HOW PROJECT MANAGEMENT CAN BE USED IN YOUR NONPROFIT Half Day Overview Created by
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 PROJECT “ temporary endeavor undertaken to create a OBJECTIVES/ START END DELIVERABLES unique product, service, or result.” (PMBOK 5 th Edition)
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 OPERATIONAL tasks is to carry out day-to- TASKS day activities and sustain START the business while the OBJECTIVE 3 OBJECTIVE 1 purpose of a project is to OBJECTIVE 2 meet specific objectives.
What is a Program? Program is “a group of related PROJECT 1 projects managed in a coordinated way to obtain COMMON PROJECT 2 PROGRAM OBJECTIVE benefits and control not PROJECT 3 available from managing them individually.” (PMBOK 5 th Edition)
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 5 th 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 5 th Edition)
What is Project Success? The Project Triangle If any one of the three factors (time, budget, scope) change, at least one Resources Time other factor is likely to change. Quality Quality is an Outcome. It is also a goal and an ongoing concern. Scope
Project Management Process Groups In each project, there are 5 project management process groups. • Initiating • Planning • Executing • Monitoring and Controlling • Closing
Project Phases Monitoring and Controlling Initiating Planning Executing Closing Single-Phase Project
Sequential Phases Monitoring and Controlling Monitoring and Controlling Initiating Planning Executing Closing Initiating Planning Executing Closing Pre-Campaign Cultivation Capital Campaign Project with Sequential Phases
Overlapping Phases Monitoring and Controlling Initiating Planning Executing Closing Monitoring and Controlling Solicitation Initiating Planning Executing Closing Fulfillment Capital Campaign Project with Overlapping Phases
Process Group: Initiating Initiating Process Key Concepts Initiating defines and Create Project Charter authorizes the project. 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 Individual who will provide support or obtain Sponsor financial funding for the project. Someone who has a vested interest in the project. Works with the team to develop a schedule and discuss Project potential risks. Responsible for ensuring project is Manager completed on time, within budget, and on schedule. Individuals appointed, selected or volunteered to Team work together on the project completing tasks or Members deliverables. Individuals who are affected by or have a stake in the Stakeholders/ project work or its outcome or deliverables. Customers - PM for Life
Stakeholders • Anyone who has a stake in the project’s outcome/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 Key Concepts Defines and refines Identifying Activities objectives and plans the Resource Scheduling course of action. Risk Identification
Procurement Planning • Determine if the project involves contracting with another organization • Clarify the contract requirements and statement of 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 Logistics 1 day deposit made 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 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Milestone/Task 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 Planned Actual Actual Start Completion Start 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 Key Concepts Integrates people and other Acquire, Develop, Manage resources to carry out the Project Team project plan. 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 Conference Logistics Food Public Content Organizer Services Relations Expert Deliverables Conference C A/R C R C Facility Conference A/R I I I R Agenda 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 Key Concepts Regularly measures and Status Reports monitors progress to identify Performance Reports variances from the project Change Management plan so that corrective action /Requests can be taken when necessary.
Process Group: Closing Closing Process Key Concepts Formalizes acceptance of the Lessons Learned Report product, service, or result and Final Project Report brings the project to an orderly end .
Key Lessons Learned Your Next Steps Report & Template Review Q & A
About Providers www.NonprofitResourceNetwork.org www.pmi.org Contact: Anne L. Gingerich, MSW E-mail: customercare@pmi.org Nonprofit Resource Network Director Telephone: 1-610-356-4600 Email: anne.gingerich@millersville.edu Telephone: 1-717-871-2178
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
Recommend
More recommend
