The executing phase involves implementing the planned activities according to the approved schedule and budget. This is where the work of the project is actually performed and consumes both resources and time. In this phase, the project manager coordinates the work of the project team. Although this phase basically consists of executing the plan, recording progress, and updating the plan, there are other activities key to project success. These include managing the project team and relationships with stakeholders.

In preparing the project team, the project manager needs to make sure that each project team member thoroughly understands the goals and the overall schedule of the project. Managing a successful project team requires the effective use of the resources involved within the project and the development of individual and group skills to enhance project performance. If project team members lack the necessary skills, such skills must be developed when necessary so that each team member can perform their assigned activities. If needed training is not available within AIS, refer to the Methods & Education Services Team for assistance.

The project manager is responsible for managing relationships and addressing various types of problems that affect project success. Constant monitoring and control of all aspects of the project will help identify problems. Schedule conflicts (including those resulting from tasks of other high-priority projects), unexpected resource constraints and budget overruns are examples of the types of problems that are common in a project. The project manager must establish a climate of open communication with his/her team members and remove obstacles so that the project will remain on track.

The project manager should manage and influence stakeholders' expectations to ensure a successful project. It is important that stakeholders understand and support the project goal and overall schedule. The best way to do this is through open communication with the stakeholders to assure that they're apprised of project status. It is important to understand stakeholders view points while addressing their questions and concerns. It may be necessary to persuade or influence a stakeholder to create a higher level of stakeholder confidence in the project.

Monitoring project progress is essential. Gathering and distributing information is key to insuring a project's success. Collecting a variety of information related to resource utilization and time expenditures is critical in determining what percentage of the project has been completed and whether the project will complete on time. The project manager is responsible for gathering and disseminating all kinds of project related news and information. This information can be used to influence expectations, in evaluating resource utilization, and making adjustments to the plan.

Inputs

Project Plan

A project plan is prepared by the project manager with input from the project team, and should be reviewed and approved by the project coach and stakeholders. It describes what the team plans to produce (milestones and deliverables), the sequence of activities required to produce it, and what resources are needed to complete the activities. . The project plan and supporting materials must be stored and maintained in the project’s official subdirectory of project documents (see the section Additional Resources, AIS Project Management Libraries for the AIS LAN location). The project manager must request the creation of the project subdirectory by the AIS Department Systems and Services Team.

Every project that qualifies for this process requires a PERT chart for AIS presentation purposes. It is suggested that a Gantt chart be used for communication within the project team and with stakeholders.

AIS Policies and Guidelines

There may be AIS policies and guidelines that are applicable to any given project.

Outputs

Project Plan Modified

When the project plan changes, updates and adjustments are made to the project plan. The project plan and supporting materials must be stored and maintained in the project’s official subdirectory of project documents (see the section Additional Resources, AIS Project Management Libraries for the AIS LAN location). The project manager must request the creation of the project subdirectory by the AIS Department Systems and Services Team.

Project Team Trained

Project Team clearly understands the goals and plans to achieve the project objectives. All project team members have acquired the necessary skills to perform the assigned activities.

Project Team Ground Rules

To ensure team success, the project team should establish a set of ground rules that will guide and regulate the team's activities. Refer to the Total Quality Service at AIS document collection as listed in the Additional Resources section for more details on establishing team ground rules.

Project Deliverables

A deliverable is any measurable, tangible, verifiable outcome of work activities that have fully or partially been completed within this project phase.

Tools and Techniques

Interviews and Meetings

Meetings are a crucial means of gathering project information. Facts that are not clearly defined in paperwork can be brought out through discussions and face-to-face explanations

Conflict Resolution Techniques

It is normal for conflicts to arise during the project, which may require various techniques to resolve. It is the responsibility of the project manager to facilitate the resolution of conflicts. If the project manager can not resolve conflict, it is their responsibility to escalate the issue to the appropriate person.

Microsoft Project (latest version)

Microsoft Project is project management software. Project management software assists project managers by providing a means for organizing project information. A project manager uses the software to enter and maintain a workplan that organizes activities and details. The software calculates the scheduled dates for tasks based on the time or work requirements of each task, using a calendar of working days for the project and its resources.

Project Management References

This includes tips, AIS-specific reference materials, document locations, training classes, books, articles, and other materials as mentioned in the Additional Resources section of this document.

Expert Judgment

Expert judgement will often be required throughout this phase. Such expertise may be provided by any group or individual with specialized knowledge or training and is available from many sources including:

• Personal experience
• Other teams within AIS
• Vendors
• Universities with similar projects

Resource Sharing

The project manager may need additional resources for the project in order to meet the project deadline dates. Refer to AIS Planning and Budgeting Process - Resource Sharing, section 7.2 for guidelines.