Project & Change Management
Inhoudsopgave
1. Foundations of Project Management ...................................................................................................... 4
1.1. Embarking on a career in project management ................................................................................... 4
1.2. Becoming an effective project manager .............................................................................................. 4
1.3. The project management life cycle and methodologies....................................................................... 6
1.3.1. The project life cycle ........................................................................................................................ 6
1.3.2. Project management methodology ................................................................................................. 7
1.4. Organizational structure and culture ................................................................................................... 8
1.4.1. Matrix structure .............................................................................................................................. 9
1.4.2. Navigating culture ......................................................................................................................... 10
1.4.3. Change management .................................................................................................................... 10
2. Project Initiation ................................................................................................................................... 11
2.1. Fundamentals of project initiation ..................................................................................................... 11
2.2. Defining project goals, scope, and success criteria ............................................................................ 12
2.2.1. Project goals .................................................................................................................................. 12
2.2.2. Project deliverable......................................................................................................................... 12
2.2.3. SMART ........................................................................................................................................... 13
2.2.4. OKR ................................................................................................................................................ 14
2.2.5. Scope ............................................................................................................................................. 15
2.2.6. In-scope ......................................................................................................................................... 15
2.2.7. Out-of-scope .................................................................................................................................. 15
2.2.8. Scope creep ................................................................................................................................... 16
2.2.9. Launch ........................................................................................................................................... 17
2.2.10. Landing ..................................................................................................................................... 17
2.2.11. Success criteria ......................................................................................................................... 17
2.2.12. Determining project success .................................................................................................... 17
2.3. Working effectively with stakeholders................................................................................................ 18
2.3.1. When choosing a team consider: ...................................................................................................... 18
2.2.2. Project sponsor ............................................................................................................................. 18
2.2.3. team members .............................................................................................................................. 19
2.2.4. customers ...................................................................................................................................... 19
2.2.5. Users .............................................................................................................................................. 19
2.2.6. Project manager ............................................................................................................................ 19
2.2.7. Stakeholder ................................................................................................................................... 19
2.2.8. Stakeholder buy-in ........................................................................................................................ 21
2.3. Utilizing resources and tools for project success ................................................................................ 22
2.4.1. budget ................................................................................................................................................ 22
2.4.2. tools ................................................................................................................................................... 22
2.4.3. project proposal ................................................................................................................................. 22
2.4.4. project charter ................................................................................................................................... 22
3. Project planning .................................................................................................................................... 24
3.1. Beginning the planning phase ................................................................................................................... 24
3.1.1. Project kick-off meeting ..................................................................................................................... 24
1
, 3.1.2. Milestones ......................................................................................................................................... 25
3.1.3. Work Breakdown Structure (WBS) ..................................................................................................... 26
3.2. Building a project plan ....................................................................................................................... 28
3.2.1. Capacity ............................................................................................................................................. 29
3.2.2. Soft skills ........................................................................................................................................ 31
3.2.3. Gantt charts ................................................................................................................................... 32
3.3. Managing budgeting and procurement ............................................................................................. 32
3.3.1. Project budget ................................................................................................................................... 32
3.3.2. Fixed contracts .............................................................................................................................. 34
3.3.3. Procurement.................................................................................................................................. 34
3.3.4. Agile procurement management .................................................................................................. 35
3.3.5. Traditional procurement management ......................................................................................... 35
3.3.6. Non-disclosure Agreement (NDA) ................................................................................................. 35
3.3.7. Potential unethical risks ................................................................................................................ 35
3.4. Managing risks effectively .................................................................................................................. 35
3.4.1. Risk..................................................................................................................................................... 35
3.5. Communicating an effective communication plan ............................................................................. 39
3.5.1. Communication plan.......................................................................................................................... 40
3.5.2. Modes of information processing ................................................................................................. 40
3.5.3. Knowledge management ............................................................................................................... 41
3.5.4. Course learnings ............................................................................................................................ 41
4. Project Execution .................................................................................................................................. 43
4.1. Introduction to project execution ....................................................................................................... 43
4.1.1. Tracking and deviation................................................................................................................... 43
4.1.2. Change ........................................................................................................................................... 45
4.1.3. Dependencies ................................................................................................................................ 45
4.1.4. Escalations ..................................................................................................................................... 46
4.1.5. Timeout ......................................................................................................................................... 47
4.2. Quality management & continuous improvement ............................................................................. 47
4.2.1. Quality ............................................................................................................................................... 47
4.2.2. Exhibit empathy for your client ..................................................................................................... 48
4.2.3. Improvement ................................................................................................................................. 48
4.2.4. Retrospective ................................................................................................................................. 49
4.3. Data-informed decision-making ......................................................................................................... 49
4.3.1. Data ................................................................................................................................................... 49
4.3.2. Infographics ................................................................................................................................... 50
4.4. Leadership and influencing skills ........................................................................................................ 51
4.4.1. Great project managers ..................................................................................................................... 51
4.4.2. Team .............................................................................................................................................. 51
4.4.3. Bruce Tuckman’s stages of team development: ............................................................................ 53
4.4.4. Team dynamics .............................................................................................................................. 54
4.4.5. Influencing ..................................................................................................................................... 54
4.4.6. Two buckets of power sources ...................................................................................................... 55
4.5. Effective project communication ........................................................................................................ 55
4.5.1. Email best practices ........................................................................................................................... 56
4.5.2. Effective meetings .............................................................................................................................. 56
4.5.3. Types of meetings.......................................................................................................................... 56
4.6. Closing a project ................................................................................................................................. 57
4.6.1. project closing.................................................................................................................................... 57
4.6.2. Steps to conducting a closing project after each phase or milestone: .............................................. 57
4.6.3. reporting........................................................................................................................................ 58
2
,5. Agile Project management .................................................................................................................... 59
5.1. Fundamentals of agile ........................................................................................................................ 59
5.1.1. Agile ............................................................................................................................................... 59
5.1.2. Agile project management ............................................................................................................ 60
5.1.3. Reasons for Scrum’s popularity ..................................................................................................... 62
5.1.4. Reasons to bled waterfall and agile styles ..................................................................................... 63
5.2. Scrum 101 .......................................................................................................................................... 63
5.2.1. Scrum Guide .................................................................................................................................. 63
5.2.2. Scrum theory ................................................................................................................................. 63
5.2.3. Five values of Scrum ...................................................................................................................... 65
Mind the enumeration, coming back to 5.2.3 ............................................................................................. 65
5.2.4. Mission and vision ......................................................................................................................... 66
5.2.5. Scrum team roles........................................................................................................................... 67
5.2.6. Sprint ............................................................................................................................................. 71
5.2.7. Daily scrum .................................................................................................................................... 71
5.3. Implementing Scrum .......................................................................................................................... 72
5.3.1. 5 Scrum events .............................................................................................................................. 72
5.3.2. Prodcut backlog ............................................................................................................................. 72
5.3.3. User stories.................................................................................................................................... 73
5.3.4. Backlog refinement ....................................................................................................................... 73
5.3.5. Relative estimation ........................................................................................................................ 74
5.3.6. The Scrum Guide ........................................................................................................................... 74
5.3.7. Timeboxes ..................................................................................................................................... 74
5.3.8. Sprint planning .............................................................................................................................. 74
5.3.9. Definition of done ......................................................................................................................... 75
5.4. Daily scrum ......................................................................................................................................... 75
5.5. Sprint review ...................................................................................................................................... 76
5.6. Sprint retrospective ............................................................................................................................ 76
5.7. Burndown chart.................................................................................................................................. 77
5.8. Velocity ............................................................................................................................................... 77
6. Change management ............................................................................................................................ 78
6.1. 5 Tenets of change management ....................................................................................................... 79
6.2. Unified Value Proposition (UVP) ......................................................................................................... 80
6.2.1. An organizational move to a future state ...................................................................................... 81
6.2.2. Why is change important?............................................................................................................. 82
6.2.3. The 3 human factors that determine ROI ...................................................................................... 83
6.2.4. Improves the likelihood of change outcomes ............................................................................... 83
6.2.5. Avoidable costs and mitigable risks ............................................................................................... 84
6.3. Roles in change management ............................................................................................................ 84
6.4. The Prosci Methodology ..................................................................................................................... 85
6.4.1. Prosci Change Triangle (PCT) model .............................................................................................. 86
6.4.2. ADKAR ........................................................................................................................................... 87
6.4.3. Phase 1 – Prepare Approach ......................................................................................................... 90
6.4.4. Phase 2 – manage change ............................................................................................................. 97
6.4.5. Phase 3 – Sustain outcomes ........................................................................................................ 101
6.5. Prosci 3 - Phase Process .................................................................................................................. 105
6.6. Document lessons learned to conclude review performance ........................................................... 106
3
, 1. Foundations of Project Management
1.1. Embarking on a career in project management
Project
= a unique endeavor (inspanning/streven), and usually includes a set of unique deliverables
It is all about a temporary pursuit : because it has a defined beginning and end
Project management
= The application of knowledge, skills, tools, and techniques to meet the project
requirements and achieve the desired outcome
Valuable to businesses because it helps ensure that a project delivers the expected
outcomes
Components of Project management
- Planning and organizing
- Managing tasks
- Budgeting
- Controlling costs and other factors
According to a recent survey by the project management institute:
- 48% of projects miss delivery dates
- 43% of projects miss budget targets
- 31% of projects fail to meet an organization’s goals
By the year 2027, employers will need 87.7 million people filling project management
aligned roles
1.2. Becoming an effective project manager
Project manager
=shepherd projects from start to finish and serve as guides for their team, using their
impeccable organizational and interpersonal skills every step of the way.
→ a project manager adds value to their team(s) and organizations through effective
prioritization of tasks required to complete a project.
→ they use delegation to add value to their teams and organizations by matching taksks to
individuals who can best complete the work
Stakeholders
= people who are interested in ad affected by the project’s completion and success.
→ The project managers deliver value through effective communication, both t-with their
team and with key stakeholders.
Responsibilities of a project manager/ of project management itself
- Planning and organizing
→Make use of productivity tools and create processes
4
Inhoudsopgave
1. Foundations of Project Management ...................................................................................................... 4
1.1. Embarking on a career in project management ................................................................................... 4
1.2. Becoming an effective project manager .............................................................................................. 4
1.3. The project management life cycle and methodologies....................................................................... 6
1.3.1. The project life cycle ........................................................................................................................ 6
1.3.2. Project management methodology ................................................................................................. 7
1.4. Organizational structure and culture ................................................................................................... 8
1.4.1. Matrix structure .............................................................................................................................. 9
1.4.2. Navigating culture ......................................................................................................................... 10
1.4.3. Change management .................................................................................................................... 10
2. Project Initiation ................................................................................................................................... 11
2.1. Fundamentals of project initiation ..................................................................................................... 11
2.2. Defining project goals, scope, and success criteria ............................................................................ 12
2.2.1. Project goals .................................................................................................................................. 12
2.2.2. Project deliverable......................................................................................................................... 12
2.2.3. SMART ........................................................................................................................................... 13
2.2.4. OKR ................................................................................................................................................ 14
2.2.5. Scope ............................................................................................................................................. 15
2.2.6. In-scope ......................................................................................................................................... 15
2.2.7. Out-of-scope .................................................................................................................................. 15
2.2.8. Scope creep ................................................................................................................................... 16
2.2.9. Launch ........................................................................................................................................... 17
2.2.10. Landing ..................................................................................................................................... 17
2.2.11. Success criteria ......................................................................................................................... 17
2.2.12. Determining project success .................................................................................................... 17
2.3. Working effectively with stakeholders................................................................................................ 18
2.3.1. When choosing a team consider: ...................................................................................................... 18
2.2.2. Project sponsor ............................................................................................................................. 18
2.2.3. team members .............................................................................................................................. 19
2.2.4. customers ...................................................................................................................................... 19
2.2.5. Users .............................................................................................................................................. 19
2.2.6. Project manager ............................................................................................................................ 19
2.2.7. Stakeholder ................................................................................................................................... 19
2.2.8. Stakeholder buy-in ........................................................................................................................ 21
2.3. Utilizing resources and tools for project success ................................................................................ 22
2.4.1. budget ................................................................................................................................................ 22
2.4.2. tools ................................................................................................................................................... 22
2.4.3. project proposal ................................................................................................................................. 22
2.4.4. project charter ................................................................................................................................... 22
3. Project planning .................................................................................................................................... 24
3.1. Beginning the planning phase ................................................................................................................... 24
3.1.1. Project kick-off meeting ..................................................................................................................... 24
1
, 3.1.2. Milestones ......................................................................................................................................... 25
3.1.3. Work Breakdown Structure (WBS) ..................................................................................................... 26
3.2. Building a project plan ....................................................................................................................... 28
3.2.1. Capacity ............................................................................................................................................. 29
3.2.2. Soft skills ........................................................................................................................................ 31
3.2.3. Gantt charts ................................................................................................................................... 32
3.3. Managing budgeting and procurement ............................................................................................. 32
3.3.1. Project budget ................................................................................................................................... 32
3.3.2. Fixed contracts .............................................................................................................................. 34
3.3.3. Procurement.................................................................................................................................. 34
3.3.4. Agile procurement management .................................................................................................. 35
3.3.5. Traditional procurement management ......................................................................................... 35
3.3.6. Non-disclosure Agreement (NDA) ................................................................................................. 35
3.3.7. Potential unethical risks ................................................................................................................ 35
3.4. Managing risks effectively .................................................................................................................. 35
3.4.1. Risk..................................................................................................................................................... 35
3.5. Communicating an effective communication plan ............................................................................. 39
3.5.1. Communication plan.......................................................................................................................... 40
3.5.2. Modes of information processing ................................................................................................. 40
3.5.3. Knowledge management ............................................................................................................... 41
3.5.4. Course learnings ............................................................................................................................ 41
4. Project Execution .................................................................................................................................. 43
4.1. Introduction to project execution ....................................................................................................... 43
4.1.1. Tracking and deviation................................................................................................................... 43
4.1.2. Change ........................................................................................................................................... 45
4.1.3. Dependencies ................................................................................................................................ 45
4.1.4. Escalations ..................................................................................................................................... 46
4.1.5. Timeout ......................................................................................................................................... 47
4.2. Quality management & continuous improvement ............................................................................. 47
4.2.1. Quality ............................................................................................................................................... 47
4.2.2. Exhibit empathy for your client ..................................................................................................... 48
4.2.3. Improvement ................................................................................................................................. 48
4.2.4. Retrospective ................................................................................................................................. 49
4.3. Data-informed decision-making ......................................................................................................... 49
4.3.1. Data ................................................................................................................................................... 49
4.3.2. Infographics ................................................................................................................................... 50
4.4. Leadership and influencing skills ........................................................................................................ 51
4.4.1. Great project managers ..................................................................................................................... 51
4.4.2. Team .............................................................................................................................................. 51
4.4.3. Bruce Tuckman’s stages of team development: ............................................................................ 53
4.4.4. Team dynamics .............................................................................................................................. 54
4.4.5. Influencing ..................................................................................................................................... 54
4.4.6. Two buckets of power sources ...................................................................................................... 55
4.5. Effective project communication ........................................................................................................ 55
4.5.1. Email best practices ........................................................................................................................... 56
4.5.2. Effective meetings .............................................................................................................................. 56
4.5.3. Types of meetings.......................................................................................................................... 56
4.6. Closing a project ................................................................................................................................. 57
4.6.1. project closing.................................................................................................................................... 57
4.6.2. Steps to conducting a closing project after each phase or milestone: .............................................. 57
4.6.3. reporting........................................................................................................................................ 58
2
,5. Agile Project management .................................................................................................................... 59
5.1. Fundamentals of agile ........................................................................................................................ 59
5.1.1. Agile ............................................................................................................................................... 59
5.1.2. Agile project management ............................................................................................................ 60
5.1.3. Reasons for Scrum’s popularity ..................................................................................................... 62
5.1.4. Reasons to bled waterfall and agile styles ..................................................................................... 63
5.2. Scrum 101 .......................................................................................................................................... 63
5.2.1. Scrum Guide .................................................................................................................................. 63
5.2.2. Scrum theory ................................................................................................................................. 63
5.2.3. Five values of Scrum ...................................................................................................................... 65
Mind the enumeration, coming back to 5.2.3 ............................................................................................. 65
5.2.4. Mission and vision ......................................................................................................................... 66
5.2.5. Scrum team roles........................................................................................................................... 67
5.2.6. Sprint ............................................................................................................................................. 71
5.2.7. Daily scrum .................................................................................................................................... 71
5.3. Implementing Scrum .......................................................................................................................... 72
5.3.1. 5 Scrum events .............................................................................................................................. 72
5.3.2. Prodcut backlog ............................................................................................................................. 72
5.3.3. User stories.................................................................................................................................... 73
5.3.4. Backlog refinement ....................................................................................................................... 73
5.3.5. Relative estimation ........................................................................................................................ 74
5.3.6. The Scrum Guide ........................................................................................................................... 74
5.3.7. Timeboxes ..................................................................................................................................... 74
5.3.8. Sprint planning .............................................................................................................................. 74
5.3.9. Definition of done ......................................................................................................................... 75
5.4. Daily scrum ......................................................................................................................................... 75
5.5. Sprint review ...................................................................................................................................... 76
5.6. Sprint retrospective ............................................................................................................................ 76
5.7. Burndown chart.................................................................................................................................. 77
5.8. Velocity ............................................................................................................................................... 77
6. Change management ............................................................................................................................ 78
6.1. 5 Tenets of change management ....................................................................................................... 79
6.2. Unified Value Proposition (UVP) ......................................................................................................... 80
6.2.1. An organizational move to a future state ...................................................................................... 81
6.2.2. Why is change important?............................................................................................................. 82
6.2.3. The 3 human factors that determine ROI ...................................................................................... 83
6.2.4. Improves the likelihood of change outcomes ............................................................................... 83
6.2.5. Avoidable costs and mitigable risks ............................................................................................... 84
6.3. Roles in change management ............................................................................................................ 84
6.4. The Prosci Methodology ..................................................................................................................... 85
6.4.1. Prosci Change Triangle (PCT) model .............................................................................................. 86
6.4.2. ADKAR ........................................................................................................................................... 87
6.4.3. Phase 1 – Prepare Approach ......................................................................................................... 90
6.4.4. Phase 2 – manage change ............................................................................................................. 97
6.4.5. Phase 3 – Sustain outcomes ........................................................................................................ 101
6.5. Prosci 3 - Phase Process .................................................................................................................. 105
6.6. Document lessons learned to conclude review performance ........................................................... 106
3
, 1. Foundations of Project Management
1.1. Embarking on a career in project management
Project
= a unique endeavor (inspanning/streven), and usually includes a set of unique deliverables
It is all about a temporary pursuit : because it has a defined beginning and end
Project management
= The application of knowledge, skills, tools, and techniques to meet the project
requirements and achieve the desired outcome
Valuable to businesses because it helps ensure that a project delivers the expected
outcomes
Components of Project management
- Planning and organizing
- Managing tasks
- Budgeting
- Controlling costs and other factors
According to a recent survey by the project management institute:
- 48% of projects miss delivery dates
- 43% of projects miss budget targets
- 31% of projects fail to meet an organization’s goals
By the year 2027, employers will need 87.7 million people filling project management
aligned roles
1.2. Becoming an effective project manager
Project manager
=shepherd projects from start to finish and serve as guides for their team, using their
impeccable organizational and interpersonal skills every step of the way.
→ a project manager adds value to their team(s) and organizations through effective
prioritization of tasks required to complete a project.
→ they use delegation to add value to their teams and organizations by matching taksks to
individuals who can best complete the work
Stakeholders
= people who are interested in ad affected by the project’s completion and success.
→ The project managers deliver value through effective communication, both t-with their
team and with key stakeholders.
Responsibilities of a project manager/ of project management itself
- Planning and organizing
→Make use of productivity tools and create processes
4
