Each week we are sharing articles about the PM2 Methodology sponsored by the European Commission:
This week we want to talk about PM2 from a theoretical-practical approach in order to understand how we can use the 3 books that nowadays the EC has published related to the Methodology. We are referring to its V2.5 Version.
In order how to study PM2 we need to know 3 manuals:
- Project Management Methodology Guide
- Project Management Tools and Techniques
- Artefacts Templates
Project Management Methodology Guide
The basis of PM2 is a book of almost 140 pages that gathers the PM2 methodology. Easy and light to be implemented, it helps teams tailoring the project depending on its circumstances. It has been developed according to the European Institutions needs and incorporates best practices in management from all over the world. The methodology is an starting point for new Project Managers who want to know about PM2 and also for more experienced Managers who want to implement PM2.
It is a common starting point for Project Managers regardless their previous experiences. Ideal for international projects, the methodology provides a common understanding of Project Management and thus enhances project communications. It is also the link with PM2 Agile and with the PM2 Project Porfolio Management models and with the PM2 resources (online, artefacts templates and project management tools and techniques).
You have to know the methodology in order to implement it helped by artefacts templates and tools and techniques.
Once we know the conceptual basis of PM2, we have to set it down by means of templates that will help us with it. These templates become updated in successive PM2 versions. They are really valuable if you are starting with Project Management. Analyze each of the templates and understand which content it has to convey and why it is important.
The Artefacts Templates are grouped according to the project phases. So,
|Initiating Phase||Fase de Inicio|
|1. Project Initiation Request||1. Solicitud de inicio del proyecto|
|2. Business Case||2. Caso de negocio|
|3. Project Charter||3. Acta de constitución|
|Planning Phase||Fase de planificación|
|1. Project Handbook||1. Manual del proyecto|
|2. Project Stakeholder Matrix||2. Matriz de interesados del proyecto|
|3. Project Work Plan||3. Plan de trabajo del proyecto|
|4. Business Implementation Plan||4. Plan de implementación del proyecto|
|5. Transition Plan||5. Plan de transición|
|6. Risk Management Plan||6. Plan de gestión de riesgos|
|7. Issue Management Plan||7. Plan de gestión de incidencias|
|8. Project Change Managment Plan||8. Plan de gestión del cambio|
|9. Quality Managment Plan||9. Plan de gestión de la calidad|
|10. Communications Management Plan||10. Plan de gestión de las comunicaciones|
|11. Deliverables Acceptance Managment Plan||11. Plan de gestión de la aceptación de los entregables|
|12. Outsourcing Plan||12. Plan de externalización|
|Executing Phase||Fase de ejecución|
|1. Meeting Agenda||1. Agenda de la reunión|
|2. Minutes of Meeting(s9 (MoMs)||2. Minutas de la reunión|
|3. Project Status Report||3. Reporte de estado del proyecto|
|4. Project Status Report EVM||4. Reporte de estado del proeycto (EVM)|
|5. Project Progress Report||5. Reporte de progreso del proyecto|
|6. Change Request Form||6. Formulario de requerimientos de cambio|
|Monitor and Control Phase||Fase de monitoreo y control|
|1. Risk Log||1. Registro de riesgos|
|2. Isue Log||2. Registro de incidencias|
|3. Decision Log||3. Registro de decisiones|
|4. Change Log||4. Registro de cambios|
|5. Phase-Exit Review Checklist||5. Lista de control de salida de fase|
|6. Quality Review Checklist||6. Lista de control de revisión de la calidad|
|7. Deliverables Acceptance Checklist||7. Lista de control de aceptación de entregables|
|8. Transition Checklist||8. Lista de control de transición|
|9. Business Implementation Checklist||9. Lista de control de implementación del negocio|
|10. Stakeholders Checklist||10. Lista de control de interesados|
|Closing Phase||Fase de cierre|
|1. Project-End Report||1. Informe de cierre del proyecto|
Tools and Techniques
One we know about the basis of PM2 and we know about the Artefact templates related to each phase, tools and techniques are of great help. They are described in the third book, which complements the two previous ones. The tools and techniques is not exclusive which means that you can add to it any project management tool or technique that you know. Each of them are linked to a knowledge area which in the actual PM2 version are as follows:
|Benefit Realization and Measurement||Realización y medida del beneficio|
|Project Reviews and Internal Audits||Revisión del proyecto y auditorías internas|
|Requierements Gathering and Management||Recogida y gestión de requisitos|
|Time Management||Gestión del tiempo|
|Resource Management||Gestión de recursos|
|Stakeholders Communication||Comunicación de los interesados|
|Stakeholders Management||Gestión de interesados|
|Communication Management||Gestión de las Comunicaciones|
|Requirements Management||Gestión de requisitos|
|Progress Reporting||Reporte de progreso|
|Scope Management||Gestión del alcance|
|Managing Project Finances||Gestión de las finanzas del proyecto|
|Monitoring and Control||Monitoreo y control|
|Project Risk Identification||Identificación de los riesgos del proyecto|
|Project Risk Management||Gestión de los riesgos del proyecto|
|Quality Management||Gestión de la calidad|
|Procurement Management||Gestión de las adquisiciones|
|Quantitative Risk Analysis||Análisis de riesgos cuantitativos|
|Knowledge Management||Gestión del conocimiento|
|Lessons Learned||Lecciones aprendidas|
Would you like to go over all these concepts with an example?
Some weeks ago we published PM2 Roles. Let’s see how we could approach them:
1. Understand the concept. The PM2 Methodology Guide Book
You need to perfectly know the PM2 Methodology, so this book was our starting point. In the article we talked about roles and their distribution according to Management layers, we needed to know if they were roles from the requestor or from the provider side, if they were key roles, individuals, group ones… All this information let us understand the logic of the “roles” concept within the PM2 methodology. But PM2 is not only a theoretical framework but also has a practical dimension that is conveyed in 2 other publications.
2. Take awareness of the project roles in a project. The PM2 Artifacts Template Book
Let us now analyze the Artifacts Template book and see if we can infer any template that is linked to our topic: PM2 Roles:
- Initiating Phase: in the Project Initiation Request, in the Business Case and in the Project Charter, roles play and importar part.This is more descriptive approach to them, and this is why it is so important that we understand them from a methodological point of view.
- Planning Phase: in all plans and also in the Project Handbook and in the Project Stakeholder Matrix, all roles are decisive. But in this case, the focus is more strategic, integrator, taking into account each of them and planning according to that information.
- Monitoring and Controlling Phase: roles are important more from a communications or transparency perspective.
- Closing phase. We have to take into account stakeholders from the perspective of how they have been managed, any conflict that appeared, how has been the performance of the team…
All this information stems from the theoretical approach but it nails down when we have a knowledge of the artefacts and the information we require for each of them.
3. Apply the tools and techniques. The PM2 Project Management Tools and Techniques Book
Lets have a look at the third book Project Management Tools & Techniques. These tools are classified according to Knowledge Areas. Initially there are 3 areas linked to roles / stakeholders management:
- Stakeholders Communication
- Stakeholders Management
- Requirements Management
3 tools that can help us develop and manage roles in a project are linked to these 3 areas and are:
- FSNPA Model of Tean Performance (Tuckman’s Model)
- Effective Communciation
- Project Stakeholder Matrix (PSM)
Remember that the use of Artefacts Template and Project Management Tools and Techniques is not sequential, they can be done in a iterative way.
If you are dealing with roles in your project and you are not sure how to handle them, first, understand what a role is for PM2 methodology, then realize in which documents you have to take care of them and do not forget that there are various tools that can help you with it.