Archive for December, 2009
December 28, 2009
All of these events, and the work to revise the project management methodology, can be managed using the Project Management Methodology Maintenance Checklist. This checklist is the work plan for the PMO Methodology Expert during the routine PMO Execution Phase. The PMO Project Management Templates Expert maintains the maintenance checklist and completes this work by following these eight steps:
1. Make a copy of the Project Management Methodology Maintenance Schedule Template. Enter the general information at the top left.
2. Receive input from all users, and also check sources for the online project management methodology, such as internal and external standards, to identify proposed changes.
3. Enter each proposed change on one row. In the first column of the table, name the change.
4. In the Source field, enter the source of the change, including contact information.
5. In the Reason field, enter a short reason for, or benefit of, the change. See below for a sample list of reasons.
6. List the name of the component being changed in the Components column. Break down changes into small units that affect only one component. Put the current version number in the Old Version column. Put the new version number that will be used when the change is complete in the New Version column.
7. Enter the dates planned for the completion of each piece of work: drafting the change, approving the change, updating the version, updating the training, and formally making the new version available.
8. Perform the work and track progress by entering the actual date deliverables are completed.
December 24, 2009
Maintenance Schedule Project Management Methodology
The project management methodology is a living document. Each day, the PMO should be able to say, “This is the project management template methodology, the way this company does projects, as of today. Follow these standards and best practices to be compliant with the project management methodology and to have the greatest chance of delivering acceptable project results on time and within budget.” At the same time, the project management methodology will undergo frequent small changes and occasional large changes. The frequent small changes, called continuous improvement, are included in the here routine of the PMO Execution Phase. Large changes are a part of the PMO Improvement Phase.
There are many events that trigger changes to the project management methodology:
- Changes to external standards. The methodology is linked to, or required to comply with, external standards such as the PMBOK®, PRINCE2®, and relevant industry standards. If these change, then the methodology must change to remain in compliance. Usually, changes to these standards are a major event, and require major revision of the project management methodology.
- Correction of errors. Any user of the project management methodology may notice an error and recommend correction. Corrections should be made as part of routine maintenance.
- Clarification. If a user finds a passage unclear, it should be clarified and made unambiguous for all readers as part of routine maintenance.
- Small exceptions. In some cases, online project management can be streamlined by exceptions to parts of the methodology. The PMO Methodology Expert should evaluate whether this exception will improve efficiency without reducing effectiveness. If so, he should update the methodology with a decision rule for the exception that will allow project managers a simpler alternative when it is equally effective.
- Small improvements. Any project team may discover or create a better way of working. The PMO project management Methodology Expert should collect these at phase reviews and post-project reviews. If the improvement can be generalized for use in other projects, the project management methodology should be revised to include it.
- Results of assessments and audits. Assessments and audits may find that projects are following the methodology, but still encountering problems. In this case, the project management methodology needs improvement. Unless the change is small, this work would usually be part of the PMO Improvement Phase.
December 21, 2009
Project Management Methodology Training Plan
Providing training in the methodology is crucial to PMO success. Project Management Methodology training has these functions and benefits:
- It is the framework that provides a place for all other training in tools, processes, and project management software.
- It improves communication by giving every project stakeholder a common language and by defining roles for project reviews and other decision processes
- It standardizes the way project work is done, increasing effectiveness and efficiency.
The PMO Project Management Methodology Expert and the PMO Training Project Manager follow these eight steps to create and implement the methodology training plan:
1. Open a copy of the Project Management Methodology Training Plan Template. Enter the general information at the top left.
2. Copy the list of components from the Project Management Methodology Publication Schedule into the Components column of the Methodology Training Plan.
3. Copy the version numbers into the Version # column.
4. Create one row for each training format. Each training program may be in an in-class format, a web-based format, and other formats for guided or independent study.
5. Copy the planned dates for the start and end of training from the Project Management Methodology Publication Schedule.
6. Enter the planned dates for when the outline will be approved, when the materials will be prepared, and when test classes will be run. Make sure to allow sufficient time to complete each of these activities so that the class can be available on the date listed for training to be available. If necessary, acquire additional resources to ensure delivery of the training on time. A delay in the availability of this training will have a negative impact on the entire rollout of the PMO’s project management templates, standards, processes, tools, and training services.
7. As work is completed, track the work by entering the actual dates deliverables are finished.
8. Whenever a module is updated to a new version, enter a line on this schedule for each version of the training materials, and revise the training for that module.
December 17, 2009
Here are instructions for creating and using each of these Project Management Templates, with examples.
Project Management Methodology Publication Schedule
Follow these steps to create and implement the Project Management Methodology Publication Schedule:
1. Review the Methodology Adoption Schedule from the Project Management Methodology Execution Plan.
2. Open a copy of the Project Management Methodology Publication Schedule. Enter the general information at the top left.
3. Copy the first column of the Project Management Methodology Adoption Schedule into the Project Management Methodology Publication Schedule. Each milestone in the adoption schedule becomes a component in the publication schedule.
4. Enter the version number of each component in the Version column.
5. Copy the last column of the Project Management Methodology Adoption Schedule, the date the methodology is complete, and enter it as the planned date available to customers.
6. Plan the dates that training will be available, and enter the first training date in the Training Available: Planned column and the last in the Training Complete: Planned column.
7. In consultation with the team that performs project reviews, set a planned date for when this component of the methodology will be required for projects under review or audit. This date should be on or after the Training Complete date.
8. Whenever a new version of a online project management methodology component is planned, create a new line in this table, repeating steps 3 through 7.
9. Perform the work necessary to publish, provide training for, and review compliance with each component. Enter the actual date these activities are complete in the columns for actual dates.
December 14, 2009
Provide the Implement Project Management Methodology Service
This section explains three aspects of the Implement Project Management Methodology Service:
- Implementation Process. The process of implementation includes creating a publication schedule and publishing the Project Management methodology, creating and implementing a training plan, and maintaining the Project Management Templates.
- Output: The Project Management Methodology. The output of the service is the project management methodology itself. The methodology will be available as a written document and embedded in standards, processes, and tools. It will guide the work of every project.
- Relationship to other services. Project Management Methodology implementation is a framework for all online project management, and therefore interacts with many other services.
Processes for the Implement Methodology Service:
Implementing a methodology can be accomplished by creating these three items, then performing the specified work:
- Methodology Publication Schedule. This schedule provides publication and training dates for each component of the methodology. It also identifies when each component will be required, that is, when project reviews will measure actual project management activities against that component of the methodology.
- Methodology Training Plan. The methodology training plans defines when training will be provided for each component, what type of training will be available, and who will be either required or allow to attend.
- Methodology Maintenance Checklist. This checklist includes all action items needed to keep the methodology up to date and to improve it in small ways. It should be updated monthly, and all small improvements should be implemented within a month.
December 10, 2009
Identify Stakeholders of the Implement Project Management Methodology Service
The online project management methodology is the overall framework for how project work will be managed, and everyone involved in projects or concerned with on-time delivery of project results within budget is a stakeholder. Anyone who’s work is defined within the project management methodology is a customer of the methodology.
Typical Customers
The initial implementation of a project management methodology may have a smaller set of customers than later, more advanced implementations. Since everyone who’s role is defined by the project management methodology is a customer of the methodology, a simple project management methodology focused on the core of the project will have few customers. Typically, this list would include a project manager, team leads, and project sponsors. However, a more developed methodology might have many customers.
Typical Other Stakeholders
There are several groups of stakeholders for a project management methodology. Anyone who is not a direct customer of the project management methodology, but who benefits from project success is a stakeholder. So, for example, if the project management methodology is small and simple, and does not currently define the roles of customers and vendors, then they are placed on the stakeholder list. In addition to beneficiaries, there are stakeholders who provide part of the project management methodology and who approve its use.
December 7, 2009
In this case, the PMO has chosen that the Communications Manager will have overall responsibility for the communication of the project management methodology to stakeholders, but that the training manager will oversee training. The project management methodology expert will perform most of the work. This is essential, because only the project management methodology expert has the knowledge to predict consequences of changes to the project management methodology. Because such experts are expensive, costs will be reduced by having the methodology expert work closely with administrative support throughout the process of deploying, providing training for, evaluating, and improving the Project Management Templates.
Define Stakeholders, Processes, and Outputs
When the Key Service Features and Benefits and Activity Matrix sections of the Service Plan are complete, the team that will provide this service is ready to complete preparations for launching the service. To complete preparations, the team:
- Identifies customers and other stakeholders for the Implement Project Management Software Service and puts the information into section two of the Service Plan.
- Defines the specific processes and outputs of the Implement Project Management Methodology Service using the schedules, checklists, and templates provided for this service. These documents can either be kept as separate files or incorporated as section three of the Service Plan.
- Defines how the Implement Project Management Methodology Service will be evaluated and improved, and places this information in sections four of the Service Plan, and also in the Service Evaluation Schedule and the Service Improvement Schedule.
December 3, 2009
Build & Publish Project Management Methodologies
Your team can then start building project management methodologies for projects. When you are ready to publish your methodology content, click on “Tools” (in the top level menu), then “Export” and “Export to Web”. Then select a Project Management Template to export. When you’ve completed this function, it will allow you to export your entire project management methodology as a website (i.e. a group of interlinked HTML pages) – to load onto your corporate intranet.
Q: What is a budget? Why is cost and estimation important in online project management planning?
A: A budget is an amount of money that is allocated to the project. Estimation is important, because without it, it’s impossible to set the budget.
Q: What is planning, monitoring and control important in projects? Please explain its importance and application with examples of the tools and techniques relating to a chosen project.
A: You are best to search these terms using Google, because there is a wealth of knowledge on the subject, more than we could write by email.
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