using project management techniques for successful … · 2017. 2. 28. · management • triple...

Using Project Management Techniques for Successful

Occupational Health Programs January 18th, 2017

SCAOHN Ken Goebel, BScE, MBA, PMP

Participant’s Objectives: •  Projects, Programs, Portfolio – what’s the difference?

& how they impact YOU.

•  Key elements to successful Projects and Project Management •  Triple Constraints •  Schedule Development •  Team Dynamics •  Communications •  Project Manager’s Deliverables

•  Helpful tools and techniques for success. •  Interactive session – Participate, Learn, Have Fun

What is a Project, a Program, and a Portfolio? And the Management of them? PROJECT:

Ø  Is a temporary endeavor with a beginning and an end. Ø  Made up from independent & dependent tasks

Ø  Creates a unique product, service or result.

PROGRAM:

§  Is a group of related projects – managed in a coordinated way, to obtain synergistic benefits and control that might not be possible if managed individually

PORTFOLIO:

ü  Collection of Projects and/or Programs, grouped together to facilitate effective management, in order to meet Strategic Business Objectives

Portfolio

Related Work Project 1

Program Project 2 Project 3

Project A Related Work Project C Project B

•  Strategy & Project Management Drivers:

•  Market Demand •  Strategic Opportunity / Business Need •  Customer Request – Internal / External •  Technological advancement •  Regulatory / Legal requirements

•  PMO and Senior Leaders

•  Strategy & Project Management Track Record:

•  31.1 % Cancelled ~ $81 billion

•  52.7 % - 189% of budget ~ Additional $59 billion

•  16.2 % On time & On budget

“Risks are always a factor when pushing the technology envelope, but many of these projects were as mundane as a driver's license database, a new accounting package, or an order entry system.”

•  Project Management (Manager) Success?

•  Project Management Plan: •  Shall be agreed to by all key stakeholders! Contract •  Stretch goals, but realistic - negotiated •  Upon which the PM should stake his/her reputation The constant battle for Quality-Time-Cost •  Triple Constraints – (Good, Fast, Cheap) •  (Quality/Good – Meets agreed upon requirements) •  (Timeline/Fast – see tips for planning) •  (Cost/Cheap – Estimating Labor, Capital,

Expenses)

•  Scheduling Techniques & Tools •  Critical Chain – A Resource Relay Race •  Task Estimating •  Parkinson’s Law •  Student’s Syndrome •  Probability (vs) Time

Schedule Development & Human Nature

Deadlines and Convoluting Behaviors

© 2012 Skip Reedy

Parkinson’s Law Work expands to fill the available time when there

isn’t enough to do.


11

A

•  Add Filler Time? •  Gold Plate it? •  Multi-tasking factor? •  Future estimates will be shortened?

© 2012 Skip Reedy

The Student Syndrome Due Date

Eff

ort

Time

12


© 2012 Skip Reedy

Occ

urre

nces

Duration Estimate

On-time Probability

Variation in Tasks Le

ave

Hom

e

0

13

Commute to Work

50% 90%

50 100 120 Minutes 25 75

60

Project Planning, Strategic Activities (vs) Tactical and ongoing CVAs (Continuing Vital Activities) Try this exercise below:

M U L T I - T A S K 9 8 7 6 5 - 4 3 2 1

Project Complexity, Timeline, Risks, Unknowns, Undefined Scope

2

Management Reserve Build in Project Reserve (keep this for the team) Undefined Scope will lead to overruns

2

Some useful multipliers

Visio – Project Plan Excel – Action Plans-estimating VPM – Visual Project Management - interactive MS Project – most features and most used by PM

Project Planning Tools

Visual Project Management - VPM

Project Manager’s Responsibilities

•  Quality Plan •  Human Resource Plan •  Communications Plan •  Risk Plan •  Procurement Plan

Development of Plans and continuing management of:

PROJECT:

Project Team Leader: (CEO of team) •  Project Integration Management •  Charter & Executive Sponsorship •  Integrated PM Planning •  Project Execution of plans •  Monitor and Control Work plans •  Perform Change Control •  Close out Project

Project Team Leader: (CEO of team) •  Project Scope Management •  User Requirement Specifications •  Stakeholder Register •  Defined Scope – SOW (Scope of Work) •  Create WBS (Work Breakdown Structure) •  Verify Scope •  Control Scope – (Creep, Change Control,

Is there Undefined Scope?)

Project Team Leader: (CEO of team) •  Project Timeline Management •  Define Activities – Team approach •  Sequence & Dependent Activities •  Estimate Resources •  Estimate Duration •  Develop Schedule •  Review / Communicate Schedule and

Milestones •  Control Schedule

Project Team Leader: (CEO of team) •  Project Cost Management •  Estimating Cost •  Budget Development – Finance •  Control and Monitor

Regularly used Tools (RAAID) R = Risks - (Monthly) Risk Register & Risk Analysis Documents… (Likelihood)x(Impact) = Severity = RPN ~ Risk Priority Number A = Assumptions - (Monthly) Captured in Signed Contract A = Actions Log - (Daily to Weekly) ongoing until project closure I = Issues Log = Risks that have been triggered (Weekly to Monthly) D = Decisions Log (Weekly to Monthly) – Very Important Documentation Meeting Minutes – published on Share Point site for project. Send to: Sponsor, Team members, key stakeholders. Include attendance log, and all above (RAAID)

Project/Portfolio Dashboard: “In 3 to 5 seconds, team members, stakeholders, senior leadership should be able to assess the health of any given project on the Project/Program/Portfolio board, (in the War Room), with a set of rules for rating all projects.”

Project Name

Overall Health

Risks Issues Schedule Quality Cost Resources

Project Alpha

Project Beta

Project Gamma

Project Delta

Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7

Milestone 1 Milestone 2 Milestone 3 Milestone 4

Charter Approved

URS Approved

Schedule Published

Quality Plan approved

Core Team Formed

Kick-off meeting

Risk Register

URS approved

Schedule published

Budget published

Stakeholder Update #1

Form Core Team

URS approved

Charter approved

Schedule published

52 weeks

Today

Project Planning & Tracking Tools •  Visio – Project Plan •  Excel – Action Plans •  VPM – Visual interactive MS Project: •  Interdependencies •  Auto-updates •  Resources •  Calendars – Work schedules •  And Much More

•  MS Word - Templates •  Excel – Estimating Template •  MS – One Note

Thank you for this opportunity!

Questions?


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References and Websites: •  PMI.org •  projectmanagement.com

•  http://www.pmi.org/learning/tools-templates/project-managers-book-of-forms

•  Critical Chain by Eliyahu Goldratt •  PMBOK – Project Management Book of Knowledge

•  Ken Goebel contact information: •  [email protected]


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