project management information and tracking advanced concepts

Project Management Information and Tracking

Advanced Concepts

Office of Technology Services

Project Management Office

Agenda

PMIT Reporting & Analysis Project Team Dynamics Project Case Study

Initiation Planning Execution and Control Closeout

Questions/Discussion

PMIT Architecture

Two components:

1. Data Input ASP.Net application, SQL/Server database

2. Reporting and Analysis SAS Enterprise Business Intelligence tool

PMIT Reporting and Analysis

SAS Enterprise Business Intelligence 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


Real-time self-service reporting on PMIT data 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


Demo Reports1. Project Assignments – used to search for staff

availability

2. Traffic Light – used to monitor project status

3. Upcoming Events – used to prepare a list of future tasks for one project, or all projects in a unit

Project Team Meetings

Team meetings are unavoidable and needed Keys to conducting good meetings:

Ask for topics from all attendees Distribute your agenda in advance Address the most important issues first

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

Don’t be a Meek Moderator 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 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. Describe the characteristics of the product or service expected from the project.

2. Analyze the project’s requirements, identify potential solutions, determine the technical and economic feasibility of each, compare and select the best solution.

3. Develop the project proposal– What is to be done– Why is it to be done– How is it to be done– How much risk is involved

Project Case Study

LAB

Project Case Study - Planning

Low Complexity Project1. Project Information

1. Title

2. Description

3. Start Date

4. End Date

5. Sponsor and Dept

2. WBS 1. Work Tasks

2. Description

3. Responsible Unit


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


2. Assigned Resource

3. Responsible Role

4. Assigned Time

4. Schedule 1. Task Start Date

2. Task End Date

3. Time to Complete

4. Milestone Event


5. Communications Plan1. Title

2. Author

3. Purpose

4. Audience

5. Distribution Vehicle

6. Frequency


6. Quality Management Test Plan1. Title2. Description3. Start Date4. End Date5. Responsible Testers6. Required Resources

7. Budget Plan1. Total Budget2. Hardware Budget3. Software Budget


4. Services Budget5. Other Budget 6. Contingency Reserve7. Comments

8. Spending Plan1. Expenditure Period Begin Date2. Expenditure Period End Date3. Hardware Spending4. Software Spending5. Services Spending6. Other Spending 7. Comments


Medium Complexity1. Project Information2. WBS3. RBS4. Schedule5. Communications6. Quality Management Test Plan7. Budget Plan8. Spending Plan9. Quality Management IV&V10. Risk Plan


9. Quality Management IV&V1. Description

2. Start Date

3. End Date

4. Reviewer

5. Required Resources


10. Risk Plan1. Description

2. Probability

3. Impact

4. Weight

5. Mitigation Strategy

6. Mitigation Description

7. Timeframe Begin Date

8. Timeframe End Date


High Complexity1. Project Information2. WBS3. RBS4. Schedule5. Communications Plan6. Quality Management Test Plan7. Quality Management IV&V Plan8. Budget Plan9. Spending Plan10. Risk Plan11. Procurement Plan12. Change and Configuration Management Plan13. Performance Plan


11. Procurement Plan1. Item2. Responsible Person3. Method4. Delivery Date5. Delivery Location

12. Change and Configuration Management Plan1. Control Item2. Change Process3. Changed Version4. Current Version5. Change Description


13. Performance Plan1. Business Objective

2. Performance Goal

3. Methodology

4. Start Date

5. End Date

6. Responsible Persons

7. Reports

8. Deliverable

9. Deliverable Description

10. Acceptance Criteria

Project Case Study – Execution and Control

PM’s primary focus during E&C phase is on1. Schedule

2. Budget

3. Scope Monitoring all three, updating status in

PMIT, adjusting plans accordingly, and recording/resolving issues

Project Case Study - Closeout

Closing a Project 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 VCU Reporting Center (SAS EBI) provides real-

time 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


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 requireI Wish You All Good Luck!!!


Questions/Discussion

James C. ThomasProject Management Office

[email protected]

project management information and tracking advanced concepts

Documents

project proposalwhat

project management information

existing project assignments

project statusupcoming

pmit data project managers

workstationpmit reporting

pm involvement pmit

conflictsts staff