Welcome to Module 1- Project Management Overview

1. WelcometoModule 1- Project Management Overview Project Management Certificate Program Instructor: Phyllis Sweeney

2. Administrative Items • Instructor: • Phyllis Sweeney, Senior Director, Microsoft • Phone Number: 425-703-9671 • Email: sweeneyphyllis@hotmail.com • Schedule • 5:30 – 6:45 Presentation, class exercises • 6:45 – 7:00 Break • 7:00 – 8:00 Presentation, class exercises Presentations: • Can be found at: http://depts.washington.edu/pmclass/ • Username:  pmclass • Password: pm Project Manager Certificate Program

3. Basic Information • Basic Program Rules: • 80% Attendance Required for Each Module • Can only miss 1 class per module, including the last module • Attendance is taken at every class • Class will start promptly at 5:30 and end no later than 8:00 p.m. Project Manager Certificate Program

4. Project Management Certificate Program Project Manager Certificate Program

5. Project Management Overview Course Description • General Overview of Project Management • Project Environment/Organizational Structures • Key Definitions and Concepts based on Industry Standards/PMBOK • Key Business Drivers – Flexibility Matrix • Project Life Cycle • Project Management Processes • Project Manager/Team Roles and Responsibilities • Projects are determined and teams are set! • Think about “real” projects – non-profit, home improvements, work projects • Project lasts 9 months – make it fun! Project Manager Certificate Program

6. Books Required • Effective Project Management • Wysocki, R.K., Beck, R., and Crane, D.B. • PMBOK, Project Management Body of Knowledge – www.pmi.org Project Manager Certificate Program

7. Project Management Overview Project Manager Certificate Program

8. Project Management Overview Project Manager Certificate Program

9. Deliverables For Module 1: Project Manager Certificate Program

10. Assignment #1: Project Lifecycle • Assignment #1, due Session 3 (October 8)by 4:00 p.m. • 3 Pages Maximum • Email Assignment to sweeneyphyllis@hotmail.com • 2. Experience and Class Expectations • 3. Organization (1 page) • Overview: • Organizational design (matrix, functional, etc.) • Project Environment/Descriptions: • Number of projects per year • Dollar value range • Typical project duration • Types of projects • Organizational Influences Project Manager Certificate Program

11. Assignment #1: Project Lifecycle • 4. Project Life Cycle Flowchart and Description (1-1/2 pages) – template provided in lecture material • List at least 4 phases • List at least 4 activities per phase • List major deliverables • Identify major milestones (i.e. - Go/No Go) • No Bar Chart or CPM Schedules Project Manager Certificate Program

12. Project Lifecycle Template • Use the template as described above. Hint: • Activity = Verb + Noun • Milestone = Noun + Verb (past tense) • Deliverable = Noun Project Manager Certificate Program

13. Team Assignment #2: Document Position Overview Statement (POS) • Assignment #2, due Session 5, October 15 • Sent via email to Instructor by 4:00 p.m. at sweeneyphyllis@hotmail.com • 2 Pages Maximum • 2. Team Assignment – Include All Members of Team on Assignment Information • 3. Teams must be decided by Session 3, October 8 • 4. Use Position Overview Statement Template provided in lecture material – preparation for 8 month assignment Project Manager Certificate Program

14. Team Assignment #3: Change Management Form • Assignment #3, due Session 6, October 20 • Email to sweeneyphyllis@hotmail.com by 4:00 P.M. • 1 Page Maximum for form, 2 Pages Maximum for Instructions • 2. Team Name (Insert Name in Header) with Individual Team Members Identified • 3. Document a Change Management Form the team will be using to identify changes to the sponsor. Details to follow in lecture material. Project Manager Certificate Program

15. Team Project Team Rules: • Will work on an 8 month team project • No “individual” team projects allowed • Students pick teams by Session 3 • If 39 students – 7 teams – 3 teams, 5 people each – 4 teams, 6 people each • If 36 students -- 7 teams – 6 teams, 5 people each – 1 team, 6 people each • No Exceptions – Teams May be Asked to Absorb Team Members Project Manager Certificate Program

16. Team Project • Assignment Consists of: • Turning in a Project Notebook • The team must demonstrate the use of the tools and techniques learned in the Certificate Program for a specific project • Presentation by team done in the last module • Will have peer evaluations • Supervisors/Spouses can be invited to attend • Important to demonstrate ability to work as a team – no one can be voted off team • Must be a “real” project • Helpful Hint • Establish Team Operating Rules that everyone understands and agrees to Project Manager Certificate Program

17. University of Washington Extension – Project Management Certificate Program Team Project Notebook Guide (Page 1 of 2) Note: This worksheet represents a guide for the team notebook. If an element is missing, you should provide an explanation as to why. Individual instructors may have additional requirements. Team projects, by their nature, may have additional items. Project Manager Certificate Program 10/01/03- Rev0

18. University of Washington Extension – Project Management Certificate Program Team Project Notebook Guide (Page 2 of 2) Note: This worksheet represents a guide for the team notebook. If an element is missing, you should provide an explanation as to why. Individual instructors may have additional requirements. Team projects, by their nature, may have additional items. Project Manager Certificate Program 10/01/03- Rev0

19. Session 1 Objectives The student will be able to: • Meet and greet each other • Understand different organizational structures and project impacts • Understand key definitions • Be introduced to three-tiered constraints • Understand the Key Flexibility Matrix • Start to formulate teams Project Manager Certificate Program

20. Listen closely – you will select teams by Session 3!Introductions: - Name - Company - PM Experience - Class Expectations - Projects Would Like to Be Involved inStudent Information - Include on Sheet Being Passed Around: Name Email Address Employer Title Types of Project Want to Do Introductions Project Manager Certificate Program

21. WHAT IS PROJECT MANAGEMENT?Setting the Stage for Successful Projects Session 1 Project Manager Certificate Program

22. Key Definitions What is a Project? A project is a sequence of unique, complex, and connected activities having one goal or purpose and that must be completed by a specific time, within budget, and according to specification. • Sequence of Activities • Unique Activities • Complex Activities • Connected Activities • One Goal • Specified Time • Specified Budget • Certain Specifications/Features Project Manager Certificate Program

23. Key Definitions What are some examples of projects? What are some examples of projects that are really not projects? What is the difference between a project and a program? Project Manager Certificate Program

24. Examples (From Previous Classes): • Wedding (Second marriage, each with children) • Going to the Rose Bowl with no tickets • Developing Word for Windows (Japanese) in 6 months • Implementing 4 day workweeks for nursing staff • Starting a new Science Program in a School District • Converting 35 banks (new signs) in one weekend • Finding a new job after downsizing Project Manager Certificate Program

25. Key Definitions What is a Project? PMBOK: A temporary endeavor undertaken to create a unique product, service, or result. • What does temporary mean? Project Manager Certificate Program

26. Key Definitions What is Project Management? The art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, cost, time, quality and participant satisfaction. • Art or Science? • How Technical Do You Need to Be? Project Manager Certificate Program

27. Key Definitions What is Project Management? PMBOK: The application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. Project requirements should typically meet stakeholder needs. • What’s a stakeholder? • Who is a stakeholder? Project Manager Certificate Program

28. Key Definitions What is a Project Manager? Individual appointed with the responsibility for managing the project and implementing project management principles. PMBOK: The person assigned by the performing organization to achieve the project (goal and) objectives. • What is the difference between responsibility and accountability? Project Manager Certificate Program

29. Quality Project Parameters Scope Cost Time Resources Project Manager Certificate Program

30. Key Definitions - Review What is a Project? A project is a sequence of unique, complex, and connected activities having one goal or purpose and that must be completed by a specific time, within budget, and according to specification. PMBOK: A temporary endeavor undertaken to create a unique product or service. Project Manager Certificate Program

31. Key Definitions - Review What is Project Management? The art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, cost, time, quality and participant satisfaction. PMBOK: The application of knowledge, skills, tools, and techniques to project activities in order to meet the project requirements (stakeholder expectations). What is a Project Manager? Individual appointed with the responsibility for managing the project and implementing project management principles. PMBOK: The person assigned by the performing organization to achieve the project objectives. Project Manager Certificate Program

32. Why Do Projects Exist Within Organizations? • Projects are performed in order to realize some potential advantage for the owner/sponsor • What are some other reasons? Project Manager Certificate Program

33. Why Do Projects Fail in Traditional Organizations? Lack of dedicated resources to do the “special work” • Extra work in addition to current workload • Project is different than usual work • Departments are setup for recurring or routine tasks • Lack of project experience • Most companies are not organized for project work What are some other causes? Project Manager Certificate Program

34. Why do Projects Fail in Traditional Organizations? • No project completion criteria established • Project loses priority – lose sight of original goals • No one seems to be in charge • Schedule is too optimistic • Project plan is not used • Status is not monitored against plan • Insufficient resources, yet commitments made • No change management process • Standish Group Report, page 546, Wysocki Project Manager Certificate Program

35. Setting the Stage for Successful Projects • Recognize the project • Utilize project management tools and techniques • Determine program versus project management structure • Projects must have: • Project Owner – Executive Sponsor • Project Team Commitment • Project Manager Authority • Self-managed teams • Ability to do “More with Less” • Understand the organizational structure • Have a clear understanding of the Key Business Drivers – Flexibility Matrix Let’s look at some organizational structures… Project Manager Certificate Program

36. Functional Organization M F F F W/PM W W W W W W/PM M = Management F = Functional or Line Management W = Project Team Member PM = Project Manager W W Responsibility vs. Accountability Responsibility vs. Authority Project Manager Certificate Program

37. Matrix Organization M F F F F W W W W W W W PM W W M = Management F = Functional or Line Management W = Project Team Member PM = Project Manager Pros vs. Cons How do you gain Authority? Project Manager Certificate Program

38. Role Definitions for the Matrix Organization Functional Manager • Who will do the task? • Where will the task be done? • How will the task be done? • How well has the functional input been integrated into the project? Project Manager: • What is to be done? • When will the task be done? • Why will the task be done? • How much money is available to do the task? • How well has the total project been done? Adapted from Harold Kerzner Project Manager Certificate Program

39. Pure Project Organization M PM PM PM W W W W W W W M = Management F = Functional or Line Management W = Project Team Member PM = Project Manager W W Everything is a project. Project Manager Certificate Program

40. Task Force M F F F W W W W W W W M = Management F = Functional or Line Management W = Project Team Member PM = Project Manager W W Project Manager Certificate Program

41. Project Management in the 21st Century To be successful in the 21st Century, an organization must: • Enhance business performance (Quality, Cost, Time, Scope) • Business Case Justification, ROI • Be able to measure workforce contribution to the business • Workforce Productivity • Become “Employer of Choice” and avoid the cost of turnover Lead to successful projects! Project Manager Certificate Program

42. Setting the Stage for Successful Projects • Understanding Key Business Drivers – the Flexibility Matrix Project Manager Certificate Program

43. Flexibility Matrix Least Flexible Optimal Most Flexible Scope Schedule Cost Case Study Exercise: Develop a new shampoo such that thecompany can recognize revenue 1Q 200x and the budget is $11M. Project Manager Certificate Program

44. Quality Project Parameters Scope Cost Time Project Manager Certificate Program

45. Project Management: Art or Science? • The planning, organizing, directing, and controlling of company resources for a relatively short-term objective that has been established to complete specific goals and objectives. • Utilizes the systems approach to management by having functional personnel (vertical hierarchy) assigned to a specific project (horizontal hierarchy) • Process by which people seek to guide a project to achieve established goals within cost/schedule/feature constraints. • Project management is perceived as a "Science" because it is supported by charts, graphs, software, and other technical tools. • Project management is also driven by political, interpersonal, and organizational factors - thus the "Art". Project Manager Certificate Program

46. Session 1 Summary • Understand what a project is • Understand key definitions • Project • Program • Be introduced to three-tiered (five) constraints • Scope, Time, Cost/Resources • Be aware of organizational structures • Functional, Matrix, Project, Task Force • Understand the Key Flexibility Matrix Project Manager Certificate Program