Project Management X470Project Management X470UC Berkeley Extension UC Berkeley Extension

Business and ManagementBusiness and Management

23 April – 21 May 201123 April – 21 May 2011

Saturdays 9am-4pmSaturdays 9am-4pm

425 Mission St, 8425 Mission St, 8thth Flr SF Campus Flr SF Campus

Ray JuRay Ju415.845.8880415.845.8880

rayju@sbcglobal.netrayju@sbcglobal.net

Jennifer RussellJennifer Russell415.385.1749415.385.1749

jr@mastodonconsulting.comjr@mastodonconsulting.com

Think Team 2

AgendaAgenda• IntroductionsIntroductions• WikispaceWikispace• Class Syllabus and ScheduleClass Syllabus and Schedule• Great Wall of ExpectationsGreat Wall of Expectations• Team Final ProjectsTeam Final Projects• LunchLunch• So you want to be a Project ManagerSo you want to be a Project Manager• 77thth Inning Stretch Inning Stretch• Values and BeliefsValues and Beliefs• Wrap upWrap up

Think Team 3

IntroductionsIntroductions• Pair up with someone you don’t knowPair up with someone you don’t know• Interview each other for 12 minutesInterview each other for 12 minutes• NameName• Where were you bornWhere were you born• Who do you work for Who do you work for • What do you do thereWhat do you do there• Level of Project Management experienceLevel of Project Management experience• Favorite thing to doFavorite thing to do• Little known fact about you Little known fact about you

Think Team 4

Great Wall of ExpectationsGreat Wall of Expectations

• On a Post It Note writeOn a Post It Note write– Why you are hereWhy you are here– What are you expecting to getWhat are you expecting to get– Put it onto the wall Put it onto the wall – Walk around and read each othersWalk around and read each others– Take a 10-minute Break Take a 10-minute Break

Think Team 5

Class Road Map – Gantt ChartClass Road Map – Gantt Chart

TopicTopicWeekly SessionsWeekly Sessions

11 22 33 44 55

Project FrameworkProject Framework

Project BaselineProject Baseline

Planning FactorsPlanning Factors

Execution and Execution and Monitoring & ControlMonitoring & Control

Closure / Special TopicsClosure / Special Topics

Think Team 6

Work Breakdown StructureWork Breakdown Structure

Level 1Level 1

Level 2Level 2

Level 3Level 3

Level 4Level 4

Project Objective StatementProject Objective Statement

Think Team 7

““By the end of the decade the United By the end of the decade the United States of America will send a man to the States of America will send a man to the

moon and safely return him.”moon and safely return him.” John F. John F.

KennedyKennedy• A succinct statement about the projectA succinct statement about the project

• Delivered in 30 seconds or lessDelivered in 30 seconds or less

• Understood by all members of the project teamUnderstood by all members of the project team

• Clear focus and alignmentClear focus and alignment

• Time bound with specific conditions of satisfactionTime bound with specific conditions of satisfaction

Think Team 8

What is a project?What is a project?• TemporaryTemporary endeavor endeavor

undertaken to create a undertaken to create a uniqueunique product, service product, service or resultor result

• Progressive elaborationProgressive elaboration – distinguishing distinguishing

characteristics of each characteristics of each project will be project will be progressively detailed progressively detailed as the project is better as the project is better understoodunderstood

– must be closely must be closely coordinated with project coordinated with project scope definitionscope definition

QQ

TIM

E CO

ST

SCOPE

Think Team 9

DeliverableDeliverable• Tangible, verifiable work productTangible, verifiable work product• MeasurableMeasurable• WBS Level 4WBS Level 4

• ScheduleSchedule• BudgetBudget• Scope StatementScope Statement• Floor PlansFloor Plans

Not the task but the output of the task!Not the task but the output of the task!

Think Team 10

What is Project Management?What is Project Management?• The application of The application of

knowledge, skills, knowledge, skills, tools, and tools, and techniques to project techniques to project activities to meet activities to meet project requirementsproject requirements

• PMI PM Processes: PMI PM Processes: o InitiatingInitiatingo PlanningPlanningo ExecutingExecutingo Monitoring andMonitoring and ControllingControllingo ClosingClosing

Examples:Examples:– Identifying requirementsIdentifying requirements– Managing trade-offs among scope, cost and timeManaging trade-offs among scope, cost and time– Establishing clear and achievable objectivesEstablishing clear and achievable objectives

Think Team 11

Organic Project ManagementOrganic Project Management = Science = Science + +

• PM Body Of KnowledgePM Body Of Knowledge• Application areas of Application areas of

knowledge, standards, knowledge, standards, regulationsregulations

• Project environmentProject environment• General management General management

knowledge and skillsknowledge and skills• Agile, Lean, XP frameworksAgile, Lean, XP frameworks

ArtArt ((Interpersonal skills)Interpersonal skills)

• Effective communicationEffective communication• Influence organizationInfluence organization• LeadershipLeadership• MotivationMotivation• Negotiation and conflict Negotiation and conflict

managementmanagement• Problem solvingProblem solving• Team buildingTeam building

Think Team 12

Areas of Expertise Needed for Areas of Expertise Needed for Effective Project ManagementEffective Project Management

PMBOKPMBOK

PMBOK GuidePMBOK Guide

Interpersonal SkillsInterpersonal Skills

General ManagementGeneral ManagementKnowledge and SkillsKnowledge and Skills

Understanding the Understanding the Project EnvironmentProject Environment

Application Area Application Area Knowledge, Standards, Knowledge, Standards, RegulationsRegulations

Think Team 13

Project PhasesProject Phases

Phase 1Phase 1 Phase 2Phase 2 Phase nPhase n

• Sub-division of a project for improved management control Sub-division of a project for improved management control • Conclusion marked by a review of key deliverables (milestones) Conclusion marked by a review of key deliverables (milestones)

and project performance to date (phase-exits, stage gates, kill and project performance to date (phase-exits, stage gates, kill points)points)

• Usually takes the name of their primary deliverable Usually takes the name of their primary deliverable (requirements, design, build, test, etc…)(requirements, design, build, test, etc…)

• Sum of all project phasesSum of all project phases• Define start and end of the projectDefine start and end of the project

• Define control and approval for each phaseDefine control and approval for each phase• Define deliverables in each phase and who should be involvedDefine deliverables in each phase and who should be involved

Project Life CycleProject Life Cycle

Stage-gate Stage-gate reviewreview

Think Team 14

Fast TrackingFast Tracking- Practice of overlapping phasesPractice of overlapping phases

- Parallel vs. SerialParallel vs. Serial

Phase 1Phase 1

Phase 2Phase 2

Phase nPhase n

a.k.a a.k.a concurrent engineeringconcurrent engineering

Think Team 15

Product Life CycleProduct Life Cycle• Lifecycle phases of products Lifecycle phases of products

(partial agreement)(partial agreement)o Idea to Launch FrameworkIdea to Launch Framework

• DiscoveryDiscovery• ScopingScoping• Business Case DevelopmentBusiness Case Development• DevelopmentDevelopment• Testing and ValidationTesting and Validation• Launch Launch

o GrowthGrowtho MaturityMaturityo DeteriorationDeteriorationo End of lifeEnd of life

• Lifecycle phases of projects Lifecycle phases of projects (no (no need for agreement)need for agreement)

Think Team 16

Project Lifecycle ExamplesProject Lifecycle Examples

Post-deployment Post-deployment and Warrantyand Warranty

DeploymentDeploymentPost Submission Post Submission ActivityActivity

TransitionTransitionTurn Over and Turn Over and Start UpStart Up

ExecutionExecutionRegistrations / Registrations / Work UpWork Up

ConstructionConstructionConstructionConstruction

Condition Condition ChecksChecks

Pre-clinical Pre-clinical DevelopmentDevelopment

ElaborationElaborationPlanning and Planning and DesignDesign

EnvisionEnvisionDiscovery and Discovery and ScreeningScreening

InceptionInceptionFeasibilityFeasibility

LogisticsLogisticsPharmaceuticalPharmaceuticalRational Rational Unified Unified ProcessProcess

ConstructionConstruction

Ph

aseP

hase

11

22

33

44

55

Think Team 17

Logistics Project Logistics Project Phase DeliverablesPhase Deliverables

EnvisionEnvision Condition Condition ChecksChecks ExecutionExecution DeploymentDeployment

Post-Post-deployment deployment and Warrantyand Warranty

•Scope and Scope and vision definedvision defined•Contingency Contingency planplan•Risk issuesRisk issues•Requirements Requirements gatheredgathered

•Implementation Implementation scope and scope and direction direction confirmedconfirmed•Approved to Approved to move forward move forward

•Implementation Implementation solution finalizedsolution finalized•Testing schedule Testing schedule establishedestablished•Implementation Implementation deployment deployment plannedplanned

•Management Management functions functions executedexecuted•Project Project functionality functionality validatedvalidated

•Implementation Implementation handed-off to handed-off to operations and operations and account account managementmanagement•Training Training conductedconducted•Project Project reviewedreviewed

Think Team 18

1.1. Wild enthusiasmWild enthusiasm

2.2. DisillusionmentDisillusionment

3.3. ChaosChaos

4.4. Search for the guiltySearch for the guilty

5.5. Punishment of the innocentPunishment of the innocent

6.6. Promotion of the non-participantsPromotion of the non-participants

7.7. Define the requirementsDefine the requirements

The “7 Phases” of a Project The “7 Phases” of a Project

(From: Dr. Harold (From: Dr. Harold Kerzner)Kerzner)

Think Team 19

Project Management Body Of Project Management Body Of Knowledge GuideKnowledge Guide

PMBOKPMBOK• Totality of knowledge Totality of knowledge

within the project within the project management management professionprofession

• Consists of:Consists of:– Proven and traditional Proven and traditional

practicespractices– Innovative and emerging Innovative and emerging

practicespractices– Published and Published and

unpublished practicesunpublished practices

• Constantly evolvingConstantly evolving

PMBOK Guide (“Is”)PMBOK Guide (“Is”)

• Identify generally Identify generally recognized good recognized good practices of project practices of project management for a management for a single single projectproject

• A subset of PMBOKA subset of PMBOK

• 9 Knowledge areas9 Knowledge areas 5 5 Process groups 44 Process groups 44 ProcessesProcesses

• PMI publication updated PMI publication updated every 4 yearsevery 4 years

Think Team 20

Process Groups – Knowledge Area MappingProcess Groups – Knowledge Area Mapping

Process GroupsProcess Groups

InitiatingInitiating PlanningPlanning ExecutingExecutingMonitoring Monitoring and and ControllingControlling

ClosingClosingKnowledge Area

IntegrationIntegration 22 11 11 22 11

ScopeScope 33 22

TimeTime 55 11

CostCost 22 11

QualityQuality 11 11 11

Human ResourceHuman Resource 11 22 11

CommunicationCommunication 11 11 22

RiskRisk 55 11

ProcurementProcurement 22 22 11 11

TotalTotal 22 2121 77 1212 22

Think Team 21

PMBOK Guide “PMBOK Guide “Is NotIs Not””

• Portfolio or Program Portfolio or Program ManagementManagement

• Project Management Project Management Maturity modelMaturity model– Organizational Project Organizational Project

Management Maturity Management Maturity Model (OPM3)Model (OPM3)

– Capability Maturity Model Capability Maturity Model (CMM), SEI and Carnegie (CMM), SEI and Carnegie MellonMellon

• Project Management Project Management Office (PMO)Office (PMO)

• Human FactorsHuman Factors– Conflict resolutionConflict resolution– LeadershipLeadership– Team buildingTeam building– Influencing the org.Influencing the org.– NegotiatingNegotiating– Problem solvingProblem solving

• StrategyStrategy• OperationsOperations• Organizational Organizational

CultureCulture

Think Team 22

Process Process

Input AInput A

Input BInput B

Input YInput Y

Input ZInput Z

Output/sOutput/s

A set of interrelated actions and activities that are performed A set of interrelated actions and activities that are performed

to achieve a pre-specified set of products, results, or servicesto achieve a pre-specified set of products, results, or services

What is the process objective?What is the process objective?

Think Team 23

Business Process Design FactorsBusiness Process Design Factors

FlowFlow Method for transforming input/s into Method for transforming input/s into output/soutput/s

EffectivenessEffectiveness How well customer expectations are How well customer expectations are metmet

EfficiencyEfficiencyHow well resources are used to How well resources are used to produce an outputproduce an output

Cycle TimeCycle Time Input to final output durationInput to final output duration

CostCost Entire process expenseEntire process expense

Non-value-Non-value-added timeadded time

Time between process steps when no Time between process steps when no work is done on the product/servicework is done on the product/service

Think Team 24

Project ProcessesProject ProcessesProjects are composed of processesProjects are composed of processes

Project Project Management Management

ProcessesProcesses

Product / Product / Service Service

ProcessesProcesses

InitiatingInitiatingPlanningPlanning ExecutingExecuting ClosingClosing

Monitoring and ControllingMonitoring and Controlling

ConstructionConstruction

ResearchResearch

SoftwareSoftwareDevelopmentDevelopment

ITITInfrastructureInfrastructure

Project life-cycle usually derived from product processes

Think Team 25

Network Migration ProjectNetwork Migration ProjectA large bank is migrating its branch and Automated Teller Machine network from a 3-tier IP network to a Multi Protocol Label Switching service provider network.

Core

Distribution

Access Branches and ATMs

Regional

Office

Data

Center

MPLS

BranchTelephony

Kiosk Video

BranchATMs

Data Center

Think Team 26

Network Migration Project Management and Product Network Migration Project Management and Product DeliverablesDeliverables

RequirementsRequirements PlanningPlanning DeliveryDelivery ClosingClosing

Project Project ManagementManagement

•Project CharterProject Charter •Scope Scope StatementStatement

•WBSWBS

•Project Project ScheduleSchedule

•Cost BaselineCost Baseline•Communications Communications PlanPlan

•Change Control Change Control

•Status ReportStatus Report

•Earned ValueEarned Value

•Deliverables / Deliverables / Tasks Tasks CompletionCompletion

•Lessons Lessons LearnedLearned

•Project Project Completion Completion AcceptanceAcceptance

ProductProduct •Application / Application / Network Network requirementsrequirements

•Network Network Design Design DocumentsDocuments

•Test Strategy Test Strategy and Plansand Plans

•Network Network Engineering docsEngineering docs

•Deployment Deployment processesprocesses

•Change Change RequestsRequests

•Product Product CompletionCompletion

•Test Test CompletionCompletion

•Product Product AcceptanceAcceptance

•Operational Operational Hand-OffHand-Off

Think Team 27

PMBOK Guide Process GroupsPMBOK Guide Process Groups

Process Process GroupGroup DescriptionDescription

InitiatingInitiating Formal start of a project or phaseFormal start of a project or phase

PlanningPlanning Scope, schedule, cost, risk, communication, Scope, schedule, cost, risk, communication, resources, trade-off analysis, ‘resources, trade-off analysis, ‘project planproject plan’, ’, project baselineproject baseline

ExecutingExecuting Implementing the ‘project plan’Implementing the ‘project plan’

Monitoring and Monitoring and ControllingControlling

Monitoring, measurement, corrective Monitoring, measurement, corrective actions to keep project on trackactions to keep project on track

ClosingClosing Formal acceptance of project (or phase) Formal acceptance of project (or phase) completioncompletion

Think Team 28

Project Process Group Project Process Group Linkage Linkage

Think Team 29

Process Groups Process Groups CharacteristicsCharacteristics

• Can have overlapsCan have overlaps• Each project life cycle phase can have all Each project life cycle phase can have all

five processesfive processes

Rolling wave planningRolling wave planning – progressive – progressive detailing of the project plan that indicates detailing of the project plan that indicates iterative and ongoing nature of planning. iterative and ongoing nature of planning. Near-term deliverables identified at a low-Near-term deliverables identified at a low-level view of detail, long-term deliverables level view of detail, long-term deliverables identified at a high-level view of detailidentified at a high-level view of detail

Think Team 30

Project Management Project Management ContextContext

• ProgramsPrograms – a group of related projects managed – a group of related projects managed in a coordinated way to obtain benefits and in a coordinated way to obtain benefits and control not available from managing them control not available from managing them individuallyindividually

• SubprojectsSubprojects – division of a project into more – division of a project into more manageable componentsmanageable components

• Portfolio Portfolio – a collection of projects or programs – a collection of projects or programs and other work that are grouped together to and other work that are grouped together to facilitate effective management of that work to facilitate effective management of that work to meet strategic business objectivesmeet strategic business objectives

Think Team 31

Project or Program?Project or Program?• Deliverable complexity (low or high)Deliverable complexity (low or high)• Deliverable quantity (few or many)Deliverable quantity (few or many)• Deliverable size (small or large)Deliverable size (small or large)• Number of people (few or many)Number of people (few or many)• Degree of interdependence (simple or Degree of interdependence (simple or

complex)complex)• Details of Agreements (tasks only or detailed Details of Agreements (tasks only or detailed

interfaces)interfaces)• Co-location of teams Co-location of teams

Think Team 32

Project Management Project Management OfficeOffice

• Centralizes and coordinate the Centralizes and coordinate the management of projects under its domainmanagement of projects under its domain

• Operates on a continuum from providing Operates on a continuum from providing only project management support only project management support functions to actual direct management functions to actual direct management and responsibility for meeting project and responsibility for meeting project objectivesobjectives

• Sometimes called Center of Excellence Sometimes called Center of Excellence (COE)(COE)

Think Team 33

Project StakeholdersProject Stakeholders• Individual and organizations that are actively Individual and organizations that are actively

involved in the project, or whose interest may be involved in the project, or whose interest may be affected as a result of the projectaffected as a result of the project

• May exert influence over the project’s objectives and May exert influence over the project’s objectives and outcomesoutcomes

• Need to be identified, needs and expectations Need to be identified, needs and expectations determined, and those needs manage and influenced determined, and those needs manage and influenced to ensure a successful projectto ensure a successful project

NeedsNeeds - items required by the stakeholder to successfully - items required by the stakeholder to successfully contribute to the project (resources , roles, information…contribute to the project (resources , roles, information…))

ExpectationsExpectations - what project “success” looks like to the - what project “success” looks like to the stakeholder (Recognition, bonus, enhanced prestige…)stakeholder (Recognition, bonus, enhanced prestige…)

Think Team 34

Key StakeholdersKey Stakeholders• Project managerProject manager• CustomerCustomer• Performing organizationsPerforming organizations• Project team membersProject team members• Project management teamProject management team• SponsorSponsor• InfluencersInfluencers• PMOPMO

Can you have conflicts among stakeholders? Can you have conflicts among stakeholders? If so, how should it be resolved?If so, how should it be resolved?

Think Team 35

Stakeholder Stakeholder ManagementManagement

• Identify stakeholders.Identify stakeholders.• Assess their knowledge and skills.Assess their knowledge and skills.• Analyze project to make sure their needs and Analyze project to make sure their needs and

expectations will be met.expectations will be met.• Get and keep them involved in the project.Get and keep them involved in the project.• Get their sign-off and formal acceptance.Get their sign-off and formal acceptance.

Customer satisfaction requires Customer satisfaction requires careful and accurate needs and careful and accurate needs and

expectations analysis.expectations analysis.

Think Team 36

Organizational Organizational SystemSystem

• Project basedProject based (driven) - work is characterized (driven) - work is characterized through projects, with each project as a through projects, with each project as a separate cost center having its own P&L separate cost center having its own P&L statement (ex. construction, aerospace) statement (ex. construction, aerospace)

• Non-project basedNon-project based (driven) - projects exist to (driven) - projects exist to support product or functional lines, P&L support product or functional lines, P&L measured on vertical or functional lines, measured on vertical or functional lines, priority given to revenue producing priority given to revenue producing functional line activitiesfunctional line activities

Think Team 37

Organizational Organizational StructuresStructures

Types are described in terms of the Types are described in terms of the project manager level of authorityproject manager level of authority

• Functional Functional (Traditional, Classical)(Traditional, Classical)

• MatrixMatrix

• ProjectizedProjectized

Think Team 38

GeneralManager

Engineering Production Sales MarketingAdminis-tration Director Level

Division Level

Department Level

Section Level Functional Responsibility

Admin.

The Functional Organizational The Functional Organizational StructureStructure

Think Team 39

General Manager

Project AManager

Project BManager

Project CManager

ENG. MFG.ENG. MFG. ENG. MFG.

Projectized Organizational Projectized Organizational StructureStructure

Think Team 40

Director:Project Mgmt.

Director:Engineering

Director:Manufacturing

Director:Finance/Admin.

Project Mgr. X

Project Mgr. Y

Project Mgr. Z

General Manager

The Matrix Management The Matrix Management StructureStructure (With a Director of Project (With a Director of Project

Management)Management)

Think Team 41

Organizational Structure and Organizational Structure and ProjectsProjects

Project Project FeaturesFeatures

Organizational StructureOrganizational Structure

FunctionalFunctionalMatrixMatrix

ProjectizedProjectizedWeakWeak BalancedBalanced StrongStrong

PM PM AuthorityAuthority

Little or Little or nonenone

LimitedLimited Low to Low to ModerateModerate

Moderate Moderate to Highto High

High to High to almost almost totaltotal

Resource Resource AvailabilityAvailability

Little or Little or nonenone

LimitedLimited Low to Low to ModerateModerate

Moderate Moderate to Highto High

High to High to almost almost totaltotal

Budget Budget controlcontrol

Functional Functional ManagerManager

Functional Functional ManagerManager

MixedMixed Project Project ManagerManager

Project Project ManagerManager

PM RolePM Role Part-timePart-time Part-timePart-time Full-timeFull-time Full-timeFull-time Full-timeFull-time

Proj. Mgm’t Proj. Mgm’t Admin StaffAdmin Staff

Part-timePart-time Part-timePart-time Part-timePart-time Full-timeFull-time Full-timeFull-time

Think Team 42

Team Work SummaryTeam Work Summary• Team FormationTeam Formation• Team CharterTeam Charter• Project ProposalProject Proposal• Project LifecycleProject Lifecycle• Case StudyCase Study• Stakeholder AnalysisStakeholder Analysis

(Templates in PM Workbook)(Templates in PM Workbook)