© 2003 Two West, Inc. Web-enabled Project Management October 24, 2003 Prepared by Two West, Inc.

© 2003 Two West, Inc. Or The Art & Science of Project Management October 24, 2003 Prepared by Two West, Inc.

© 2003 Two West, Inc. Ethan Whitehill CEO/Creative Director Two West Inc x25 |

© 2003 Two West, Inc. Agenda Art Class The State of Project Management The Art of Project Management Why Projects Fail Applying Science to the Art Uplink Science Class

© 2003 Two West, Inc. Art 101

© 2003 Two West, Inc.

Project Management 101 Was this difficult? Why? What did we learn?

© 2003 Two West, Inc. The State of Project Management More than 33% of projects are cancelled before they reach completion. The likelihood of a cancelled project increased approximately 18% between 1995 and Nearly 90% of projects fail due to cost and time overruns. Nearly one third of companies experience cost overruns of % and time overruns of %. Source: "Chaos,” The Standish Group, 1995

© 2003 Two West, Inc. The State of Project Management Conclusion Project management tools and techniques are not being effectively used and applied. Overall, failed and challenged projects alone cost US companies and government agencies an estimated $145 billion per year. Many of these projects could have potentially been rescued by better lines of communication among the project teams. Source: "Chaos,” The Standish Group, 1995

© 2003 Two West, Inc. The State of Project Management Research shows that vendors who can deliver Internet-based project collaboration technologies will have the competitive advantage in the future. Source: Datatech

© 2003 Two West, Inc. The Art of Project Management What is project management? “…the art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, quality, time and cost, and participant satisfaction.” Source: The Project Management Institute

© 2003 Two West, Inc. The Art of Project Management What is the role of a Project Manager: Plan Communicate Monitor Control All to meet objectives of: Scope Time Cost Quality Satisfaction

© 2003 Two West, Inc. Why Projects Fail Inefficient Communication Incomplete Automation Inconsistent Process

© 2003 Two West, Inc. Why Projects Fail Inefficient Communication Multiple communication channels Message overload/clutter Weak accountability/ responsibility Incomplete stakeholder involvement (loop) Decentralized project team Poor identification of team members and roles Low visibility of priorities and dates Delays Conflicting information Inconsistent flow of information (process) Incomplete transmission of information Additional expense and effort (rework) CAUSEEFFECT

© 2003 Two West, Inc. Why Projects Fail Incomplete Automation EFFECTCAUSE Frustration and wasted time security restrictions on file size Cumbersome process to download and organize attachments Incomplete transmission of forwarded messages and attachments Undocumented approvals (The Blame Game) Hard copy exchange too time consuming and costly Electronic proofs often receive verbal approval or disconnected approval via

© 2003 Two West, Inc. Why Projects Fail Inconsistent Process EFFECTCAUSE Scope creep (budget overruns and missed deadlines), poor results and unacceptable quality Compressed project lifecycles compromise process details Projects managed according to experience and style of project manager Lack of standardized format and forum for project management functions (plan, communicate, monitor, control) No clearly defined project expectations No continuous mechanism for real-time performance feedback

© 2003 Two West, Inc. Applying Science to the Art Implement Web-enabled Project Management to solve problems of: Inefficient Communication Incomplete Automation Inconsistent Process …by improving the project manager’s ability to plan, communicate, monitor and control: –Scope –Time –Cost –Quality –Satisfaction

© 2003 Two West, Inc. up link Login & Welcome

© 2003 Two West, Inc. Applying Science to the Art Communication Improves team communication through structured response mechanism Reduces risk of errors by providing well-organized versions Eliminates confusion among team members through role- based security and “need-to-know” access: Executive, Project Manager, Team, Client, Vendor Increases speed of information dissemination Maintains complete log of all communications (audit trail)

© 2003 Two West, Inc. up link Message Board

© 2003 Two West, Inc. Applying Science to the Art Automation Eliminates risk of losing important files Allows secure transfer of large files (the first time) Provides electronic signature capability Reduces admin costs of document handling Simplifies queries with searchable database

© 2003 Two West, Inc. up link Upload Document

© 2003 Two West, Inc. Applying Science to the Art Process Offers client and other users real-time project information in a heads-up dashboard Improves visibility of standard project management practices Enables task assignment and management through alerts Tracks team performance and monitors stakeholder satisfaction through post-mortem surveys

© 2003 Two West, Inc. up link Project View

© 2003 Two West, Inc. up link Other benefits Lower total cost of ownership vs. desktop application Ease of use and minimal training Integrates/complements other popular tools: , schedulers, pdfs, contact databases Customizable interface for brand compliance

© 2003 Two West, Inc. Parting Thought Science 101 In July 1961, astronaut Gus Grissom became the second American in space. He flew 15 minutes aboard Liberty Bell 7, a Project Mercury spacecraft.

© 2003 Two West, Inc. Parting Thought Science 101 Now, more than 30 years later, we could duplicate the entire Mercury program with a single laptop computer and still have memory to spare. Today’s project management technology gives you the power of mission control. Use it wisely.

© 2003 Two West, Inc. Ethan Whitehill x25 |