Project Management
Information and Tracking
Advanced Concepts
Office of Technology Services
Project Management Office
Agenda
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PMIT Reporting & Analysis
Project Team Dynamics
Project Case Study
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Initiation
Planning
Execution and Control
Closeout
Questions/Discussion
PMIT Architecture
Two components:
1.
Data Input
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2.
ASP.Net application, SQL/Server database
Reporting and Analysis
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SAS Enterprise Business Intelligence tool
PMIT Reporting and Analysis
SAS Enterprise Business Intelligence
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Log in to the MyVCU Portal
Select VCU Reporting Center
SAS EBI has similar look and feel to Windows
Internal security determines what reports user can run
Folder for Project Management in every Technology
Services staff user profile
Operational, managerial, and strategic reports are
parameter-driven and customizable by the user
Output can be directed to browser, or downloaded as files
to workstation
PMIT Reporting and Analysis
Real-time self-service reporting on PMIT data
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Project Managers can look at existing project
assignments to prevent staff scheduling conflicts
TS staff can get information on their individual
project assignments – tasks, schedules, roles and
deliverables
Management can monitor project status on their
own without PM involvement
PMIT Reporting and Analysis
Demo Reports
1.
2.
3.
Project Assignments – used to search for staff
availability
Traffic Light – used to monitor project status
Upcoming Events – used to prepare a list of
future tasks for one project, or all projects in a
unit
Project Team Meetings
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Team meetings are unavoidable and needed
Keys to conducting good meetings:
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Ask for topics from all attendees
Distribute your agenda in advance
Address the most important issues first
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Action items from the last meeting!!
Make the meetings decision forums
Get feedback – poll the team on how to get the
most out of future meetings
Project Team Meetings
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Don’t be a Meek Moderator
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Stick to the agenda
Keep to the schedule
Set rules about technology tinkering
Don’t be shy about reining in ramblers & philosophers
Solicit input from less-vocal attendees – i.e. females
Summarize meeting results at the end, including any
dissentions
List action items, responsibilities, and timelines
Record meeting minutes and make available to all key
stakeholders
Project Team Decisions
Achieving consensus and decision-making
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Goal is to arrive at the best solution, it does not
matter who suggests it
Seek any and all ideas first
Then, evaluate them one at a time
Ask for any new approaches that may be
combinations of the best suggestions
Always ask what can go wrong & how to measure
effectiveness
Preserve and protect the team’s human dignity
Project Case Study - Initiation
1.
2.
3.
Describe the characteristics of the product or
service expected from the project.
Analyze the project’s requirements, identify
potential solutions, determine the technical and
economic feasibility of each, compare and select
the best solution.
Develop the project proposal
–
What is to be done
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Why is it to be done
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How is it to be done
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How much risk is involved
Project Case Study
LAB
Project Case Study - Planning
Low Complexity Project
1. Project Information
1.
2.
3.
4.
5.
Title
Description
Start Date
End Date
Sponsor and Dept
2. WBS
1. Work Tasks
2. Description
3. Responsible Unit
Project Case Study - Planning
3.
RBS
1.
Resource Category
1) People Inside VCU
2) People Outside VCU
3) Software
4) Hardware
5) Training
6) Materials
7) Supplies
8) Equipment
9) Facilities
Project Case Study - Planning
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3.
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Assigned Resource
Responsible Role
Assigned Time
Schedule
1.
2.
3.
4.
Task Start Date
Task End Date
Time to Complete
Milestone Event
Project Case Study - Planning
5.
Communications Plan
1.
2.
3.
4.
5.
6.
Title
Author
Purpose
Audience
Distribution Vehicle
Frequency
Project Case Study - Planning
6.
Quality Management Test Plan
1.
2.
3.
4.
5.
6.
7.
Title
Description
Start Date
End Date
Responsible Testers
Required Resources
Budget Plan
1.
2.
3.
Total Budget
Hardware Budget
Software Budget
Project Case Study - Planning
Services Budget
5.
Other Budget
6.
Contingency Reserve
7.
Comments
Spending Plan
1.
Expenditure Period Begin Date
2.
Expenditure Period End Date
3.
Hardware Spending
4.
Software Spending
5.
Services Spending
6.
Other Spending
7.
Comments
4.
8.
Project Case Study - Planning
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Medium Complexity
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Project Information
WBS
RBS
Schedule
Communications
Quality Management Test Plan
Budget Plan
Spending Plan
Quality Management IV&V
Risk Plan
Project Case Study - Planning
9.
Quality Management IV&V
1.
2.
3.
4.
5.
Description
Start Date
End Date
Reviewer
Required Resources
Project Case Study - Planning
10.
Risk Plan
1.
2.
3.
4.
5.
6.
7.
8.
Description
Probability
Impact
Weight
Mitigation Strategy
Mitigation Description
Timeframe Begin Date
Timeframe End Date
Project Case Study - Planning
High Complexity
1.
2.
3.
4.
5.
6.
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8.
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10.
11.
12.
13.
Project Information
WBS
RBS
Schedule
Communications Plan
Quality Management Test Plan
Quality Management IV&V Plan
Budget Plan
Spending Plan
Risk Plan
Procurement Plan
Change and Configuration Management Plan
Performance Plan
Project Case Study - Planning
Procurement Plan
1.
Item
2.
Responsible Person
3.
Method
4.
Delivery Date
5.
Delivery Location
12. Change and Configuration Management Plan
1.
Control Item
2.
Change Process
3.
Changed Version
4.
Current Version
5.
Change Description
11.
Project Case Study - Planning
13.
Performance Plan
1.
2.
3.
4.
5.
6.
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8.
9.
10.
Business Objective
Performance Goal
Methodology
Start Date
End Date
Responsible Persons
Reports
Deliverable
Deliverable Description
Acceptance Criteria
Project Case Study –
Execution and Control
PM’s primary focus during E&C phase is on
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Schedule
Budget
Scope
Monitoring all three, updating status in
PMIT, adjusting plans accordingly, and
recording/resolving issues
Project Case Study - Closeout
Closing a Project
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Follow guidelines in the Project Closeout Checklist on
the PMO Web site
Obtain sponsor acceptance of the deliverable(s)
Document any open issues that need to be resolved
In PMIT, list My Projects, then select the project and Close
REMEMBER - once closed, project information cannot be
updated
Closed projects are no longer included in management
reports
PMIT Advanced Concepts
Course Take-Aways
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VCU Reporting Center (SAS EBI) provides realtime analysis and reporting of all project data in
PMIT
Reports are available for operational, managerial,
and strategic purposes that all staff can run
Project team meetings are necessary – it’s the
PM’s job to make sure they are productive
Project planning is an art form – like a picture with
many artists
PMIT Advanced Concepts
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Your skills in listening and putting the needs of
others above our own needs are key to getting
the best team decisions
The most effective project teams have a very high
level of human dignity where all members are
valued and respected
You are now ready to work with your mentor and
undertake the management of a Fast Track or
Low Complexity project
Contact the PMO for any assistance you require
I Wish You All Good Luck!!!
PMIT Advanced Concepts
Questions/Discussion
James C. Thomas
Project Management Office
8-9954
jcthomas@vcu.edu