Created by Course Providers Agenda Basic Project Management - - PowerPoint PPT Presentation

HOW PROJECT MANAGEMENT CAN BE USED IN YOUR NONPROFIT

Half Day Overview

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Course Providers

Agenda

• Basic Project Management Concepts
• Project Manager Role
• Process Groups
• Key Lessons Learned

What is a Project ?

The fundamental nature of a project is that it is a “temporary endeavor undertaken to create a unique product, service, or result.”

(PMBOK 5th Edition)

PROJECT OBJECTIVES/ DELIVERABLES END START

What is a Project ?

Criteria that projects have in common:

• Predetermined timeline
• Clear beginning and end
• Fixed Budget
• Specific Deliverable (Product, Service, or Result)
• Interrelated Tasks
• Involve People

Exercise 1

Project Description

Project Name: Purpose: Deliverables: Timeframe: Challenges:

Project versus Operational Work

The purpose of operational tasks is to carry out day-to- day activities and sustain the business while the purpose of a project is to meet specific objectives.

OPERATIONAL TASKS START OBJECTIVE 2 OBJECTIVE 1 OBJECTIVE 3

What is a Program?

Program is “a group of related projects managed in a coordinated way to obtain benefits and control not available from managing them individually.”

(PMBOK 5th Edition)

PROJECT 1 COMMON OBJECTIVE PROJECT 2 PROJECT 3 PROGRAM

What is Project Management?

“Project management is the process of the application of knowledge, skills, tools, and techniques to project activities to meet project requirements.”

(From PMBOK 5th Edition)

What is Project Management?

An established approach to planning, managing and controlling a project.

The Project Manager Role

Deliver scope (work) on time, within budget, and within quality specifications. The overall success of a project depends largely on the role played by the project manager.

The Project Manager Role

• Key Responsibilities
• Key Skills
• Key Success Factors

The Project Sponsor Role

The project sponsor champions the project from initial concept through closure. This includes providing resources and support. The sponsor is accountable for enabling project success.

• Key Responsibilities
• Key Skills
• Key Success Factors

(From PMBOK 5th Edition)

What is Project Success? The Project Triangle

If any one of the three factors (time, budget, scope) change, at least one

• ther factor is likely to change.

Quality is an Outcome. It is also a goal and an ongoing concern.

Resources Time Quality Scope

Project Management Process Groups

In each project, there are 5 project management process groups.

• Initiating
• Planning
• Executing
• Monitoring and Controlling
• Closing

Project Phases

Single-Phase Project

Monitoring and Controlling Initiating Planning

Executing

Closing

Sequential Phases

Capital Campaign Project with Sequential Phases

Pre-Campaign Cultivation

Monitoring and Controlling Initiating Planning Executing Closing Monitoring and Controlling Initiating Planning Executing Closing

Overlapping Phases

Monitoring and Controlling Initiating Planning Executing Closing Monitoring and Controlling Initiating Planning Executing Closing

Capital Campaign Project with Overlapping Phases

Solicitation Fulfillment

Process Group: Initiating

Initiating Process Initiating defines and authorizes the project. Key Concepts Create Project Charter Identify Stakeholders

Project Charter Purpose

The Project Charter:

• Clarifies the business reasons for the

project

• Documents high-level project objectives

and deliverables

• Obtains executive commitment to the

project approach and funding

• Provides a foundation for making

project decisions

Exercise 2

Charter Template Sections 1-6

Project Team Organization

Sponsor Project Manager Stakeholders/ Customers Team Members Works with the team to develop a schedule and discuss potential risks. Responsible for ensuring project is completed on time, within budget, and on schedule. Individuals appointed, selected or volunteered to work together on the project completing tasks or deliverables. Individual who will provide support or obtain financial funding for the project. Someone who has a vested interest in the project. Individuals who are affected by or have a stake in the project work or its outcome or deliverables.

• PM for Life

Stakeholders

• Anyone who has a stake in the project’s
• utcome/deliverables or work of the project
• An individual, group, or organization who may affect,

be affected by, or perceive itself to be affected by a decision, activity , or outcome of a project

• Define roles and responsibilities for the key

stakeholders e.g. core team and extended team members

• Analyze stakeholder level of involvement and

document in the Stakeholder Register

Exercise 3

Stakeholder Roles and Responsibilities

Process Group: Planning

Planning Process Defines and refines

• bjectives and plans the

course of action. Key Concepts Identifying Activities Resource Scheduling Risk Identification

Procurement Planning

• Determine if the project involves contracting

with another organization

• Clarify the contract requirements and statement
• f work
• Create a plan to establish the contract and

monitor any changes to contracts that occur during the project

• At project completion, close all contracts

Scheduling

• Good planning allows for the project manager to

manage and control the project tasks and resources

• The team and project manager should divide up

the tasks and determine the relationships between the tasks

• To complete the project schedule, determine the

time for each task and assign a resource who will be responsible for the task

Partial Task List for a Conference

Milestone Tasks Result Accountable Duration

Facility Booked Logistics Research Locations Recommended Facility Conference Organizer 3 days Reserve the Facility Facility confirmed and deposit made Logistics 1 day Agenda Finalized Conference Organizer Determine Topics Draft Agenda Conference Organizer 10 days Contact Speakers Contract with Speakers Content Expert 10 days Create Agenda Published agenda Conference Organizer 2 days Refreshments Ordered Food Services Define Food Requirements Recommended Menu Conference Organizer 2 days Research Caterers Contract with Caterer Food Services 5 days

Partial Schedule for a Conference

Milestone/Task

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

Facility Booked Research Locations Reserve Facility Agenda Finalized Determine Topics Contact Speakers Create Agenda Food Ordered Define Food Req’ts Research Caterers

Milestone Tracking List for a Conference

Milestone Planned Start Planned Completion Actual Start Actual Completion Facility Booked March 1 March 4 March 3 March 7 Agenda Finalized March 1 March 15 March 1 Food Ordered March 1 March 7 March 1

Exercise 4

Key Milestones and Deliverables - Charter 7-10 Schedule Template

Risk Analysis and Mitigation

• What things might be risks to completing any

project on time, within budget and within scope?

• What risks might be different for nonprofits?

Why?

Exercise 5

Risk Impact Matrix

Process Group: Executing

Executing Process Integrates people and other resources to carry out the project plan. Key Concepts Acquire, Develop, Manage Project Team Conduct Procurements

Who is on the Project Team?

In addition to the Core Team:

• Stakeholders
• Customers or End Users
• Volunteers

Project Team Responsibilities - RACI Matrix Definitions

RACI Example for a Conference

Team Roles Deliverables Conference Organizer Logistics Food Services Public Relations Content Expert Conference Facility C A/R C R C Conference Agenda A/R I I I R Speakers A I I C R Refreshments C C A/R I I Permits C A/R C Registration R C I A/R I

Process Group: Monitoring & Controlling

Monitoring and Controlling Process Regularly measures and monitors progress to identify variances from the project plan so that corrective action can be taken when necessary. Key Concepts Status Reports Performance Reports Change Management /Requests

Process Group: Closing

Closing Process Formalizes acceptance of the product, service, or result and brings the project to an

• rderly end.

Key Concepts Lessons Learned Report Final Project Report

Your Next Steps Report & Template Review Q & A

Key Lessons Learned

About Providers

www.NonprofitResourceNetwork.org Contact: Anne L. Gingerich, MSW Nonprofit Resource Network Director Email: anne.gingerich@millersville.edu Telephone: 1-717-871-2178 www.pmi.org E-mail: customercare@pmi.org Telephone: 1-610-356-4600

Northern Nevada Contacts

Chapter Website www.pmi-nnv.org Sue Churchill church_s@nvbell.net Cheryl Allen cherylkallen@cs.com Lisa Bausell lbausell@gmail.com