Handouts
HANDOUT 3-1 REQUIREMENTS RECORD PROJECT TITLE: DATE: PROJECT MANAGER: REQUIREMENT: ASSUMPTIONS: CONSTRAINTS: REQUIRED RESOURCES: FUNCTIONAL GROUPS PARTICIPATING:
SAMPLE 3-1 REQUIREMENTS RECORD PROJECT TITLE: The Jacksonville Company Management Information System PROJECT MANAGER: Michael James DATE: May 14, 2002 REQUIREMENT: A Management Information System (MIS) to support a corporate office consisting of fifty people. The MIS will produce forms, reports, data, and analyses specified by the Information Systems Department's needs analysis (MIS Needs Analysis, dated January 30, 2002). The MIS will be operational no later than April 1, 2003. ASSUMPTIONS: The following assumptions have been made in determining the resource requirements for this project: Jack Smith will be assigned as the technical lead for the project Jean Jordan and Bill Williams will be available 50% of their time to support the project manager with clerical and financial assistance The IS department will complete their technology assessment by June 1, 2002 This project has priority 1 status CONSTRAINTS: Given the number of competing projects at Jacksonville, the schedule can be met only with complete functional area support of resources and materials A budget of $200,000 may be insufficient to support IS's technology recommendations REQUIRED RESOURCES: Technical lead Two full-time programmers One part-time programmer Two design engineers One systems engineer FUNCTIONAL GROUPS PARTICIPATING: Engineering Information Systems Software Development
HANDOUT 3-2
HANDOUT 3-3 Stakeholder Analysis Stakeholder Name + 0 Reason for Position Strengths & Weaknesses Strategy
HANDOUT 3-4 Project Charter Outline I. Purpose (Scope statement) II. III. IV. Project Establishment (Business reason for the project) Project Manager Designation and Authority Project Manager's Responsibility A. Support organization's responsibilities B. Project organization and structure C. Project team composition V. Project Initiation A. Formal project plan B. Approved budgets C. Approved plan VI. VII. VIII. IX. Project Personnel (By name if possible, but at least by skill area) A. Assignments to projects B. Reporting structure C. Performance appraisals Communication Plan Definitions Appendixes
SAMPLE 3-4 Sample Project Charter Project Title: Project Management Control System (PMCS) Date: April 7, 2000 Scope and Objectives: The Jacksonville Information Systems Company is undergoing rapid change and growth resulting in an urgent need for a more efficient use of capital funds and for managing our many projects. To this end, we are implementing a new project management control system that will satisfy both these needs and will enhance our project teams' ability to better focus on our customers' requirements. General Objectives: 1. Enable better communication among project, group, and corporate management with regard to progress of major projects. 2. Enable senior management to more closely monitor progress of major projects. 3. Provide project personnel the capability to manage and control their projects. Specific Objectives: 1. Reporting and Control System (a) For communication of project activity within and between groups and senior management (b) Initially for high-cost projects, then for "critical," then for all projects 2. Computer Support Systems (a) Survey with recommendations to determine the amount and cost of computer support 3. Procedures Manuals (a) Document procedures and policies (b) Preliminary manual available by end of year for operator and user training 4. Project Management Training Course (a) Provide basic project planning and control skills to personnel directly involved in project management (b) Follow-on courses to provide software, financial, and contracting skills needed by project managers Defining Conditions, Constraints, and Assumptions: The PMCS must be operational on the last day of this year. The first phase of this project is a technical survey and a feasibility study with a go/no-go decision point at the conclusion of the study. Implementation of the PMCS will commence on July 1 if the recommendation is to proceed. Project Organization: The key members of the project organization are: Sponsor: Dr. Jack Malloney, VP of IS Project Manager: Mr. James Martin User Representatives: Ms. Jean Matthews and Mr. John Collier Technical Lead: Mr. Sean O'Reilly
SAMPLE 3-4 Team Members: To be nominated by functional managers based upon the project manager's skill set requirements and his recommendations. Functional managers will provide team members for the project duration and they will be 100% dedicated to the project. Project Manager Authority and Responsibilities 1. Staffing the project manager will determine the skill requirements for the PMCS project and provide them, along with specific team member names, by June 1 to the appropriate functional managers. The project manager is authorized one clerical person and one cost analysis to assist him. Because of other project priorities, the project team is limited to no more than 10 technical members without specific authority from the President. 2. Budget the initial estimate of the project cost is $500,000. This budget cannot be exceeded without authority from the President and the Chief Financial Officer. 3. Communications status reports will be provided to the President, CFO, and the Sponsor bi-monthly. 4. Planning/Tracking This project will be tracked using our in-house project management software. An earned value analysis will be provided in every other status report beginning with the second report. 5. Change Control the project manager is authorized to make project changes provided they do not exceed $5,000 in additional cost and do not impact the schedule. Otherwise, any changes will be made through the Configuration Change Control Board. 6. Document/System Access the project manager is authorized access to any company document or system in the pursuit of this project completion. 7. The project manager will provide a project plan to the Sponsor no later than May 12. The project plan will include a description of the work, schedules, budget, spending plan, resource utilization charts, risk management plans, and a quality plan. Support Requirements from Other Organizations: The PMCS project has the top priority in The Jacksonville Information Systems Company. Functional groups will provide all support possible to the project manager. Where conflicts in personnel assignments occur, the President will resolve them. Approvals: VP Project Management VP Information Systems Chief Financial Officer VP Human Resources President
HANDOUT 3-5 Kickoff Meeting Agenda Format 1. Introductions 2. Vision 3. Scope and objectives 4. Risks, challenges, and project constraints 5. Project approach 6. Team members and project organization chart 7. Roles and responsibilities 8. Timeline 9. Major milestones 10. Process, standards, methods, and tools 11. Quality plan 12. Project management and schedule planning standards and guidelines 13. Centralized documentation storage facility 14. Time collection and project status requirements 15. Training schedule 16. Lessons learned from previous post-project reviews 17. Success factors 18. Project expectations and next steps 19. Unresolved issues, responsibility assignments, and target dates 20. Adjournment
HANDOUT 3-6
HANDOUT 4-1 TASK RESPONSIBILITY MATRIX PROJECT: TASK ID(WBS #) TASK DESCRIPTION TEAM MEMBER RESPONSIBLE/TASK DURATION Legend: P = Primary S = Supporting Note: Write the name of the person responsible for the task and indicate whether they have a primary or supporting role.
HANDOUT 4-2 PROJECT MANAGEMENT PLAN FORMAT I. Executive Summary II. Project Requirements and Objectives III. General Methodology or Technical Approach IV. Contractual Requirements V. Schedules VI. Resource Requirements A. Equipment B. Materials C. People VII. Potential Risks VIII. Performance Evaluations Appendices Project Charter Supporting plans Drawings Specifications
HANDOUT 5-1
HANDOUT 5-2
HANDOUT 5-3 A Risk-Management Plan Format I. Project summary and description 1.1 Project summary 1.1.1 Project and organizational objectives 1.1.2 Operational and technical characteristics 1.1.3 Key functions 1.2 Project description 1.2.1 Requirements 1.2.2 Schedule 1.2.3 Special contractual requirements II. Approach to Risk Management 2.1 Definitions 2.1.1 Technical risk 2.1.2 Programmatic risk 2.1.3 Supportability risk 2.1.4 Cost risk 2.1.5 Schedule risk 2.2 Risk assessment methods overview 2.2.1 Techniques applied 2.2.2 Implementation of assessment results III. Application 3.1 Risk Assessment 3.1.1 Risk identification 3.1.2 Risk quantification 3.1.3 Risk prioritization 3.2 Risk response development 3.3 Risk response control 3.3.1 Control evaluation 3.3.2 Risk documentation IV. Other relevant plans V. Conclusions and Recommendations VI. Approvals
HANDOUT 5-4
HANDOUT 5-5
HANDOUT 5-6 Exercise 5-2 You are working on a project that was estimated to be completed on May 5 for a cost of $150,000. Today is May 9 and the project is 85% complete. You have spent $145,000. Answer the following questions. 1. What is the BAC for this project? 2. What are the BCWS, BCWP, and ACWP for the project? 3. What is the CV? 4. What is the SV? 5. What are the CPI and the SPI? 6. What is the new EAC? 7. What is the ETC?
HANDOUT 6-1
HANDOUT 6-2 Project Audit Format The project manager and team must perform an audit of the project to ensure that all the requirements are met and that the financial records are complete. A typical final audit format report includes: I. Executive summary II. Introduction III. Project Review A. Project objectives B. Method or approach IV. Effectiveness of Planning V. Effectiveness of Project Management VI. Effectiveness of Technical Solutions VII. Project Deliverables A. Description B. Assessment against requirements VIII. Quality A. Standards used B. Measurement IX. C. Assessment against requirements Schedule A. Delays 1. Reasons 2. Recovery actions B. Assessment against plan X. Finances A. Problems 1. Reasons 2. Recovery actions B. Assessment against plan XI. XII. XIII. XIV. Resource Utilization A. Effectiveness B. Problems 1. Reasons 2. Recovery actions Lessons Learned Individual Team-Member Assessment and Recommendations (submit as separate confidential report) Recommendations
HANDOUT 6-3 Project Close-Out Checklist Prepare a close-out plan Verify scope Contractual obligations Administrative obligations WBS (tasks and deliverables) Obtain customer acceptance of deliverables Document and archive files and records Document lessons learned Reassign resources Notify all stakeholders of project completion Celebrate success
HANDOUT 6-4