Series 2: Project Management Understanding and Using 6 Basic Tools 9/2013 From the CIHS Video Series “Ten Minutes at a Time”

Module 1: The Project Management Toolkit Overview Key Terms Project Management Toolkit Initiation Project Charter Statement of Work Planning and Implementation Project Schedule (Module 2) Risk Management Plan (Module 3) Communication Plan (Module 4) Change Management (Module 5)

Key Terms Project “Constraints” Time – planned duration of the entire project Cost – project budget Scope – project goals and objectives as stated in the documents that serve to initiate the project Project Roles Project Sponsor – authorizes project, responsible for project funding and success Program Manager – Oversees the project at the organizational level, usually as part of a portfolio Project Manager – Responsible for day-to-day activities concerning the execution of the project Project Stakeholders – Anyone affected by the project

Project Charter A formal document that authorizes the project and guides all project decisions Identifies the project scope - reason for the project and what it is intended to accomplish Identifies the project sponsors Assigns implementation responsibility and spending authority Identifies milestones and gives special directions and constraints Contains high-level risk management and communication plans

A template for the Project Charter can be retrieved here: agementdocs.com/proj ect-initiation- templates/project- charter-long.html agementdocs.com/proj ect-initiation- templates/project- charter-long.html

Project Statement of Work A formal document that defines, guides the work Provides a project Executive Summary Details the business need for the project Defines the product requirements Provides a summary schedule around project milestones with any necessary terms and conditions Provides an area of signing approval

A template for the Statement of Work can be retrieved here: agementdocs.com/proj ect-initiation- templates/project- statement-of-work.html agementdocs.com/proj ect-initiation- templates/project- statement-of-work.html

Project Schedule Guides Day-to-Day Project Execution and Control Lists Activities that are in scope (linked to milestones and deliverables) Steps to completing the Activities are broken out into Tasks with estimated start / finish dates, individual task “contingencies” and a way to show progress towards completion Each Task has an identified “owner” responsible for ensuring the task is completed Tied to budget and personnel resources with work breakdown structure

Risk Management Plan Identifies the factors that may interfere with project success in time, cost and scope Details the actual nature of the risk Specific strategy for how to address that risk Mitigate Manage Avoid Central to communicating around issues that may impede or are actually impeding progress

A Risk Management Plan Template can be found here: ocs.com/project-planning- templates/risk-management- plan.html

Communication Plan Defines the communication requirements for the project and how information will be distributed. Role-based What information will be communicated How the information will be communicated When will information be distributed Who does the communication Who receives the communication How communications are archived for reference

A Communications Management Plan Template can be found here: ocs.com/project-planning- templates/risk-management- plan.html

Change Management How the project aligns with the organization’s mission and the strategic plan goals and objectives Develops a vision in partnership with project stakeholders Ensures clear understanding of how the project will impact individual responsibilities Identifies project champions who keep project momentum when things get difficult

Summary The Keys to Project Success Project Charter Statement of Work Project Schedule (Module 2) Risk Management Plan (Module 3) Communication Plan (Module 4) Change Management (Module 5)

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