The document discusses project management structure and outlines key areas to focus on when planning a project. It emphasizes establishing clear communication structures, work breakdown structures (WBS), documentation standards, and change control processes. The document also stresses the importance of understanding stakeholders, selecting an effective project team, and providing necessary training. Overall, it advocates for a structured approach to project planning and management to achieve predictable performance, capture lessons learned, and ensure quality outcomes.
Human Factors of XR: Using Human Factors to Design XR Systems
Pmi presentation structuring project v2
1. Project Management &
Project Structure
Deepak Mehtani
Deputy Director Project Execution & Delivery
Unlimited Innovation Inc.
2. Topics
Cost & Budgeting
What You Already Have
Introduction
What Does Project
Structure Include?
What Are The Key Areas?
Utilizing WBS
Know The Stakeholders
Know Your Team
Build Team For Success
ROI With Structured
Approach
Quality Process
Senior Management
Review
Organization Project
Charter
Sample Documents
Overall Process
Training
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3. Introduction
A project is a temporary
endeavor with a defined
beginning and end
Avoid This
Project implementation require
Commitment
Control
Communication
Various aspects
include
Initiate
Plan
Execute
Monitor & Control
Close
Takeaway: While planning and sourcing are important ingrediants, performance and
reusability are vital to the project(s)
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4. What Does Project Structure Include?
Communication Structure
Establish reporting structure
for team
Regular status meeting
Escalation path
Team Roles & WBS
Create WBS to list activities &
resources
Assign team members roles and
tasks
Takeaway: Structuring / Standardizing / Organization processes are the key
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5. What Does Project Structure Include?
Project Documentation
Structure
Use standard templates
Set documentation standard
Set reporting standard and access
Change Control Structure
Risk Management
Define change management
Adjustment to plan and scope
Plan for risk
Use preventive techniques – part of QA and
process
Identify high-risk components
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6. What Are The Key Areas?
Project Planning
Documentation – include project brief, schedule, execution
plan, deployment plan and technical specification
Enables using standardization process
Provide traceability
May slow down process
Verification & validation process & documentation
Change log document
Plan = description of activities + budget + schedule
Quality Assurance (QA)
External process
Validates everything is happening per documents and
organization process
Can be done at any step or phase of a project
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7. Utilizing WBS
Utilizing Work Breakdown Structure
(WBS)
Essential to project lifecycle and timeline
Helps in defining tasks for a project
Makes it easier for stakeholders to understand
scope
It is much easier to manage a project when it is
split into smaller component
Easy to assign, understand, execute &
report
Takeaway: While WBS is important, we should no lose focus of the key deliverables
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8. Know The Stakeholders
Relevant stakeholders must be identified
Plan their involvement
Should have organization-wide approach
Approach should be tailored to specific project
Takeaway: Program Management Plan template, Stakeholder Management Plan
template, sample Project Stakeholder Mgmt plans
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9. Know Your Team
An effective project team has combination of
skills, experience, motivation & teamwork
Team members are vital to success of a project
Team selection for the skills required for the project
Organization level training and project specific training
Promote contribution and collaboration
Know who is working for you
Responsibility should lie with one person
Project Manager Leads the team (a lot is expected)
Experience in implementing Projects
Communicates easily with all levels, including senior
management, middle management, and practitioners
Understands what stakeholders are looking for, and can discuss unique
aspects of implementation
Provides tools and templates
Has a proven track record
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10. Build Team For Success
Sponsors and performers must have a strong vision of
the desired culture
People should know their roles and responsibilities
Should be able to understand overall vision and understand the behavior
changes required
Sponsors should understand underlying beliefs and values?
Overall benefit to team members and management
Covert level
Culture
Intermediate level
Ethics Values Norms
Attitudes
Beliefs
Priorities
Overt level
Opinions
Behavior
Conduct
Do’s & Don’ts
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11. Training
Train the people to perform their
role(s) in the project
Be proactive
Recognize skills & knowledge for job function
Evaluate team members background against
knowledge and determine if training is required
The organization should address process
training
Projects should address specific training
Project plans should include projectspecific training
Record / recognize training
course completions
Takeaway: Standard Training Modules & sample Project Training
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12. Cost & Budgeting
Cost & Budget is very important to project execution
Use organization workflow for estimation process
Estimate each task
Take technical input
Input from PM regarding value proposition
Get the project cost together
Identify risks associated with tasks and assign risk percentage
Combination of tasks estimates and risk associated with form the project
budget
Maintain estimates repository along with skill sets
required to perform a task
Every project should collect the process / tasks measures
Have common measures with definitions
Support Basis Of Estimate (BOE)
Takeaway: Estimation Template, Sample process / task estimates
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13. What You Already Have
Enterprise assets
Standard organizational process + tailoring by project or departments
Adapt processes to specific project (Common Process)
Utilize standard plans & reviews
Use specifications, design documents & interface documents
Utilize process aids like checklists
Lessons learnt repository Utilize experience from previous projects
Industry
Standards
Organizational
Policies & Processes
Process Asset
Library
Measurement
Repository
Project Defined Process,
Procedures, & Standards
Project Plans,
Schedules, &
Budgets
Project
Results
Organizational
Training
Project-Specific
Training
Takeaway: Configuration Management Plan Template, Sample Project Plans
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14. ROI With Structured Approach
Organize Project
Plan activities – identify goals, assumptions & limitations
Define milestones & set deadlines
Define cost – task & resource cost
Finalize budget
Reap Benefits
Predictable project performance
Document process
Easy communication with performers & stakeholders
Quality process ensuring process are being followed correctly
Capture what works, and what doesn’t
Utilize the knowledge to create rules (policies) that guide
projects
Create a learning process by capturing measures, and learn
from them
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15. Quality Process
Monitor and control the task against the plan for
performing the project and take appropriate corrective
action
Project should include audits / evidence to show that project activities
are reviewed against plan, budget & schedule. Use team meetings, cost
reviews and variance reports
Budget should be tracked with the tasks involved
Review tasks progress with schedules to review project progress
Takeaway: Task / Progress checklist template, Requirement Traceability Matrix
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16. Senior Management Review
Review the activities, status, and results of the process
with higher level management and resolve issues
Provide a wholesome approach to project management with long term
organization health
Provides for balanced approach rather than project manager’s shortterm perspective - success of the project
“Higher Level Management” is
defined as someone above
project manager
Takeaway: Briefing template & metrics
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17. Organization Project Charter
Organization level team for planning, implementation
and process improvement
Typical structure includes
Sponsor – Sets goals, timeline, budget
Process Group – Organization level group usually responsible for
quality on various aspects of project implementation
Steering Group – Senior management team to review
plans, determine impacts, assess progress
Project Process Leads – Coordinate work on projects & provide
feedback
Takeaway: Organization project charter helps creating a solid team for a project
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19. Overall Process – Works!
Business
Opportunity
INITIATING
Project
Charter, lessons
learned
PLANNING
Project Charter,
Project Plan
Project Results
Project Progress
Project Deliverables
EXECUTING &
CONTROLLING
CLOSURE
1. Know your project (Become expert on your project topic – It is important to know!)
2. Set a vision (Your team will easily understand and will be excited about the project, if you
3.
create a vision rather than tasks – tasks will be needed but in later phase – you first sell a vision)
Create & Communicate project charter (this should always be done during initiation
so everyone understands the scope, budget and timeline)
Get formal sign offs (Get your team and stakeholders to formally sign offs)
4.
5. Create project notebook / document folder / SharePoint site (This has all
6.
information about the project – every document)
Build Relationship (It is important to build relationship with your team and the stakeholders)
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20. References
Project Management Institute (PMI) http://www.pmi.org/
Software Engineering Institute – CMMI (Capability
Maturity Model Integration)
http://www.sei.cmu.edu/cmmi/
ProjectManager.com (http://www.projectmanager.com/)
Pictures or icons taken from internet
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