Project Integration & Risk Management On-line

8.2 Project Execution - Communication

Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Performance Evaluation - Observation

Observation
Information becomes distorted as it passes though more levels Reduce distortion by personal contact and observation (MBWA) MBWA communicates team members sense of importance about their contribution Geo-dispersed teams problematic but still important to maintain personal contacts Voice contacts One-to-one first name relationships Face-to-Face meeting periodically

Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Active Listening Techniques

Use body language and words to show interest in understanding Focus on facts and feeling of message bent sent Signal your interest
Look at other person Nod Tell me more response

Mirroring reflect back emotions you see expressed Paraphrasing repeat in your words what you hear in the message
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Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Performance Evaluation - Review Meetings

Purpose Identify deviations from project plan to enable corrective actions

Focus
Progress and accomplishments

Current problems and how they should be resolved

Anticipated problems (risks) Opportunities to improve

Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Informal Status Review Meetings

Informal reviews held regularly (usually once a week)

Usually involves only core project team members

Focus on status, significant problems, emerging issues and performance Review of performance with regard to requirements, budgets and schedules Review status reports including performance guages and variances from baseline Value of meeting is to address baseline deviations and reach agreement on corrective action items

Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Action Item Management

Problem identification results in an Action Item List with problem description, responsible person assignment, action plan and due date. Action Item Summary current list of all assigned actions
Action Item number Problem description Responsible person Date assigned Current Status Target completion date

Detailed Action Plan separate plan for each action item

Statement of problem Objectives for resolution Course of action Target date Responsible person
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Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Performance Evaluation - Formal Reviews

Formal reviews are scheduled in advance and held at critical stages or milestones Formal reviews may be held periodically (monthly, quarterly) with senior management, sponsors or customers Formal critical reviews are usually for:
Minimization of risks Identification of uncertainties Assurance of technical integrity Assessment of alternate technical approaches

Time to prepare and conduct reviews should be in the project plans schedule and cost budget
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Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Common Types of Formal Reviews

Design Reviews (Preliminary, Critical, Final)

Concept, design and product functionality reviews

Executive/Sponsor Project Status Review

Do hardware and software designs meet specifications?

Customer Project Status Review

Review of major milestones and deliverables?

Functional Readiness Review (FRR)

Preproduction product evaluation to validate efficacy of production process

Product Readiness Review (PRR)

Evaluation of final product and controlling documentation for meeting requirements

Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

Effective Status and Review Meeting Protocol
PIRM

Send out notice with meeting objective and agenda Distribute technical data for review in advance Invite only those who need to know or contribute Start the meeting on time and follow the agenda Assign a facilitator and a recorder Record key decisions, key issues Keep a numbered matrix list of action items Assign action items/responsibilities and due dates Take detailed technical discussions off-line Publish meeting minutes and action item list
Copyright 2004 by Frank M. Mangini. All rights reserved.

Ref: Projects at Warp Speed with QRPD, 8th Edition, Global Brain Inc.

Project Plan Execution

PIRM

Reporting Methods
Used for quick updates/standup status meetings Used between two adjacent organizational levels Quality and reliability depends upon presenter Verbal information open to misunderstanding
Usually formal with specific format, content and timing Used for project status and forecasting Uses templates for rapid creation and review Accessible to project team and management Use performance indexes, charts or indicators
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Oral reports

Written reports

Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Project Team Status Reports

Reports current period (weekly) status of work package or activity efforts Usually written and formal Prepared by work package team leader for project manager Typically includes:
Description of work accomplished and work-in-progress Milestones/action items completed this period Cost/schedule performance indexes or variances Exceptions/risks encountered Cost/Schedule update (actual & remaining task efforts)
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Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

Reports to Top Management and/or Sponsor
PIRM

Prepared monthly by the project manager or PMO Summarizes Project Management Information System (PMIS) monthly status report Report typically includes:
Project status summary dashboard (green, amber, red) Project milestones accomplishment to date Project cost/schedule variances, performance indicators Project cost/schedule completion forecast Significant exceptions and corrective actions Resource utilization and forecast
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Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

Reports to Functional Managers and Team Leaders
PIRM

Functional managers and team leaders receive performance reports for their assigned Work Packages Work Package Status Reports usually include performance data for reporting period (weekly) Actual vs. planned cost & schedule performance Actual vs. planned milestones completed Actual vs. planned resource utilization Cost/schedule performance variances & indexes

Copyright 2004 by Frank M. Mangini. All rights reserved.

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Project Plan Execution

PIRM

Reports to Customers/Users

Periodic (usually monthly) status reports Keeps customers well informed to avoid surprises Minimizes & helps settle future customer disputes Report typically includes:
Significant accomplishments Approved scope changes Milestones completed Schedule performance and variance Cost performance (for cost plus contracts only) Customer assigned action item status Significant problems and corrective action
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Copyright 2004 by Frank M. Mangini. All rights reserved.

Project Plan Execution

PIRM

Project Management Information System

Gathers, integrates and disseminates project data and performance information to support:
Resource planning

Risk identification & monitoring

Configuration management & change control Work authorization control Variance tracking & earned value Contract and subcontract data

Supplier qualification and tracking

Project archives & lessons learned
Copyright 2004 by Frank M. Mangini. All rights reserved.

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Project Plan Execution

Project Management Information System
PIRM

Earned Valued Info.

Resource Mangmnt. Info.

Configuration Management Information

Project Management Information System (PMIS)

Risk Management Information

Lessons Learned Info.

Copyright 2004 by Frank M. Mangini. All rights reserved.

Contract & Subcontr. Info.

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