Project Management Self Study
Overview:
Projects are typically the vehicle that start and grow businesses. While processes maintain the daily
functions, projects are a constant part of innovation, growth and business functions. Understanding
how manage projects is a must for any business person.
Therefore, we support you to support your business clients by giving you a simple, creative, and
effective Project Management process.
Objective:
Each student will be able to facilitate a client through an effective and easy process of managing
projects.
Each student will prepare themselves to coach a client through project management of simple projects
by viewing a set of related videos and taking themselves through the entire process.
Video modules to view:
1. Project Management Or Process Flow: Introduction, Before You Start
2. Process Flow Clip One, Manage it
3. Project Management Clip One, Scope It
4. Project Management Clip Two, The Pictures Inside Their Heads
5. Project Management Clip Three, Crafting Your Project Vision Statement
6. Project Management Clip Four, Go - No Go Meeting
7. 1 Project Management - Do It
8. 2 Project Management - Tracking Progress
9. 3 Project Management - Staying On Track
10. 4 Project Management - Review It
Self-Study Requirements
1. View the 10 self-study module videos. □check box when completed
2. Take notes as needed below while watching the video. □check box when completed
3. Pick a simple project in your own life and use it to take through this self-applied exercise. Follow
each step on the handout and document your project by using the handout checklist and
relevant pages from the project plan. □check box when completed
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Project Management Self Study
4. Report to your mentor that you have completed each step. □check box when completed
5. Your mentor will pass you off accordingly as receiving credit for your efforts.
6. Notify the program administrator of your completion so it can be recorded on your transcript.
STAGE
SCOPE
IT
PLAN IT
STEP
STEP DESCRIPTION
1
☐ Identified & interviewed key stakeholders (those who determine success)
2
☐ Wrote a clear Project Vision Statement (project description and desired results)
3
☐ Determined viability or strategic relevance of the project
4
☐ Reviewed with Key Stakeholders to approve planning and launching
5
☐ Prioritized performance factors (triple constraint)
6
☐ Broke project into hunks, chunks and bites
7
☐ Identified major risks and created mitigation plan
☐ Entered pieces/tasks, resources, and dates (WBS) into some format for sharing and
DO IT
8
tracking
9
☐ Proactively planned communications: hold(held) regular project review meetings
☐ Reviewed completed project and accomplishment of desired results with Key
REVIEW
IT
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10
Stakeholders
11
☐ Project completed, closed out and historical records archived
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Project Management Self Study
<LOGO HERE>
<Company Name>
FOR
<Project Name>
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Version <#>
<date>
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Project Title:
Date:
State Date:
Target Finish Date
VISION STATEMENT
1. Clarify the description of this project (what, where, and by when). (In the “what”, include a
description of the problem to be solved.)
2. Identify the desired results (outcomes, accomplishment, and deliverables) for this project,
and list them in order of highest priority to lowest. (Review your stakeholders’ desired results to
help clarify deliverables.)
Desired Results
Priority
3. Compare the project vision statement with the SMART criteria.
Specific
Measurable
Achievable
Relevant
Time-Dimensioned
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ORGANIZATIONAL STRATEGIC INITIATIVES
How does this project support the strategic initiatives of your organization?
APPROVALS
5. Preliminary Approval (Executive Sponsor, Key Stakeholders) to Proceed to the Plan Stage.
This needs to be completed for every project.
Signature:
Date:
Signature:
Date:
Signature:
Date:
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PROJECT PERFORMANCE SPECIFICATIONS FORM
Prioritize performance specifications (quality/scope, time, and cost) for this project.
1.
2.
3.
Notes:
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PROJECT RISK PLAN
Please use the following table to enter in your hotspots. Quantify each item by looking
at both Impact and Probability together.
Remember from the training that values from hotspots are as follows:
1- Low Impact
2- Sacrifices Lowest Priority Performance Factor
3- Sacrifices Medium Priority Performance Factor
4- Sacrifices Highest Priority Performance Factor
5- Causes Project Failure
Identify the probability of each item occurring using a scale from 1 to 5 with1 being low
and 5 being high then multiply the two together to end up with a final value.
Fill in your response (action plan) to manage the risk item and the person responsible
for managing each item.
#
STATUS
RISK
IMPACT
PROBABILITY
QUANTIFY
RESPONSE
NAME
Open,
Closed
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Identify &
describe
the Risk
WHO IS
RESPONSIBLE?
Assign an
Impact
Value:
Assign a
Probability
Value:
H (5)
H (5)
M (3)
M (3)
L (1)
L (1)
Impact x
Probability
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Determine Action To
Take: (Mitigate; Avoid;
Transfer; Accept) and
describe the risk
response.
Assign Specific
Resource
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Project Management Self Study
WORK BREAKDOWN STRUCTURE (WBS)
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RESOURCE MANAGEMENT PLAN / PROJECT TEAM
The Resource Management Plan has two parts: 1.) Specific identification of the people
that will fulfill the roles on the project and 2.) A completed Responsibility Assignment
Matrix (RAM).
Roles
Responsibilities
Executive Sponsor
Key Stakeholder
Key Stakeholder
Project Manager
Phase Leader
Team Member
Team Member
Team Member
Notes:
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COMMUNICATION MANAGEMENT PLAN
The Communication Management Plan identifies who must receive what information, at
what intervals, what level of information is required, who will provide it, and what
medium will be used. Remember this is the plan, that is, the expectations about how
communications will be handled and managed for the project.
COMMUNICATION MANAGEMENT PLAN
TYPE
OF
COMMUNICATI
ON
Will this
communication
be a kickoff
meeting, status
report, meeting
minutes,
progress report,
executive
review, or
something
else?
MEDIUM
SENDER
START
DATE
TIMING
AUDIENCE
MESSAGE
OR
OR
OR
FREQUENCY
PARTICIPANTS
OBJECTIVE
STORAGE
LOCATION
Will you
use email,
voicemail,
Where will
meeting,
How often will
Assumes a
What is the
stakeholders
report,
Who will be
this
recurring
Who must be
expected
find this
project
responsible for
communicati
communicati
included in this outcome of communicati
plan, web initiating this
on occur
on
communicatio
this
on record or
page, a communicatio
(every other
throughout
n?
communicatio document
combinati
n?
week, daily,
the project.
n?
(e.g. Meeting
on of these
monthly)?
minutes)?
or
something
else?
Weekly Status
Report
Financial
Reports (Budget
Plan vs. Actual)
Monthly Project
Review
Meetings
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Executive
Reviews
BUDGET
The Budget is derived from the WBS and may be included in MSP. The Budget should
be linked to the budget process.
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APPENDIX A: ISSUES / SOLUTIONS LOG
ISSUES / SOLUTION LOG
ID#
DUE
ISSUE
RESPONSIBILITY
DATE
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DATE
DATE
OPENED
CLOSED
SOLUTION
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APPENDIX B: CHANGE REQUEST FORM
PROJECT CHANGE REQUEST
Complete this tool if the change meets one or more of the following criteria:
o
o
o
The change is estimated to cost more than_______________(fill in).
The change moves the schedule by more than____________%(fill in).
The change alters the original project vision statement.
1. Describe the proposed project change.
2. List the reasons for the proposed change.
3. Identify how the change will affect the following project elements:
o
Project Schedule
o
Cost
o
Resources
4. Does the change affect the original project vision statement? If yes, how?
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5. Describe the effect on the project if this change is not made.
Accountability – Person Making the Change Request
Name:
Date:
Stakeholder Approval
Name
Date:
Signature
Name
Date:
Signature
Name
Date:
Signature
Name
Date:
Signature
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APPENDIX C: CHANGE MANAGEMENT LOG
CHANGE MANAGEMENT LOG
ID#
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OWNER OF
CHANGE
DATE
INITIATED
DESCRIPTION
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MAJOR
OR
MINOR
DECISION
COMM.
PROCESS
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APPENDIX D: STATUS REPORT FORM
STATUS REPORT FORM
Name:
From Date:
To Date:
Assigned Tasks During This Period
Percent Complete
(0%, 25%, 50%,
75%, 100%)
1.
2.
3.
4.
5.
6.
7.
8.
Accomplishment Highlights
1.
2.
3.
4.
Outstanding Challenges / Issues
Proposed Solution
1.
2.
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3.
4.
Additional Comments
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APPENDIX E: PROJECT REVIEW MEETING STANDARD AGENDA
PROJECT REVIEW MEETING
STANDARD AGENDA
1. Review minutes from last project review meeting
2. Review Project Plan


Completed Tasks
Uncompleted Tasks
3. Share Accomplishments
4. Review Deliverables
5. Monitor Project Performance
 Schedule
 Cost
 Scope
 Quality
6. Review and Address Change Requests
7. Identify Issues
8. Define Solutions to Issues
9. Develop Action Plan
APPENDIX F: PROJECT EVALUATION
PROJECT EVALUTION
Project Title:
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Project Manager:
Project Start Date:
Finish Date:
On a scale of 1 to 5, rate the following areas to describe your project.
1 Very poor
4 Good
2 Poor
5 Very good
3 Average
1.1
SCOPE IT
Rating
1. The end result met original desired results.
Enter a number value from 1 to 5.
2. The original plan was achievable (realistic).
3. I (we) accomplished what was actually
achievable.
4. How do others view the project?

Customers

Team Members

Management

Self

Other
5. Stakeholders were accurately identified.
6. Stakeholders’ desired results were
understood.
Total:
1.2
PLAN IT
Rating
1. The project met budget specifications.
Enter a number value from 1 to 5.
2. The project met timeline specifications.
3. The project met technical specifications.
4. Hotspots were clearly identified.
5. Hotspots were successfully managed.
6. Adequate resources were identified and
used.
Total:
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1.3
DO IT
Rating
1. I (we) implemented the plan successfully.
Enter a number value from 1 to 5.
2. I (we) revised the plan sufficiently and
expediently.
3. Necessary resources were available.
4. Review meetings were timely.
5. Review meetings were managed effectively.
6. Project documentation was adequate.
Total:
1.4
REVIEW IT
Rating
1. The project ended in a timely manner.
Enter a number value from 1 to 5.
2. Project documentation was complete.
3. We received evaluations from all team
members.
4. The project documentation can help us
identify and close the gap between time
estimates and real time.
5. The project documentation can help us
identify and close the gap between
estimated costs and actual costs.
6. We have the identified areas of improvements
and ways to improve those areas for the next
project.
Total:
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APPENDIX G: BEST PRACTICES / LESSONS LEARNED
BEST PRACTICES / LESSONS LEARNED TEMPLATE
Best Practices: “What do you believe were best practices and/or what worked
well on this project that you would like to share with others?”
Topic
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Description
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Lessons Learned: “What lessons learned would you like to share with others?
Topic
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Description
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