Please enable JavaScript.

Coggle requires JavaScript to display documents.

Project Management (2. Plan the project (5. Risk Management (Plan (How…

- - - - Describes what the project will create, project develiverables etc
      - What the project excludes
    - - Detailed description of project and product
      - Project boundaries
      - Project scope statement
        
        document of project req
    - - Get expert judgement from Consultants, stakeholders, Subject matter experts
  - - - When activities will happen
      - Based on the sequencing of project activities
      - Availability of project resources
    - - Project Calendar
        When the work can happen
      - Resource Calendar
        When resources are available - People, Facilities, Equipment
  - - - Labor
      - Things: equipment, software materials
      - Cost of Vendors
      - Life cycle costing
        (Maintenance of project deliverable e.g. software)
    - - Rough Order of Magnitude
      - Budget Estimate
      - Definitive Estimate
  - - - Conformance to requirements
      - Fitness for use
      - Delivering exactly what was promised
        No more or less
    - - What to do with defects?
  - - - How risks will be identified and documented
      - How risks will be tracked
      - How risks will be managed
      - How risks will be analysed
    - - Risks are uncertain
      - Can be negative / positive
      - Threatens project objectives
    - - Avoid
      - Transfer
      - Migitate
      - Accept
    - - Enhance
      - Exploit
      - Share
      - Accept
- - - - Unaware
      - Resistant
      - Neutral
      - Supporting
      - Leading
    - - Engage stakeholders as neded
      - Obtain, confirm and maintain commitment
      - Manage expectations
      - Address potential concerns & clarify and resolve issues
    - - Communication methods
      - Interpersonal Skills
      - Management Skills
        Faciliate consensus
        Influence people
        Negotiate agreements
  - - - Set Meeting Requirements
        
        Time limit
        
        Stay on track, focus on purpose
        
        Formal approach is best for time
        
        Be consistent each time
        
        Document promises and follow-up with team
        
        Action items
      - Create an Agenda before meeting
        
        Define meeting purpose and flow
        
        What's done since last meeting
        
        What are you working on now?
        
        Any risk, issues or concerns?
        
        AOB?
      - Perfect Meeting
        
        Organise meeting logistics in advance
        
        Send agenda before meeting
        
        Start and end on time
        
        Establish and review ground rules
        
        Summarise decisions and assign action items
        
        Quick Debrief: evaluate and plan for improvement
        
        Send meeting minutes and follow-up promptly
    - - Percentage complete
      - Milestones / goals reached
      - Status of where the project is
      - Good / bad news
    - - Date & Project Name
      - Time period of report covered (weekly / fortnight)
      - What's been acomplished
      - Actions for next time period
      - Problems, risks, issue status
  - - - Ensure team members have what they need
      - Limit team interruptions
      - Track completion and things to be done
      - Stay out of the way
    - - Know my limits and expectations
      - Escalation process
      - Limit control and focus on results
      - Set project ground rules upfront
    - - Leadership
      - Influence
      - Make effective decision
      - Develop team
- - - - Assess project performance
      - Identify new project risks
      - Folding changes into the plan
      - Compare actual experience to planned experience
    - - Unplanned / Planned actions & changes
      - Client-proposed changes
      - Fold changes into the plan
  - - - Interpersonal Skills
        
        Emotional Intelligence
        
        Conflict resolution
        
        Influence
        
        Communication
      - Train the team
      - Team building activities
      - Set ground rules
      - Implement recognition & rewards
        
        Avoid zero sum rewards
        
        Throughout the project
        
        Money
      - Have personal assessment tools
        
        Attitudinal survey
        
        Structured interviews
    - - Improvement in skills
      - Team Competency
      - Reduce staff turn over rate
      - Team Cohesiveness
    - - Track team member performance
      - Offer feedback to team members
      - Manage team changes
      - Influence team behavior
      - Resolve conflict
  - - - What modality is most appropriate?
      - When is info needed?
      - who provides the info?
      - Who needs what info?
    - - Understand the bad news and impact
      - Create a solution to propose
      - Always present a problem and solution when possible
      - face-to-face best option
    - - Not just the status of project
      - How is the project performing on KPIs?
        
        Time
        
        Cost
        
        Scope (milestones)
      - Channel Formula
        N(N-1)/2
        N is the # of stakeholders
  - - - Identify all potential stakeholder and info
      - Create power/ interest grid
    - - Identification information
      - Assessment information
      - Stakeholder classification
    - - Comms methods
      - Interpersonal Skills
      - Management Skills
    - - Monitor overall stakeholder relationships
      - Adjust management strategies
      - Update stakeholder management plan
      - Approach evolves as project continues
    - - Monitor overall stakeholder relationships
      - Adjust stakeholder management strategies
      - Update stakeholder management plan
      - Approach evolves as project continues
- - - - Description
        
        How, What, Why
      - Exclusions (items out of scope)
      - Communication Needs
      - Desired Results
    - - Negative
      - Neutral
      - Positive
  - - - Opportunities
      - Risks / Dangers
      - Costs
      - Schedule
      - Feasibility
    - - Document business requirements for the project
      - Write Findings: Factual, Recommendations, Feasibility
      - Holistic view of the business and situation
      - Evaluate actions to improve business
    - - Discover stakeholder expectations
      - Reconcile conflicting expectations
      - Define project's business objectives
      - Draft a project scope statement
        
        Sets expectation for everyone
        
        Sets boundaries of the project
        
        Sets requirements for projects
  - - - Authorizes the project to exist
      - Authorizes the project manager
      - Signed by proper authority
        
        Project Sponsor
        
        Customer with a contract
      - Official project document
    - - Requirements for satisfaction
      - Project manager
      - Project Sponsor
      - High-level purpose of the project
      - Milestone schedule
      - Stakeholder influence
      - Risks
- - - - Phase Gate is a gate to move forward
      - Can be a Kill Point
      - Phased-gate
        
        Planned
        
        Budgeting
        
        Estimating
    - - Inspection-driven activity by client
      - Reviews the work to this point
      - Signs off on work to move to next phase
      - Risks in client delaying the inspection
    - - Tiered deliverables
      - Acceptances allows project to move forward
      - Signs off on work completed
    - - Document lessons learned
      - Conduct lessons learned session
      - Document what to improve on next phase
  - - - SLAs
      - Warranties
      - Who will support the solution
    - - How to move deliverables into production
      - Overlap & support issues?
      - Conduct Training
    - - Inspection-driven process
      - Customer inspects the project work
      - Phase and project completion
      - Review, audits, walkthroughs
    - - Accepted deliverables for phase and the project
      - Sign off the deliverables
      - Change requests are a possible output
      - Scope verification and quality control
  - - - Final project report
      - Release the project team
      - Review project team performance
    - - Procurement audits- identify success & failure
      - Procurement negotiations - final equitable settlement of all outstanding
        Issues, Claims, Disputes, Aleterative dispute resolution
      - Procurement file - contract documentation
      - Deliverable acceptance
      - Lessons learned
    - - Retrospective of project after closing
      - Review the project & outcome
      - Honest and open
- - - - Learn by
        
        1. Observations 2. Coaching 3. Courses
      - Techniques
        
        1. Use non-threatening topics for small talks 2. Keep convos light 3. Ask them about their fav topic: themselves 4. Show Empathy 5. Listen 6. Ask their opinion 7. Be authentic
    - - Techniques
        
        1. Calm Persistence 2. Prepare with facts 3. Self-control 4. Anticipate behaviours & prepare responses 5. Empathy