Download Project Execution Activity - PMI Montgomery County Maryland

How to do more with less in
Emergency Management:
Institute Fundamental Project
Management
Project Management
Robert E. Jones, MBA, PMP, CEM, MEP
Exercise & Training Program Manager
Office of Emergency Management &
Homeland Security
1300 Quince Orchard Blvd.
Gaithersburg, Maryland
240-777-2398 (w)
301-996-4834 (c)
PM Acronyms
GERT
DD
WBS
EM Acronyms
JSERA
KDP
SENTINEL
YCC
PMTL
TIPS
LEMDP
Useful Acronyms
• ASTRO - Always Stating The Really Obvious
• BDU - Brain Dead User
• BOHICA - Bend Over, Here It Comes Again
Useful Acronyms
• CHAOS – Chief Has Arrived On Scene
• DIMWIT – Don’t Interrupt Me While I’m Talking
• DRT – Dead Right There
Useful Acronyms
• DRTTT - Dead Right There, There, and There
• DRTAGTSTW - Dead Right There And Going To
Stay That Way
• ESO - Equipment Superior to Operator
Useful Acronym
• FLOFTUS - First Lady OF The United States
• FOBIO - Frequently Outwitted By Inanimate
Objects
• HIVI - Husband Is Village Idiot
Useful Acronyms
• LAMP - Lower Academically-Minded Person
• MUPPIE - Middle-aged Urban Professional
• PIGINIMBY - Phew I'm Glad It's Not In My
Back-Yard
Useful Acronyms
• SNERT - Snot-Nosed Egotistical Rude Teenager
• UBI - Unexplained Beer Injury
• VIOT - Village Idiot On Tour
Presentation Objectives
• Discuss the basics of emergency management
• Demonstrate how project management
enhances emergency management
• Review simple, easy-to-use, project
management tools
Basic Models
• What did you learn when growing up that
serves as a basic model for project
management?
Project Management Basic Models
On Your Mark
Get Set
How did we do?
Go!
Decision Making Cycle
Deming Wheel – decision making
Project Management Cycle
Emergency Management Cycle
EM Business Continuity Cycle
BCM / COOP
CYCLE
EM Exercise Cycle
Emergency Management Planning “P”
Meetings,
Meetings,
and more
Meetings
Here’s another model
Who is an ideal project manager?
What are the core competencies that you all
believe are important?
Who is an ideal project manager?
A leader who possesses managerial authority
A matrix manager with absolute “Bottom
Line” accountability
A collaborative communicator
An expert in implementation
A Professional (or trained) Project Manager
PM Core Competencies
Competency
Important / Extremely
Important Percentages
Leadership
94.8
Ability to communicate at multiple levels
93.5
Verbal skills
87.2
Written skills
87.1
Attitude
85.3
Ability to deal with ambiguity and change
82.9
Work history
68.9
Experience
67.1
Ability to escalate
66.3
Cultural fit
57.2
Technical expertise
46.1
Education
37.7
Length of prior engagements
23.0
Past team size
18.0
PMP certification
15.4
February 2011, Project Management Journal, PMP Certification as a Core Competency: Necessary but not Sufficient by Jo Ann
Starkweather and Deborah H. Stevenson, page 37.
Project Initiation Activity
• Hazard Mitigation Plan
– What do you think are the high risk hazards in
Montgomery County?
Project Initiation Activity
• Hazard Mitigation Plan
– High risk hazards in Montgomery County
• Hurricane / tropical Storms
• Windstorms / thunderstorms
• Tornado
• Blizzard / ice storms
• Drought
• Water supply disruption
• Haz-Mat Fire
• Haz-Mat Spills
• Terrorism
• Metrorail Emergency
Based on history in the county over the past 10
years, what is missing?
Project Initiation
• Project Charter
– vision and objectives
– scope of the project
– critical project deliverables
– customers and stakeholders
– key roles and responsibilities
– organizational structure
– implementation plan
– risks, issues and assumptions
Don’t go overboard
on the charter.
Sometimes a one
page charter will
do just fine!
Project Planning Activity
• Puzzle Exercise
7Ps
• Proper prior planning prevents piss poor
performance.
• Your Task: How many Ps can you make?
40Ps
Procedural Practices and Protocols Permitting,
Perspicuous Persistent Painstaking Proper Prior
Planning and Purposeful Patient Preparation
Potentially Promotes and Predicates Perfect Pristine
Perspective, Principally Presenting Positive and
Precise Performance, Perhaps Preventing, Primarily,
Problematic, Pernicious Piss Poor Perfunctory
Projects and Production Processes, and Perennially
Plummeting Pre-tax Profits, Period.
Project Planning
• Emergency Operations Plan
– What is in an Emergency Operations Plan?
• Basic Plan
• Emergency Support Function Annexes
• Incident Specific Annexes
• Functional Annexes
Project Planning
• Project is broken into components
• Create Project Plan
–
–
–
–
–
–
–
Project Information
Executive Summary
Additional Project Requirements
Budget Overview
Project Team Members / contact information
Technical Project Deliverables
Project Plan Documents Summary
• Kick-Off Meeting held to review and finalize
the Project Plan
Project Execution Activity
• Continuity of Operations (COOP)
– What do we need to consider in maintaining
business continuity?
Project Execution Activity
• What do we need to consider in maintaining
business continuity?
• Essential Functions
• Interoperable communications
• Delegations of authority
• Alternate facilities
• Vital records
• Human capital
• Computer disruptions
Project Execution
• Each component broken into single task level issues
(Open Action Items)
• Control
OAI list published daily/weekly to an internal and
external audience
OAI 01)
Issue: (States a definitive action)
Owner: (Only one owner assigned)
Critical Resolution Date: (Date Item Due)
Status: (Open, Closed, Deleted, Hold, Late)
Update: (Any notes on issue status)
Project Execution Activity
Do we really need management intervention when
things go wrong on our projects?
Project Execution
• Monitoring
Periodic Summary or Status report published to
stakeholders
Periodic Report:
• Project Information (name, PM, report period, phone)
• Project Status Summary (Green, Yellow, Red)
• Key Accomplishments last period (concise and in priority order)
• Upcoming tasks for this period (concise and in priority order)
• Issues (List major open issues)
Project Closure Activity
• After Action Report
– So how did we do?
• What went well?
• What can we improve on?
Project Closure
• Ensure all deliverables are complete
• Develop project closure documentation
• Conduct a project closure meeting much like an After
Action Review (AAR)
• Deliver customer survey (Hotwash)
Project Closure Report:
• Identifies the project completion criteria
• Lists any outstanding activities or deliverables
• Creates a plan for passing deliverables
• Plans the handover of project documentation
• Closes supplier contracts and agreements
• Releases project resources
• Communicates the closure of the project
Project Tools Review
•
•
•
•
•
Project Charter
Project Plan
Open Action Items
Status Report
Closure Report
EM + PM = Real Success
Leadership
&
Communications
An Emergency Manager is or should be:
A leader who possesses Managerial Authority
A matrix manager with Absolute “Bottom Line” Accountability
A collaborative communicator
An expert in implementation
A Professional (or trained) Project Manager
Emergency Management at Home
• Is your family prepared for an emergency?
What can you do?
• Learn About Hazards that Impact Montgomery
County Residents
• Plan for Emergencies
• Stay Informed When an Emergency Happens
• Make a Kit
Brochures:
• Get Involved
1. Are you emergency ready?
2. Every business should have a plan
3. Alert Montgomery: an electronic
notification system
Plan 9 pen
Questions