Experienced framework of project management

1. Art of Project Management
Make Things Done On Time
Calvin Chan
Email: calvinbiz0514@gmail.com

2. Agenda
 Why Project Management?
 Manage the culture
 Manage the tasks
 Manage the cost
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3. Why project management?
What’s the key objective?
Is it helpful?
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4. The key objective
Make things done on time,
earn and pass the credit!
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5. Why projects fail?
 Changing scope
 Insufficient planning
 No risk or issues management
 Poor communication
 Lack of commitment and responsibility by
stakeholders
 No accountability at all
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6. How project management help you?
• Optimize the outcome
• Align the right people
• Minimize the timeline
• Control the cost
• Manage the change
• Prevent the risk
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7. Agenda
 Why Project Management?
 Manage the culture
 Manage the tasks
 Manage the cost
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8. Culture management
How to create consensus?
How to create incentive?
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9. How to create consensus?
1. Make clear communication
- Define the key objective
- Define the expectations of outcome
2. Create task force team
- Pick right people from other teams
- Define role, responsibility and
decision point for each stakeholder
- Make each other recognize and
respect each professionalism
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10. How to create incentive?
1. Make everyone love the project
- Make everyone participate
- Keep them informed
- Create win-win situation
2. Assign credits to each team (Accountability)
- Recognize their efforts
- Make boss know their credits
- Create awards
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11. Agenda
 Why Project Management?
 Manage the culture
 Manage the tasks
 Manage the cost
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12. Define the process first
Post
Initiation Detailed Tracking & Status
Project
Plan Plan Review Report
Review
Report
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13. Scheduling, Tracking and Control
 How about learning curve of the teams?
 Weekly team meetings
 Detail planning in 1-2 month
 Define and manage “critical path”
– First critical
– Prioritize
– Who, what, when
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14. Set milestone and break down the job
1. Define scope
2. Define the key stages of process as milestones
3. Break down each milestone into tasks
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15. Set priority
Value to client
Top Profit?
Priority
Edge? Ignore
Technical difficulties
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16. Set your timeline
Remind
 First thing first
 Leave buffer (holidays, annual leaves)
General items
 UI design & approval
 R&D development time
 UAT + Regression Time
 Marketing preparation
 Sales promotion period
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17. Assign and track the tasks
Regular meeting
 Arrange regular meeting to communicate
the tasks and track the status
 Provide recap of meeting each time
Action Items
 List of tasks for each team to do
 To track the status of each task regularly
by email, phone conversation and
meeting
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18. Status Reporting
 3 key items to report to stakeholders
– Things done
– Things to proceed
– Outstanding things to discuss and solve
 Report details
– Team
– Task items
– Who responsible
– Result
– Complete date
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19. Issues management
Raised-Up issues log
 Raised from Who, Which team, Raised-up
date
 Category of issues, issue items and
description
 Status of the issues: Open, Work-In-
Progress, Done or Closed
 Close date of the issues and how it is done
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20. Risk management
 Identify which factor will cause the project
to go off track.
 Set expectation and communicate with
each team early.
 Develop risk / contingency plan early.
 Monitor the status and the risk plan
regularly.
 Early response is the key!
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21. Manage Expectations
 Communication Plan
 Make major policy decisions up front
 Don’t make promises to users up front
 Monthly status report and review
 Monthly / bi-monthly presentations
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22. Agenda
 Why Project Management?
 Manage the culture
 Manage the tasks
 Manage the cost
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23. Types of cost
• Development cost
• Research cost
• R&D development cost / Vendor cost
• Additional system / software cost
• Regular overhead cost
• Monthly overhead cost in technical / operations
• Monthly G&A (general and administrative overhead
cost)
• Monthly support fee in system or licensing
• Sales / Partner Commission
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24. Cost Benefit Analysis
Monthly Total revenue
= Total accumulate client x price
Monthly Total cost
= Initial development cost + monthly running
cost + G&A + Commission
Profit
= Cum revenue – Cum cost
When profit > 0 => Break even
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25. Golden thumb of rules
• Make yourself love your projects no matter it is
your final idea or not.
• Believe your project work till the end.
• Don’t bad month what you are in charge.
• Keep each party communicated regularly.
• Well understand every task you assigned to each
team.
• Don’t provide any tasks you don’t know how to
handle.
• Your “how to” need not be the best but at least
make profit.
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26. Golden thumb of rules
• Keep record to any issues raised up and be
responsive to the top priority one.
• Keep responsive to sensitive problems early.
• Don’t push if other teams resource have
already been in baseline. Step back and think
work around.
• Keep detail thinking on every possible area.
• Keep everyone know your timeline.
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27. Calvin Chan
Email: calvinbiz0514@gmail.com
Masters in
Information System Management
Quantitative Analysis for Business
Media, Information & Technology Industry
with expertise in
Product Management
Project Management
Online Products Development
User Research
Business Quantitative Analysis
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