Project Management Absolute Beginner's Guide

Succeed as a project manager, even if you’ve never run a project before! This book is the fastest way to master every project management task, from upfront budgeting and scheduling through execution, managing teams through closing projects, and learning from experience. Updated for the latest web-based project management tools and the newest version of PMP certification, this book will show you exactly how to get the job done, one incredibly clear and easy step at a time. Project management has never, ever been this simple! This is today’s best beginner’s guide to modern project management… simple, practical instructions for succeeding with every task you’ll need to perform! Here’s a small sample of what you’ll learn: • Master the key skills and qualities every project manager needs • Lead projects, don’t just “manage” them • Avoid 15 most common mistakes new project managers make • Learn from troubled, successful, and “recovered” projects • Set the stage for success by effectively defining your project • Build a usable project plan and an accurate work breakdown structure (WBS) • Create budgets and schedules that help you manage risk • Use powerful control and reporting techniques, including earned value management • Smoothly manage project changes, issues, risks, deliverables, and quality • Manage project communications and stakeholder expectations • Organize and lead high-performance project teams • Manage cross-functional, cross-cultural, and virtual projects • Work successfully with vendors and Project Management Offices • Make the most of Microsoft Project and new web-based alternatives • Get started with agile and “critical chain” project management

Project Management Absolute Beginner’s Guide

Third Edition

Gregory M Horine

800 East 96th Street,

Indianapolis, Indiana 46240

Project Management Absolute Beginner’s Guide, Third Edition

Copyright © 2013 by Que Publishing

All rights reserved No part of this book shall bereproduced, stored in a retrieval system, or

transmitted by any means, electronic, mechanical,photocopying, recording, or otherwise, withoutwritten permission from the publisher No patentliability is assumed with respect to the use of theinformation contained herein Although everyprecaution has been taken in the preparation of thisbook, the publisher and author assume no

responsibility for errors or omissions Nor is anyliability assumed for damages resulting from theuse of the information contained herein

Anne Jones

Compositor

Bumpy Design

Trademarks

All terms mentioned in this book that are known to

be trademarks or service marks have been

appropriately capitalized Que Publishing cannotattest to the accuracy of this information Use of aterm in this book should not be regarded as

affecting the validity of any trademark or servicemark

PMBOK is a registered trademark of the ProjectManagement Institute, Inc

Warning and Disclaimer

Every effort has been made to make this book ascomplete and as accurate as possible, but nowarranty or fitness is implied The informationprovided is on an “as is” basis The author and thepublisher shall have neither liability nor

responsibility to any person or entity with respect

to any loss or damages arising from the informationcontained in this.

Contents at a Glance

Introduction

Part I Project Management Jumpstart

1 Project Management Overview

2 The Project Manager

3 Essential Elements for Any SuccessfulProject

Part II Project Planning

4 Defining a Project

5 Planning a Project

6 Developing the Work Breakdown Structure

7 Estimating the Work

8 Developing the Project Schedule

9 Determining the Project Budget

Part III Project Control

10 Controlling a Project

11 Managing Project Changes

12 Managing Project Deliverables

13 Managing Project Issues

14 Managing Project Risks

15 Managing Project Quality

Part IV Project Execution

Part V Accelerating the Learning

Curve Even More

23 Making Better Use of Microsoft Project

24 When Reality Happens

25 Intriguing Project Management Conceptsand Topics

Index

Table of Contents

Introduction

About This Book

Who Should Read This Book?

How This Book Is Organized

Conventions Used in This Book

I Project Management Jumpstart

1 Project Management Overview

What Is Project Management Exactly?What Is a Project Exactly?

Additional Resources

2 The Project Manager

One Title, Many Roles

Key Skills of Project Managers

Qualities of Successful Project Managers

15 Common Mistakes of Project Managers

3 Essential Elements for Any Successful Project

What Exactly Is a “Successful” Project?Learning from Troubled Projects

Learning from Successful Projects

Essential Project Manager Toolkit

II Project Planning

4 Defining a Project

Setting the Stage for Success

How Does Defining a Project Relate toProject Planning?

Project Definition Document

Key Project Planning Principles

Important Questions Project PlanningShould Answer

Building a Project Plan

Summary of Supplemental Project PlanComponents

Project Plan Checklist

6 Developing the Work Breakdown Structure

Why Is the WBS Important?

The Process of Building a WBS

Getting Started

Guidelines for Effective WBS

Knowing When to Stop

7 Estimating the Work

Next Step in the Schedule DevelopmentProcess

Managing the Risk, Managing the EstimatesReasons for Estimating Woes

Powerful Estimating Techniques andMethods

Best Practices

8 Developing the Project Schedule

The Impact of the Project ScheduleThe Goal of the Schedule DevelopmentProcess

Key Inputs for Building a ScheduleCreating a Schedule

Determining Task Relationships(Sequencing the Work)

Building the Preliminary SchedulePerform “Reality” Check

Shorten the Schedule

Walk Through the Schedule

Presenting the Schedule

9 Determining the Project Budget

The Impact of the Project BudgetPrinciples of an Effective BudgetCreating a Project Budget

Sources of Project Costs

Develop Initial Budget

Finalize Budget

Common Budget Challenges

III Project Control

10 Controlling a Project

What Is Project Control?

PDA: The Principles of Project ControlComponents of Project Control

Management Fundamentals for ProjectControl

Powerful Techniques for Project ControlPerformance Reporting

What Exactly Is a Project Change andWhat’s the Big Deal, Anyway?

Project Change Types—More ThanScope

Relation to Configuration Managementand Organizational Change ManagementFundamentals for Managing Project ChangeWhat Causes Unplanned Scope Changes?Essential Elements of a Project ChangeControl System

12 Managing Project Deliverables

“Managing Project Deliverables” MeansWhat Exactly?

Why Do This? It’s Too Much Work

Identify, Protect, and Track: The Principles

of Managing Work Products

Best Practices

Configuration Management Plan

Common Challenges and Pitfalls

13 Managing Project Issues

The Goals, Objectives, and Principles ofProject Issue Management

Key Features of Issue Management SystemsOptions for Issue Log

Best Practices

Some Special Situations

14 Managing Project Risks

Key Risk Management Principles

The Essential Process for Managing

Project Risks

Risk Response Options

Key Risk Management Tools

The Common Sources of Project RiskTypical Problems

Powerful Risk Control Strategies

Are You Sure It’s a Risk?

15 Managing Project Quality

What Is “Project Quality”?

Unique Aspects of Managing ProjectQuality

Principles of Managing Project QualityPowerful Tools and Techniques for ProjectQuality

Powerful Quality Strategies

Typical Quality-Related Challenges

IV Project Execution

16 Leading a Project

More Than Managing

Where Is Leadership Needed on a Project?Twelve Keys to Better Project Leadership

Power of Servant Leadership Approach

17 Managing Project Communications

What Are Project Communications?

The Importance of Project CommunicationsWhy Communicating Can Be Tough

Seven Powerful Principles

Best Practices of Effective Project

Balancing Reality and PerceptionNot Just Scope Management

Seven Master Principles of ExpectationManagement

Essential Elements of Managing

Expectations

Project Planning and Control Elements

—A Quick Review

Leveraging Kickoff Meetings

Requirements Management—TheDifference Maker

19 Keys to Better Project Team

Proven Techniques for Leading Functional Projects

Proven Techniques for Leading Cultural Projects

Cross-Proven Techniques for Leading VirtualProjects

21 Managing Vendors

First, Let’s Clarify a Few Terms

Ten Proven Principles of Vendor

Management

Twelve Tips for Buyers

Seven Tips for Sellers

Twelve Key Project Management Skills forBetter Vendor Management

Stuff You Need to Know About ContractsConditions for a Legal Contract

Key Contract Elements

Primary Contract Types

The Impact of Each Contract Type

22 Ending a Project

Three Key Principles

Project End Checklist—13 Important StepsCommon Project Closing ChallengesMethods for Ending a Contract or a ProjectTerminating a Contract

Terminating a Project

V Accelerating the Learning Curve Even More

23 Making Better Use of Microsoft Project

Understand This and It All BecomesEasier

Need-to-Know Features

New Project Best Practices

Keys to Making Resource Leveling WorkPowerful Reporting Secrets

More Insights to a Better Project ScheduleProject 2010—Get Fired Up!

24 When Reality Happens

What If I’m in a Project Management “Lite”Culture?

What If I Can’t Develop a Detailed

Schedule?

What If I Must Manage to a Hard MilestoneDate?

What If I Have Difficult Resources?

What Can I Do About Turnover?

Tips for Managing a Selection ProcessTips for Managing a Testing Process

25 Intriguing Project Management Concepts and Topics

Agile Approaches

Project Management Offices

Traits of Successful PMOs

Portfolio Project Management

Governance Processes

Critical Chain Project Management

Web-Based Project Management andCollaboration Tools

Requirements Management ToolsMind Mapping Tools

Value of Certifications

Project Management Training

Index

About the Author

Gregory M Horine is a certified (PMP, CCP)

business technology and IT project managementprofessional with more than 23 years of successfulresults across multiple industries using servantleadership principles Primary areas of expertiseand strength include the following:

• Project management and leadership

• Complete project lifecycle experience

• Regulatory and process compliance

• Package implementation and integration

• Quality and risk management

• Enterprise solution development

• Effective use of project management tools

• Microsoft Project

• Project and portfolio management tools

• Complex application development

• Data analysis and transformation

• Business process analysis and improvement

• Vendor and procurement management

• Mind mapping tools

In addition, Mr Horine holds a master’s degree incomputer science from Ball State University and abachelor’s degree in both marketing and computerscience from Anderson College (Anderson,Indiana)

Through his “servant leadership” approach, Mr.Horine has established a track record of

empowering his teammates, improving projectcommunications, overcoming technical and

political obstacles, and successfully completingprojects that meet the targeted objectives

Mr Horine is grateful for the guidance and theopportunities that he has received from manymentors throughout his career Their patience andinfluence has helped form a rewarding careermarked by continuous learning and improvement.When not engaged in professional endeavors, Mr.Horine hones his project management skills athome with his lovely wife, Mayme, and his five

incredible children: Michael, Victoria, Alex, Luke,and Elayna.

This book is also dedicated to the parents, families, practitioners, and researchers who are diligently fighting to rescue children from autism spectrum and bipolar disorders This book is dedicated to my key inspirational sources: my incredible wife, Mayme (I still wake up everyday with a smile in my heart knowing I am married to her), and my

“fabulous five” children: Michael, Victoria, Alex, Luke, and Elayna (each one is a hero to me).

I am grateful for the patience, support, and

teamwork demonstrated by the following

individuals: my editor, Loretta Yates; the QuePublishing team, my family; and my parents, Carlaand Bud

In addition, I want to acknowledge the talents andprofessionalism of Mr Craig Thurmond for hisgraphical design contributions to this book

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As organizations continue to move toward

“project-based” management to get more done withfewer resources—and as the demand for effectiveproject managers continues to grow—more andmore individuals find themselves with the

opportunity to manage projects for the first time

In an ideal world, every new project managercandidate would complete certified project

management training programs and serve as anapprentice before starting his first project manageropportunity, but this is the real world In manycases, a quicker, more accessible, and more

economical alternative is needed to guide thesecandidates in managing projects successfully thefirst time

The Absolute Beginner’s Guide to Project

Management, Third Edition, is intended to

provide this alternative in a helpful, fun, andpractical style

About This Book

The objectives of this book include the following:

• To be a pragmatic guide that prepares a newproject manager for the “real world.”

• To be an easy-to-use tutorial and referencefor any person managing her first project(s)

• To teach the key concepts and fundamentalsbehind project management techniques Whenyou understand these, you can apply themeffectively independent of toolset,

• To review the skills and qualities of

effective project managers

• To emphasize the importance of project

“leadership” versus just project

“management.”

Consistent with the Absolute Beginner’s Guide

series, this book uses a teaching style to review theessential techniques and skills needed to

successfully manage a project By teaching style, Iintend the following:

• A mentoring, coaching style that is fun, easy

to read, and practical

• Assumes that the reader does not haveprevious hands-on experience with projectmanagement

• Teaches the material as if an instructor werephysically present

• Presents the material in task-oriented,

logically ordered, self-contained lessons(chapters) that can be read and

comprehended in a short period of time (15

to 30 minutes)

• Emphasizes understanding the principlebehind the technique or practice

• Teaches the material independent of specifictools and methodologies.

• Teaches the material with the assumptionthat the reader does not have access toorganizational templates or methodologies

• Provides a summary map of the main ideascovered at the end of each chapter Researchhas shown that this type of “mind-map”approach can drive better memory

recollection when compared to traditionallinear summary approaches

project management is extremely broad, and

we needed to draw the line somewhere, thisbook focuses on the proper management of asingle project As a result, the following

advanced project management subjects arenot covered in this book:

• Program management

• Enterprise portfolio management

• Enterprise resource management

• Advanced project risk management topics

• Advanced project quality management topics

• Advanced project procurement managementtopics

DISCLAIMER

Although there are definitely concepts,

fundamentals, and techniques covered in thisbook that are of enormous assistance to

anyone taking the PMP certification exam,this book is not intended to be an exam

preparation guide

The focus is not on theory, academia, or the

PMBOK® (PMI’s A Guide to the Project Management Body of Knowledge, Fourth

Edition) The focus is on getting the timer ready to manage his first project in thereal-world environment.

first-Although the PMBOK is admirable industrystandard, it is updated every four years tobetter capture the evolving knowledge in thefield and to improve the consistency and

clarity of the standards It is not intended to

be a “how-to” guide for a first-time

practitioner

Who Should Read This Book?

The Absolute Beginner’s Guide to Project

Management, Third Edition is recommended for

any person who fits into one or more of the

following categories:

• Individuals unsatisfied with other

introductory project management books

• Individuals new to project management, suchas

• Technologists

• Knowledge workers

• Students

• Functional managers

• Professionals taking a first project

management assignment, such as

How This Book Is Organized

This book has been divided into five parts:

• Part I, “Project Management Jumpstart,” sets

up the general framework for our projectmanagement discussion and accelerates your

project management learning curve, including

an insightful review of successful projectsand project managers

• Part II, “Project Planning,” reviews theprocesses that establish the foundation foryour project

• Part III, “Project Control,” reviews theprocesses that allow you to effectivelymonitor, track, correct, and protect yourproject’s performance

• Part IV, “Project Execution,” reviews thekey leadership and people-focused skills thatyou need to meet today’s business demands

• Part V, “Accelerating the Learning

Curve Even More,” provides experiencedinsights and tips on making better use ofMicrosoft Project, including the “game-changing” new features of Microsoft Project

2010, and managing specific real-life projectsituations It also covers many hot projectmanagement topics to further accelerate theknowledge base and skill level of the new