A PMI Volunteering Project

The Project

In the period from September to December 2013, I had the priviledge of leading a volunteering project aimed to translate to Spanish the book: A Pocket Companion to PMI’s PMBOK® Guide. Authors: Paul Snijders, Thomas Wuttke and Anton Zandhuis. Publisher House: Van Haren Publishing.

The translation of this book was only possible thanks to the disinterested and excellent work performed by a great team of volunteers at PMI: Jose Daniel Esterkin –PMI Buenos Aires Chapter- Javier Martín –PMI Barcelona Spain Chapter- Ariana Cisilino, Fernando Lucas, Jose Ramón Arlandis and José Lopezosa –PMI Valencia Chapter- Mercedes Martinez and myself –PMI Madrid Spain Chapter. Additionally there were 13 PMI’s external reviewers. Last, but not least, we counted with the invaluable help of author Anton Zandhuis, and the Publishing Director Bart Verbrugge.

If you have ever worked with volunteers then you know about the big challenge: you cannot obligue them to do something, they have to do everything voluntarily. If you are not clear about what when and how to do something, or if tasks are much too complex or too long, etc. then they do not engage because they have many other professional ana personal activities to attend that are more important for them. Another big challenge was that we were in a virtual team, without budget to meet physically or any other team building activity, so convininent in these kinds of projects. Al these constraints had to be considered when deciding on tools, techniques and methodology: for instance, we decided to break the work down into many short weekly increments.

Communication was another big topic here, especially with the external PMI team, the author and the publisher. With author and publisher –in English- I soon realized how certain is the saying that goes:

“While there is no deliverables, we only have communication”

Their logical uneasiness started decreasing only after delivering the first translation segments.

We had our good quota of risk on this project. What would happen if we had a lot of complains about lack of quality in translation from external reviewers from other Spanish PMI chapters, or from the publishing house?

Finally, I have to say this project was a real success, and I was glad personal and professionally as a project manager: El Compañero de Bolsillo de la Guía del PMBOK® is available in book shops, many readers have paid for it, we have contributed to the development of our professional community broadcasting a short summary of the most valuable PMI’s standard, many colleagues have congratulated us, and what’s more important to me: I have really get along with some very interesting excellent colleagues and learned from them. In the job of project management, as in any other profession, you really get to know your coworkers by working with them.

1. Project Initiation

This project had a very quick and effective starting phase: The four PMI involved chapters authorized it at their governance committees. I was nominated as the project manager. You can visit this link to access the initiation documentation: http://goo.gl/cF9f9V. You can see, among other information, the project charter and the stakeholder register.

  • If you want to download the PDF file with the project charter then click here
  • If you want to download the PDF file with the stakeholder register then click here

2. Project Planning

Being this an internal project, without any cash flow, costs will be tracked as effort hours incurred at a standard rate. On this project, team acquisition was given from the beginning. The other project management areas were influenced by external milestones and the need of significant team members’ followup meetings. You can visit this link to access the planning documentation: http://goo.gl/3Le85e. You can see, among other information, the project scope statement, the WBS, the WBS dictionary, deliverables, control accounts, milestones, schedule baseline, cost estimates and cost baseline.

2.1. Scope Baseline

  • If you want to download the PDF file with the project scope statement then click here
  • If you want to download the PDF file with the Work Breakdown Structure WBS then click here
  • If you want to download the PDF file with the WBS Dictionary then click here
  • If you want to download the PDF file with the Delivery List then click here

2.2. Schedule Baseline

  • If you want to download the PDF file with the Schedule Baseline then click here
  • If you want to download the Excel file with the Schedule Data then click here
  • If you want to download the Microsoft Project file with the Schedule Baseline then click here

2.3. Cost Baseline

  • If you want to download the PDF file with the Basis for Cost Estimations then click here
  • If you want to download the PDF file with the Cost Baseline then click here

3. Risk Management

You can visit this link to access the risk documentation: http://goo.gl/RoGIMy. You can see, among other information, the project risk register –2 risks- the assumption log –5 assumptions- and the issue log –3 issues.

  • If you want to download the PDF file with the Risk Register then click here
  • If you want to download the PDF file with the Assumption Log then click here
  • If you want to download the PDF file with the Issue Log then click here

4. Project Execution and Control

Project execution consisted basically on translation and reviewing efforts. In the project document repository you can see how technical documents were arranged (translations and reviews). It also contains management documents regarding communications and deliverables. You can visit this link to access the control documentation: http://goo.gl/1sXYWa. You can see, among other information, the project change log –4- tracking for deliverables, scope, cost, schedule and health check summaries up to 12/31/2013.

  • If you want to download the PDF file with the Change Log then click here
  • If you want to download the PDF file with the Delivery Log then click here
  • If you want to download the PDF file with the Health Check Log then click here

4.1. Controlling the Project Baselines

  • If you want to download the PDF file with the Scope Performance Report as of 12/31/2013 then click here
  • If you want to download the PDF file with the Schedule Performance Report as of 12/31/2013 then click here
  • If you want to download the PDF file with the Cost Performance Report as of 12/31/2013 then click here

5. Project Closing

You can visit this link to access the main project documents: http://goo.gl/3V6zTq. You can see, among other information, the project lessons learned and the documentation repository.

  • If you want to download the PDF file with the Lessons Learned then click here
  • If you want to download the PDF file with the Project Documentation Repository then click here

This article is also available in Spanish