Project

Management
Skills

[Insert Date Here]

[Insert Instructor Name Here]
 Project
Management
Skills

What is
Project
Management?
 What is
Project Management?
 Why is project management
important?
 How do unidentified risks impact the
outcome of the project?
 Identify who should be responsible
for tasks
 Determine if projects can be divided
into phases
Triple Constraint
Diagram
Class Exercise
 Project
Management
Skills

What is a
Project?
 What is a project?
 Temporary with a specific start and
end date
 Have an end result – deliverable or
something that must be completed or
created

WHAT ARE THE KEY

COMPONENTS OF A
SUCCESSFUL PROJECT?
What is a
project?
DISCUSSION
Class Exercise
IDENTIFY PROJECTS
 Project
Management
Skills

What is a
Project
Manager?
 Project Manager
Responsibilities

DISCUSSION:
WHAT ARE SOME RESPONSIBILITIES OF A
PROJECT MANAGER?
 Project Manager
Discussion
HOW IS A PROJECT MANAGER
SELECTED OR APPOINTED?
 Project
Management
Skills

What is a
Stakeholder?
 Who are the
stakeholders?
 Someone who has a negative or positive impact
on your project and can influence the
expectations and deliverables.
 Discuss who will be the stakeholders on your
next project?
 Examples of stakeholders – customers,
suppliers, vendors, end-users, team members
and sponsor
 Project
Management
Skills

Who is the
Sponsor?
 Who is the
Sponsor?
 Individual who will provide
support or obtain financial
funding for the project
 Someone who has a vested
interest in the project
Example of sponsors
 Minister or elder of a church
 Board of Director or member
 Silent partner
 Project
Management
Skills

Who are
the Team
Members?
 Who are the
Team Members?
IMPORTANT CHARACTERISTICS OF
A PROJECT TEAMS ARE:
 Individuals who are appointed, selected or
volunteer to work together on the project
 Individuals who have diverse skills and talents
to complete tasks and will provide expertise to
make project decisions
 Encourage mentoring with team members
during the project
 Team Organization
Chart
Individual who will provide support or obtain financial
Sponsor funding for the project. Someone who has a vested
interest in the project.

Work with the team to develop a schedule and discuss

Project
potential risks. Responsible for ensuring project is
Manager completed on time, within budget, and on schedule.

Individuals appointed, selected or volunteer to work

Team together on the project completing tasks or
Members deliverables.

Stakeholders/ Individuals appointed, selected or volunteer to

work together on the project completing tasks or
Customers
deliverables.
 Class Exercise
DISCUSSION:
TEAM DIRECTORY TEMPLATE
 Class Exercise
TEAM CONFLICT &
CUSTOMER CONFLICT
Divide into teams or discuss as a group
possible solutions
TEAM CONFLICT
Why are team members not completing tasks
Why are team members turning their tasks in late
Team members are unmotivated to complete tasks
CUSTOMER CONFLICT
The requirements are not clear from the customer
The customer delays making important decisions on
critical issues
Decide who will deliver the news to the customer if is not
favorable
 Project Team
Discussion
DISCUSSION ABOUT THE TEAM RULES
 When will the team meet (weekly, bi-weekly, monthly)
 Who will set the agenda and organize the meeting time
 How will the team decide issues
 Who will write the meeting minutes and distribute?
 How will the team handle changes?
 How does the team resolve conflicts and ensure tasks
are completed?
 Who will talk to the customer?
 Who will report project status to all stakeholders?
 Decide when to celebrate the project’s completion
date?
Class Exercise
DISCUSSION:
SOLUTIONS
TEAM CONFLICTS
Class Exercise

SOLUTIONS
CUSTOMER CONFLICTS
 Project
Management
Skills

Project
Management
Processes
 Project
Management
Skills

1.Initiating
Process
 Initiating Process
 Determine and decide what product or service
is being developed
 Collaborate and clarify the need
 Assign or appoint a project manager and
sponsor
 Gather any information to help understand the
requirements of the project by answering the
what, when, who, why, where and how
questions
 Development of the project charter or scope
 Class Exercise
PRELIMINARY DISCUSSION
ABOUT THE NEED FOR THE PRODUCT OR SERVICE

 What
 When
 Who
 Why
 Where
 How
 Project
Management
Skills

2. Planning
Process
 Planning Process
The planning process is to organize and
identify the components of a project to
develop the product or service.

The project manager and the team work

together to write the scope of work,
create a checklist, identify
resources, estimate time to
develop tasks and recommend
major deliverables.
 Project Scope
DISCUSS AND WRITE A SCOPE STATEMENT
INCLUDING:
WHAT – WHEN – WHO – WHY – HOW
 Scope Statement
 The project charter is a document
supported and approved by the sponsor.
This document provides the project
manager authorization to start the
project.
 The scope statement should be included
in the project charter.
 The Project Charter
DISCUSSION: THE ELEMENTS OF THE
PROJECT CHARTER
 Class Exercise
DEVELOP A SCOPE STATEMENT
AND CHARTER
 Project Checklist
The checklist is a document to record these tasks
and the team will prioritize them in order of
completion.
STEPS TO DEVELOP THE
PROJECT CHECKLIST:

 Identify tasks or activities

 Put tasks in order of completion
 Identify milestones
 Class Exercise
DEVELOP A PROJECT
CHECKLIST
 Project Schedule
 Good planning allows for the project manager
to manage and control the project tasks and
resources
 To complete the project schedule, determine
the time for each task and assign
a resource who will be responsible
for the task
 The team and project
manager should divide up the teams
and provide an estimate of time to
complete that task
 Project Schedule
DISCUSSION :
HOW TO ESTIMATE TASKS
 Critical Path Method
(CPM)

 The critical path are the tasks that have the

longest path.
 Tasks are performed in parallel or one task is
completed before the next one can begin.
 This graph shows why if one task is not
completed on time can impact or cause delays
to the schedule. Could cause a major problem
to the outcome of the project.
 Critical Path Method
(CPM)
This diagram shows six tasks in the project schedule. Tasks A, C, and F
are on the critical path, which means if one of these tasks takes
longer than expected, the project will not meet the deadline.

wk1 wk2 wk3 wk4 wk5 wk6 wk7

Start Finish

A A

B B

C C

D D

E E

F F
 Critical Path Method
(CPM)
This diagram shows how Task A took longer than expected, which
affected when Tasks C & F could start and added 1.5 weeks to the
original schedule.
wk1 wk2 wk3 wk4 wk5 wk6 wk7
Start Finish

A A

B B

C C

D
D
E E

F F
 Class Exercise
DEVELOP A PROJECT SCHEDULE
 Project Quality
 Ensure stakeholder expectations are
being met by defining processes to
verify and validate successful product
completion.
 Understanding the desired outcome the
team can work together to build quality
into the product.
 Monitor quality throughout the project.
 Project
Communications
Develop a plan that answers the following
questions: what, when, who, where and how.
 What needs to be communicated?
 When does the information need to be
distributed?
 Who should receive the information (all
stakeholders)?
 Where should the information be distributed?
 How and what format should the information
be presented?
Class Discussions
PROJECT STATUS
PROJECT RISKS AND ISSUES
 Communication
THE SENDER-RECEIVER MODEL
The sender sends a message without interruptions or
distractions. The receiver selects the approach that is
acceptable by the team and is available to all members.
PROCESS STEPS:
Sender has an idea to communicate
Sender selects the approach
(voice, gesture, symbols,
email, phone or meetings
Is there any noises that affects
or impedes the message
Receiver processes the
information sent by sender
Receiver responds to message with
appropriate approach
 Successful Meetings
TIPS FOR CONDUCTING
SUCCESSFUL MEETINGS:
 Determine meeting place and time
 Conduct the meeting with an agenda
 Ask all members to report their status on tasks
 Identify any new risks or issues
 Discuss solutions to issues
 Ask members if they will meet their task
deadline
 End meeting on time and announce the next
meeting
 Send out meeting minutes
 Project Status Report

The project status

report is completed by
the project manager
on a regular basis.
 Project Status Report
COMPONENTS OF THE PROJECT
STATUS REPORT:
 Project Title
 Project Manager
 Report Date
 Current Status
 Activities completed during this period
 Activities planned until the next meeting
 Issues and Resolutions
 Changes to project scope
 Problems, Risks or Concerns
 Project Risks
DISCUSSION:
IDENTIFY, DOCUMENT & EXAMINE
PROJECT RISKS
 Project
Procurement
 Create a plan to monitor any
changes to contracts that occur
during the project
 The project manager will need to
understand the contract
requirements
 At project completion all contracts
are closed
 Project
Management
Skills

3. Executing
Process
 Executing Process
 The planning is now complete and the team can
begin working on their assigned tasks.
 Project Status reporting will be conducted on a
regular basis.
 Any issues that arise will be discussed with the
team, sponsor and possibly the customer.
 Some tasks may be re-assigned if the person
cannot complete on time or may require extra
assistance.
 The project manager will need to control the
tasks to ensure timely completion.
 Communications are ongoing during this phase.
 Executing Process
RECOMMENDATIONS
 Understand the requirements of the product or
services
 Follow a process for soliciting bids
 Negotiate terms with vendors or suppliers and
have legal expertise review the contractual
agreement
 Implement a billing and payment plan
 Project manager and team ensure the quality
and requirements are being met with customer
approval
 Project
Management
Skills

4. Monitoring
and Controlling
Process
 Monitoring and
Controlling Process
 To monitor and manage changes against
the project’s objectives, review the
scope statement at periodic times
during the project
 If you make many changes to the scope,
this is when you need to revisit the
objectives
 Use the Change Request/Issue Log
Template in Appendix A to record these
changes
 Change Request Log
WHAT IS THE CHANGE REQUEST
LOG?
 On-Going Activities
The following activities, already covered,
are on-going activities that are completed
throughout the project.

 Time Management
 Communications
 Managing risks
 Controlling the schedule
 Monitoring the budget
 Project
Management
Skills

5. Closing
Process
 Closing Process

This is the end of the project and

these activities are conducted:

 Lessons Learned
 Final work
 Contract closeout
 Lessons Learned
DISCUSSION:
WHAT WERE THE SUCCESSES AND
FAILURES OF THE PROJECT?

WHAT COULD BE IMPROVED?

 Final Work
Complete any paperwork and
all documentation for the
project
 Assign a person who will who
will keep the records for similar
future project work
 The sponsor or senior person in
the organization should
maintain the files
 Contract Closeout
 Complete all paperwork and contracts
associated with the project
 Obtain an approval from the customer
Celebrate! Celebrate!
Celebrate!
DISCUSSION:
CELEBRATING THE
CONCLUSIONOF THE PROJECT
 Project
Management
Skills

Summary &
Review
 Summary & Review
 Definition of project management
 Identify the components of a project
 Know what the roles and responsibilities of a project
manager, sponsor, stakeholders and team members
interact in developing a project
 Understand why a project scope and charter help in
planning the project
 Learn how to develop a checklist, schedule and critical
path method
 Show awareness in your project by building quality into
the project
 Identify risks that may be associated with the work
effort and develop a plan for mitigation
 Determine any procurement and or budget requirements
 Train and mentor team members
 Communicate with all stakeholders
throughout all phases of the project
 Summary & Review
A PROJECT MUST MEET TWO REQUIREMENTS
1. It must be temporary (have a specific start
and a specific end).
2. It must have an end result (a deliverable) -
something must have been completed or created.
You are now aware of the five processes commonly
used to manage projects:
Initiating
Planning
Executing
Monitoring and Controlling
Closing
 Summary & Review
THE FOLLOWING BASIC QUESTIONS
NEED TO BE ANSWERED WHEN
STARTING ANY PROJECT:
 What are you going to deliver or accomplish?
 When will you produce deliverables?
 Who are your stakeholders (customers,
sponsors, end users, team members)?
 Why is the work necessary?
 Where will the product be used and/or
delivered or built when appropriate?
 How will you accomplish and manage the
objectives?
 Summary & Review
 It is important to train and mentor the
individuals involved with the project.
 Throughout the project it is extremely
important to communicate with all
stakeholders and to document and share
information regarding the status of the
project.
Without communication you cannot be
successful.
 Ensure that any contractual agreements
used during the project are closed and
that all of the appropriate invoices are
being processed for final payments to be
successful.
 Summary & Review
 Customers and Project Sponsors
typically take responsibility for signing
off on the completion of all the agreed
upon work.
 Others stakeholders may also wish to be
involved in the signoff process.
 Project
Management
Skills

Questions?
 Project
Management
Skills

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