MANAGING LIFE’S PROJECTS

PRESENTED BY
THE PROJECT MANAGEMENT INSTITUTE
DELAWARE VALLEY CHAPTER

Turning ideas into reality!

1.1
Acknowledgement
The “Managing Life’s Projects” program was
created by the Project Management Institute -
Delaware Valley Chapter.

PMI Educational Foundation supports the

chapter’s efforts to bring project management to
nonprofit, civic, and community organizations.
The program is available at www.pmief.org.
What You Will Learn
 How to achieve goals
 How to decide whether a goal is worth your effort
 How to plan ahead
 How to break big jobs into smaller objectives
 How to follow a plan
 How to deal with unknowns
 How to adapt to changes
 How to make the best use of time and money

Apply the time-tested principles of project management

to reach your goals.
1.3
Who We Are
• Project Management Institute
• The PMI is an international organization founded to:
• Promote professional project management principles and techniques;
• Create and deliver an educational program that strengthens local project
management professionals' skills;
• Provide world-class PMI certification and training

• Delaware Valley Chapter

• The local PMI chapter serving the Greater Philadelphia area, South
Jersey, Delaware, Eastern Shore Maryland.

1.4
Your Turn

• Introduce yourself
– What is your name?
– Why are you here?
– What do you hope to get from this group?

1.5
Managing Projects

Five Process
Terminology
Groups

• Project • Initiating
• Project management • Planning
• Project manager • Executing
• Sponsor • Monitoring &
• Stakeholder Controlling
• Closing
1.6
Characteristics of a Project
• It has a beginning and an end
• It creates a unique end result

• Projects involve:
– People
– Time
– Budget
– Interrelated tasks

• A project is not
– Simple enough to be accomplished without a plan
– Regular, repeated, routine work
– An activity that has no result

A project is temporary, and it produces something.

1.7
Examples of Projects

Projects Not Projects

Moving into a new home Listening to a weather report

Writing a research paper Brushing your teeth every night

Preparing and serving a meal Answering the telephone

1.8
Project Manager
• The Project Manager is in charge of the project

• The Project Manager should

– Plan the project
– Make sure the project follows the plan
– Respond to changes
– Communicate with everyone involved

Take ownership of your project.

1.9
Project Management
• An approach to managing and controlling a project

• A set of knowledge, skills, tools, and techniques that

help meet a project’s goals

Follow a known approach that makes projects successful.

1.10
Sponsor
• Funds the project
• Might provide other resources
• Oversees the project manager
• Promotes the project

• Examples
– Member of an executive management team
– Chair of the Board of Directors
– Executive Director of a community organization

Be accountable to someone who cares.

1.11
Stakeholders
• Can be people or organizations
• Can be involved or just interested in the project
• Can care about the project or the project’s result
• Can be in favor of the project or against it

Your project impacts more people than you might think!

1.12
Your Turn

What projects have been part of your life?

The world runs on projects!

1.13
Managing Projects

Five Process
Terminology
Groups

• Project • Initiating
• Project management • Planning
• Project manager • Executing
• Sponsor • Monitoring &
• Stakeholder Controlling
• Closing
1.14
Process Groups

Adapt to
change

Monitor and Control

Decide to Wrap it
do it up

Initiate Plan Execute Close

Determine
how to do it Do it

Next, we will talk more about each process group.

1.15
Initiate

Adapt to
change

Monitor and Control

Decide to Wrap it
do it up

Initiate Plan Execute Close

Determine
how to do it Do it

Initiating happens before you commit to the project.

2.16
Before you commit…

Think Write it Reach

about it down agreement

Make sure your project is worth doing.

2.17
Think about it
Decide We call it
What you are going to do Scope and Requirements
Why you are going to do it Vision and Purpose
What it means to finish Success Criteria
What you will need Budget and Resources
How long it will take Milestone Schedule
Who is affected Stakeholders
Who will run the project Project Manager
Who will pay for the project Sponsor

2.18
Write it down
• Develop a common understanding among
stakeholders
• Give people a sense of ownership
• Remember what the team decided
• Pass the vision to new team members

• Keep it high-level
• Keep it concise

• It’s called the “Project Charter”

If it’s worth doing, it’s worth writing down.
2.19
Reach Agreement
• Promote the project to the sponsor and other
stakeholders
• Modify the charter if needed
• Get agreement on the charter
• Get commitment for resources
– Money
– Supplies
– People
• Get authorization to start

Start with agreement – a solid foundation for your project.

2.20
Your Turn
• Select an example project
• Discuss each element of the project charter
• Write a draft project charter
• Be ready to share your experience with the
group

2.21
Plan: Determine How to Do It

Adapt to
change

Monitor and Control

Decide to Wrap it
do it up

Initiate Plan Execute Close

Determine
how to do it Do it

Before you do it, determine how you are going to do it.

3.22
Plan: Determine How to Do It

Scope Time Cost Quality

Risk Purchasing People Communication

A plan fits the pieces of your project together

3.23
 Plan Scope
Scope
Define the project’s output in detail

• Answer these questions:

• What are the outputs?
• What characteristics does each output have?
• What does each output do?
• How good does each output need to be?
• What are the constraints on how the work must be done?
• Get input from your stakeholders
• We call this “collecting requirements”

Organize the work

• List the high-level work elements to produce the outputs

• Define the inputs, work, and outputs for each work element
• We call this a “Work Breakdown Structure (WBS)”

Define your end result.

3.24
 Example Requirements
Scope
– Project outputs
• Paint the bedroom
• Ceiling is white flat
• Wall is blue satin
• Trim is blue semi-gloss
• There will be no holes in the walls

– Constraints on how the work must be done

• Painting will occur between 8:00am and 5:00pm
• Work will be completed in one week
• Work includes disposing of empty cans
• Left-over paint is to be saved for the owner

Define your end result.

3.25
 Example WBS
Scope
Paint Room

Prepare Apply paint Clean up

Select Apply first Clean the

colors coat room

Purchase Apply Dispose of

materials second coat waste

Prepare Replace
room furniture

Define the high-level work to be done.

3.26
 Plan Scope: Your Turn
Scope

• Collect requirements for your project

• Define the outputs of your project in detail

• List constraints on how the work is to be done

• Create a Work Breakdown Structure

3.27
 Plan Time
Time

• Define the detailed activities for each WBS element

• Put the activities in sequence

• Estimate the resources (labor and supplies) for each activity

• Estimate the calendar time (days or weeks) for each activity

• Create a schedule

Determine the order and duration of activities.

3.28
 Example Activity List
Time

Activities for the “Prepare Room” WBS Element

Activity Labor Resources

Remove furniture 1 hour Space for furniture

Clean walls 1 hour Bucket, sponge, soap, water

Repair holes in wall 2 hours Spackle, sandpaper

Cover areas not

2 hours Tape, drop cloths
being painted

The activity list helps identify the resources you need.

3.29
 Example Schedule
Time

Activities for the “Prepare Room” WBS Element

Remove Cover areas not

Furniture being painted

End
Start
Repair Holes in
Clean Walls
Walls

A schedule shows the activity sequence and time.

3.30
 Plan Time: Your Turn
Time

• Break the WBS structure down into activities

needed to paint a room

• Sequence the activities

• Determine the resources needed

• Estimate the time for each activity

• Develop a schedule
3.31
 Plan Cost
Cost

• Estimate how much each activity will cost

• Include the cost for

– Labor
– Supplies
– Overhead (like office space and equipment)

• Add the estimates to determine the total cost of

your project

Estimate the cost of your project

3.32
 Plan Cost: Example
Cost

Activity Labor Resources Labor Cost Supplies Cost

Space for
Remove furniture 1 hour $20 none
furniture

Bucket, sponge,
Clean walls 1 hour $20 $5
soap, water

Spackle,
Repair holes in wall 2 hours $50 $10
sandpaper

Cover areas not

2 hours Tape, drop cloths $50 $70
being painted

Estimate the cost of each activity.

3.33
 Plan Cost: Your Turn
Cost

• Estimate the cost of labor and supplies for your project

Activity Labor Resources Labor Cost Supplies Cost

3.34
 Plan Quality
Quality

• Determine what Examples

quality means for • Quality means:

• Walls are smooth
your project • Paint covers the old color
• Carpet is free of damage from paint

• How we will ensure quality:

• Determine how you • Inspect spackled walls before painting
• Inspect after each coat for coverage
will ensure quality • Cover carpet and inspect at end of job

Ensure your project produces quality outputs.

3.35
 Plan Quality: Your Turn
Quality

• For your project

– What does quality mean?
– How will you ensure quality?

3.36
 Plan Risk
Risk

• Risks are uncertain future events that can affect

your project

• There are two types of risks

– Threats have a negative impact on your project
– Opportunities have a positive impact on your project

If you know about a risk, you can manage it.

3.37
 Plan Risk
Risk

• Talk to others
Identify • Make a list

• Probability – How likely is it to happen?

Assess • Impact – How big of an effect will it have?

• Include activities to change probability

Plan • Include activities to change impact
• Include cost or time buffers

Take initiative to reduce threats and increase opportunities!

3.38
 Plan Risk: Example
Risk

Risk Probability Impact Owner Action Plan

Paint does not Medium High Bob Buy a paint sample and try it
cover well ahead of time
Paint gets onto High High Joe Use drop cloths
carpet Get emergency cleaning supplies
Customer could Medium High Bob Create a customer satisfaction
order more work plan
Might run out of Medium Low Jane Identify nearest paint store
paint Have truck and credit card on-site
Painter could be Low Low Joe Carry liability insurance
injured

Be proactive – stop problems before they happen!

3.39
 Plan Risk: Your Turn
Risk

• Plan risks for your project

Risk Probability Impact Owner Action Plan

3.40
 Plan Purchasing
Purchasing

Examples
• Determine what
goods and services • What you need:
• Ladder
you need • Brushes and rollers
• Paint

• How to acquire:
• Determine how you • Rent a ladder
will acquire them • Buy brushes and rollers at Lowes
• Buy paint at Sherwin Williams

Have what you need at the time that you need it.
3.41
 Plan Purchasing: Your Turn
Purchasing

• For your project

– Determine what goods and services you need
– Determine how you will acquire them

3.42
 Plan People
People

• Acquire your project team

• Assign your project team members to roles

• Assign your project team members to activities

• Train your project team

• Determine how you will motivate and reward your team

Your project needs a trained, organized, motivated team.
3.43
 Plan People: Example
People

Responsibility Assignment Matrix

Organization Chart Activity Team Members
Joe Bob Jane Betty
Clear Room P S
Joe
Repair walls P
Bob Jane Betty Tape P
Paint S P S S
Inspector P
P=Primary Responsibility
S=Secondary Responsibility

Organize your team for roles and activities.

3.44
 Plan People: Your Turn
People

• For your project:

– Decide how you will acquire your project team

– Assign your project team members to roles

– Assign your project team members to activities

– Determine how you will train your project team

– Determine how you will motivate and reward your team

3.45
 Plan Communication
Communication
Types of
Communication
• Communication is essential Internal and External
for project success Vertical and Horizontal
Written and Oral
• Poor communication can
Verbal and Non-verbal
cause:
– Misunderstandings Formal and Informal
– Wasted time and effort Official and Unofficial
– Low project team morale

90% of a project manager’s time is spent communicating.

3.46
 Communication Skills
Communication

Purpose Skill
Hear what others are really saying Active listening
Understand and uncover deeper meaning Questioning and probing
Tell others what they can expect Setting and managing expectations
Increase knowledge Educating
Improve performance Coaching
Convince others to act Persuading
Encourage the team Motivating
Minimize disruption due to conflicts Resolving conflict

Use the skill to achieve the results you want

3.47
 Plan Communication: Example

Communication

Stakeholder Frequency Type Purpose

Home Owner Once Written Provide a complete description of the
painting job and what the end product will be
Team Daily Oral Overall plan for the project and daily updates
as project progresses
Team Once Demonstrati Instruct team on painting techniques for walls
on and trim
Home Owner Daily Oral Provide updates on the progress of the
project at the end of each day and if there
are any issues with completion

Plan to communicate – who, when, how, and why.

3.48
 Plan Communication: Your Turn

Communication

• Plan communication
StakeholderFrequency Type Purpose
for your example project

3.49
More About Plans
• Write down your plan
• Compare your plan to your Project
Charter and address differences
• Get agreement from stakeholders
• Sponsor
• Customers
• Project Manager
• Project Team
• Measure your project progress against
your plan
• Know that your plan will change

Your plan is an agreement of how to accomplish your goal.

3.50
Plan: Determine How to Do It

Scope Time Cost Quality

Risk Purchasing People Communication

An integrated plan shows you how to reach your goal.

3.51
Execute

Adapt to
change

Monitor and Control

Decide to Wrap it
do it up

Initiate Plan Execute Close

Determine
how to do it Do it

Now that you have a plan, follow it.

4.52
Execute

Follow Produce
your Plan the Output

•Scope •Product
•Time •Service
•Cost •Result
•Quality
A good plan makes executing easier.
4.53
Execute – Project Manager’s Role

Project Manager

• Carry out your plan

• Organize and train the project team
• Assign work to the project team
• Direct and manage the team’s activities
• Communicate with stakeholders
• Measure your progress against your plan
• Measure quality against your plan

The Project Manager has overall responsibility for the project.

4.54
Execute – Other Roles
Project Team

• Does the work

Sponsor

• Funds the project

• Promotes the project

Stakeholders

• Stay informed and engaged

People are the key to success!

4.55
Execute - Example
• Perform all of the planned activities:
– Prepare
– Apply paint
– Clean up
• Execute risk mitigations
• Inspect for quality
• Communicate with stakeholders

4.56
Monitor and Control

Adapt to
change

Monitor and Control

Decide to Wrap it
do it up

Initiate Plan Execute Close

Determine
how to do it Do it

When things change, adapt.

5.57
When Things Change … Adjust

Recognize
that change is
happening

Execute Uncover
your adjusted the cause of
plan the change

Adjust Decide
your plan what to do

Change is a process that you can control.

5.58
Recognize Change

Recognize
that change
is happening

Execute Uncover
your adjusted the cause of
plan the change

Adjust Decide
your plan what to do

5.59
Recognize Change
Measure your results

• Look at your cost, schedule, and products

• Compare your results to your plan
• Departure from your plan is a sign of change

Listen to your stakeholders

• Listen to customers and others affected by the

project
• Listen to the people doing the work
• Notice when they are talking about change
5.60
 Recognize Change - Examples
Measure Results Listen to Stakeholders Recognize Change
Product deviates from I want something else Scope
requirements I did unplanned work
Spending too much money I need more money Cost
Work is behind schedule I need more time Schedule
Product is defective I don’t like the product Quality
No response to calls/emails I didn’t know Communications
Mitigation not working I’m worried about… Risk
Supplies not received I did not receive… Purchasing
Stakeholders skip meetings I haven’t seen him/her… Stakeholder
Engagement

Recognizing change is the first step to controlling it.

5.61
Recognize Change - Communicate

Call it what it is Write it down

• Use the word • Keep a list of

“change” changes
• Distinguish • Note the status of
“change” from each change
your “plan”

Stay focused on your plan while you evaluate the change.

5.62
Recognize Change: Painting a Room

Measure your results

• 50% of the room is painted

• 25% of the paint is left

Listen to your stakeholders

• Someone says, “We’re going to run out of paint.”

5.63
Uncover the Cause

Recognize
that change
is happening

Execute Uncover
your adjusted the cause of
plan the change

Adjust Decide
your plan what to do

5.64
Uncover the Cause of the Change

Find out why change is happening

• Talk to the people who are closest to it

• Ask “why,” listen, then ask “why” again
• Focus on the cause, not on assessing blame

Convert data into usable information

• Data: We are two days behind schedule.

• Information: Three workers were out sick last week.

Get past the symptoms and find the root cause.

5.65
Uncover the Cause: Painting a Room

• Ask questions to find out

Plan
why we are running out of
paint.
Measure

Why

Get past the symptoms and find the root cause.

5.66
Decide What to Do

Recognize
that change
is happening

Execute Uncover
your adjusted the cause of
plan the change

Adjust Decide
your plan what to do

5.67
 Decide What to Do

• Focus on the project’s

mission and priorities Cost

• Consider interaction among

constraints Risk Time

• Weigh the pros and cons of

the options
Quality Scope
• Get input from experts

Think about the big picture before you act.

5.68
Making a Decision

Recommend action Get agreement Accept or reject

• Corrective action • Talk to the people who the change
• Preventative action are affected • Write down the
• Defect repair decision

Control the change – don’t let it control you.

5.69
Decide What to Do: Painting a Room
• What are the possible
solutions? Cost

• How do they affect the Risk Time

project’s constraints?

• Pick the best solution. Quality Scope

Think about the big picture before you act.

5.70
Adjust Your Plan

Recognize
that change
is happening

Execute Uncover
your adjusted the cause of
plan the change

Adjust Decide
your plan what to do

5.71
Adjust Your Plan

• Determine how your

decision affects each
aspect of your plan.
Scope Time Cost Quality

• Adjust your plan to

reflect the change.
Risk Purchasing People Communication

• Involve stakeholders
in the process.

Keep your plan up-to-date with your decisions.

5.72
Adjust Your Plan: Painting a Room

• How does you decision affect

your plan?
– Scope?
Scope Time Cost Quality
– Activities?
– Time?
– Cost? Risk Purchasing People Communication

– Procurement?
– People?

Changes often have more impact than originally thought.

5.73
Execute Your Adjusted Plan

Recognize
that change
is happening

Execute Uncover
your adjusted the cause of
plan the change

Adjust Decide
your plan what to do

5.74
Execute Your Adjusted Plan

Communicate Execute

• Tell stakeholders • Follow your

about your adjusted plan
adjusted plan

Follow through on your decision.

5.75
When Things Change … Adjust

Recognize
that change is
happening

Execute Uncover
your adjusted the cause of
plan the change

Adjust Decide
your plan what to do

Don’t panic. Follow the process and control the change.

5.76
Monitor and Control: Your Turn
• Follow the steps in this section for one of these
painting project change scenarios:

– When you arrive to begin painting, you are surprised to

find that the walls are covered with shiny silver
wallpaper. “Did it myself in 1981,” says the homeowner
proudly.

– One of your helpers refuses to use a roller because her

tiny artist’s brush is more accurate. “It’s worth the extra
time to do it right,” she advises.

– You ran out of trim paint, and don’t have enough to paint
around the window. But no one will notice, because the
curtains will cover the trim.
5.77
Close

Adapt to
change

Monitor and Control

Decide to Wrap it
do it up

Initiate Plan Execute Close

Determine
how to do it Do it

Cross the finish line!

6.78
Close: Wrap It Up
Confirm that the project is finished

• Make sure that the plan’s scope is complete

• Make sure that the plan’s activities are complete
• Make sure that the plan’s outputs are produced

Collect records

• Save records that can help a future project

• Gather lessons learned and save them for the future

Satisfy stakeholders

• Turn over the project’s output to whoever will use it

• Make sure bills are paid and subcontracts are closed
• Get agreement that everything is finished
• Celebrate and thank everyone!

6.79
Close: Lessons Learned
• Talk to everyone involved and get honest
feedback
– What went well
– What you could improve next time
– What you achieved

• Write it down so you remember it for the next

project

“Those who cannot remember the past are condemned to repeat it”
- George Santayana
6.80
Close: Example
Confirm that the project is finished

• Make sure that the room is completely painted

Collect records

• Write down how much paint you used, how long it took
• Take a note for next time - prime first if needed

Confirm that stakeholders are satisfied

• Give left-over paint to the room’s owner

• Make sure you paid for everything
• Make sure the owner agrees that the room is painted
• Take the team out for dinner

6.81
Summary

Adapt to
change

Monitor and Control

Decide to Wrap it
do it up

Initiate Plan Execute Close

Determine
how to do it Do it

Put it all together.

7.82
Initiate: Decide To Do It

Think Write it Reach

about it down agreement

Make sure your project is worth doing.

7.83
Plan: Determine How To Do It

Scope Time Cost Quality

Risk Purchasing People Communication

An integrated plan shows you how to reach your goal.

7.84
Execute: Do It

Follow the Do the Produce

Plan Work the Output
Scope Project
Product
Manager
Time
Project Team Service
Cost

Quality Stakeholders Result

A good plan makes executing easier.

7.85
Monitor and Control
When things Recognize
change … adjust that change is
happening

Execute Uncover
your adjusted the cause of
plan the change

Adjust Decide
your plan what to do

Change is a process that you can control.

7.86
Close: Wrap It Up

Confirm that
Collect Satisfy
the project
records stakeholders
is finished

Get agreement that the project is closed.

7.87
 Contributors
Executive Sponsor: James Snyder
Co-Authors:
Marie Hegarty
Jerry Pearson
Major Contributors:
Ramesh Arumugam
Kristi Baldwin
Marcos Beolchi de Arruda
John A. Gaffney
Carol L. Haines
Matthew D. Rusnak
Vicki Sama
Haifa Tyler
Robert Weidner
Sandra Williams
Special Thanks to John J. Byrne, Ph.D., PMP:
Dr. Byrne was a prime contributor to the K-12 curriculum developed in 2009 by
PMI-DVC which was presented first at the Philadelphia School District Offices,
and later, at three area high schools. He was the lead instructor for the pilot
program in the School District. He generously permitted the current team to
benefit from his leadership, knowledge, and experience teaching Project
Management.