Module:
Project Mangement

PMI Methodology

Time to complete:
30 mins

Project Management Lesson

Please review the material below regarding the PMI method.  This is an outline of what was covered in this lesson’s video.

  • Introduction
  • STEP 1 :: Conception and Initiation
  • STEP 2 :: Definition and Planning
  • STEP 3 :: Launch and Execution
  • STEP 4 :: Performance and Control
  • STEP 5 :: Project Close

According to PMI, “project management is the application of knowledge, skills, tools, and techniques to a broad range of activities in order to meet the requirements of a particular project.”

STEP 1 :: Conception and Initiation  https://www.process.st/project-management-steps/

Getting started with your project and how to plan in advance.

Project Charter (Conception) – a document that outlines the purpose of the project, the way the project will be structured, and how it will be successfully implemented. It describes the project:

  • Vision, objectives, scope, and deliverables (i.e. what we have to achieve)
  • Stakeholders, roles, and responsibilities (i.e. who will take part in it)
  • Resource, financial, and quality plans (i.e. how it will be undertaken) ©
  • The Project Charter may also be referred to as a “Terms of Reference (TOR)” or “Project Definition Report (PDR)”.
  • Template: https://www.projectmanager.com/templates/project-charter-template (Note:  This is a heavy-duty version.  Take what you like from this and what makes sense for your project & client)

Project Initiation –  Examine your project for both its feasibility and value to the organization; an easy project will be useless if it does not benefit the company, and a useful project will just waste resources if you aren’t certain that it’s plausible in the first place.

  • Feasibility Study:  Ask the questions below –
  • How long will it take?
  • How much will it cost?
  • Who is involved?
  • If the value is worth the difficulty/cost > Move forward
  • Project Requests –
  • What are the perimeters for the project?
  • Do’s and Don’ts etc.
  • Consider lessons learned from previous projects
  • Project Prioritization Scorecard – What’s the most important aspect, in order?
  • Approval Flows – who needs to approve when?

STEP 2 :: Definition and Planning

Scope & Budget

  • Define: Scope, schedule, and cost of a project.
  • Project goals, plan, scope or charter, quality standards areas, formats
  • Schedule – execution and comms plan
  • Calculating a budget, the resources needed
  • Work Breakdown Schedule – Visual representations of the scope of the project broken down into sections and responsible parties
  • Gantt Chart – A visual timeline that you can use to plan out tasks and visual your project timeline
  • Communication Plan – Only applicable if outside stakeholders, but good to have a timeline so you know when you are communicating, what to who
  • Risk Management Plan – Address all foreseeable risks as a plan B using the chart that works for you above

Options for defining goals

SMART

  • Specific – Setting goals to cover who, what, where, when, which and why
  • Measurable – Making sure that you know how to measure the progress to and success of a goal
  • Attainable – Layout how to achieve your most important goals
  • Realistic – Ensure that everyone is willing and able to achieve your goals
  • Timely – Making sure that you can a timeline in which you can hit your goal

Resource: https://www.smartsheet.com/blog/essential-guide-writing-smart-goals

CLEARR:

  • Collaborative – Check that your team is encouraged to work together
  • Limited – The scope of your goals should be limited enough to make them manageable
  • Emotional – Your employees should be able to form an emotional connection to your goals by tapping into their passions.
  • Appreciable – Large tasks need to be broken down to make them more achievable
  • Refinable – Goals need to be flexible to adapt and be refined as new situations arise
  • Risk – Agreement on depth (everyone has different knowledge), availability,

Resource: https://www.inc.com/peter-economy/forget-smart-goals-try-clear-goals-instead.html

STEP 3 :: Launch and Execution: Step where deliverables are developed and completed

Status & Tracking

  • Begin with Kick-off meeting

Before:

  • What needs to be completed
  • How it should be done
  • Who needs to work on it and work on what
  • When it has to be complete (with some flexibility, depending on the risks you’ve identified)

During

  • Start with the end goal and summary of the above
  • Distribute the necessary resources
  • Tasks – who has the knowledge and the enthusiasm to get it done.  If not sure, consult with the team lead beforehand
  • Timeline
  • Responsibilities
  • Make people enthusiastic

After

KPIs

  • Key Performance Indicators (KPIs) are the critical (key) indicators of progress toward an intended result

Quality – Ensuring that the work is up to standard

Forecasts – Based on progress, adjust the plan accordingly and continue to manage expectations

STEP 4 :: Performance and Control – Measuring project progression and performance and everything is going to plan

  • Objectives – Measuring if a project is on schedule and budget is an indication if the project will meet stakeholder objectives
  • Quality Deliverables – This determines if specific task deliverables are being met
  • Effort & Cost Tracking –  PMs will account for the effort and cost of resources to see if the budget is on track. This type of tracking informs if a project will meet its completion date based on current performance.
  • Performance –  This monitors changes in the project. It takes into consideration the amount and types of issues that arise and how quickly they are addressed. These can occur from unforeseen hurdles and scope changes.

STEP 5 :: Project Close

Post Mortem Schedule a “post mortem” – to evaluate what went well in a project and identify project failures. This is especially helpful to understand lessons-learned so that improvements can be made for future projects.

  • Example:  Give an example of a lesson-learned.

Project Punch List

  • Create a project punch list of things that didn’t get accomplished during the project and work with team members to complete them.

Reporting