1. Project Management Education
The Concept Phase

2. Agenda Introductions Project Management Review The Concept Phase
How to Initiate a Project
Work-Breakdown Structures
How to Develop a Project Charter
Resource Planning & Estimation
Wrap-up

3. Introductions Name Department Number of years at company
Number of projects you have managed
Average size of project you have managed
Course expectations
Ice breaker
Introduce yourself and other instructor prior to asking class to introduce themselves
By asking the number and size of projects the participants have managed, you get a good idea of the experience of the class. This will help you gauge the speed of going through the course material.
Capture course expectations on on a flip chart. At the end of the 2 day class, as part of the wrap-up, refer back to captured expectations, review each expectation and ask class if that expectation was met.
One instructor should write the expectations on a flip while the other polls the class for introduction information
Ice breaker examples:
most fun thing you have done the past year
describe favorite vacation
describe the person sitting to your left as an animal you most think matches that persons personality

4. Ground Rules Level Playing Field (titles left at the door)
One conversation at a time
Respect opinions of others
No beating a dead horse
Come back from breaks ON TIME
Have FUN

5. Course Objectives - to Understand:
What is the Concept Phase
How to Initiate a Project
How to Define Scope
How to Create a Charter
How to Approach Resource Planning
Understand what is included in the concept phase
Will define what the concept phase of a project is and what is included
Understand how to initiate a project
Who needs to be involved from the start
How to think through the initial concept of a project using the project initiation worksheet
Understand the importance of scope definition
Understand when and how to develop a project charter including:
Objectives
Approach
Scope
Constraints
Critical Success Factors
Assumptions and Risk Assessment
Project Organization
High-Level Work Breakdown Structure (WBS)
Deliverables
Financial Analysis
Communications Matrix and Plan
Understand approaches to resource planning
How to do resource planning by using the resource planning worksheet

6. Student Objectives What are your objectives?
Ask the class what their objectives are. Write them on a flip chart to go over at the end of the class to see if their objectives were met.

7. Project Management Review

8. Definitions
A project is “a temporary endeavor undertaken to create a unique product or service”
Project management is “the application of knowledge, skills tools and techniques to project activities in order to meet or exceed stakeholder needs and expectations from a project”
Examples of projects:
This class is a small project
Class is offering a unique service and is a temporary endeavor - it lasts two days.
This class is customized for the company and therefore distinguishes itself from other courses
Homeowner project (remodel basement)
Longer timeline, more involved
still has all the characteristics of a project

9. Characteristics of a Project Manager
Communication skills
Facilitation skills
Leadership skills
Organizational skills
Negotiating skills
Project Management Technical skills
Notice that 5 out of 6 project management characteristics are soft skills.

10. Project Lifecycle Concept Define Develop Deliver
Project or phase is approved
in order to proceed
Define
As the execution is controlled, it may require additional planning
Plan developed for execution
Develop
Controlling
Processes
Executing
Processes
Plan is executed and Controlled
Stress understanding that every industry or department has its own lifecycle.
Industry specific lifecycles: Accounting, Manufacturing
Department lifecycle: Accounts receivable
Ask class if anyone is working on a project that has a defined lifecycle?
Can usually relate all life cycles to the generic life cycle (may refer to previous slide)
Concept Phase
Initiation and Charter
Define Phase
Project Plan
Project Schedule
Design Documents
Develop Phase
Creation of the Product
Interaction of the controlling and executing processes
Testing
Deliver Phase
Implementation and/or Delivery of the product
Post-Implementation Review of the Project
Stress the importance that the project management processes are “never ending” each process is initiated or reviewed during all phases of the project lifecycle
Stress how interactive the processes are.
A project is distinguished by the initiating and closing processes - otherwise it is not a project.
Feedback in both directions
Plan and execution
has been controlled
Plan is successfully executed
Deliver

11. 9 PMI PM Knowledge Areas Scope Time Cost Risk Quality Human Resource
Communications
Procurement/Contract
Project Integration
Again, most people think of “Scheduling” when you say project management. Project Management is a collection of bodies of Knowledge that include (those listed)
Tell class that we are going to briefly cover all of the Bodies of Knowledge, but we are going to focus more on Scope and Time Management, over the next day

12. Triple Constraint
As project managers, we are always trying to manage the constraints of product, schedule, and budget
Product
… The “Triple Constraint”
Stress the point that it is very easy for a project manager to isolate one specific constraint and manage it very easily, it becomes more difficult when all constraints have impacts and implications to others
Best to prioritize these at the beginning of the project with the sponsor - cannot have all 3. If time and quality are key - it will be expensive. If cost is most important, time or quality may suffer, etc.
Schedule
Budget

13. Brain Teaser
GOLDEN GATE
H2O
Water under the bridge

14. The Concept Phase

15. How to Initiate a Project

16. Project Initiation Form
Project Initiation Form used to gather initial information about the project
Class example is a project to reroof a house
Show blank template of the project initiation form.
Walk through each component of the project initiation form. State the desired purpose for each section, and how it should properly be completed
After each component of the form has been reviewed, introduce the first group exercise (third slide)
Break out into groups and have each group complete the Project initiation form for the ‘buying a car’ project

17. Group Exercise
Create Project Initiation Form for the Class Project (Buying a Car)
Review project overview
Review sample Project Initiation Form
Break into groups
Complete Project Initiation Form
Present results
Provide each group with blank Project Initiation Form transparencies and markers for completing the exercise
Allow 20 minutes for group to complete exercise (facilitators should constantly monitor groups for progress and to answer any questions they may have. Notice if the group is stuck and steer the group in the right direction without giving them the answers.
Allow each group 10 minutes to present their results.
Show teacher’s sample. Just pass out and let class keep.
(use the teacher’s handout as knowledge transfer - class can use teacher’s handout as base line for future exercises and as reference material when they are managing real projects.

18. Brain Teaser
JUS 144 TICE
Gross injustice

19. How to Develop a Project Charter

20. The Project Charter Example Charter from the Reroofing Project
Project charter defines the boundaries of the entire project
Tool that a Project Manager can choose to use on medium to large projects
Components of a project charter include:
project background - project responsibilities
objectives - delivery criteria
approach - communication plan
scope - cost
risks - scheduling
assumptions
Example Charter from the Reroofing Project
Provide each group with blank Project Charter Form transparencies and markers for completing the exercise
Allow 20 minutes for group to complete exercise (facilitators should constantly monitor groups for progress and to answer any questions they may have. Notice if the group is stuck and steer the group in the right direction without giving them the answers.
Allow each group 10 minutes to present their results.
Show teachers sample. Just pass out and let class keep.
(use the teachers handout as knowledge transfer - class can use teachers handout as base line for future exercises and as reference material when they are managing real projects.

21. Group Exercise
Create Project Charter for the Buying a Car Project Exercise
Review project overview
Review sample Project Charter
Break into groups
Complete Project Charter
Present results
Provide each group with blank Project charter transparencies and markers for completing the exercise
Allow 30 minutes for group to complete exercise (facilitators should constantly monitor groups for progress and to answer any questions they may have. Notice if the group is stuck and steer the group in the right direction without giving them the answers.
Allow each group 10 minutes to present their results.
Show teachers sample. Just pass out and let class keep.
(use the teachers handout as knowledge transfer - class can use teachers handout as base line for future exercises and as reference material when they are managing real projects.)

22. Scope Definition
Scope definition involves subdividing the major project deliverables (as identified in the scope statement) into smaller, more manageable components in order to:
Improve the accuracy of cost, time, and resource estimates
Define a baseline for performance measurement and control
Facilitate clear responsibility assignments
Outputs of Scope Definition:
Work breakdown structure - A work breakdown structure is a deliverable-oriented grouping of project elements that organizes and defines the total scope of the project: work not in the WBS is outside the scope of the project. As with the scope statement, the WBS is often used to develop or confirm a common understanding of project scope.
Discuss how scope planning builds on the Project Initiation Form to better define the project at a lower level

23. Work Breakdown Structures
Work Breakdown Structure (WBS) - “A deliverable oriented ‘family tree’ which organizes, defines, and graphically displays the total work to be accomplished in order to achieve the ultimate deliverable of a project. Each descending level represents an increasingly detailed definition of the project deliverable.” (PMBOK)
WBS SCHEMATIC
1.0 Reroof
House
1.1 Materials
Estimation
1.2 Materials
Gathering
1.3 Roof
Application
Method to decompose deliverable into supporting subordinate sub-deliverables
Typically NOUN oriented
Decompose to the level most comfortable which also provides meaningful management information
Level numbers show the hierarchy.
Go through the example.
1.1.1 Measure
Roof
1.1.2 Calculate
Materials
1.2.1 Purchase
Materials
1.2.2 Take
Delivery
1.3.1 Roof
Removal
1.3.2 Roof
Application
Remove
Shingles
Remove
Nails
Apply
Shingles
Cut
Caps
Apply
Caps

24. Work Breakdown Structures
Purpose of the WBS:
Defines the work to be performed (Scope)
Basis for cost estimating and collection
Basis for resource allocation
Basis for time estimating
Defines responsibility of the work
Basis for determining relationships
Method for systematically decomposing the work effort to determine the scope.
Above
Ceiling
Conveyor
Installation
Below
Stress that WBS
Provides Focus - the orientation of how to accomplish the deliverables
Tells quickly what is included and excluded

25. Group Exercise
Create WBS for buying a car project

26. Brain Teaser
FGHIJKLMNOPQRST
High IQ

27. Activity Planning
The bottom level of the WBS are the project activities
You will use the WBS and activities to plan, at a high-level, the resources you will need

28. Resource Planning
Resource planning involves determining what physical resources (people, equipment, materials) and what quantities of each should be used to perform project activities.
Outputs of Resource Planning:
Resource Requirements - The output of resource planning process is a description of what types of resources are required and in what quantities for each element of the work breakdown structure. These resources will be obtained either through staff acquisition or procurement.
Resource Estimate Worksheet - The resource estimate worksheet may be completed with the project initiation form to formulate initial thoughts on resource needs. It should be refined during the planning process.
Resource planning enables a project manager to think through the skills and experience needed for the project to meet its objectives.
Identifying the number of individuals, by skill and experience level will enable the project manager to help the department head to identify the individuals who are capable (and available) to work on the project.

29. Resource Estimate Worksheet
Resource estimate worksheet is a tool for both the initiation process and the charter
Example resource estimate worksheet for the reroofing project
The resource estimate worksheet is a tool that can be used in both the initiation process and in the planning process.
This tool is used to estimate the number of Full Time Equivalents (FTEs) needed from each department to accomplish the project objectives.
The Project Center rolls these up for major projects to report the current and projected demands by department and by project.

30. Class Wrap-Up

31. Course Objectives - Review
What is the Concept Phase
How to Initiate a Project
How to Define Scope
How to Create a Charter
How to Approach Resource Planning
Understand what is included in the concept phase
Will define what the concept phase of a project is and what is included
Understand how to initiate a project
Who needs to be involved from the start
How to think through the initial concept of a project using the project initiation worksheet
Understand the importance of scope definition
Understand when and how to develop a project charter including:
Objectives
Approach
Scope
Constraints
Critical Success Factors
Assumptions and Risk Assessment
Project Organization
High-Level Work Breakdown Structure (WBS)
Deliverables
Financial Analysis
Communications Matrix and Plan
Understand approaches to resource planning
How to do resource planning by using the resource planning worksheet

32. Wrap Up Student Objectives
Did we meet your objectives?
Go through the flip chart at the end of the class to see if their objectives were met.

33. / Chart What was good about the class? What could be improved?
What could be changed to make the class better?

34. Thank You!
Please fill out the class evaluation and give it to the instructor before you leave!