Playing The Project Management Game

(1)

Playing The Project

Management Game

Tools and Techniques to Win the Game

Dean Athanassiades, PMP Nancy Stetson, PMP

(2)

Presenters

¾

Dean Athanassiades, PMP

– Philips Medical IT Professional Services

¾

Nancy Stetson, PMP

– ChartMaxx Project Manager

(3)

Workshop Objective

¾ Provide attendees with opportunity to learn /

practice / apply project management skills and techniques using a “game” oriented approach

¾ Provide attendees with a set of project tools that

they can use in managing projects within their organizations

¾ Provide attendees with a game-oriented

framework that they can use within their own

organization to facilitate learning among their own project teams

(4)

Time Guidelines

¾ 10:00-10:10 – Introductions

¾ 10:10-10:20 – Game background and rules

¾ 10:20-10:35 – Project management basics

¾ 10:35-10:50 – Initiation Phase

¾ 10:50-11:05 – Planning Phase

¾ 11:05-11:20 – Control and Execution Phase

(5)

Project Management

Overview

(6)

What Is Project Management

¾

Process of planning, scheduling, and

controlling project activities

¾

Science and art of making tradeoffs

between schedule, scope, cost, and quality

while solving the problem defined for the

project

(7)

Why Projects Fail

¾ Disagreement about desired result

¾ Disagreement about how to achieve desired result

¾ Insufficient or inappropriate resources

¾ Insufficient time to complete project

¾ Inadequate budget to complete project

¾ Poor communications

Ill-defined roles

(8)

Games as a Learning Tool

¾ Gaming defined

– Use of games as a tool to practice and apply business skills

¾ Examples of Games used as learning tools

– EIS

– Banking / Finance Asset Management – Industrial Marketing

– Pharmaceutical

(9)

Case Scenario

¾ Your organization has elected to re-design its emergency

department processes to better serve its clients

¾ Scope of the project may involve

– Physical redesign (bigger, smaller, different location)

– Change in processes and workflow

– Changes in equipment

– Changes in staffing

¾ You have been appointed to lead the effort to come up with

(10)

Rules of the Game

¾ Game flow similar to popular board game called

“Cranium”

¾ Form teams based upon attendance at workshop

¾ Game “board” has 4 sides representing 5 phases of

a project:

– Initiation – Planning

– Executing & Controlling

(11)

Rules of the Game

¾ Within each Phase, there are multiple “stops” for

the key project Knowledge Areas:

– Integration management – Scope management

– Time management – Cost management – Quality management

– Human resource management – Communications management

– Risk management

– Procurement management

¾ At each “stop”, the player will have to correctly

(12)

Rules of the Game

¾

Object of the game is to traverse the board

through the 5 phases of project management

before any of the other players

(13)

Rules of the Game

¾

Complete the tool provided for the Phase

– Example: for Initiation Phase, the tool provided

is a Charter Statement

¾

Then, move through each Phase by

answering one or more Knowledge Area

questions related to that Phase

(14)

Rules of the Game

¾

Movement through each Phase is controlled

by the draw of Random Number Cards.

¾

If you draw 1 through 9, you move forward

that number of spaces and answer the

Knowledge Area question associated with

the space that you land on.

¾

If you draw 10, 11, or 12, you go directly to

(15)

Rules of the Game

¾ If you answer the Knowledge Area question

correctly, then, on your next turn, you roll again.

– If you answer incorrectly, on your next turn, you draw

another question from the same Knowledge Area.

¾ You reach the end of the Knowledge Areas for a

Phase by:

– either by answering Knowledge Area questions

correctly,

– or drawing 10, 11, or 12,

– drawing an Outcome card, and perform the action on

(16)

Game Materials

¾

Game board

¾

Tokens

¾

Toolkit for each Project Phase

¾

Deck of cards with Knowledge Area

questions

(17)

Supporting Handouts

(18)

Project Management

Framework

¾

PMI Project Management Framework

– Initiation

– Planning

– Execution

– Control

(19)

Initiating

¾

Recognizing that a project is worth doing

¾

Determining what the project should

accomplish

¾

Defining the overall project goal

¾

Defining general expectations of customers,

management, and other stakeholders

¾

Defining the general project scope

¾

Selecting the initial team members

(20)

Planning

¾ Refining project scope including balance between

results, time, and resource

¾ Listing tasks and activities that will lead to

achieving project goals

¾ Sequencing activities in the most efficient manner

possible

¾ Developing a workable schedule and budget for

assigning resources to the activities required to complete the project

(21)

Executing

¾

Leading the team

¾

Meeting with team members

¾

Communicating with stakeholders

¾

Fighting Fire

¾

Securing necessary resources to carry out

(22)

Controlling

¾ Monitoring deviation from plan

¾ Taking corrective action to match progress with

plan

¾ Receiving and evaluating project change requests

from stakeholders and team members

¾ Adapting resource levels as necessary

¾ Changing project scope

¾ Returning to planning stage to make adjustments

(23)

Closing

¾

Shutting down the project and disbanding

the team

¾

Learning from the project experience

¾

Reviewing the project process and

outcomes with team members and

stakeholders

(24)

Project Management

Knowledge Areas

¾ Integration Management ¾ Scope Management ¾ Time Management ¾ Cost Management ¾ Quality Management ¾ Human Resource Management ¾ Communications Management ¾ Quality Management ¾ Risk Management ¾ Procurement Management

(25)

Integration Management

¾

Project plan development

¾

Project plan execution

(26)

Scope Management

¾

Initiation

¾

Scope planning

¾

Scope definition

¾

Scope verification

(27)

Time Management

¾

Activity definition

¾

Activity sequencing

¾

Activity duration estimating

¾

Schedule development

(28)

Cost Management

¾

Resource planning

¾

Cost estimating

¾

Cost budgeting

¾

Cost control

(29)

Quality Management

¾

Quality planning

¾

Quality assurance

¾

Quality control

(30)

Human Resource

Management

¾

Organization planning

¾

Staff acquisition

¾

Team development

(31)

Communication Management

¾

Communication planning

¾

Information distribution

¾

Performance reporting

¾

Administrative closure

(32)

Risk Management

¾

Risk management planning

¾

Risk identification

¾

Quantitative risk analysis

¾

Qualitative risk analysis

¾

Risk response planning

(33)

Procurement Management

¾

Procurement planning

¾

Solicitation planning

¾

Source selection

¾

Contract administration

¾

Contract closeout

(34)

12 Rules for Project

Management Success

¾ Gain consensus on project

outcomes

¾ Build the best team that

you can

¾ Develop a comprehensive

viable plan and keep it up to date

¾ Determine how much stuff

you really need to get things done

¾ Have a realistic schedule

¾ Remember that people

count

¾ Gain formal and ongoing

support of management and stakeholders

¾ Be willing to change

¾ Keep people informed of

what you are up to

¾ Be willing to try new

things

(35)

Initiation Tools

(36)

Planning Tools

¾

Scope

¾

WBS

¾

Resource Plan

¾

Budget Estimate

¾

Risk Assessment

(37)

Execution Tools

(38)

Control Tools

¾

Status Report

(39)

Closing Tools

¾

Milestone Acceptance Form

¾