Project Management 13-3-13

7/29/2019 Project Management 13-3-13

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Module 8: Project Management

McInnis Canyons National Conservation Area


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How the customer

explained it

How the Project Leader

understood it.

How the Analyst

designed it.

How the Programmer

wrote it.

How the Business

Consultant described it.

How the projectwas documented.

What Operationsinstalled.

How the customerwas billed.

How it wassupported.

What the customerreally needed.


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Objective

At the end of this module, youwill be able to use project

management skills to managethe scope, time, and resources of

a recreation project to producethe desired end product(s).


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In competencies! 4.1 Serve as an advocate for the BLMs mission in all

phases of program management. 4.1.1 Use a basic knowledge of the mission, role, and goals ofBLM to budget, implement, and evaluate the recreation andvisitor services program. (entry level)

4.1.2 Plan, program, budget, monitor, and evaluate BLMsrecreation and visitor service programs. (intermediate level)

4.1.3 Lead and mentor others in program management. (seniorlevel)

4.2 Administer all phases of project management. 4.2.1 Apply a basic knowledge of project management, problem

solving and decision-making tools and techniques. (entry level) 4.2.2 Manage projects. (intermediate level)

4.2.2a Define a project, its objectives, and measurement criteria. 4.2.2b Estimate schedules, costs, and resources needed. 4.2.2c Develop a work breakdown or task structure. 4.2.2d Apply risk management techniques. 4.2.2e Develop a scope of work and manage contracts.

4.2.2f Close out a project.


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Exercise

Diagram the process you use tomanage a recreation project.

Use whatever graphics, arrows,short phrases, times, etc

Use just one side of paper. 3 Minutes


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Matts (Textbook) Diagram

Sample Project

Visualize

Plan

Implement

Monitor / Review

Evaluate / Modify


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What is Project Management?

Science of managing scope,resources, and timerequired to complete a

project


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Limited in time

Has a defined start date and end date

Has defined deliverables Has interrelated activities

Requires resources

Has a sponsor/customer

Has not been done before

Characteristics of a Project


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Your project?

Limited in time

Defined start and enddates

Defined deliverables

Has interrelated activities

Requires resources

Has a sponsor / customer

Has not been done before


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Is limited in time?yes, must be complete in 9months

Has start and end date March 2008 December

2008 Has defined deliverables Recreation

Implementation Plan / Management Plan

Has interrelated activities Yes

Requires resources workmonths, team, manager

Has sponsor/customer sponsor: field manager

Has not been done before no as we are now using

outcome based recreation planning

Characteristics of the

Gateway RAMP


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Why project management?

Poorly planned projects can lead to:

high stress, inability to focus

ambiguous roles and responsibilities multiple projects, multiple supervisors

uncertain funding

missed deadlines

poor quality


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The BLMPM Toolkit!


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Project Management Triangle

Time/Resources/Scope relationship

Scope

TimeResources


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Seven Components of PM

1. Scope

2. Quality

3. Time4. Cost

5. Risk

6. Human resources

7. Communications


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1. Scope

What are products and outcomes?

How is it documented? How will you manage scope?

What if scope changes?


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Scope Creep and Expansion

TimeResources

Trail Plan 8,000 acres

Original Scope


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TimeResources


Trail plan: 20,000 acres

Original Scope

Expanded Scope


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TimeResources



Original Scope

Expanded Scope


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2. Quality

What is the quality of the

product or outcome of theproject?

What type of project is it? Is it an internal or external

document/project/etc.?


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3. Time

How much time isavailable to completethis project?

How will youschedule peoplestime?

What must be done

first? Next? Last?

What projects will be postponed if scopeincreases?


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More questions about time

How much time do you & team havefor project?

What is time required to complete each

task What is time sequence of tasks?

How do you record everyones time?

Which tasks must be done first (intime)?

How do you keep track of all this?


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4. Costs

Financial What is cost to build,operate, and maintain?

Time what projects will you not work

on due to this assignment? Sources where will funds come from? Appropriated funds

Contributed funds

Grants Assistance agreements

Other


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5. Risk

Often overlooked, ignored, but affectsoutcome. Risk must be managed!


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Thinkabout

risk

What are types of risks will you face in writingan implementation plan for Gateway SRMA?


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Some Potential Risks

Team members change

Field manager and supervisors change

Staff changes

Boundaries for SRMA change

Boundaries for RMZs change New or refined state office guidance issued

Recreational use decreases (or increases)

You are assigned collateral duties (safety committee

member, fire operations) Fire season affects team members availability

Weather could prevent field work

Changes in customer preferences


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How Do You Manage Risk?

Identify develop a complete list, use your team.

(financial, external, technical, legal, procurement)

Analyze what is probability, what is impact

Prioritize which are worthy of attention

Plan what will be the response to risks

Execute

Evaluate

Document


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6. Human Resources

Who will be involved?

Competencies of team?

Do team members need training?

How do build team support?

What reward and recognition?


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6. Human Resources

Human nature to underestimate work andbe overly optimistic about time, cost, andscheduling

How can you increase capacity? Partnerships

Stakeholder, interested parties

Volunteers High School community service requirements?

University graduate students


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7. CommunicationsWith whom and how do you communicate?


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Example: Develop a contact list for this project:

A trail plan for a 20,000 acre urban-wilderness interface RMZ.

~ 25 miles of trails that are heavily used by hikers and equestrians.Many of these trails are located in unsustainable locations. Somewill need to be relocated, some closed entirely.

This trail system is also heavily utilized by several commercialoutfitters for equestrian trail rides (100+ rides/wk.)

The Backcountry Horsemen adopt a trail in this area, as does yourfriendly Friends Group, the CO Mountain Club and the COEnvironmental Coalition. Some of these trails will likely be closed.

An existing housing development and a new development (in the

final planning stages) are located immediately adjacent to this trailsystem, as is a local government park, a National Park Service unit,and Bureau of Rec lands managed by the state Division of Wildlife.

Also, three BLM engineers have three TH different construction

/reconstruction projects in various stages of planning for this RMZ.


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McInnis Canyons NCA - RMZ #4

User groups / interest groups / commercial groups FMC, BCH, CEC, CMC, SC, other hiking clubs, HOA,

real estate developer, comm. outfitter, non-affiliatedequestrian users, non-affiliated hikers, Fruita Rotary,FMHS

External government NPS, CDOW, BOR, Mesa County, City of Fruita,

COSP

BLM Park rangers (x3), State rec lead (x2 - one for BPS/

budget/BBM and one for trails issues/supplemental

funding), local FO trails guru, engineering staff (x3),NCA manager, FO manager, archaeologist, specialists

How? Email, phone, user group meetings, public meetings,

field trips / informational hikes, internal meetings


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7. CommunicationsWith whom and how do you communicate?

Who: Team, managers, stakeholders, state officecontacts, volunteer groups, user groupsenvironmental groups, local residents, state and localpoliticians/staff, unaffiliated visitors

How:

Email communication to all team members

Phone some folks still dont like email

Walk across the office Use task/document approval sheets

Conduct briefings: brown bags, lunches,stakeholders, managers briefings

Websites: BLM / interest groups / user groups


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Project planning tools

Hard copy calendar Franklin Day Planner

Palm / Blackberry / PDA Lotus Notes calendar Random scratching on paper

scattered about your desk To do list Work breakdown structure (WBS)


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Basic WBS Diagram

Project

Deliverable 1.0 Deliverable 3.0Deliverable 2.0

Work Package 1.1

Work Package 1.2

Work Package 1.3

Work Package 2.4

Work Package 2.3

Work Package 2.2

Work Package 2.1

Work Package 3.3

Work Package 3.2

Work Package 3.1


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Basic WBS Diagram

Project


Work Package 1.1

Work Package 1.2

Work Package 1.3

Work Package 2.4

Work Package 2.3

Work Package 2.2

Work Package 2.1

Work Package 3.3

Work Package 3.2

Work Package 3.1

A deliverable-oriented grouping of project elements that

organizes and defines the total scope of the project work.


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Basic WBS Diagram

Project


Work Package 1.1

Work Package 1.2

Work Package 1.3

Work Package 2.4

Work Package 2.3

Work Package 2.2

Work Package 2.1

Work Package 3.3

Work Package 3.2

Work Package 3.1

Work not in the WBS is not in scope of the project.


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Basic WBS Diagram

Project


Work Package 1.1

Work Package 1.2

Work Package 1.3

Work Package 2.4

Work Package 2.3

Work Package 2.2

Work Package 2.1

Work Package 3.3

Work Package 3.2

Work Package 3.1

Each descending level represents an increasingly

detailed description of the project elements.


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Basic WBS Diagram

Project


Work Package 1.1

Work Package 1.2

Work Package 1.3

Work Package 2.4

Work Package 2.3

Work Package 2.2

Work Package 2.1

Work Package 3.3

Work Package 3.2

Work Package 3.1

Often used to develop or confirm a common

understanding of project scope.


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What does a WBS look like?

1. Write first draft of policy

2. Review with team/manager

3. Implement

4. Evaluate

5. Make changes

List Format

1. Manage

1.1 Plan

1.2 Execute

1.3 Control

1.4 Close

2. Requirements

2.1 Assess2.2 Determine

2.3 Analyze

2.4 Propose

3. Design

3.1 Engineer

3.2 Specify

4. Build4.1 Construct

4.2 Test

4.3 Validate

4.4 Integrate

Tableofcontents

format

Hierarchy Diagram Format

Project

Manage DesignReqmts Build Deliver

Plan

Execute

ControlClose

Assess

Determine

AnalyzePropose

Engineer

Specify

Construct

Test

ValidateIntegrate

Install

Train

b hi


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Remember this? 4.1 Serve as an advocate for the BLMs mission in all

phases of program management. 4.1.1 Use a basic knowledge of the mission, role, and goals ofBLM to budget, implement, and evaluate the recreation andvisitor services program. (entry level)

4.1.2 Plan, program, budget, monitor, and evaluate BLMsrecreation and visitor service programs. (intermediate level)

4.1.3 Lead and mentor others in program management. (seniorlevel)

4.2 Administer all phases of project management. 4.2.1 Apply a basic knowledge of project management, problem

solving and decision-making tools and techniques. (entry level) 4.2.2 Manage projects. (intermediate level)

4.2.2a Define a project, its objectives, and measurement criteria. 4.2.2b Estimate schedules, costs, and resources needed. 4.2.2c Develop a work breakdown or task structure. 4.2.2d Apply risk management techniques. 4.2.2e Develop a scope of work and manage contracts.

4.2.2f Close out a project.


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Work Breakdown Structure and Codes

Work Packages areindividual project

activities

Project

2.0 3.0 4.0

2.1

2.2

2.3

3.1

3.2

2.3.1

2.3.2

Deliverables aremajor projectcomponents

Subdeliverables aresupporting deliverables

The project is the

overall project underdevelopment


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WBS May Include

Work item number and time Description of task

Duration

Who is going to do it Dependencies (A before B, B and C can be done

concurrently, D done at anytime during process)

Include 2 to 3 levels

Tip: It is a tool, not an end in itself.

E i D l WBS (2 3 l l ) f thi j t


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Exercise: Develop a WBS (2-3 levels) for this project:

A trail plan for a 20,000 acre urban-wilderness interface RMZ.

~ 25 miles of trails that are heavily used by hikers and equestrians.Many of these trails are located in unsustainable locations. Somewill need to be relocated, some closed entirely.

This trail system is also heavily utilized by several commercialoutfitters for equestrian trail rides.

The Backcountry Horsemen adopt a trail in this area, as does yourfriendly Friends Group and multiple local environmentalorganizations. Some of these trails will likely be closed.

An existing housing development and a new development (in the

final planning stages) are located immediately adjacent to this trailsystem, as is a local government park, a National Park Service unit,and Bureau of Rec lands managed by the state.

Also, three BLM engineers have three TH different construction

/reconstruction projects in various stages of planning for this RMZ.


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M

CNCATra

ilPla

n

WBS

1.0 Outreach and communication strategy

1.1 Identify interested parties

1.1.1 Other public agencies

1.1.2 Volunteer groups

1.1.3 User groups

1.1.4 Community groups1.2 Develop contact list/database (email and phone numbers)

1.3 Initial outreach to interested parties

1.3.1 TV / Newspapers

1.3.1.1 Press release

1.3.1.2 Direct contact with NCA-friendly media

1.3.2 NCA website update

1.3.3 Email to all addresses on contact list1.3.4 Email to Friends of MCNCA membership database

1.3.5 Outreach field trips

1.4 Coordinate volunteer effort for trail recon and surveys

2.0 Preplan trail recon/evaluation

2.1 Develop trail condition monitoring form/database

2.2 Trail recon schedule

2.3 Recon/evaluate all trails

2.3.1 GPS all routes2.3.2 Complete trail evaluation forms/enter into database

2.4 Identify all major control points / required access points

2.4.1 Potential equestrian trail designations

2.5 Update front country trail map (all routes, designated, social, closed)

3.0 Front Country trail plan first draft

3.1

3.1.1


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Benefits of the WBS

Estimates

Schedule

Project Plan

Risk andContingency

Plans

ProgressReports

Activity List

Risk Control

Project

Control ChangeControl

CommunicationControl

WBS


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Develop Your PM Skills

Enroll in BLMs Project Management for LandUse Planners, 1610-07

Enroll in community college / distance

learning course Purchase software

Read Project Management Texts (see job aids)

Project Management for Dummies

Visit Project Management websites

Too many to mention, list available at NTCs KRC

R i !


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Review!

What is Project Management?

Science of managing_ _ _ _ _ , _ _ _ _ _ _ _ _ ,and _ _ _ _ required to

complete a project

M R i !


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More Review!

Seven Components of PM

Scope

Quality

Time

Cost

Risk Human resources

Communications


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How can you use projectmanagement skills?

Develop a work breakdown structure forprojects (no matter how big or small) Have all team members and supervisors agree to

the WBS at the beginning of the project Work not in the WBS is not a component of the

project

What are time considerations/funding sources do we have the right mix of in-house staff?

what tasks need to be done first/concurrently/last?

call others: what risks did they encounter

If time decreases, how will we adjust?


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Are there any ProjectManagement concepts

on which I have notbeen clear?


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Objective

At the end of this module, youwill be able to use project

management skills to managethe scope, time, and resources ofa recreation project to produce

the desired end product(s).

Project Management 13-3-13

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Transcript of Project Management 13-3-13