The Project Manager's Partner, 2nd Edition

By Michael Greer
(HRD Press version, includes disk with Word files of tools marked *)

Table of Contents

Acknowledgments .................................................................................................................... ix

Introduction .............................................................................................................................. 1
Is This Handbook for You? ................................................................................. 1
Some Important Distinctions .......................................................................... 2
Organizational Structures and How They Influence Projects .................... 4
General Management Skills and the Project Manager............................... 6
How to Use This Handbook................................................................................. 6
Part I. Your Deliverables, Phases, and Project Life Cycle......................... 6
Part II: Your Essential Project Actions ..................................................... 6
Part III: Your Project Management Action Items ..................................... 7
Where to Begin ................................................................................................... 7

Part I: Your Deliverables, Phases, and Project Life Cycle ................................................... 9

Project Deliverables .......................................................................................... 9
Project Phases ................................................................................................... 10
The Project Life Cycle....................................................................................... 11
Phase I: Determine Need and Feasibility............................................................ 13
Phase II: Create Project Plan.............................................................................. 13
Phase III: Create Deliverables Specifications..................................................... 14
Phase IV: Create Deliverables ........................................................................... 14
Phase V: Test & Implement Deliverables .......................................................... 15
Assignment: Your Unique Project Life Cycle .................................................... 15
*Worksheet: My Unique Project Life Cycle ...................................................... 16

Part II: Your Essential Project Actions ................................................................................. 19

Project Management Processes .......................................................................... 19
Initiating ................................................................................................ 20
Planning................................................................................................. 20
Executing............................................................................................... 22
Controlling ............................................................................................ 22
Closing .................................................................................................. 23
Project Phases and the Project Management Processes ...................................... 23
Assignment: Your Essential Project Actions...................................................... 24
Summary of Key Project Manager Actions and Results ..................................... 25
Phases, Processes, and Action Items: Pulling It All Together............................. 29

From Michael Greer’s Project Manager’s Partner  2001, HRD Press & Michael Greer
ISBN: 0-087425-610-0 for info, visit www.michaelgreer.com Page 1 of 3
Part III: Your Project Management Action Items ................................................................ 31
Overview........................................................................................................... 31
Initiating ................................................................................................ 32
Planning................................................................................................. 32
Executing............................................................................................... 32
Controlling ............................................................................................ 32
Closing .................................................................................................. 32
Action Item: Demonstrate Project Need and Feasibility..................................... 34
*Worksheet: Demonstrating Project Need and Feasibility ...................... 35
Action Item: Obtain Project Authorization......................................................... 38
*Worksheet: Is This Project Authorized? ............................................... 39
*Worksheet: The Project Charter ........................................................... 40
Action Item: Obtain Authorization for the Phase ............................................... 42
*Worksheet: Is This Phase Really Authorized........................................ 43
Action Item: Describe Project Scope ................................................................. 46
Example: Work Breakdown Structure (WBS) Chart............................... 47
Example: Phased WBS Chart................................................................. 47
*Checklist: Evaluating Project Scope..................................................... 49
*Worksheet: Project Scope Statement .................................................... 50
Action Item: Define and Sequence Project Activities......................................... 52
Example: Project Network Diagram....................................................... 53
*Guidelines for Defining and Sequencing Project Activities .................. 55
Action Item: Estimate Durations for Activities and Resources Required ............ 57
*Guidelines for Estimating Durations for Activities and Resources Required... 61
*Worksheet: Estimating Durations, Resources, and Effort ..................... 62
Action Item: Develop a Project Schedule........................................................... 64
Examples: Project Schedules.................................................................. 64
*Guidelines for Developing the Project Schedule................................... 68
Action Item: Estimate Costs .............................................................................. 72
Example: A "Bottom Up" Cost Estimate ................................................ 74
*Guidelines for Making a "Bottom Up" Cost Estimate........................... 75
Action Item: Build a Budget and Spending Plan ................................................ 77
*Guidelines for Building a Budget and Spending Plan ........................... 78
Optional Action Item: Create a Formal Quality Plan.......................................... 81
*Guidelines for Creating a Formal Quality Plan ..................................... 83
Optional Action Item: Create a Formal Project Communications Plan ............... 85
*Guidelines for Developing the Project Communications Plan............... 86
*Worksheet: Project Communications Planner....................................... 87
Action Item: Organize and Acquire Staff........................................................... 89
*Guidelines for Developing the Organizational Plan and Strategy for
Acquiring Staff ...................................................................................... 91
*Worksheet: Project Responsibility/Accountability Matrix .................... 94
Optional Action Item: Identify Risks and Plan to Respond ................................ 97
*Guidelines for Identifying Risks and Planning to Respond ................... 99
*Worksheet: Risk Assessment and Response Analyzer ........................ 101

From Michael Greer’s Project Manager’s Partner  2001, HRD Press & Michael Greer
ISBN: 0-087425-610-0 for info, visit www.michaelgreer.com Page 2 of 3
 Optional Action Item: Plan for and Acquire Outside Resources ....................... 103
*Guidelines for Planning to Procure Outside Goods or Services........... 105
*Guidelines for Soliciting Bids for Outside Goods or Services............. 107
*Guidelines for Selecting the Best Contractor for the Job..................... 108
Action Item: Organize the Project Plan............................................................ 111
*Guidelines for Building the Project Plan ............................................ 112
Action Item: Close Out the Project Planning Phase.......................................... 115
*Guidelines for Closing Out the Project Planning Phase ...................... 116
Action Item: Revisit the Project Plan and Replan If Needed ............................ 118
*Guidelines for Revisiting the Plan and Replanning If Needed............. 119
Action Item: Execute Project Activities ........................................................... 122
*Guidelines for Executing a Project Phase ........................................... 123
*Guidelines: Ways to Recognize Project Team Members..................... 125
Action Item: Control Project Activities............................................................ 129
*Guidelines for Controlling a Project Phase ......................................... 130
*Guidelines: Keeping Things Moving -- A "To Do" List and Items to
Help You Execute, Control, and Close Out Your Project..................... 132
*Worksheet: Project Deliverables Status Analyzer ............................... 134
*Worksheet: Variance Analyzer........................................................... 135
*Guidelines: Handling Scope Change .................................................. 136
*Worksheet: Project Scope Change Order............................................ 137
*Worksheet: Project Issue Tracker ....................................................... 138
*Worksheet: The Project Status Report ................................................ 139
Action Item: CloseOut Project Activities ......................................................... 143
Guidelines for Closing Out a Project Phase .......................................... 144
Sample Project "Post Mortem" Review Questions................................ 146
*Worksheet: Sample Project Sign-Off Form ........................................ 149

*Appendix A: Tips for Managing Experts Outside Your Expertise ................................... A-1
Appendix B: Glossary of Project Management Terms.........................................................B-1
Appendix C: Summary of Key Project Manager Actions and Results ............................... C-1
Appendix D: Potential Shortcuts for Low-Risk Projects..................................................... D-1
Appendix E: Guidelines-When to Kill the Project................................................................E-1
Appendix F: Taking Charge of Your Project Management Software .................................F-1
Appendix G: Selected Project Manager Resources ............................................................. G-1
References ............................................................................................................................. R-1
Subject Index ..........................................................................................................................I-1

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Telephone (USA & Canada): (800) 822-2801, extension 110
Outside USA or Canada: (413) 253-3488
Fax: (413) 253-3490
e-mail: dlong@hrdpress.com
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From Michael Greer’s Project Manager’s Partner  2001, HRD Press & Michael Greer
ISBN: 0-087425-610-0 for info, visit www.michaelgreer.com Page 3 of 3