MODULE 8 Project Management

1. MODULE 8Project Management 29 August 2014

2. Module Objective After completing this module, the student will be able to recognize and understand contractors’ project management processes, as well as methods for identifying and mitigating project risks

3. LESSON 1Concepts in Project Management and Scheduling 06January2014

4. Lesson Objectives Upon completion of this lesson, you should be able to: • Differentiate between a process, project, and a program • Differentiate between the five project management process groups • Identify the types of constraints that may affect a project’s success • Name the types of scheduling tools project managers use to identify and track project activities • Interpret a network diagram from a given template to determine its critical path

5. Lesson Objectives (cont.) Upon completion of this lesson, you should be able to: • Determine earliest start and finish times and latest start and finish times from multiple successor tasks • Evaluate an activity to determine if it has float/slack time • Evaluate if a given project is likely to finish on time • Compare two types of schedule compression techniques

6. Lesson Topics This lesson will cover the following topics: • Project, Process, Program • Project Management Process Groups • Project Constraints • Project Scheduling Tools • The Critical Path Method • Determining the Probability of Completing a Project on Time • Schedule Compression Techniques

7. What’s In It For Me? Understanding project management principles, methods, and techniques helps you monitor your contractors’ efforts to meet their contract requirements on time and on budget

8. Lesson Introduction • How do contractors track and manage project activities?

9. Lesson Introduction (cont.) Contractor activities almost always involve managing, coordinating, and controlling various activities; your understanding of project management best practices will enable you to evaluate your contractors’ performance in these areas

10. Project, Process, Program Lesson Topics: Project, Process, Program Project Management Process Groups Project Constraints Project Scheduling Tools The Critical Path Method Determining the Probability of Completing a Project on Time Schedule Compression Techniques

11. Project, Process, Program Project Management is a profession • Like all professions it contains terminology • Improper use of terminology can cause confusion and miscommunication

12. Project A project is a temporary, one-time activity • Defines the start date, duration, and ending date • Creates unique products or services • Delivers a result • Objectives are specific

13. Characteristics of a Project A project has: • Well-defined set of objectives • Well-defined set of activities (jobs, tasks, …) • Dependencies • Uniqueness • Conflict involved • Project Managers live in a world of conflict management and conflict resolution

14. Project Examples • Construction of an office building • Conducting a research effort • Acquiring a new software system • Organizing the annual Combined Federal Campaign fundraising drive • Revising a series of outdated publications • Planning a change-of-command ceremony

15. Process A processis a continuing, repetitive work effort • Follows organization’s policies and procedures • Examples: • Biweekly payroll • Monthly inventories • New employee orientation • Weekly meetings

16. Program A programis a group of related projects • May also contain subprograms • All are managed in a coordinated fashion • Includes elements of ongoing operational work

17. Henry has been assigned to manage the planning and installation of a new automated help desk. Will Henry be managing a project, process or program? Question and Answer • Process • Program • Project

18. Emma has been working on a one-time, special-acquisition report. Since the report is rather detailed, Emma receives input from Shelia in Finance and Andrew from Procurement. Is the report a project, process, or program? Question and Answer • Process • Program • Project

19. Javier has accepted a supervisory position in his department. His manager has instructed him to initiate 360ofeedback (reoccurring performance reviews) on his personnel. Are the performance reviews a project, process or program? Question and Answer • Process • Program • Project

20. Andre is the manager of the Information Technology Department. He currently has 3 events in development. These are categorized under the headings network and security, application installs, and computer systems. Does Andre oversee a project, process, or program? Question and Answer • Process • Program • Project

21. Project Management Process Groups Lesson Topics: Project, Process, Program Project Management Process Groups Project Constraints Project Scheduling Tools The Critical Path Method Determining the Probability of Completing a Project on Time Schedule Compression Techniques

22. Project Management Process Groups Project Management Body of Knowledge (PMBOK) Guide • Globally recognized standard for the project management profession • Provides a common vocabulary, knowledge, and practices for managing individual projects

23. 5 Process Groups Planning Initiating Executing Iterative Lifecycle Closing Monitoring and Controlling

24. Initiating Process Group Input: Statement of Work Output: Initiating Process Group Project Charter • Describes the purpose of the project • Defines the project’s success • Summarizes milestones and budget information • Names the person authorizing the project and the project manager

25. Planning Process Group Input: Initiating Output: Project Charter Planning Process Group Project Management Plan Make or Buy Decisions Source Selection Criteria Due to the potential for change, development of the Project Management Plan is an iterative activity • May contain several subsidiary plans: • Work Breakdown Structure • Process Improvement Plan • Quality Management Plan • Communications Management Plan • Cost Baseline

26. Executing Process Group Planning Input: Project Management Plan Initiating Project Charter Executing Process Group • Coordinating: • People • Resources • Managing expectations • Performing project activities Output: Performance of Project Activities

27. Monitoring and Controlling Process Group Planning Project Management Plan Initiating Project Management Plan Updates Project Charter Executing Monitoring and Controlling Process Group Performing Project Activities • Monitors ongoing project activities against the Project Management Plan • Controls changes and recommends corrective or preventive action Contractor Performance Includes managing procurement relationships and monitoring contract performance

28. Closing Process Group Planning Project Management Plan Initiating Project Charter Monitoring and Controlling Executing Closing Process Group Performing Project Activities Contractor Performance • Obtain acceptance by the customer/sponsor • Document lessons learned • Archive data • Close out all procurement activities

29. Which Project Management Process Group contains the activities to develop the Project Charter? Question and Answer • Executing Process Group • Initiating Process Group • Planning Process Group • Monitoring and Controlling Process Group

30. Due to the potential for change, development of which type of plan is considered to be an iterative activity? Question and Answer • Change Management Plan • Process Improvement Plan • Project Management Plan • Quality Management Plan

31. What document is globally recognized as the standard of the project management profession? Question and Answer • DoD Directive 8570.1 • DoD Regulation 7000.14 • PMBOK Guide • Project Management Regulation, 5th ed.

32. Managing procurement relationships and monitoring contract performance occurs in this Process Group: Question and Answer • Executing Process Group • Initiating Process Group • Planning Process Group • Monitoring and Controlling Process Group

33. Project Constraints Lesson Topics: Project, Process, Program Project Management Process Groups Project Constraints Project Scheduling Tools The Critical Path Method Determining the Probability of Completing a Project on Time Schedule Compression Techniques

34. Project Constraints Constraint: “An element, factor or subsystem that works as a bottleneck. It restricts an entity, project or system from achieving its potential with reference to its goal.” • -Businessdictionary.com

35. Types of Project Constraints Cost Quality Scope Time “Triple Constraint”

36. Types of Project Constraints (cont.) Scope Time Stakeholder Expectations Cost Quality Resources Risks “Project Constraints”

37. Tradeoffs • Tradeoffs exist among all constraints • Reduce one outcome in exchange for obtaining a desirable outcome • Project management involves dealing with these tradeoffs effectively

38. During a project to build military housing, the project manager informs you that he has to now deliver the project 2 weeks earlier than scheduled. What does this change primarily impact? Question and Answer • Cost • Scope • Time • Quality

39. A contractor is developing a software program to manage soldier in-processing. The project manager was told that 3 new features have to be added to the product. What does this primarily impact? Question and Answer • Cost • Scope • Time • Quality

40. Project Scheduling Tools Lesson Topics: Project, Process, Program Project Management Process Groups Project Constraints Project Scheduling Tools The Critical Path Method Determining the Probability of Completing a Project on Time Schedule Compression Techniques

41. Project Scheduling Tools • Estimates the time needed to complete one activity or task before moving on to the next activity • A project without a schedule is destined to be a doomed project!

42. Work Breakdown Structure (WBS)

43. WBS Hierarchical View

44. Gantt Chart WEEKS: 1 2 3 4 5 6 7 8 9 10 11 12 13 WBS 1 Summary Element 1 57% complete WBS 1.1 Activity A WBS 1.2 Activity B WBS 1.3 Activity C WBS 1.4 Activity D 75% complete START-TO-START 100% complete FINISH-TO-START 50% complete FINISH-TO-FINISH 0% complete WBS 1 Summary Element 2 0% complete WBS 2.1 Activity A WBS 2.2 Activity B WBS 2.3 Activity C 0% complete 0% complete 0% complete TODAY

45. Network Diagram A project is made up of a sequence of activities that form a network: D Path 1 G A B C F E Path 2

46. The Critical Path The path that takes the longest time through this network of activities is called the “critical path” Path 1 D G A B C F E Path 2

47. Marcus is a Project Manager. His team is installing an inventory system at a military warehouse. He wants to discuss with you the activity percentages remaining on the project. Which tool would you expect Marcus to use? Question and Answer • Gantt Chart • Network Diagram • Work Breakdown Structure

48. The stakeholders on Jennifer’s project would like to see each activity and work package broken down into a hierarchical view. Which deliverable will Jennifer provide to her stakeholders to show this framework? Question and Answer • Gantt Chart • Network Diagram • Work Breakdown Structure

49. Tom has been worried that his project might be marred by delays and setbacks. To determine the critical path of the activities taking the longest time to complete, Tom should create this type of scheduling tool: Question and Answer • Cause and Effect Diagram • Network Diagram • Work Breakdown Structure

50. Exercise: Project Management Web Applications Individual Exercise • Instructor will assign problem to work individually • Refer to Module 8, Lesson 1, Exercise 1CME130_M8_L1_E1_Exercise_FINAL.docx • Draw network diagram on white board and provide answers to questions. • Brief the solution to your assigned problem to your table. • Time allowed: 30 minutes