asapm Project Management Communities of Practice - PMCoP Program

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What is a PMCoP

 A group of people who are interested in sharing tacit and elicit knowledge about their work as Project Managers  A Community of Practice (CoP) can be a group that meets in person or it can be a virtual group that operates through a list server or chat.

 asapm members have held PMCoPs since the society started in 2001. www.asapm.org

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How do you Organize a Physical PMCoP?

 Invite your peers and colleagues to meet at your office or your local library or your home to discuss project management. Suggested minimum size is five people.

 Ask each of these colleagues to invite at least one of their circle of colleagues (preferably from a different industries or companies).  Assign a PMCoP Coordinator to set up a group site. Please contact the Member Services Director of asapm, for directions on how to set up a site. www.asapm.org

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Mechanics of a PMCoP Meeting

 Choose your first topic(s).

 Hold the meeting at your office, your local library, coffee shop, a book store, or in your home.

 Food and drink of some sort is good.

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Picking a topic

 The survey approach  The “pet peeve”  The biggest problem  The most profound lesson learned  The top contender for the “It doesn’t work that way in reality” award  PM Competency Topics in the National Competence Baseline (NCB) or the IPMA Competence Baseline (ICB)  See www.asapm.org

or www.ipma.ch

 Emerging trends www.asapm.org

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Core principles for a sustainable PMCoP

 Respect  All attendees are peers – A PMCoP is a non hierarchical group  Disagreements are acceptable – Diversity of opinion is welcome  Advance scheduling  Work to increase the network  Adding value through contribution www.asapm.org

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Roles in a PMCoP



The role of the host

 To begin a meeting the host needs to offer a basic structure:  Agreement on topic if one hasn’t been chosen  Any goals for the meeting  Agreement on next meeting  In ongoing PMCoPs, the host role rotates so that responsibility for the group is shared among members.

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The Role of Scribe

 Record resources located by the PMCoP  Record the findings of the meeting  Forward these items to the PMCoP coordinator [email protected]

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Setting up a Virtual CoP

 At the current time, we have chosen to use ning.com for our virtual CoPs. You can find an example and setup on the member’s only page of www.asapm.com

 We currently have a virtual CoPs for:  Agile Project Management  WBS  Portfolio Management 9 www.asapm.org

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Sample Discussion Package For a PMCoP Meeting

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Risk Management

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Scenario

You are a project manager for a major telecommunications network upgrade with

a NPV of US $10,000,000.  You are heavily dependent on a third party vendor for your project and your contract office informs you that there is a 30% chance that the vendor will go out of business at the end of the quarter. If that occurs, your project will incur a US $3,000,000 cost overrun due to rework.  There is also a 30% chance that a new legislation will pass that will decrease government oversight of your team's work. If this legislation passes, you estimate that your project will save US $1,600,000 in time delays.  Lastly, your technical lead indicates that there is 20% chance that a new software package will be available by month end that could save US $1,800,000 in testing time. If available, the software will cost US $500,000 to procure, install and train. www.asapm.org

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Success Factors

 How have you successfully managed Risk on your most recent project?

 Is that different then what’s worked in the past?

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Lessons Learned

 What has been the most profound lesson you have learned about Risk  How have you taken this learning and made it part of your approach to managing a project 13 www.asapm.org

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Dealing with Risk in the Real World

 What about Risk or Opportunities that still gives you the most trouble?

 Do you manage risks differently than opportunities?

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Tips, Tools and Techniques for Risk

 What Tips do you have to share about Risk or Opportunity Management?

 What tools do you recommend to help you minimize risk and maximize opportunities  What techniques do you recommend in working with risk or opportunities  Don’t list anything you don’t actually do www.asapm.org

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Resources

 What articles would you recommend about Risk or Opportunity Management  What books would you recommend about Risk or Opportunity  What web sites would you recommend about for learning more about Risk or Opportunity Management 16 www.asapm.org

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Closing out a session

 Have one in the group keep notes. Publish any actions, conclusions or recommendations from the meeting.

 Plan the topic for the next meeting. Planning several months ahead will allow people preparation time and as your PMCoP grows, allows time for invited guest arrangements.

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Conclusion

 At asapm, we look forward to hearing about your development of PMCoPs in your areas.  If you have any questions, please forward them to Brent Hansen at [email protected]

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