1. Project Management From Planning to Action A matter of communication

2. Six Phases of a Project  Enthusiasm  Disillusionment  Panic  Search for the guilty  Punishment of the innocent  Praise and honour for the non- participants

3. Project Outcomes Cost Scope Time

4. First, the bad news…  71% of all projects fail to achieve their goals (scope, cost and/or time)  About half of those fail because we could not agree on the objectives up front  About 25% of all projects should never have begun in the first place

5. Outcomes not always achieved LET’S GO AROUND THE TABLE AND GIVE AN UPDATE ON EACH OF OUR PROJECTS. MY PROJECT IS A PATHETIC SERIES OF POORLY PLANNED, NEAR-RANDOM ACTS. MY LIFE IS A TRAGEDY OF EMOTIONAL DESPERATION. IT’S MORE OR LESS CUSTOMARY TO SAY THINGS ARE GOING FINE. I THINK I NEED A HUG.

6. Three key words in real estate  Location  And, location

7. Three key words in project management  Communication  And, communication  Our focus will be on the phases of project management and the communication tools we use in each phase

8. Movie Analogy Movie Studio Executive Producer Producer Director Cast and Crew MOHLTC LHINs Service Provider Project Manager Project Team What does the audience want? What kinds of movies should we make this year? How do we get this movie off the ground? How do we deliver the movie on time and within budget? What tasks do I do and when? What does the public really want and need? What programs should we do this year? How do we get this project off the ground? How do we deliver the project on time and within budget? What tasks do I do and when?

9. Now, the good news… Victor Vroom The two key factors for the successful implementation of any decision are: The best possible answer Commitment to implement

10. The Basic Thinking Process (Underlying Project Management) Gather the required information Develop a shared understanding Decide what to do next Question: Where do most project teams first run into difficulty with this basic thinking process?

11. Potential Pitfall 5 5    We make assumptions We jump to conclusions

12. Team make projects happen!  Three conditions for a team: Common purpose Interdependence Common language and process

13. Initiation Phase Planning Phase Execution Phase Closure Phase Project Management Phases What Who Communication Template Project Sponsor Project Manager and Team Project Manager & Team Business Case Initiation Phase Questions Project Charter Planning Worksheet Project Status Report Issues Log Change Request Project Evaluation Report

14. Business Case  Decision Statement  Purpose/Background  Objectives Results or deliverables Resource constraints Other constraints  Alternatives Considered  Comparison of Alternatives (against Objectives) Costs Benefits Risks  Recommendation  Request for Approval

15. Initiation Phase Questions  What problem or opportunity are we addressing?  What is the impact of doing or not doing this project?  Who is the customer or end user?  How will the customer or end user define success?  Who has approved this project?  Who will support this project if it gets into trouble?  What are the key deliverables?  What, if any, are the intangible deliverables?  What alternatives have we considered?  Are there better, faster, or cheaper ways to do it?  What assumptions have been made?  What risks have been considered?  Based on the answers, what should you do next? Module 1 Introduction

16. Planning Phase  Project goal statement  Project objectives  Roles and responsibilities  Work breakdown structure: tasks  Resource requirements: resources and budget  Responsibility assignment: who involved  Scheduling: when completed  Project review: what could change  Resource management: how confirmed

17. Project Objectives Clear?

18. Project Objectives  Results/deliverables required  Resources to be used or saved  Constraints or limitations to be considered Define project success in terms of:

19. Need for a Project Charter Sponsor Project Manager Terms of Reference, Statement of Requirements Project Charter

20.  Problem/Opportunity  Impact (of doing or not doing)  Client/end user  Project goal (scope, cost, time)  Scope (what’s in & what’s not in)  Project objectives  Key project roles  Milestones and dates  Assumptions and risks  Decisions to be made

21. What will it cost?

22. Who will be responsible?

23. Project Planning Worksheet Task No. Task description TypeQuantityCostInputDo WorkApproveDurationPrecedent Work Breakdown Resource RequirementsResponsibility AssignmentScheduling

24. When will it be done?

25. Are we ready to implement?

26. Project Management Thinking CT S Project Objectives Responsibility Assignment Resource Requirements Work Breakdown Structure Scheduling Project Review Goal WHAT HOW HOW MUCH WHO WHEN WHAT IF

27. Execution Phase  Project Monitoring : How is the project going? (Project Status Reort)  Project Modification: How do we get the project back on track? (Issues Log)  Project Change: How do we accommodate change? (Change Request)

28. Project Status Report Component:Status: Cost Schedule Scope Quality

29. Project Issues  Three flavours  Problem: Something has gone wrong  Opportunity: Something could go better, faster, or cheaper  Change: Someone has requested a change in time, scope, or cost

30. Issues Log IssueWho Raised When Raised ImpactWho ActsTarget Date Actual Date Drawings lateLarryMarch 20Delay of one day LarryMarch 22 Permit denied; must change LarryApril 1Two days; $125 LarryApril 2 Materials increase LarryApril 4Extra $400 for floor LarryApril 4 Post hole locations BillApril 14Extra week; rental BillApril 23April 22 Add seatsLarryApril 233 weeks; $1200 LarryApril 26April 28

31. Managing Change Change Request Description: Add seats to two more sides of the deck, approx. 44 lineal feet. Impact on: Project Deliverables: Two more sides, requiring an additional 308 feet of 2 x 6 cedar planking Project Cost: $1200 for materials plus 5 person-days at $0 Project Schedule: 3 more weekends required to complete Submitted by: Larry Approved by: Sponsor Date: April 28 Date: April 29

32. Project Closure  Has anyone been on a project and you are not sure how well it went?  Has anyone been on a project and you are not even sure if it is over?  Do we need closure?

33. Project Evaluation Original Goal: Build a deck at the cottage by May 31 at a cost of $6,000 Modified Goal: Built a deck at the cottage by June 20 at a cost of $7,200 Results 20’ x 24’ Attractive Safe No maintenance Actual Results 20” x 24’ Very attractive Reviewed by Structural Engineer Supplier guarantee for 20 years Resources Buildable by two people Simple hand tools only Actual Resources Built by two people plus helpers Simple hand tools only used Constraints Permit required Weekends only (6 required) Constraints Permit obtained Completed over 8 weekends

34. Our goal  To demonstrate that communication on a project is critical to success  Have we demonstrated that?  We have created a package of templates for you to take with you  If you want the templates in soft copy, email me at larry@processdesignconsultants.com larry@processdesignconsultants.com  If anyone needs further skill development, we can arrange a project management course at a future date