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Project management is the application of knowledge, skills,
tools and techniques to a broad range of tasks in order to meet the
requirements of the particular project. A project is a temporary endeavor
undertaken to achieve a particular aim.
Project management knowledge and practices are best described
in terms of their component processes (Phases):
Phase 1: Project Initiation
Phase 2: Project Definition &
Planning
Phase 3: Project Design,
Development & Testing
Phase 4: Project Implementation
Phase 5: Project Control &
Maintain
Phase 6: Project Evaluation &
Close
Since every project
is different, it is not recommended that you answer every question or
complete every template. Use only the ones that best fit your project
needs.
Project Manager Toolkit Menu
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Phase 1: Project Initiation p1Step1
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Problem (Opportunity)
Statement: A correctly stated
problem/opportunity maybe the most important step.
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Voice of the Customer “CTQ”
Requirements
Used to describe customer needs or requirements.
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Project Requirements PM Questions
Document the project outcomes or deliverables
wanted by clients or users.
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Balanced Scorecard – Dashboard
Align proposed project outcomes with strategic
objectives.
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Feasibility PM Questions
Get a sense of project feasibility.
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Cost/Benefit Summary
& Go No/Go
Develop estimated project costs/benefits to help
decide if the project is justified.
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Project Charter
Ensure understanding of the compelling reasons
to embark on the proposed project.
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Assemble a High Performance
Project Team
Get the right mix of people with complimentary
skills to enhance team effectiveness.
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Phase 2: Project Definition &
Planning p2p1Step1
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Goal Statement Development: Without a clear goal, people can easily head down the wrong
thinking pathway and develop ineffective solutions.
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Data Gathering
To define the situation decide what information is most relevant and
essential to collect.
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Project Roadmap (Milestone Chart)
High level goals and objectives are used to
guide and monitor project work
efforts
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Five Hows
The Five How’s technique is used to help
identify the tasks (steps) necessary to implement a solution.
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Obstacle
(Gap) Analysis
Get from the current state/situation to the
desired state/situation by removing obstacles.
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Gantt
Chart
Graphically display project tasks as a way to
measure project progress.
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Assign Responsibilities
This template is a planning tool to help
organize tasks and responsibilities.
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Status Reporting
Communicate on-going project status to all
stakeholders
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Phase 3: Project Design, Development & Test p3p1Step1
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Change
Management PM Questions
Help identify and develop a Change Management
Process
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Change
Request Template:
Template to help determine what changes to make
or reject.
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Design Deliverables PM Questions: Design the
end deliverables. This minimizes re-work because Users/Clients make
changes upfront.
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Test Deliverables PM Questions
Test the design to uncover any fatal flaws that
would prevent successful implementation.
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Failure Mode and Effect Analysis
(FMEA):
Eliminate failures before they occur, or to
reduce the rate of occurrence.
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Go/No-Go
Decision
Continuously
ask: “Why are we doing this?” and “Should we continue, stop or postpone
the project?”
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Phase 4: Project Implementation
p4p1Step1
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Implementation Planning &
Monitoring PM Questions: While solutions require escaping
organizational structure, implementation requires engaging it.
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Gantt Chart: Graphically displays lower level
project tasks as the benchmarks to measure a project's progress.
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CPM/PERT: Most appropriately
used when the project has many interactive tasks.
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Project Work Plan: Documents
the activities, sequence, schedule and responsibilities necessary to
complete a project.
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Task and Resource Template: Project
success depends on the attention and management of detailed tasks.
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Contingency & Corrective Action Plan: Prepare for
potential implementation problems rather than simply waiting and reacting
to them.
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Conversion & Launch Plan: Sometime
called a cutover plan, it details the activities associated with
converting to the new solution
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Phase 5: Project On-going Control &
Maintenance p5p1Step1
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Feedback PM Questions
Identify feedback mechanisms to make ongoing corrections or
promote continuous improvement.
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Backup & Recovery PM Questions
Even though an area has never been damaged,
there is no guarantee that it will not happen tomorrow.
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Run Control: Identify
variation in the form of trends, shifts or other non-random patterns.
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Histogram: Illustrate
how frequently something occurs.
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Scatter Diagram: Determine
causal relationships between two variables.
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Phase 6: Project Evaluation &
Close p6p1Step1
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Review & Lesson Learned PM
Questions
Identify
what project management changes should be implemented for future
projects.
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Project Summary Template
Final Project Report
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Celebrate & Detach PM
Questions
Reward workers and celebrate successful work
efforts and project completion.
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