Pmp; Pmi; Pmbok; Project Management; Procurement; Mind Map by fhp11956

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									           Presented at
PMI DVC 2009 Tools Conference
PMI‐DVC 2009 Tools Conference
        November 7, 2009
         Jim Deiner, PMP
                 Introduction
• Purpose
    Show use of visual tools 
  – Show use of visual tools
  – Encourage you to try
  Benefits:
• B   fit
  – For those interested in PMP:
     • Novel approach
    For all:
  – For all:
     • Add a (visual) tool to your toolbox
    Living repository
  – Li i        it
         What We Will Cover
• Introduction
• What is Mind Mapping?
  How I Built my PMBOK Maps
• How I Built my PMBOK Maps
• How I Studied
• Observations & Learnings
• Other uses for Mind Maps and Visual Tools
• Next Steps
                       Introduction
                               Myself
• Experience
   – Project manager in Centocor early R&D
   – Directed and managed IT 
   – Industries: Pharma, Logistics, Financial Services
• PMP
   – 1998
   – 2009
• Student of thinking tools & methods
     Mind mapping @ 12 years
   – Mind mapping @ 12 years
   – De Bono attention directing & lateral thinking tools
   – Systems thinking
• Drexel adjunct instructor
            What is Mind Mapping?
• Term coined by Tony Buzan          • Mechanics
• Visual tool for
  Visual tool for                         Central Theme
                                        – Central Theme

   – Representing information in        – Basic Organizing Idea (BOI)
     outline form
                                        – Add detailed branches
   – Showing connections
                                        – Embellish with visual 
   – Use of visual elements               elements

       • Graphics: icons, images,      Benefits
                                     • B   fit
         charts, diagrams
                                        – See whole picture
       • Shapes, colors, shading
                                          Engages both sides of your 
                                        – E       b th id     f
       • Spatial position,                brain
         orientation
                                        – More memorable
                                        – Generate relationships, ideas
               pp g
What is Mind Mapping?




Can actually show more information on a map!
      How I Built PMBOK Mind Maps
• Central Theme: each PMBOK knowledge area
  BOI: the PMBOK processes within the KA
• BOI: the PMBOK processes within the KA
  – ITTOs for each process

  Fleshed Out Detail:
• Fleshed Out Detail:
  – Outlined PMBOK
  – Integrated past maps 
        g
  – Integrated other references

• Embellished by adding:
  –   Graphs, diagrams
  –   Icons with specific meanings
      I       ith     ifi     i
  –   Call Outs, Questions
  –   Relationships, borders
  –   Colors: background, topics
  –   Li k
      Links
  –   Notes
How I Built Process Flows
                                               How I Built Process Flows
                                                                                                           Executing Process Group
Corrective Actions                                                              Deliverables

                          PM Plan                                                                   Change Requests
   Preventitive                                                                  Requested                                                                                                                          Qualified Sellers
                                                                                                                                              Organizational
     Actions                                                                      Changes                                                                                                                                  List
                                                                                                                                              Process Assets
                          Approved                                                                  Corrective Actions
                                                   Direct & Manage
                                                      Execution
Change Requests                                                                                                                                Procurement                                                            Procurement
                                                                                Implemented                                                                                        Request Seller                      Document
                                                                                                       Preventitive                             Mgmt Plan
                       Validated Defect                                                                                                                                              Response                           Package
                                                                                                         Actions
                            Repair
  Defect Repair
                                                                              Work Performance
                                                 PM Methodology                                                                                    Procurement                                                         Proposals
                                                                                 Information          Defect Repair
                       Administrative            PMIS                                                                                               Documents
                     Closure Procedure           Work Authorization System                                                                                                     Bidder Conferences
                                                                                                                                                                               Advertising
                                                                                                                                                                                                                                                                                   Selected Sellers
                                                                                                                                                                               Develop Qualified Sellers List
                                                                                                    Quality Mgmt
                                                                                                       Plan
                                                                                                                                                                                                                                                                                     Contract
                                                                                                                                                                                                                      Organizational
                                                                                                    Quality Metrics                                              Requested                                            Process Assets
                                                                                                                                                                  Changes                                                                                                          Contract Mgmt
                                                                                                                                                                                                                                                         Select Sellers                Plan
                                                                                                        Process
                                                                                                      Improvement                                          Recommended
                                                                                                                                                          Corrective Actions                                         Evaluation Criteria
                                                                                                          Plan                                                                                                                                                                        Resource
                                                                                                                                                                                                                                                                                      Availability
                                                                                                                         Quality Assurance                                                                                                           Weighting Systems
                                                                                                                                                            Organizational                                                                           Independent Estimates            Procurement
                                                                                                        Approved                                            Process Assets                                                PM Plan
                                                                                                         Change                                                                                                                                      Screening System                  Mgmt Plan
                                                                                                                                                               Updates                                                                                                                  Updates
                                                                                                                                                                                                                                                                                         p
                                                                                                        Requests                                                                                                                                                 g
                                                                                                                                                                                                                                                     Contract Negotiation
                                                                               Change Requests                           Quality Planning Tools                                                                                                      Seller Rating Systems
                                                                                                                         & Techniques                             PM Plan                                                                            Expert Judgment
                                                                                                     Quality Control     Quality Audits                           Updates                                                                                                             Requested
                                                                                                     Measurements        Process Analysis                                                                                                                                              Changes
                                                                               Corrective Actions                        Quality Control Tools &
                                                                                                                         Techniques
                                                                                                      Implemented
                                                                                  Preventitive
                                                                                    Actions


                                                                                 Defect Repair
                                                                                                                                                    Enterprise
                                                                                                                                                   Environmental
                                                                                                                                                                                                                Project Staff
                                                                                                                                               Organizational                                                   Assignments
                                                                                                                                               Process Assets

                                                                             Requested                                                            Roles &                                                        Resource
                        Communication                                                                                                                                          Acquire Project
                                               Information                    Changes                                                          Responsibilities                                                  Availability
                          Mgmt Plan                                                                                                                                                Team
                                               Distribution
                                                                        Organizational                                                                                                                      Staffing Mgmt Plan
                                                                                                                                              Project Org Charts
                                                                        Process Assets                                                                                                                            Updates
                                                                                                                                                                                 Pre-Assignment
                                                                           Updates
                                          Communication Skills                                                                                                                   Negotiation
                                          Information Gathering &                                                                                                                Acquisition                                                                                    Team
                                                                                                                                                                                                                                                                                T
                                          Retrieval System                                                                                    Staffing Mgmt Plan                 Virtual Teams                                                                               Performance
                                                                                                                                                                                                                                               Close Project
                                          Information Distribution                                                                                                                                                                                                           Assessment
                                          Methods
                                          Lessons Learned Process

                                                                                                                                                                                                                                           General Mgmt Skills
                                                                                                                                                                                                                                           Training
                                                                                                                                                                                                                                           Team-building Activities
                                                                                                                                                                                                                                           Ground Rules
                                                                                                                                                                                                                                           Co-location
                                                                                                                                                                                                                                           Recognition & Reward
             Ended Up With…
             Ended Up With…
• 12 mind maps
  –   Summary
  –   1 per knowledge area
  –     oject t gs
      Project things
  –   Formula Dump

  6 Visio process maps
• 6 Vi i                                      Initiation Process Group
  – Swim lane                 Enterprise




    1 per process area
  – 1 per process area
                             Environmental




                             Organizational    Develop Project              Project Charter
                             Process Assets       Charter



                                 SoW
                                                Project Selection Methods
                                                PMIS
                                                PM Methodology
                                                Expert Judgment


                                Contract
                                                                                               Enterprise
                                                                                              Environmental


                                                                                              Organizational
                                                                                              Process Assets


                                                                                                                    Develop           Preliminary Scope
                                                                                                  SoW          Preliminary Scope          Statement
                                                                                                                   Statement




                                                                                                                    PM Methodology
                                                                                                                    PMIS
                                                                                                 Contract           Expert Judgment
                   How I Studied
• Just “read” through      • Practice tests
  the maps                    – Feedback: Weak areas: 
   – Regular, repeated,         added/updated/clarified 
                                relevant maps
     over period of time
   – Not cram or rote      • Re‐drew from memory
     memorization
                              – Mind Maps
   – Made “meaningful”
                              – Process flows (esp. ITTOs)
• “Peeled the Onion”
   – By Knowledge Area

     By Process Group
   – B P        G
 Took Advantage of How the Mind Works
• Primacy‐Recency effect
     Lots of beginnings & endings
   – Lots of beginnings & endings
• Recall
     Redrawing from memory
   – Redrawing from memory
• Associations
     Multisensory: text, visual elements, kinesthetic 
   – Multisensory: text visual elements kinesthetic
   – Relate to my experience
   – Made “sense”
• Repetition
   – Multiple sessions
   – Practice tests, focused on areas needing improvement
     Observations & Learnings
Visual tools were useful
  – Organize
  – Integrate
  – Concise
  – Could “see” maps during exam


  Tony quote
• Tony quote
     Observations & Learnings
• My maps were very large & detailed
    Better to have more maps; simpler?
  – Better to have more maps; simpler?

  Would benefit from:
• Would benefit from:
  – Standard use of visual elements
    More embellishment
  – More embellishment
    • Icons, images, graphs
    Inter page connectors
  – Inter‐page connectors
  – Other meta data
      Attributed sources
    • Attributed sources
      Observations & Learnings
    H a n d ‐D rawn            S o f t wa re
• Freeform layout
  Freeform layout        Layout more structured
                       • Layout more structured
• Quicker              • Same look, feel
• No computer needed
  No computer needed     Easier to:
                       • Easier to:
• Vivid                  –   Update
                         –   Rearrange
• Unique
  U i                    –   Link, esp. electronically
• Messier                –   Filter
                         –   “Peel the onion”
•     d        d
  Harder to update,      –   Link
  rearrange              –   Reference
                         –   Share
  Re‐draw entire map
• R d        ti
      Observations & Learnings
• Best tool for the job
  – Mind map: Knowledge Areas 
  – Visio: Process flows

  Maps can be living documents after the 
• Maps can be living documents after the
  exam
  – Reference
  – Tailor/adapt to your specific situation
    Add: lessons learned, practices, policies
  – Add: lessons learned practices policies
        Other Uses for Mind Maps
                in Project Management
                in Project Management
•   Project Planning
•   Project Dashboards 
•   Brainstormingg
•   Presentations
•   Information Management
    Information Management
    • Note taking
      Outlining ooks & other material
    • Outlining Books & other material
    • Integrating/summarizing/comparing
      – Multiple and diverse sources
               d
      – Living document
Mind Mapping in Project Planning
Mind Mapping in Project Planning
Mind Mapping in Dashboard
Mind Mapping in Dashboard
           pp g                 g
    Mind Mapping in Brainstorming
• Central: problem/issue
  Set timer
• S t ti
• Collect ideas:
     Post its
   – Post‐its
• Organize by categories
• Build on others ideas
• Facilitate:
   – Sparse areas
   – “See” 
       See
       • Relationships
       • Patterns
Mind Mapping in Presentation
   Mind Mapping in Note‐taking
• For
  – Meetings
    Presentations
  – P        i

• Benefits
  – Organize, integrate
  – Vivid, memorable
  – Concise

    g g
• Highlight
  – Inconsistencies
  – holes
Mind Mapping in Book Summaries
• Benefits
  –   Book on a page!
  –   Easy to grasp whole
      Easy to grasp whole
  –   Easy to recall
  –   C
      Can 
      • Become living legacy
      • Integrate with other content
• Examples
        Mind Mapping in
      Information Management

Useful tool
U f l     l
  –   Collecting
  –   Integrating
  –   Organizing
  –   Updating
  –   Accessing
                        Next Steps
• Try mind mapping yourself!
• Resources
  –   http://ideamapping.ideamappingsuccess.com/IdeaMappingBlogs/
  –   http://mindmappingsoftwareblog.com/
  –   http://www.mindjet.com/
  –   http://www.litemind.com
  –   http://www.biggerplate.com


                The Mind Map Book, and others
  – Tony Buzan: The Mind Map Book
• Join a community
                  Next Steps
                     Continued
                     C ti    d
  Let me know your experiences
• Let me know your experiences
   – Jim Deiner
     • jcdeiner@comcast.net
     • 610‐889‐4753
     • http://www.linkedin.com/pub/jim‐deiner/3/5a4/155

								
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