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Tempting Templates Theyre Free and Effective


You can access all of these template files for free from www.kathyschwalbe.com ... The team found 333 free templates and organized them by process group and ... – PowerPoint PPT presentation

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Title: Tempting Templates Theyre Free and Effective

Tempting Templates Theyre Free and Effective!
  • Kathy Schwalbe
  • and
  • Bill Hunt
  • November 21, 2003
  • schwalbe_at_augsburg.edu
  • www.kathyschwalbe.com

Personal Backgrounds - Kathy
  • B.S. in math, 1981 (before Notre Dame and most
    colleges offered computer science or MIS
    degrees), MBA in 1986, Ph.D. in education in
    1996, PMP in 1998
  • First job was as a project manager in the Air
    Force working on advanced communications systems
  • Worked on many projects to develop and install
    several types of systems
  • Now enjoy teaching, writing, and mentoring others
  • Personality profile ENTJ, driver, high need for

Personal Backgrounds - Bill
  • BS/MS in electrical and computer engineering,
    University of Wisconsin, Madison, 1984
  • Engineer, manager, and project manager for IBM,
    Western Digital, Seagate, and JDS Uniphase
  • Worked on product development for disk drives,
    data storage subsystems, and opto-electronic
  • Increased project management training after
    experiencing several failed projects
  • Personality profile INTJ, like to discover
    solutions and drive them to completion

Presentation Overview
  • What are templates?
  • Why use templates?
  • Sample Templates
  • U of M student project results
  • Suggested references
  • Q A

What Are Templates?
  • Templates are documents or files that provide an
    outline or format for creating documentation
  • Many professionals dont like to write or ask
    others how to do simple things, and no one
    likes to reinvent the wheel
  • Templates make it easier to prepare common
    project documents and use standard tools and
  • Its important to tailor templates to unique
    project and organizational needs

Why Use Templates?
  • Companies that excel in project delivery
  • Build an integrated project management toolbox
    (use standard/advanced PM tools, lots of
  • Develop streamlined, consistent project delivery

Dragan Milosevic, Portland State University,
Delivering Projects What the Winners Do, PMI
Conference Proceedings, November 2001
Why the Improvements in IT Project Success Rates?
"The reasons for the increase in successful
projects vary. First, the average cost of a
project has been more than cut in half. Better
tools have been created to monitor and control
progress and better skilled project managers with
better management processes are being used. The
fact that there are processes is significant in
itself. The Standish Group, "CHAOS 2001 A
Recipe for Success" (2001)
Sample Templates
  • Information Technology Project Management, Third
    Edition, includes
  • 34 templates used in the book
  • information for accessing 333 free templates from
    other sources
  • You can access all of these template files for
    free from www.kathyschwalbe.com
  • You can also access templates at the companion
    Web site for the text at www.course.com/mis/schwal

Sample Templates for Initiating Projects (in text)
  • Weighted Decision Matrix
  • Business Case
  • Financial Analysis
  • Project Charter
  • Kickoff Meeting

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Sample Templates for Planning Projects (in text)
  • Team Contract
  • Scope Statement
  • Statement of Work
  • Request for Proposal
  • Stakeholder Analysis
  • Software Project Management Plan
  • Work Breakdown Structure
  • Gantt Chart
  • Network Diagram
  • Project Cost Estimate Overview
  • Quality Assurance Plan
  • Pareto Diagram
  • Project Organizational Chart
  • Responsibility Assignment Matrix
  • Resource Histogram
  • Stakeholder Analysis for Project Communications

Note Other templates available in the text and
on www.kathyschwalbe.com
Now to Bill
  • Thanks for the great work your team did!

Background on Project
  • Done as part of IE5541, Project Management,
  • Counted for 25 or grade
  • Project idea suggested by professor (Kathy)
  • Four students volunteered, all working adults
    taking the course virtually

Tempting Templates Project Objectives
  • Search for project management templates from the
    Internet and/or literature
  • Provide an organized list of templates grouped by
    web site, process group, and knowledge area
  • Provide a qualitative evaluation of web sites
  • Provide recommendations for the list of templates
    to be included in the appendix of Schwalbes text

Research ActivitiesThree Phase Approach
  • Search for Web Sites
  • Team members assigned different search engines
  • Obtain a list of web sites that provide (free)
    project management templates
  • Organize the list by number and cost of templates
  • Gather Template Information
  • Team members assigned different web sites
  • Collect detailed information on each free
  • Organize the list of templates by web site,
    process group and knowledge area
  • Adjust the plan to meet sponsors needs
  • Present results and receive feedback from sponsor
  • Adjust the plan to meet sponsors needs

Team Members Photos
Team Responsibilities
Summary of Results
  • The team found 333 free templates and organized
    them by process group and knowledge area
  • We set initial guidelines for each team member to
    start the Internet search, then quickly recorded
    information on each hit
  • Prioritized and ranked sites based on number of
    total and unique templates
  • We evaluated many sites and came up with a top
    ten list

Template Distribution byProcess Group and
Knowledge Area
Number of TemplatesFound by Knowledge Area
Percentage of Templates Found by Process Group
Students Top Ten Free Template Sites
Project Success
  • Project success as defined in our scope
  • The project will be deemed successful if the
    project is completed by 4/29/03, the PM Template
    Report is delivered to Kathy Schwalbe and some of
    the report content is included in the 3rd edition
    of her book.
  • Sponsor feedback
  • I think your team did a great job on the
    project. The results of your research will be
    used by a lot of people. My reviewers really
    liked the new appendix with the templates.
  • Objectives were attained, the project was a

Student Project Milestones
Project Management Tools
  • MS Project
  • Used for Time, Cost, Scope, Human Resource
  • Very helpful tool. Allowed us to be effective
    team members. Has more functionality than
    required for a project of this size
  • Communications
  • Web page, E-mail, Instant Messenger,
  • Effective communication tools for our virtual
  • Used several templates provided in class
    (charter, scope statement, etc.)

Earned Value Analysis(chart on next page)
  • Saved project baseline at beginning of project.
  • Assumed 30/hour labor rate for all team members.
  • Earned value chart shows us on-time and slightly
  • Our mid-semester review showed us going
    over-budget. We adjusted by refining the
    original project scope and by using free slack
    built into the original schedule.

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What Went Right?
  • Spent a lot of time in the planning phase
  • Spent time, as a team, with the sponsor
    clarifying the charter
  • Productive team working sessions to create an
    effective WBS
  • Tasks balanced among team members. Tasks matched
    to team members with appropriate skills.
  • Very high levels of ownership and schedule
  • The work was meaningful. Project topic applied
    directly to the course content
  • Schedule was able to accommodate a mid-course
    redirection in activities

What Went Wrong?
  • Communicating with each other was sometimes
    difficult because we couldnt easily find a
    common meeting time/place
  • The amount of work was underestimated

What Did the Team Learn?
  • We learned a lot about project management and
  • Gained appreciation of the wide use of project
    management techniques in various industries
  • Gained experience how to do a general web
    research project
  • Learned about advanced features of MS Project
  • Earned Value
  • HTML output, reports
  • Learned about virtual teams from both the project
    team and the content report

Project Web Site
Note You can link to this site from
Project Gantt Chart
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Quote from Kathys Book
  • In the spring of 2003, four students in a project
    management course at the University of Minnesota
    did a group project to help find and evaluate
    templates. Bill Hunt was the project manager, and
    his team members included Heather Fox, Kinwai
    Chan, and Roy Musselman. All four students took
    the class in a virtual environment. I was the
    sponsor for the project and their instructor for
    the course, which met one night a week from
    mid-January through early May.
  • In their preliminary project report, one of the
    first product-related deliverables for the
    project, the students reported finding 54 unique
    Web sites that offered project management
    templates. Thirty-five of these sites offered
    free templates with no required registration or
    membership, 11 sites required a registration or
    free membership to access the templates, and 18
    sites required a fee for either membership or for
    direct purchase of the templates. The students
    used several different search engines and entered
    key words like "free project management
    templates" and similar variations.
  • Table D-2 provides a count of the templates the
    students found by knowledge area and process
    group. Note that the students found 333

Kathys Observations on Templates
  • In early 2003 I added templates to my Web site
    for project proposals, team contracts, and scope
    statements, and the quality of student
    assignments/projects improved tremendously
  • People like to have more guidance on expectations
    and formats for various project documents, and
    they want the actual files to make their jobs
  • Be sure the templates are useful and not just
    bureaucratic paperwork
  • For example, scope statements should describe
    project success criteria. Track that info in the
    status and final project reports

Check Out the Free Templates!
  • Go to www.kathyschwalbe.com and download the free
    template files from her third edition (created in
    Word, Excel, Project, and PowerPoint) and access
    the sites that Bills team found
  • If youd like to add more, contact Kathy at

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