Project Organization

presented byDHS/OIS/PMO

Class Objectives: Project Roles and Responsibilities Project Libraries Tips, Tricks, and Suggestions???

People know why they

are participating and

what they should do!

Roles & Responsibilities

Assumption

•Project Roles and Responsibilities•Who Does What•Who Decides What•Clearly Defined•Discover Training Needs•Template

Roles & Responsibilities

Clarify

!!!??

!!!??

!!!??

!!!??

Improve teamperformance

Clarify R&R’s

•Reduce stress!•Distribute the workload!•Increase collaboration!

100%

75%50%

25%

% o

f R

esp

on

den

ts

Poorly defined R&R’s

Noproject plan

Team not formally defined/ advised

No process for response

Exhibit 1: This organization judged the project a failure and found these to be major causes, led by unclear roles and responsibilities.

R&R’s vs. Work Definition

Example - WBS/How?

Project

DesignRqmts Build DeliverManage

PlanExecuteControlClose••

AssessDetermineAnalyzePropose••

EngineerSpecify•••

ConstructTestValidateIntegrate•••

InstallTrain•••

Role Definitions

Work Definitions

Written Definitions in Charter Project Organization Charts R&R Templates RACI (Responsible, Accountable, Consulted, Informed)

WBS Dictionaries

Methods of Defining R & R’s

ProjectManager

SteeringCommittee

BusinessAnalyst

DevelopersDatabase

Administrator

Techniciansand Helpdesk

Support

SystemAnalyst

DataArchitect

System andNetwork

Engineering

Schedule/Control AnalystAdministrative Assistant

Quality Coordinator

Sponsor/Business

Owner

Architect/Engineer

BusinessLead

1.Researched

2. Collected

3. Standardized

Project NameRole Title

Person’s Name

Description of Role

Expectations of Project Team Members

Project Description

Specific Responsi- bilities

Signatures

Delivering Roles and Responsibilities

Work with your team

Expectations of Project Team Members

Laying the groundwork

Team Performance = Individuals who: are focused on common goals understand how each person's

R&R’s support the whole project. Training Needs are more easily defined

Project teams are becoming the primary unit of performance in organizations.

Benefits of Clearly Defined Roles and Responsibilities

Organize Your Project

OIS Oversight Business Sponsor

Project Manager(100%)

SystemArchitecture Team

Lead (50%)

ApplicationDevelopment Team

Lead (100%)

3 ContractDevelopers

4 BusinessAnalysts

TechnicalResource(as

needed)

(SteeringCommittee)

1 Contract SystemsIntegration/DatabaseDeveloper

Project Management Directories(Project Library)

What to do with it Where to get it How to get it

2

3

1

Documentation

Standard Templates Naming Conventions &

Version Control Standard Styles

Naming Conventions&

Version Control

This is the name of a really important file for my project that I really want to make sure I do not misplace.doc

Standard Document Naming Structure

The following naming convention is recommend for all project documents:

<Acronym> <Document Name> <optional version number> < optional date>

Standard Styles

To create a new ‘standard style’ in MS Word using the same style layout as the PMO open the ‘Standard PMO Template.doc’ file and in the MS Word menu go to:

Format >> Styles…>> Organizer…

Default styles normally available in the Normal.dot template.

Delete any existing styles that can be deleted.

Select available stylesand click ‘Copy>>’

Default styles currently available in the Normal.dot template. (Note existence of scroll bar)

Please take some time for Class Evaluation!