BWB PMP pres to Non-Profit PMs 2013

PMP
PROJECT MANAGEMENT
PROFESSIONAL
CERTIFICATION
Presented to
Non-profit Project
Leaders
Brian W. Beaird, P.E.,
PMP
2013
PMP and PMBOK are registered trademarks of Project Management
Institute, Inc.

Agenda
PMP and PMBOK are registered trademarks of Project Management Institute,
Inc.
 Introductions
 Purpose & Background
 PMP Certification Process
 Overview of the PMBOK
 Example Challenges and PMP Tools &
Techniques
 Open Discussion

Purpose
PMP and PMBOK are registered trademarks of Project Management Institute, Inc.
This Presentation…
…is to share
 a brief overview of
 the PMP certification process
 the PMBOK framework, and
 some example PMP tools & techniques,
In an effort to help Non-profit PM’s succeed in their mission
…is not a sell job for PMI
 I have no vested interest in PMI, nor in any organization
that supports the PMP certification process.

Background
 Brian W. Beaird, P.E. PMP
 ExxonMobil – Project Management Advisor
 Volunteer Projects worked to date
 Beaird Group & UP Professional Solutions
 PMP Certification – Dec 2012
 These industry standards and guidelines have applicability
to Non-profit organizations

Some Relevant
Definitions/Terminology
Inc.
 Project – A temporary endeavor undertaken to create a unique product, service, or
result
 Has a defined beginning and end
 Has defined objectives and results
 Most projects are undertaken to create a lasting outcome.
 Project Management –
 The act of utilizing resources to make something new.
 The application of knowledge, skills, tools & techniques to project activities, to
meet the project requirements.
 Stakeholders - Persons or organizations…
 Who are actively involved in the project, and/or
 Whose interests may be affected by the performance or completion of the
project.
 Project Requirements – Stakeholders’ needs to meet project objectives.
 ‘This is what and how we are going to design this project’. Including Quality,
Support & Training, Assumptions & Constraints
 Organizational Culture – Shared beliefs, expectations, and norms. Work ethic
and work hours. Views of authority

Have you ever dealt with a situation
like…?
1. Due to several early design re-works, it becomes apparent late in
the project trip that the work is well behind schedule. You must
decide whether or not to skip some daily team meetings, in order
to complete the work in a quality manner.
2. A team member is clearly disappointed because the project
requirements for his services are not what he expected.
3. The project sponsor has impressive but unrealistic expectations
regarding several aspects of the project’s scope and quality, which
will lead to an excessive cost estimate…
4. A key team member is a bottleneck or is reluctant to share his
preliminary work, that is needed for other team members to
complete their work. This causes them to become unproductive
and frustrated.

If You Were Following PMP
Guidelines
 You will not instantly become a world-class project
leader whose projects never encounter such stressful
situations. (Sorry).
But…
 You will have another set of tools, techniques, and
guides to help you plan for and avoid many such
situations, and help you deal with them effectively when
they do occur.

What is PMP Certification?
Inc.
 PMP – Project Management Institute (PMI)
 Globally-Accredited, Independently-Validated Credential
 World’s Largest PM Member Association
 Providing PM Certification Services for over 25 years
 Transferable Across Borders and Industries (not just IT)
 Offers 6 programs for various education & skill levels
 Other alternative PM Certifications:
 CPM (Certified Project Manager) – International Association of Project &
Program Management (IAPPM) – around for only 3 years. CPMBoK still
in draft. Focused heavily on IT industry.
 APMC (Advanced PM Certification) – International Institute for Learning
(IIL)
 MPM (Master Project Manager) - American Academy of PM’s.
 Others – offered through various colleges & universities (eg Univ of
Phoenix…)

Why Consider getting PMP
Certification?
Inc.
 Benefits to Non-profit Organizations, and
Individual PM’s:
 Demonstrates to employers, clients, and peers that
the PM possesses the knowledge, skills, and
experience to bring projects to successful completion.
 A globally recognized credential.
 Increasing Demand – e.g. US Government.
Trickling down to other industries, out to other
countries:
 Several students in exam-prep class were there
because they were being asked to get PMP certified.
 Several prospective Beaird Group clients are asking

What’s Required to Take the PMP
Exam?
Inc.
 PMP (Project Management Professional): For PM’s with demonstrated
experience and competence leading project teams.
1. 4 year degree (Bachelor’s or global equivalent) + 3 years Professional
Experience + 4,500 hrs leading and directing projects within the past 8
years
-or –
Secondary diploma (High School or global equivalent) + 5 years
Professional Experience + 7,500 hrs leading & directing projects within
the past 8 years, and
2. 35 PDU contact hours of Formal PM Education
 CAPM (Certified Associate in Project Management): Entry level
certification for project practitioners with little or no project
experience (e.g. students)
 High School Diploma or global equivalent + (1,500 Professional Experience
or 23 PDU hrs of PM education)

CAPM & PMP Certification -
What’s Involved?
CAPM PMP
Who should apply?
Project team members who
are SME, liaisons,
coordinators
PM’s who are responsible for all aspects of projects,
for life of project
PM’s who lead & direct cross-functional teams
Education & Experience
to take exam
HS diploma +
1,500 hrs prof exper on
project teams
HS diploma +
5 yrs prof exper +
7,500 hrs leading
projects
4 yr Degree +
3 yrs prof exper +
4,500 hrs leading
projects
PM PDU’s to take exam 23 (w/o work exper) 35
Exam Structure
3 hrs.
150 questions.
Closed book.
Pass/fail.
Can re-take.
4 hrs.
200 questions.
Closed book.
Pass/Fail.
Can re-take.
Maintaining Certification
Re-exam at end of 5 year
cycle
60 PM PDU’s every 3 years

Formal PM Education & PMP
Exam
Inc.
 How to obtain 35 hrs of Formal PM
Education?
 Registered Education Providers (pre-approved by PMI)
 Several options including: One week Boot Camps (eg
Project Management Academy), On-line CBT, College &
University Courses
 How is Exam Structured?
 4 hour exam. 200 multiple choice questions. Closed book.
Pass/Fail.
 How to Maintain PMP Certification?
 Obtain 60 PDU’s every three years
 Where to get more good info?
http://www.pmi.org

Project Management Body of
Knowledge (PMBOK)
 A Reference Guide for PM’s - Recognized Standard for PM
Profession. 467 pages
 A Framework Comprised of:
 Process Groups
 Knowledge Areas
 Tools & Techniques that can be applied
 Flexible & Fit For Purpose - ‘There’s no right or wrong way
to do a project, but there are good and bad ways…’
 Provides a Common Vocabulary
 Not a Cookbook - Not a Methodology. Not a set of Tips &
Tricks. Not a How-To Manual.
 Every project’s different. Not all processes should be applied
uniformly to all projects.

PMBOK Process Groups and Knowledge
Areas
Inc.
 Main Process Groups:
 Initiating, Planning, Executing,
Monitoring/Controlling, Closing
 Strong emphasis on Planning
 Key Knowledge Areas:
 Integration, Scope, Time, Cost, Quality, HR,
Communications, Risk Management, Procurement
 Many Sub-Processes:
 Each Sub-process contains several tools &
techniques
 All tools & techniques have specific inputs and
outputs.

Non-profit Organizations Potential Focus
Areas
 Project Integration Management
 Develop Project Charter, Project Plan
 Direct & Manage Project Execution
 Monitor & Control Project Work
 Perform Integrated Change Control
 Closing a Project
 Project Scope Management
 Collect Project Requirements
 Define Project Scope
 Create WBS
 Verify Scope & Control Scope
 Project Time Management
 Creating & Managing a Schedule
 Define Activities
 Sequence Activities
 Estimate Activities, Resources & Durations
 Develop & Control Schedule
 Project Cost Management
 Estimating Project Costs
 Determining Project Budget
 Controlling Project Costs
 Project Quality Management
 Plan Quality, Perform Quality Assurance &
Quality Control
 Project Human Resource Management
 Develop HR Plan
 Acquire, Develop & Manage Project Team
 Project Communications Management
 Identifying & Managing Stakeholders
 Managing Stakeholder Expectations
 Planning Communication
 Distributing Info
 Reporting Project Performance
 Project Risk Management
 Plan Risk Management
 Identify Project Risks
 Perform Qual & Quant Risk Analyses
 Plan Risk Responses
 Monitor & Control Risks
 Procurement Management
 Plan, Conduct, Administer, and Close
Procurement Activities
Inc.

PMBOK Process Groups and Knowledge
Areas Mapping Matrix
Material from this publication has been reproduced with the permission of PMI.

PM Process Groups and Knowledge
Areas Mapping Matrix
PMP and PMBOK are registered trademarks of Project
Management Institute, Inc.

SOME EXAMPLE
CHALLENGES
FACED BY NON-PROFIT
PROJECT LEADERS
Inc.

Team Leader Challenge #1:
Balancing Priorities
Institute, Inc.
Such as…Balancing Quality/Completeness of the
Work Product vs Spiritual Development of the Team
• Key PMBOK Process Areas:
 Develop Project Charter, Project Plan
 Collect Project Requirements
 Plan Quality & Project Quality Management
 Acquire, Develop & Manage Project Team
 Bruce Tuckmann Model: Forming, Storming, Norming, Performing, Adjourning
• Project Managers need:
• Knowledge of PM Skills – PMP can help.
• Performance – Application of PM Skills
• Personal Effectiveness - Attitudes, Personal Characteristics,
Leadership Style.
• Balance between Task Oriented and People Oriented.

Managing Stakeholders’ Expectations
Such as…Dealing with a Team Member’s
Disappointments, or a Project Sponsor’s Impractical
Expectations, etc.
• Many organizations have great
resources:
• Example Preparation Materials
• “…cultivate an attitude of humility and service”
• “…be flexible…God’s purpose may be bigger than the project”
• “…be a listener”
• “…encourage your team members”
• “…introduce small [design] changes…”
• “…design according to locally available materials and equipment…”
• “ research the history and conditions surrounding the locality…”

Team Leader Challenge #2 (cont.):
Managing Stakeholders’
Expectations
PMP and PMBOK are registered trademarks of Project
Management Institute, Inc.
 Develop Project Charter, Project Plan – Set expectations & attitudes
carefully up front.
 Managing Stakeholder Expectations – The process of
communicating and working with stakeholders, to meet their needs
and address issues.
 Inputs:
 Stakeholder Register, Stakeholder Management Strategy, Project
Plan, Issues Log
 Tools & Techniques:
 Communication Methods – Interactive (meetings) vs. Push (email)
vs. Pull (DropBox)
 Interpersonal Skills – Building trust, resolving conflict, active
listening, and overcoming resistance to change
 Management Skills – Negotiating, writing, speaking, presentation
skills
 Possible Outputs:
 Causes of Issues, Lessons Learned

Scheduling & Resource
Management
Institute, Inc.
 Such as…keeping the team productive
during periods while only a few members are
critical path
 Human Resource Plan
 Define Roles, Responsibilities, Authorities, Competencies
 Plan Communications
 Number of potential communication channels = n(n-1)/2
 How to handle ‘escalations’
 Time & Resource Management
 Fast Tracking – Converting sequential activities to parallel. May increase risk.
 Crashing – Adding resources to a particular activity, to reduce schedule

DISCUSSION?
Inc.

Inc.
Back up Slides

PMI Website
A Good Resource
Inc.
(39) PMI Communities of Practice:
International Development Community: Purpose is to build the
capacity of project managers so that they could contribute
effectively to the implementation of programs aimed at generating a
positive cycle of improvement in emerging countries and raising the
standard of living experienced by each country’s population.

PMP Application Process
Sequential Steps
Inc.
 Join PMI.org
 Complete Exam-Prep Course (35 PDU’s)
 Apply to take PMP Exam and Receive PMI Approval of
Application
 Pay Exam Fee ($405)
 Respond to Audit (if your application is selected)
 Request and Receive PMI Approval to Sit for Exam
 Select Exam Location & Date, Sign up for Exam
 Take & Pass Exam*
*All steps can be completed on-line, except Taking the
Exam must be in person.

Risk Assessment Matrix
Inc.
Impact
Likelihood
XY1
Y2
• Generate plausible negative scenario.
• Assess likelihood and impact of occurrence.
• Develop plans to reduce the likelihood of occurrence, and/or mitigate
the risk if it does occurs

BWB PMP pres to Non-Profit PMs 2013

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