability

& Manage Performance

Report Project Status

Manage Scope Change

Document Lessons Learned

Close the Project & Celebrate

1 3 4 5 6 7 82 9 10

In order to start a project we need to understand what the project is. In order to do this we need to identify the project purpose and objectives by understanding the key stakeholder needs and requirements.

START


PLANSTRATEGIZE

GTSC’S PROJECT MANAGEMENT METHODOLOGY

REVIEW/LEARN/ENHANCEEXECUTE/ENGAGE/MONITOR & CONTROL

KEY

ACT

IVIT

IES

• Identify and engage project leadership (owner, sponsor, champion, etc.)

• Identify/Brainstorm key stakeholders

• Gather initial stakeholder inputs to understand their needs and issues related to the project

• Identify project constraints

• Identify the following: Description Purpose Measurable

objectives Assumptions

and constraints Team Roles Scope Approach Timeline Budget

• Brainstorm potential risks

• Analyze the impact and probability of risk occurring

• Document risks and plot on risk matrix

• Develop risk management strategies

• Develop the work breakdown structure (WBS)

• Assign resources to tasks

• Assign timeframes to tasks

• Determine the critical path and dependencies

• Determine keymessages tailored to the specific audience segment that will receive the message

• Identify the delivery method of messages (written, in person, email, newsletter, etc.)

• Identify message sender

• Identify message timeframes

• Engage in project status meetings with the project team

• Alleviate roadblocks

• Build team commodore

• Resolve team disputes

• Hold team members accountable

• Hold performance conversations

• Develop a project status report that meets the needs of team members and executive sponsors. Include: Project details Project health Project

milestones Issues Key next steps

• Understand why the scope needs to change

• Document the scope change

• Get the change approved if necessary

• Execute the scope change by modifying the project plan as necessary

• Discuss and document what went well and what could have been done differently for use in future projects

• Store the lessons learned in an easily accessible location

• Ensure the goal and objectives of the project have been met

• Officially close the project by transferring ownership of the project of the project to the appropriate party

• Celebrate project success with the team

MET

HO

DS

& T

OO

LS

• Team brainstorming techniques

• Stakeholder interview questionnaire

• Stakeholder analysis

• Project charter template


• Data collected from step 1

• Risk log template• Risk matrix

template

• Work breakdown structure with sequenced tasks

• Expert knowledge

• Previous project plans

• Communication plan template

• Key messages

• Project status meetings

• Meeting with project sponsor

• Team memberperformance conversations

• One on one conversations

• Projectmanagement information system or tool

• Project status report template

• Project status meetings with project team members and key stakeholders

• Change control process: collect the change information, review the change, approve the change, execute the change



• Lessons Learned template

• Project team meeting

• Meeting with project sponsors and stakeholders

• Project closure checklist

• Project celebration meeting with the project team and stakeholders

Identify and Analyze Key Stakeholders

Develop the Project Charter

Plan Risk Management

Strategy

Create Project Plan

Create Communication

Plan

Create a Culture of Accountability

& Manage Performance

Report Project Status

Manage Scope Change

Document Lessons Learned

Close the Project & Celebrate

1 3 4 5 6 7 82 9 10

In order to start a project we need to understand what the project is. In order to do this we need to identify the project purpose and objectives by understanding the key stakeholder needs and requirements.

START

A project objective describes the desired results of a project, which often includes a tangible item. Objectives are usually expressed as succinct, one-sentence statements.

Use verbs like increase, decrease, improve, develop, educate, setup, estimate, etc.

DEVELOPING PROJECT OBJECTIVES

TYPES OF OBJECTIVESLevel Measurement Focus Examples1. Reaction and

Planned ActionMeasures participant satisfaction with the program/project and captures planned action

• Relevance• Importance• Recommend to Others

2. Learning Measures changes in knowledge and skills • Knowledge• Understanding• Capability

3. Application Measures changes in on-the-job behavior or actions

• Use of Knowledge• Frequency of Use• Completion of Actions

4. Business Impact Captures changes in business impact measures

• Productivity • Quality• Errors

5. Return on Investment

Compares monetary benefits to the costs • ROI (%)• Benefit/Cost Ratio

HOW CAN THIS OBJECTIVE BE IMPROVED?

Create an appBuild an iPhone app to

sell food scented candles by August 2018

Make more moneyIncrease sales of bacon scented candles by 20%

by December 2018

Reduce errors

Reduce the number of returned hamburger

scented candles due to wick defects by 5% by June 2018

WHAT IS RISK MANAGEMENT

Risk• External or internal factor that

has some probability of impacting the success of your project

Risk Management• The identification, assessment,

and prioritization of risks

Issue• A factor that is currently or

about to impact the project. An issue must be solved quickly to reduce negative effects

IDENTIFYING RISKSMethods to identify risks:

Brainstorming with the project team

Historical knowledge

Expert opinions

SWOT analysis

RISK TYPES

Technical Cost Schedule Weather

Political Organizational Customer People

DOCUMENTING RISKS – RISK ASSESSMENT TEMPLATE

ANALYZING RISKS

HML

DetailedScale Approach

Simple Scale Approach

IMPACT x PROBABILITY = RISK SCORE

How much will the risk affect the success of the project?

What is the chance that the risk event will occur?

Overall assessment of the risk and it’s impact

1 2 3 4 5

SCORING AND VISUALIZATION – RISK MATRIX

High

Medium

Low

Low Medium High

Impa

ct

Probability

DetailedApproach

Simple Approach

STRATEGIES TO HANDLE RISKS

• Shift the risk to a third party

Transfer

• Acknowledge the risk and deal with it, should it occur

Accept

• Reduce the impact of the risk or the probability of the risk occurring

Mitigate

• Remove the risk

Eliminate

Hire a company to erect a tent in the

event of rain

Accept that it may rain and hold the event

anyway

Bring umbrellas for everyone in case it

rains

Hold the picnic indoors

PROJECT ISSUES

Can be triggered by a risk event occurring

Can be completely unexpected

Can cause your project to be late or over budget

Can halt your project completely

Must be addressed for the project to be complete

HANDLING ISSUES

1. Clearly document the issues affecting the project

2. Establish how the issues are affecting the project

3. Assign a dedicated resource (owner) to work on resolving the issue

4. Determine the priority of the issue (low, medium, high)

5. Determine when the issues must be resolved by to minimize impact

6. Track the status of the issue until completion

NOW WHAT

Communicating

• Ensure all risks and issues have an owner assigned

• Discuss risks and issues regularly in project review meetings

• Share your risk management plan with all necessary stakeholders

Escalating

• Inform appropriate parties of risk events that have occurred

• Ask for help to overcome risks or issues from your executive sponsors

Managing

• Manage the resolution of a risk event or issues the same way you would manage a project task

• Decide what priority to assign to risks and issues to avoid delaying the project as much as possible

YOUR TURN

Speedy Pizzeria opened in 2015. They are located in Atlanta and serve three types of customers: • Dine-in• Delivery• Carry-out

The company has 115 employees and three stores.

The pizzeria was recently featured on the Food Network and this led to a sudden and significant increase in business. They are having a hard time keeping up with all the orders and seem to be making a lot of errors. They have received some negative online reviews and the owner is concerned. He thinks the process is broken, but doesn’t know where to start. He heard about a new pizza making robot and wants to try it out to see if it can solve the stores’ problems.

He has hired us to manage the project of implementing one pizza making robot in each of the stores. He specifically would like us to develop the project objectives and identify the risks and their remediation strategies.

YOUR TURN

Using your knowledge of project objectives and risks:

1. Develop the project objectives for implementing a pizza making robot in each of the stores – 7 min

2. Identify the project risks – 5 min

3. Analyze the risks (top three to five) the project risks – 3 min

4. Plot the risks on a risk matrix – 5 min

5. Develop risk remediation strategies for each risk identified – 5 min

Spend about 5 minutes on each activity then move on to the next

We will do a report out and discussion at the end of the activity


REPORT OUT

Some resources available to you:

• PMI.org and projectmanagement.com for resources and certification opportunities

• Project Management Networking Forum (PMNF): q.gatech.edu/gt-pmnf

• Project Management Training (in development)

WRAP UP

Today we covered…

WRAP UP

Project Management

OverviewKey Terminology Developing

Project Objectives

Identifying and Managing Project Risks and Issues

Some additional resources you can

use


THANK YOU

Mike [email protected]

Lu Hsi [email protected]

Tanika [email protected]

april 20, 2018 · create an app. build an iphone app to sell food scented candles by august 2018....

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