Project Management JumpStart

Kim Heldman, MBA, PMP, is Senior Manager Information Technology/Chief Information Officer, for the Regional Transportation District in Denver, Colorado. Kim is the author of several books on project management including the bestselling PMP Project Management Professional Exam Study Guide, 9th Edition. You can visit Kim's website at www.kimheldman.com.

Introduction xiii

Chapter 1 Building the Foundation 1

The Project Management Journey 2

Is It a Project? 3

Where Are We Going? 4

A Bird’s-Eye View 5

Know the Structure of Your Organization 8

Benefiting from Project Management Practices 14

Tools of the Trade 16

Understanding Project Processes 18

Twenty-first Century Project Management 23

What’s Old Is New Again 24

Constraints 24

Where Do You Go from Here? 27

Becoming PMP® Certified 28

Certifying with CompTIA®’s Project+ 29

Formal Education Programs 29

Terms to Know 30

Review Questions 31

Chapter 2 Developing Project Management Skills 33

A Little Bit of Everything 34

Communication Is the Key 35

Organizing Techniques 35

General Management Skills 42

People Management Skills 43

Communicating Your Style 44

Exchanging Information 45

Active Listening 49

How Many Connections Are There? 51

Ten Tips for Communicating Effectively 52

Terms to Know 53

Review Questions 54

Chapter 3 Initiating the Project 55

Selecting Projects for Success 56

How Projects Come About 57

Project Generators—Needs and Demands 58

Project Requests 59

Business Case 62

Selecting and Prioritizing Projects 64

Feasibility Study 70

Meeting the Stakeholders 71

Working with the Project Sponsor 71

Documenting Stakeholder Roles and Responsibilities 73

Competing Needs of Stakeholders 75

Creating the Project Charter 76

Purposes for the Charter 76

Essential Elements of a Project Charter 78

Holding the Project Kickoff Meeting 81

Creating the Agenda 82

Terms to Know 83

Review Questions 84

Chapter 4 Defining the Project Goals 85

Agreeing on the Deliverables 86

Goals and Objectives 86

Deliverables 89

Discovering Requirements 90

The Role of the Business Analyst 91

Requirements-Gathering Process 92

Critical Success Factors 94

Identifying Assumptions and Constraints 96

Defining Assumptions 97

Defining Constraints 98

Creating the Project Scope Statement 99

Contents of the Project Scope Statement 100

Obtaining Sign-off 102

Creating the Project Scope Management Plan 103

Creating the Communications Plan 103

Terms to Know 105

Review Questions 106

Chapter 5 Breaking Down the Project Activities 107

Constructing the Work Breakdown Structure 108

Organizing the WBS Levels 109

Work Packages 111

Identification Codes 112

Outline View 113

Defining Tasks and Activities 114

Managing the Work 114

Activity Sequencing 116

Determining Milestones 117

Constructing the Responsibility Assignment Matrix 118

Estimating Activity Durations 120

Expert Judgment 120

Parametric Estimating 120

Establishing Dependencies 121

Constructing a Network Diagram 122

Precedence Diagramming 123

Activity on Node 124

Diagramming Method of Choice 124

Terms to Know 124

Review Questions 125

Chapter 6 Planning and Acquiring Resources 127

Planning the Project Team 128

Skills Assessment 129

Deciding Who’s Needed 131

Negotiating for Team Members 132

Staffing Assignments 134

Acquiring Materials, Supplies, and Equipment 135

Questions to Ask 136

Make or Buy 138

Procurement Plan 139

Resource Plan 139

Contracting for Resources 140

Request for Proposal and More 141

Soliciting Bids 142

Choosing a Supplier 143

Awarding the Contract 145

Closing Out the Contract 145

Terms to Know 145

Review Questions 146

Chapter 7 Assessing Risk 147

Identifying Risks 148

Types of Project Risks 150

Common Project Risks: Where Are They Hiding? 150

Identification Techniques 154

Risk Analysis Techniques 160

Risk Probability and Impact 160

Risk Tolerance 163

Planning for Risks 164

Responding to Risks 165

Escalate 166

Accept 166

Avoid 166

Transfer 167

Mitigate 167

Exploit 168

Share 168

Enhance 168

Contingency Planning 168

Residual and Secondary Risks 169

Risk Management Plan 169

Terms to Know 171

Review Questions 172

Chapter 8 Developing the Project Plan 173

Creating the Project Schedule 174

Project Schedule Assistance 175

Project Schedule Components 176

Program Evaluation and Review Technique 176

Calculating the Critical Path 180

Working with the Project Schedule 185

Schedule Display Options 189

Quality Management Plan 191

Documenting the Plan 192

Cost of Quality 194

Terms to Know 195

Review Questions 196

Chapter 9 Budgeting 101 197

What Makes Up a Budget? 198

Project Costs 198

Direct Costs vs. Indirect Costs 200

Gathering the Docs 200

Budgeting Process 201

Budget Items 201

Budget Woes 202

Following the Processes 203

Estimating Techniques 204

Analogous Estimating 204

Bottom-Up Estimating 204

Resource Cost Rates 205

Parametric Estimating 205

Computerized Tools 205

Ask the Experts 205

Ask the Vendors 206

Estimating Costs and Finalizing the Budget 206

Questions to Ask 208

Finalizing the Budget 208

Down Memory Lane 210

Are You in Control? 210

What’s the Cost? 211

Budget Approvals 212

Establishing a Cost Baseline 212

Call It a Plan 214

How Big Is It? 215

Obtaining Approvals 216

Terms to Know 217

Review Questions 218

Chapter 10 Executing the Project 219

Assembling the Team 220

Project Team Kickoff Meeting 221

Five Stages of Team Development 222

Effective Team Characteristics 225

Negotiation and Problem-Solving Techniques 226

Start at the Beginning 227

The Five Approaches to Problem Resolution 228

Project Manager’s Role in Team Development 230

Rewarding Experiences 230

Leadership Power 234

Gaining Trust and Respect from Team Members 235

Professional Responsibility 237

Progress Reporting 240

Who Gets What? 240

Status Reports and Action Logs 240

Taking Corrective Action 244

Terms to Know 245

Review Questions 246

Chapter 11 Controlling the Project Outcome 247

Change Happens 248

How Changes Come About 249

Establishing Change Management Control Procedures 251

The Purpose of the Change Control System 251

Establishing a Change Control Board 253

Tracking Changes 254

Assessing the Impacts of Change 255

Calling in Reinforcements 256

Adjusting for Scope and Schedule Changes 256

Managing and Revising Costs 259

Monitoring and Controlling Project Processes 260

Performance-Reporting Tools 260

Risk Monitoring 262

Is the Project in Trouble? 263

Just Say No 263

Early Warning Signs 264

Terms to Know 265

Review Questions 266

Chapter 12 Closing the Books 267

Happy Endings 268

Details, Details 269

Breaking Up Is Hard to Do 274

Training and Warranty Period 275

Implementing the Project 276

Documenting Lessons Learned 277

Obtaining Project Sign-Off 278

Is the Customer Happy? 280

Archiving Project Documents 281

It’s Party Time! 282

Agile Project Management 282

Agile Roles and Responsibilities 284

Sprint Planning 285

Daily Standups or Scrum Meetings 286

Sprint Review and Sprint Retrospective 287

Terms to Know 288

Review Questions 289

Appendix A Answers to Review Questions 291

Chapter 1: Building the Foundation 292

Chapter 2: Developing Project Management Skills 292

Chapter 3: Initiating the Project 293

Chapter 4: Defining the Project Goals 294

Chapter 5: Breaking Down the Project Activities 295

Chapter 6: Planning and Acquiring Resources 296

Chapter 7: Assessing Risk 297

Chapter 8: Developing the Project Plan 297

Chapter 9: Budgeting 101 298

Chapter 10: Executing the Project 299

Chapter 11: Controlling the Project Outcome 300

Chapter 12: Closing the Books 300

Appendix B Sample Project Management

Forms and Checklists 303

Glossary 333

Index 343