Project management
Introduction
Objectives
Course plan
Dr. Rémi Bachelet Centrale Lille
Essential organization tools Image Wikimédia Commons cc-by : Source
1
Getting started
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Introduction
Objectives
Course plan
Dr. Rémi Bachelet Centrale Lille
http://projectmanagementcourse.pm • download slides, pdf, high res. mp4 videos • quizzes, shared notes, resources... • Project Management Fundamentals MOOC : discussion forum, social networks..
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Introduction
Objectives
Course plan
• Non-commercial – Free for personal use or for volunteer work – Business or university curriculum: Get permission • Do you have the necessary rights? => • Prof or tutor: apply for use =>
Dr. Rémi Bachelet Centrale Lille 3 Images : cc-by source
Master the basics of project tools to:
Establish objectives:
• Implement PDCA, SWOT analysis • Negotiate deliverables with stakeholders using the time/costs/scope triangle
Introduction
Organize
Objectives
meetings:
Course plan
• Agenda, report, chair... • meeting effectiveness : a Check-list
Manage a Todo
list Dr. Rémi Bachelet
• Specify and allocate tasks • Set milestones
Centrale Lille 4
Course outline Chapter 1
• Set the objectives of the project Chapter 2
• Organize effective meetings Chapter 3
• Meeting report
Introduction
Objectives
Course plan
Chapter 4
• Manage the startup phase Chapter 5
• Project life cycle Dr. Rémi Bachelet Centrale Lille 5
Chapter 1
• Set the objectives of the project Chapter 2
• Organize effective meetings Chapter 3
• Meeting report
Introduction
Objectives
Course plan
Chapter 4
• Manage the startup phase Chapter 5
• Project life cycle Dr. Rémi Bachelet Centrale Lille 6
Essential organization tools Chapter 1
Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet Centrale Lille
Set and negotiate the objectives of a project Wikimédia Commons cc-by : Source
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Project stakeholders Those who… … request, pay, use, or decide to stop the project
Client, product owner, sponsor, funder
… steer the project
Project manager, project owner…
… implement the project
Project team: key players, suppliers, consultants…
… are concerned e.g. support or oppose the project without working on it
Sponsors, target population
Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet
Are the…
Centrale Lille 8
Project stakeholders Those who… … request, pay, use, or decide to stop the project
Client, product owner, sponsor, funder
… steer the project
Project manager, project owner…
… implement the project
Project team: project actors, suppliers, consultants…
… are concerned e.g. support or oppose the project without working on it
Sponsors, target population
Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet
Are the…
Centrale Lille See "project strategic analysis" course 9
SWOT matrix
Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet Centrale Lille Wikimédia Commons cc-by : Source
10
Example of a matrix
Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet Centrale Lille Auteur Paul Stainthorp cc-by : Source
11
Action cycle: PDCA
Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet Centrale Lille
– – – –
Plan Do Check Act
See"Project evaluation and impact" module
Wikimedia Commons cc-by : Source
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The Time – Cost – Scope triangle Deadlines: a project is time-limited. Penalties for late completion, termination date…
Budget: salaries, purchases, machines amortization, subcontracting… Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet Centrale Lille
Time
Cost
Scope/results Scope: technical specifications: functions, reliability, ergonomy… 13
In practice… . 0%
Shorter times
Time
Cost Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet
Longer times
100%
0%
100%
Scope
Centrale Lille 14
Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet Centrale Lille 15
Implementation Based on a project or an event that you have to organize (e.g. the annual school party) • •
Chapter 1
Project actors
SWOT matrix
PDCA
Time-Cost-Scope
Dr. Rémi Bachelet Centrale Lille
List project actors SWOT matrix
… to speed up this project, you might want to streamline/simplify some of the deliverables • •
What are the advantages and drawbacks? How should the simplifications be chosen and with whom?
Choose one of the deliverables and define how to achieve it •
PDCA
Quiz 16
Chapter 1
• Set the objectives of the project Chapter 2
• Organize effective meetings Chapter 3
• Meeting report Chapter 4
• Manage the startup phase Chapter 5
• Project life cycle Dr. Rémi Bachelet Centrale Lille 18
Essential organization tools Chapter 2
Chapter 2
Useful meetings?
Effectiveness
Types of meeting
Dr. Rémi Bachelet Centrale Lille
Organize effective meetings Image Wikimédia Commons cc-by : Source
19
Useful meetings?
A meeting is expensive cost = hourly wage cost X number of participants + …
1.
When will the meeting take place?
Chapter 2
Useful meetings?
Effectiveness
Types of meeting
– Set a date that is neither too early, nor too late
2.
Are the right people invited? – Unnecessary participants
Dr. Rémi Bachelet
– Absent experts/decision-makers
Centrale Lille 20
Useful meetings?
3.
Prepare the meeting
A meeting should not be improvised: 1/ preparation work done 2/ effective presentation
– 1h of meeting = 4h of preparation Chapter 2
Useful meetings?
Effectiveness
Types of meeting
Dr. Rémi Bachelet
4.
Before starting, review the objectives:
– agenda – round table introductions
– review deliverables and previous decisions
Centrale Lille 21
Effectiveness of a meeting
•
– The chair: organization, time effectiveness, subjects to be discussed – The secretary: reporting, drafts and sends the minutes/report
Chapter 2
Useful meetings?
Effectiveness
Types of meeting
•
Decision/actions? – At the end of the report : objectives and deliverables
• Dr. Rémi Bachelet
Two major roles:
Model document – Check-list : was my meeting effective?
Centrale Lille 22
4 types of meeting
1. Technical meeting 2. Gate review Chapter 2
Useful meetings?
Effectiveness
Types of meeting
3. Progress meeting 4. Stand-up meeting
Dr. Rémi Bachelet Centrale Lille Image cc-by : Source
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Technical meeting
– Participants: member(s) of the team, specialists, client… Chapter 2
Useful meetings?
Effectiveness
Types of meeting
Dr. Rémi Bachelet
– Goal: work through specific points, deal with a See “Problem-solving Methodology” module
problem – Work Sequence: agenda, point by point discussion, objectives & deliverables of the next meeting – Duration: can take time!
Centrale Lille Image cc-by : Source
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Gate review
Chapter 2
Useful meetings?
Effectiveness
Types of meeting
– Participants: project manager, team leaders, client, decision-makers, steering committee…
– Goal: present the essentials: progress, results... – Work Sequence: agenda, presentation, questions, (discussion), decisions
Dr. Rémi Bachelet Centrale Lille
– Duration: never longer than one hour Image cc-by : Source
25
Progress meeting
Chapter 2
Useful meetings?
Effectiveness
Types of meeting
Dr. Rémi Bachelet Centrale Lille
– Participants: internal to the project team
– Goal: schedule monitoring, mutual aid, communication and motivation, detection of problems – Work Sequence: agenda, point by point discussion, objectives for the next time – Duration: be careful! Image JISC infoNet cc-by-sa-nc : Source
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Stand-up meeting Monday and Thursday, at 10h break, 20 min max
Chapter 2
Useful meetings?
Effectiveness
Types of meeting
– Participants: available members – Goal: rapid review – Work Sequence: everyone answers three questions 1. 2. 3.
What have I done since the last meeting? What should I do now? What difficulties did I have?
– Duration: very short! Dr. Rémi Bachelet Centrale Lille
Written report for every meeting !
Image SeedRocket cc-by : Source
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Summary Effectiveness of a meeting: when, who with, preparation, chairing
Roles: Chair, Secretary
Chapter 2
Useful meetings?
Effectiveness
Types of meeting
Dr. Rémi Bachelet Centrale Lille 28
Implementation (continuation of the project you defined in chap. 1)
Prepare the meeting for the project launch
Chapter 2
Useful meetings?
Effectiveness
Types of meeting
Dr. Rémi Bachelet
• • •
What is the agenda? Who is invited? What documents need to be prepared?
Other meetings to be organized? • •
What type? How many?
Quiz
Centrale Lille 29
Chapter 1
• Set the objectives of the project Chapter 2
• Organize effective meetings Chapter 3
• Meeting report Chapter 4
• Manage the startup phase Chapter 5
• Project life cycle Dr. Rémi Bachelet Centrale Lille 30
Essential organization tools Chapter 3
Chapter 3
Content
Tips
Dr. Rémi Bachelet Centrale Lille
Meeting report Image Wikimédia Commons cc-by : Source
31
Chapter 3
Content
Tips
Dr. Rémi Bachelet Centrale Lille 32
Meeting report: key points •
Coherence: Standard template for all reports
•
Objectives are described: Who’s in charge / specific and precise deliverable / end date / work load…
•
Follow-up: Start by reviewing the previous objectives
•
Simplicity: Continue with the same shared document
•
Speed of action: sent within 48h, approval is requested... by default
Chapter 3
Content
Tips
Dr. Rémi Bachelet Centrale Lille 33
Templates for reports • Available here
• As a mind map. Chapter 3
Content
Tips
Dr. Rémi Bachelet Centrale Lille 34
Further exploration (continuation of the project you defined in chap. 1)
Establish the template to be used for the meeting reports Chapter 3
Content
Tips
Dr. Rémi Bachelet
• Document structure? • A logo, a visual identity for the project? • Circulation/approval process •
How to share the document and get it approved?
Quiz
Centrale Lille 35
Chapter 1
• Set the objectives of the project Chapter 2
• Organize effective meetings Chapter 3
• Meeting report Chapter 4
• Manage the startup phase Chapter 5
• Project life cycle Dr. Rémi Bachelet Centrale Lille 36
Essential organization tools Chapter 4
Chapter 4
SMART objective
Project charter
The todo list
Dr. Rémi Bachelet Centrale Lille
Project startup Image Stacy Spensley cc-by 2.0 : Source
37
Do not ask "to be more active" but propose "to take responsibility for a task or to chair a meeting"
Before: SWOT, Five W’s
simple, precise, clear
Chapter 4
SMART objective
Project charter
The todo list
Dr. Rémi Bachelet
S Specific M Measurable A Agreed R Realistic & Ambitious T Time-bound
Not "reduce absenteeism" but "reduce absenteeism by 15%".
Do not impose an objective on someone, help him formalize it… "how?"
Too easy not motivating. Too hard failure, discouragement
Centrale Lille
Date, deadline "For the…" 38
The project charter
Chapter 4
SMART objective
Project charter
The todo list
Dr. Rémi Bachelet Centrale Lille
1. Project goals - Reasons for undertaking the project 2. Context 3. Deliverables and constraints 4. Main Risks 5. Budget & available resources 6. Stakeholders & Actors 39
Project charter: contents (1/2) • Project goals – Reasons for undertaking the project? – How does it fit the client’s general strategy?
• Context Chapter 4
SMART objective
Project charter
The todo list
Dr. Rémi Bachelet
– History/context, previous projects, competing projects,.. – Initial SWOT Analysis – Relations and interfaces with other key players and stakeholders
• Results and conclusions – The final deliverable(s): product, service, expert report... – Major specifications – Criteria and measurable impact indicators – Scope and limits of the project. Constraints
Centrale Lille 40
Project charter: contents (2/2) • Main risks – Conditions that must be met for project initiation – Summary: 3-5 immediately identifiable risks or adverse scenarios that would lead to project failure Chapter 4
SMART objective
Project charter
The todo list
Dr. Rémi Bachelet
• Means and resources – Men & expertise, Time, Money, Material, machines, facilities…
• Actors – – – –
Team, Project manager Client Hierarchy Signature/commitment
Centrale Lille 41
Startup: allocate tasks • No organization in place yet What is to be done between meetings?
Chapter 4
SMART objective
Project charter
The todo list
• The todo list : 1. define the tasks 2. "who does what” 3. monitor progress
Dr. Rémi Bachelet Centrale Lille Image cc-by : Source
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Todo list [projectmanagementcourse.pm]
Model document : https://goo.gl/DfO8EJ Shared document = added functions – Everyone can update the document – Notifications : monitor updates, comments..
Chapter 4
SMART objective
Project charter
The todo list
Dr. Rémi Bachelet Centrale Lille 47
Implementation (continuation of the project you defined in chap. 1)
Project charter : main points • Your priorities? Chapter 4
SMART objective
Project charter
The todo list
Dr. Rémi Bachelet
After the launch meeting : todo list • Who does what, when?
Quiz
Centrale Lille 48
Chapter 1
• Set the objectives of the project Chapter 2
• Organize effective meetings Chapter 3
• Meeting meetings Chapter 4
• Manage the startup phase Chapter 5
• Project life cycle Dr. Rémi Bachelet Centrale Lille 49
Essential organization tools Chapter 5
Chapter 5
Tunnel effect
Project cycle
Dr. Rémi Bachelet Centrale Lille
Project life cycle Image Wikimédia Commons cc-by : Source
50
Tunnel effect! No visibility: on time? SMART Lose interest, forget things... Day 0
Day1
2
3
…
…
…
…
…
…
…
…
…
…
…
…
…
…
…
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…
…
…
…
Chapter 5
Tunnel effect
Project cycle
Should you wait for the task to be finished?
Expect nasty surprises…
Dr. Rémi Bachelet Centrale Lille
What can you do? 51
Establish milestones!
Milestones
Day 0
Day 1
2
3
…
…
…
…
…
…
…
…
…
…
…
SMART
…
…
…
…
…
…
…
…
…
Chapter 5
Tunnel effect
Project cycle
Dr. Rémi Bachelet Centrale Lille
Watch out for personality types causing the tunnel effect: the lazy guy / procrastinator and the miracle worker. 52
Project life cycle See "project planning and control" course
Execution and control
Planning Closing
Initiation
Chapter 5
Tunnel effect
Project cycle
Dr. Rémi Bachelet Centrale Lille
End
Start Definition
Setup
Execution
Closure
1 – General objectives, SWOT
1 – Specifications
1 – Monitoring / control
1 – Delivery / transfer
2 –Project charter
2 – Work packages
2 – Modif. of Specs
2 – Client training
3 – Reports, Todo list
3 – Responsabilities
3 – Risk management
3 – Post Mortem
4 – Planning
4 – Prototyping, tests
4 – Reassignment
5 – Budget / Resources
53
Implementation (Continuation of the project you defined in chap. 1)
• Milestones: – Divide the final objective into subobjectives, each with a delivery date Chapter 5
Tunnel effect
Project cycle
Dr. Rémi Bachelet
• Design two more ways for your team to prevent the tunnel effect
Quiz
Centrale Lille 54
