Initiate Project - "Begin with end in mind"

Welcome to the This Session – Begin with end in mind“On becoming Real World Project Management Professional” : Welcome to the This Session – Begin with end in mind“On becoming Real World Project Management Professional” Syed Naqvi, PMP ssanaqvi@gmail.com

Course Objective : Course Objective After going through this course participants will develop : An Understanding of basic project management concepts, environment and activities Develop knowledge and Skill set required for project management and and ability to apply them in managing Projects on Time, In Budget with Quality Necessary knowledge to pass PMP exam for certified PMP credential

Course Coverage : Course Coverage Project Management Framework Introduction to Project Project Life Cycle Enterprise Environment Factor Project Context Project Process Assets Introduction to PMI, USA and PMP Exam PMI Process Groups PMI Knowledge Areas Professional and Social Responsibilities

Session2 - Objective : Session2 - Objective Recap of the Previous Session Initiate Project Document Project Goals, Risk, Assumptions and Constraints Conduct Project Selection Methods Develop Project Charter Identify Stakeholders Manage Stakeholders Expectations Collect Requirements

Characteristics of Project and Project Management : Characteristics of Project and Project Management Temporary, Time bound Specific start and end date Something new Project vs. Operation Wide variance in Scope Time Complexity Have numbers of Competing constraints like Scope, Schedule, Cost, Quality, Resources etc. Have high degree of uncertainty and ambiguity Involve Risks

Definition of Project and Project Management : Definition of Project and Project Management A Project is a SMART , Collaborative & Cross Functional Undertaking & Project Management is the art and science of Managing Competing Constraints (Scope, Schedule, Cost, Quality, Resource) and Risks associated with the project with suitable trade off , to ensure that project goals are met In an environment which is increasingly becoming Global & Flat (Multi-time zone, Multi-regulation, Multi-culture and multi-location virtual team) S: Specific – Scope, Time, Cost Resource, Quality) M: Measureable, A: Attainable, R: Risk, T: Time bond In project number of people with cross functional, culture, location back ground work together towards a common goal

Project Management Task : Project Management Task Project Management require PMP to perform certain task in effective and efficient manner Such Task are process centric and collaborative in nature Most of the task are done by more than one members Normally for such task have one main performer and may have more than one supportive performer Next slide shows the list of such tasks

Project Management Task : Project Management Task

Task – Conduct Project Selection Methods : Task – Conduct Project Selection Methods

Project value graph : Project value graph Series 1; Project A Series 2: Project B Series 3: Scale OC : Organization Capability TTV: Time to value ROI: Return on investment

Task : Document project Goals, Risk, Assumption and Constraints : Task : Document project Goals, Risk, Assumption and Constraints This document should be created as soon as possible during the project initiation stage Project Goals and Objective should be documented in SMART manner . ALL high level risk of the projects should be documented All known assumptions the projects should be documented. Assumptions are an agreement that a future events will take or will not take place . Project planning may be done based upon such assumption. All assumption should be periodically reviewed for their validity Constraints are conditions which can not be changed for the project It may be decided that a particular power plant will be set up on a particular location . Hence Location is the constraint for the project For a software project, there may be a mandate from the top management that only Oracle will be used as DB . Hence oracle is constraint for the project All Project planning and subsequent work should be based upon known and documented constraints of the project.

Task – Develop Project Charter : Task – Develop Project Charter

Task – Conduct Kick off Meeting : Task – Conduct Kick off Meeting Meeting are the critical part of the Projects Normally several meetings are held during the lifecycle of the projects Kick off meeting is the first meeting of the project The main objective of the kick off meeting is ensure that all the parties which are involved in the project can and understand know each other and their role quite well Normally Customer/Sponsor should be present in the kick off meeting It always good if all participants are physically present in the kick off meeting , However due to unavoidable reasons, some participant may participate as a remote/virtual user Normally during kick off meeting following may be discussed: Key issues involved in the project may be discussed How communication between various parties will take place may be decided How the progress on project will reported may be decided Frequency of future meeting may be agreed For effective project meetings: All meetings should be time bound All meeting should have a specific agenda and only the specific agenda of the meeting should be discussed in specific meeting Normally meeting with smaller numbers of participants are more effective All participant should come well prepared for the meeting After the meeting, minutes of the meeting MOM) should be prepared and notified to all participants All MOM should have action plan with responsibilities, In subsequent meeting, action plan and progress made should be discussed.

Task – identify stakeholders : Task – identify stakeholders Definition Stakeholder is a party who Is formally involved in the project, Has a stake in the project , Is affected by the project in any way ,Have interest in the project Can influence the project Objective Identify all type of possible stakeholders of the project Inputs Project charter , Project procurement requirements Enterprise environment factor, Organization process assets Templates Tools, technique and practices Stakeholder analysis Stakeholders Roles Customers, sponsors, promoters, financier, Consultants, Suppliers, venders, Project executing party – PM, team members, Senior Management, Collaborators Interview Stakeholder and create their view points Create power/interest grid Outputs Stakeholders register aka Stakeholders catalogue Outcome Stakeholders register should provide each and every stakeholder along with their needs and interest It should specially high light conflict of interest among stakeholders

Stakeholders Grid : Stakeholders Grid Interest Influence H,M,L : High, Medium, Low, F,H,N: Can do Favour,Harm,Neutral Authority – Interest Power – Interest

Task – Manage Stakeholders Expectation : Task – Manage Stakeholders Expectation Definition Each Stakeholder has certain expectation from the project which need to be managed to ensure that stakeholder is satisfied with the projects Objective Stakeholders remain satisfied during the entire project execution period Inputs Project Charter Stakeholder strategy EEF OPA Tools, techniques Understand stakeholder as Person and as a Party Work for changing his position from current state to target state Communicate at right time with right information Always work for Stakeholders buy-in on various project issues Keep the expectation realistic Spend time on each stake holder as per your stakeholder management strategy Outputs Stakeholder Expectations and needs are met through the project execution period Outcome Stakeholders real needs and expectation are met after project execution Stakeholder becomes an advocate for project, PM and project executing Party

Task – Collect Requirement : Task – Collect Requirement Definition Collecting all Product and Project high level requirements from all sources Product Requirements: Function, Feature and Characteristic of product or systems which be created through the project Project Requirements: work which need to be done in order to meet project product requirements Objective Collect all requirements and non requirements from all possible sources Inputs Project Charter, Stakeholders Register aka Stakeholders catalogue Project Purchase Order, Contract, SOW Tools, techniques and practices Requirement elicitation Interview, Focus group, Workshop, QFD Group creative technique Brainstorming, Nominal Group technique, Parallel thinking, Delphi Techniques Idea Mind mapping, Affinity diagram Group Decision making technique Unanimity , Parallel thinking, Majority, Plurality, Dictatorship Observations Prototypes, Model Outputs Requirement documentation, Requirement management plan, Requirement traceability Outcome All high level requirements, Constraints and no requirements should be recorded

Requirements Traceability : Requirements Traceability Requirements to business needs, opportunities, goals and objective High level requirements to low level requirements Requirement to WBS Requirement to Test cases Requirement life cycle management Definition, design, manufacturing, Testing, Delivery, Requirements traceability is the key to manage change in a controlled and agile manner Requirement Classification/Triaging Priority – H, M, L Volume - H, M, L Complexity – H, M, L

Project Triple Constraints Scope, Schedule and Cost and art of Trade off : Project Triple Constraints Scope, Schedule and Cost and art of Trade off Cost Schedule Scope If, Cost is fixed , Schedule is decided, then Scope need to be adjusted If, Scope is fixed, Schedule is decided, then Cost need to be adjusted Cost Scope Schedule Triple Trade Off Example Quality

Thank You : Thank You Syed Naqvi, PMP