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PMP Essential

Chokchai A.
Deliverables of A Project • Performance Report
• Project Progress
• Project Charter • Project Charter
• Biz
• Input Opportunity • Lesson Learned • Project Plan
• Project Logs
• Deliverables

• Process Initiating Planning


Executing &
Controlling
Closing

• Project Plan & Sub • Performance Report • Project Acceptance


• Output • Project
Charter Plan
• Issue & Risk Logs • Final / Actual Reports
• Deliverable Diagram
• Change Log • Project Documents
• Communication
• Project Progress • Lesson Learned
• Risk & Issue
• Deliverables
• Change Management
• Procurement
• Cost
• Schedule
Top 5 Project Management Reports

• Time Sheet, Number of man hour that each member plan to work on
each project that he/she involve
• Resource Workload, Actual of man hour team member spend on each
project
• Portfolio, To keep monitoring for each project on hand for its
milestone and status (R/Y/G)
• Project Status, To monitor for tasks completed/late, Schedule/ Cost
Variance, Risks, Issues, Changes
• Expense, To control budget for Contract time, Travelling, Supplies,
Equipment, Rental, Facilities etc.
Top 10 Project Management - Term

1. WBS, Work Breakdown Structure


2. Milestone, Significant point of event
3. Baseline, Approved plan for a project / schedule
1. [What needs to be approved and when?]
4. Triple Constraint, Time + Scope + Budget => Quality
5. Project Life Cycle. Initiating -> Planning<-> Executing -> Closing
6. Gantt Chart, Project Time Line
7. CCB, Change Control Board to manage any change request, once it been
approved triple constraint will be shifted.
8. Stakeholders, All people who get impact from the project
9. Change management, How to manage any change effectively
10. Risk Mitigation, List out all risk then plan for it
13 Areas to Evaluate Project Manager
1. Professional Development 8. Collaborative
2. Conscious & Aware 9. Decisive
3. Mentors / Mentees 10. Resolve
4. Relationships 11. Communicate
5. Social Online / Offline 12. Delegate
6. Mobile 13. Lead Team
7. Available & Response (Appropriately)
Top 10 Project Management - Responsibility
Daily Weekly Tips

1. E-Mail 1. Weekly Project Status 1. Make Meeting


2. Calls 2. Overall Project Status Productive & Fun
3. Meeting 3. Dashboard 2. Make Call Personable
4. Dashboard 4. Stakeholder Summary & Intentional
5. Daily Project Status 5. Timesheet Approvals 3. Leave Meeting with
6. Team – Follow Up 6. Invoice Closure and Action
Items
7. Issues / Risks / 7. Weekly Kick-Off
Changes (Mon)/ Wrap –Up (Fri) 4. Resolve Issues
8. Timesheet 8. Weekly Checklist 5. Clarify Ambiguity
9. Daily checklist 9. Team Appreciation 6. Ask Questions
10. Budget / Expenditures 10. Lesson Learned 7. Inform Stakeholders
Come with Self-Development, Growth Opportunities and Coaching / Mentor
Skills Need for PM where Art > Sci
• Behavior • Technical • Handle Issue
• Leadership • Tools • People
• Change Management • Techniques • Process
• Process Management • Methodologies • Technology
• Problem Solving
• Communication
• Organizing / Planning
• Reading system
• Team Building
• Commitment
• Diplomacy
Top 10 Reasons Project Fail

1. Unaligned- Expectation
2. Implemented before Project Approved / Baselined
3. Inexperience & Untrained Resources
4. Inadequate System
5. Inaccessible System
6. Team - Conflict
7. “Us” Vs. “Them” Mentally
8. Misaligned - Resources
9. Switching - Priority
10. Uncontrolled - Scope
MoSoCoW Technique – Task Prioritization
• M - Must have this requirement to meet the business needs
• S - Should have this requirement if possible, but project success does
not rely on it. it should have if we have more time or budget
• C - Could have this requirement if it does not affect anything else on
the project / not critical
• W - Would like to have this requirement later, but delivery won't be
this time, will not have this time
Run Meeting Effectively – PCFW Technique
• Prepare • Communicate • Facilitate • Wrap Up
• Purpose • Agenda • On Time • Action Items
• People • Action Items • On Topic • Next Steps
• Props • Parking Lot
• Hold on that
Though
How to Deal with People
• How People SetUp
• Wrong Role & No Training or Support
• Task they hate or not want to do
• Unrealistic deadline with no flexible time
• Unable to provide input into a problem / process they know to solve / improve
• How to Deal
• Listen & Seek to Understand what they are saying / asking
• Acknowledge their issue / concern / problem / perspective / suggestion
• Ask them what they need – Detail / More Time / Help / Training / Support
• Embrace how you might be like them
• Educate yourself - Resource
Team Motivation
1. Set the Realistic Target / Goal - Key Words
- Ground & Centered
2. Measure Performance
- Awareness & Mindfulness
3. Celebrate Success - Create Solutions
4. Know Your Team - Analyze Facts -> Curious /
Question / Learning / Passion
- Evaluate Risks
- Generate Urgency
- Use Insight
- Build Cohesion [Team Building]
- Motivate People
- Achieve Result
Keep Focus on Meeting
1. Start Out on the right Agenda (Why / What) , Attendees (Who)
2. Strick to Process, Facilitate -> Thinking -> Moving-> Decision
3. Redirection -> Discussion
4. Address Thinking Style, prepare to ask about detail, risks and
creative ideas
5. End on Time
Top 10 Forms / Templates

1. Business Case, Opportunity what Business get benefit from project


2. Project Plan / Project Charter
3. Issue Register
4. Risk Register
5. Change Control Form
6. Change Register
7. Acceptance Register
8. Project Status Report
9. Project Closure Report
10. Phase Review Form
What should be in Status Report
1. No Surprise, Personal call required if any
2. What happened
3. What coming up
4. Actual / Plan / Forecast – plan date come 1st Vs. actual
5. High light on issues, risks and changes just top 3 or 5 at maximum
6. Key message to sponsor, Be accurate, concise, timely
5 Things must be monitored
1. % Complete (Scope)
2. Hitting baseline date (Time)
3. Budget (Budget)
4. Quality
5. External Dependency
A Must
• Daily Stand Up
• 15 Mins / day
• Where we are
• What we complete
• What issue we have
• What risk or change found
• Where shall we go to
• Daily Summary
Coaching - GROW Model

Goal Reality Options Will Do

• Tell me about the problem • What are you experiencing? • What are your option? • What are your next steps?
• What does situation look • What have you already • What would you do if you • What will you do? By
like tried? know you could not fail? when?
• When the problem is • What obstacles are in your • What support you need?
resolve way?
Best Practice
KPI for Project Team • Aligned
• Attainable
• Actionable

• Quantitative • Qualitative • How to


• Overall Task / Program • Mentoring Time • Write a clear objective
• Workload Efficiency • Collaboration • Share with the Team
• Timesheet Submittals • Stakeholders / Client • Update
• Task Dependency Satisfaction • Weekly Review
• Communication
Top 10 Thing PM must know

1. Create a Project Plan


2. Hire People
3. Estimate Tasks
4. Create Deliverable Diagram
5. Build a WBS
6. Facilitate Meeting
7. Keep your Team Engage
8. Manage Change, Time, Budget, Resources
9. Manage Stakeholders & Expectation
10. Escalate Issues