Project Management 101

A functional reference & practical guide to the PMI Project Management methodology, by Ryan Campbell, PMP.

1. Project Management 101 A functional reference & practical guide to the PMI Methodology Ryan Campbell | Project Management Professional (PMP) 1

2. Topics to cover

3. Project Management Theory 3

4. What is a Project?

5. What is Project Management? What is Task Management? To learn more: This is the industry standard methodology this training is based off of. Complimentary training about the “Get Things Done” (GTD) methodology.

6. 6 When should project management be used? Which approach should managers take?

7. 7 What happens without Project Management? Common Problems Not every project that uses Project Management will be free of these problems, but projects have significantly fewer problems when following best practices.

8. 8 Why do project management? Project management as a methodology comes from years of people struggling to get things done, learning from their failures,

9. 9 Why do project management? and then establishing best practices (like PMBOK) to more consistently drive project success through continuous improvement. Why make the same mistakes when you can learn from the wisdom of others?

10. 10 Project Roles The Executive and Project Sponsors often end up being the same person . The PM and BA also often end up being the same person .

11. Project Lifecycle 11

12. A new project is assigned by the Project Sponsor to the Project Manager. Project Manager schedules a Project Vision meeting with the Project Sponsor . Project Manager captures high-level information in the Project Charter in this meeting. Project Sponsor approves the Project Charter with project team’s input. Project Manager schedules a Project Planning meeting . Project Manager holds planning meeting to review the Project Charter with the project team. Project Manager schedules weekly project coordination meeting with project team. Project Manager creates Project Schedule from deliverables & milestones in the charter. Project team does task break down of the deliverables & milestones in the Project Schedule. Project team starts executing tasks as defined in the Project Schedule. Project Manager monitors performance and progress of the project task execution. Project status updates are provided to the stakeholders as needed. Project tasks are all completed on the Project Schedule! Project Manager closes out the project and completes a Final Project Report . A Project Feedback Survey is completed by the Project Owner. Typical lifecycle of a project Initiating Planning PMI Process Groups Executing Monitoring & Controlling Closing

13. Templates & Examples 13

14. 14 Where are the Templates Stored? Hyperlinks in this training will take you to the online Dropbox location. Tip: It is best to create a shortcut directly to this Dropbox folder in Windows or macOS for easy future reference.

15. 15 Where are Project Files Stored? Once started, a folder will be created for each new (OEP) project in the AZ_Project folder in Dropbox.

16. It is best to use underscores (_) in file and folder names instead of spaces to make hyperlinks more legible , and shorter (some systems have URL character limits). https://www.dropbox.com/s/ri45s5bw0uqd170/Example%20file%20with%20spaces%20in%20the%20title.txt?dl=0 https://www.dropbox.com/s/ssfs918kvjqfkqs/Example_file_with_underscores_in_the_title.txt?dl=0 Template files should use the following naming syntax: <TEMPLATENAME>_-_<PROJECTNAME>.<extension> Example: Project_Charter_-_Improve_Onboarding_Inputs_and_Outputs.docx What are the file naming conventions?

17. 17 How is a project Prioritized?

18. 18 How do you schedule a Project Chartering Mtg? meeting invite Template: Create a Project Charter , save it in a new project folder, and add a hyperlink to this invite. Update areas highlighted in yellow Rename to Project Vision meeting not Project Intake

19. “A document issued by the project initiator or sponsor that formally authorizes the existence of a project , and provides a project manager with the authority to apply organizational resources to project activities .” –PMBOK What is a Project Charter? A Project Charter is useful for clarifying and thinking through a project at the beginning and making sure that the project manager is aligned with the expectations of the project sponsor.

20. See the Effective Meeting Management Training How do you effectively run a meeting? Highlights : Schedule the meeting. Prepare for the meeting. Start the meeting. Run the meeting Take notes in the meeting. Capture task assignments. Send notes to attendees.

21. How do you schedule a Project Kickoff? meeting invite Template: Remove blue training text Update areas highlighted in yellow Add hyperlinks to this invite. Rename to Project Planning meeting not Project Kickoff

22. How do you schedule a weekly project coordination meeting? Remove blue training text Update areas highlighted in yellow Request to have a Project Schedule Smartsheet created and add hyperlinks to this invite.

23. What is a Project Schedule? Once the Project Charter is approved, the Deliverables and Milestones section is used to create the outline of the Project Schedule in Smartsheet. (New Smartsheets need to be created by a licensed user)

24. Why Use a Project Schedule? (My Tasks Report)

25. What is a Weekly Status Update Email? Each week you should plan to cleanup the project , update project the schedule , and inform all project stakeholders about the progress of the project . This weekly email serves as a good high-level update to keep project sponsor, project owner & other stakeholders up to date. Update areas highlighted in yellow Add Hyperlink to Project Schedule & Status Updates folder Remove your signature

26. What is a Weekly Status Update Email? Example: Best practices: Be concise (single line). Hyperlink to deliverables or reference materials. Bold the highlighted words to make it easy to skim read. Send email after the weekly coordination meeting . Save each status update in a folder for future reference (see footer hyperlink)

27. What is the Final Project Report x Final_Project_Report

28. What is the Project Feedback Survey? Introduction: While we strive to meet or exceed expectations on each project, there is always room to improve . This survey helps to gather feedback about the Project Owner’s experience with the project and identify improvement areas . This survey also helps to objectively measure the success or failure of each project in specific areas, and overall. Scores and stored in the Project Feedback Surveys Smartsheet

29. How do you invite the Project Owner to complete a Project Feedback Survey? Ryan sends out the invitation emails for the OEP projects. This survey can be filled out independently , or with the Project Manager for direct feedback, based on the preference of the Project Owner. As a Project Manager, you should be familiar with these feedback questions so you are aware of how your project will be graded once the project is completed. Update areas highlighted in yellow Including Hyperlink

30. What are the Project Feedback Survey questions?

31. 1 - I am proud of our finished deliverables (produced through this effort). 2 - The effort met the success criteria provided by the requestor. 3 - The methods and processes used on this effort worked well. 4 - Stakeholder expectations were set and managed properly throughout the effort. 5 - Communication was well planned and executed relative to the needs of the effort. What are the Project Feedback Survey questions? GENERAL QUESTIONS

32. 6 - The process for gathering requirements was effective. 7 - The Business Analyst documented and communicated the requirements accurately and for the tasks to be completed by the designated resources. 8 - The requirements were gathered, documented and communicated in a timely manner. What are the Project Feedback Survey questions? REQUIREMENTS ANALYSIS

33. 9 - The right people were assigned as resources to all roles on the team. 10 - The team had the appropriate skills for their tasks. 11 - Deliverables, specifications, or milestones, and specific schedule elements / dates were clearly communicated. 12 - Scope was established, and scope changes were managed well. 13 - Scheduled deadlines were met (or adjusted) and communicated effectively. 14 - Input / feedback from the requestor was effectively gathered & provided to the team. 15 - Issues were documented, tracked and resolved in a timely manner. 16 - Coordination meetings had clear objectives and were managed effectively. What are the Project Feedback Survey questions? INITIATION, MONITORING & EXECUTION

34. 17 - Outstanding issues are being tracked and addressed appropriately by the proper owner. 18 - Out of scope change & enhancement requests were transitioned to the proper owner. 19 - Transition plan was well established and executed at the close of the effort. 20 - Overall, I feel the effort was successful in meeting the approved deliverables. What are the Project Feedback Survey questions? CLOSURE

35. Doing Project Management is different than just accomplishing a group of tasks . There are lots of industry standard best practices for how to successfully do Project Management, championed by PMI and documented in the PMBOK . Using these best practices will help you be more successful with your projects. Leverage the templates and tools available to help with managing a project. Reference this training as a functional resource guide on your first few projects. Start with the end in mind by occasionally reviewing the Project Feedback Survey . Attend regular Project Management Guild meetings to learn more in depth skills , discuss PM problems across the company, & learn from other Project Managers . Key Takeaways

36. Questions? What did you learn?

37. Thank you!

38. Other material Not used 38