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Simplify and Optimize Your Projects with ChatGPT & Project

Canvas

Antonio Nieto (Belgium Chapter +1) - September 7, 2023

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Topics: Artificial Intelligence

Effective project management has become increasingly vital in the rapidly evolving digital world. Project managers are often
challenged to balance project scope, costs, time, quality and benefits while navigating changing landscapes and diverse
stakeholder expectations. To succeed in this complex environment, combining modern project management practices (like
the Project Canvas) with advanced AI technology (like ChatGPT-4 code interpreter) will offer you significant benefits.

The Project Canvas is a visual tool that provides a structured, comprehensive framework for project management, enabling
you to capture key aspects of your projects efficiently and consistently. Meanwhile, ChatGPT can automate and streamline a
range of project management tasks, fostering enhanced collaboration and productivity. The blend of Project Canvas and
ChatGPT provides an efficient, holistic approach to project management, where human expertise is amplified by AI
capabilities.

Prompts for the 14 Project Canvas Dimensions

Antonio Nieto-Rodriguez is a leading expert in The Project Canvas comprises the following 14 dimensions encompassing the fundamentals needed to deliver a project
project management and strategy successfully. I have developed a series of ChatGPT prompts for each of the dimensions to help you analyze any project that
implementation, recognized by Thinkers50 with
the prestigious award “Ideas into Practice.” He
has publicly available information. If you have access to ChatGPT-4 code interpreter, you can also upload the project charter
is the creator of concepts like The Project of any of your organization's projects and ask the prompts to assess if all the 14 fundamentals are well-defined or need to be
Economy and the Project Manifesto. He is reworked. (Note that after asking the initial prompt, you can continue questioning ChatGPT for further details and
author of Lead Successful Projects (2019,
Penguin) The Project Revolution (2019, LID) explanations.)
and The Focused Organization (2012 Gower).
He has been teaching project management for
more than a decade to senior executives at
Duke CE, Skolkovo, Solvay Business School,
and Vlerick. Antonio has held executive PMO
positions at PricewaterhouseCoopers, BNP
Paribas, and GlaxoSmithKline. Former
Chairman of the Project Management Institute,
he is the co-founder of the Strategy
Implementation Institute and the global
movement Brightline.

1. The Business Case is the justification for undertaking the project, typically tied to the organization's strategic objectives and the financial and non-financial
benefits expected from the project.

Project managers can use ChatGPT to gather and organize data from various sources to build a comprehensive business case. With AI, you can also generate a
business case draft using the information provided.

Prompts:

What are the strategic objectives that this project helps fulfill?
What are the financial and non-financial benefits expected from this project?

2. The Purpose dimension of the Project Canvas articulates the project's inspirational objective and how it aligns with the organization's overall vision.

ChatGPT can be used to define the project's purpose statement and key objectives. Based on the input, it can also draft an alignment statement to show how the
project fits with the organizational vision.

Prompts:

What are the main objectives of this project?

 How does this project align with the overall vision of the organization?

3. The Executive Sponsor is a high-ranking individual in the organization who champions the project and provides support, guidance and leadership.

ChatGPT can help you identify the key roles of an executive sponsor and articulate how they can be beneficial in project success based on industry best practices.

Prompts:

Who is the executive sponsor for this project, and what is their role?
How can the executive sponsor contribute to the success of this project?

4. The Governance dimension refers to the structure and processes in place for the project to ensure timely and efficient decision-making.

ChatGPT can be used to define the governance structure, roles, responsibilities and process. It can also provide best practice suggestions to ensure effective
governance.

Prompts:

What governance structure and process are in place for this project?
How can this governance model ensure timely and efficient decision-making?

5. The Scope dimension focuses on defining the key deliverables of the project and how changes to the project scope will be managed.

With ChatGPT, you can define project scope and create a plan to manage scope changes based on provided inputs and guidelines.

Prompts:

What are the key deliverables of this project?

How will changes to the project scope be managed?

6. The Time dimension concerns the project timeline, including major milestones and the overall schedule for completion.

ChatGPT can assist you in formulating a project timeline and define a process for time management, including setting milestones and tracking progress.

Prompts:

What is the timeline for this project?

How will project scheduling and time management be handled?

7. The Budget dimension covers the project's estimated budget, allocation of funds, and how cost overruns and budget management will be handled.

ChatGPT can help you estimate the project budget and define a process for cost control and budget management, including possible solutions for budget overruns.

Prompts:

What is the project's estimated budget?

How will cost overruns and budget management be handled?

8. The Quality dimension sets the standards and success metrics for the project, along with plans for quality control and assurance.

Use ChatGPT to define the project's quality standards and success metrics. It can also help in developing a quality management plan, including quality control and
assurance processes.

Prompts:

What are the quality standards and success metrics for this project?
How will quality control and assurance be managed?

9. The Risk Management dimension identifies potential risks for the project and plans for managing and mitigating these risks.

ChatGPT can be used to identify potential risks and suggest a risk management plan, including risk mitigation strategies based on provided information.

Prompts:

What are the potential risks for this project?

How will these risks be managed and mitigated?

10. The Procurement dimension outlines the goods or services needed for the project and how the procurement process will be managed.

ChatGPT can help you define procurement requirements and suggest a process for managing procurement based on the project's nature and the organization's
policies.

Prompts:

What are the procurement needs for this project?

How will the procurement process be managed?

11. The Human Resources dimension details the personnel required for the project, along with their roles and responsibilities, and plans for their management and
development.

ChatGPT can assist in identifying resource needs, roles and responsibilities and suggest a human resource management plan.

Prompts:

What human resources are required for this project?

 How will these resources be managed and developed?

12. Stakeholder Management involves identifying the key stakeholders of the project and planning for their communication and engagement.

ChatGPT can help in identifying key stakeholders and suggest a stakeholder management plan, including communication strategies.

Prompts:

Who are the key stakeholders of this project?

How will stakeholder communication and engagement be managed?

13. The Change Management dimension considers anticipated changes due to the project and how these changes will be managed and communicated.

ChatGPT can be used to identify potential changes and suggest a change management plan, including strategies for managing and communicating these changes.

Prompts:

What are the anticipated changes due to this project?

How will these changes be managed and communicated?

14. Organizational Agility/Culture looks at how the project aligns with the organization's culture and agility and how it can contribute to enhancing them.

ChatGPT can help articulate how the project aligns with the organization's culture and agility, and how it might contribute to their enhancement based on the input
provided.

Prompts

How does this project align with the organization's culture and agility?
How can the project contribute to enhancing the organization's agility and culture?

Apollo Moon Landing and COVID-19 projects

To provide a more practical perspective on the use of the Project Canvas and ChatGPT, let's consider two remarkable projects that presented monumental
challenges—but also represented incredible human achievements.

The Apollo moon landing project, undertaken by NASA in the 1960s, aimed to fulfill President Kennedy's promise of landing a man on the moon and returning him
safely to Earth. The development of the COVID-19 vaccine, spearheaded by multiple global pharmaceutical and biotech companies, aimed to create a safe and
effective vaccine to combat the global pandemic.

The following table summarizes the responses from ChatGPT for each of the 14 Project Canvas dimensions for these two projects. Remember that you can ask for
further details if you wish to gather more insights about the projects:

Apollo Moon Landing

COVID-19 Vaccine
Dimension ChatGPT Prompt
ChatGPT Initial
ChatGPT Initial Response
Response

The objective was to The objective was to develop

Business What are the expected
achieve a human lunar a safe and effective vaccine to
Case benefits of this project?
landing and safe return. counter the COVID-19 virus.

The project's purpose was The project's purpose was to

How does this project
to establish U.S. control the global pandemic,
align with the
Purpose dominance in the space restore social, and economic
organization's strategy
race and inspire national normalcy, and save millions of
or mission?
pride. human lives.

The CEOs of the

President John F. Kennedy
Executive pharmaceutical companies
What role do they play? was the executive sponsor,
Sponsor sponsored and championed
setting the ambitious goal.
the development efforts.

Each company had internal

Key governance was governance but also
What are their roles andprovided by various collaborated with external
Governance
responsibilities? committees and government health
departments within NASA. departments and regulatory
bodies.

The key deliverables were

Key deliverables included
vaccine development,
developing a lunar
What is included and conducting rigorous clinical
Scope spacecraft, training
what is not? trials, gaining regulatory
astronauts, and executing
approval, and mass-producing
the mission.
the vaccine.

The vaccine development

The Apollo program was
timeline was significantly
What are the major fulfilled within the timeline
Time accelerated, compressing a
milestones? set by Kennedy, with the
process that typically takes
landing in July 1969.
years into less than a year.
 Budgets varied, but for
The final cost of the Apollo example, Moderna received
How will funds be
Budget program was around $25.4 nearly $1 billion from the U.S.
allocated?
billion in 1969 dollars. government for research and
testing.

Quality was ensured by multi-

Quality was ensured
How will quality be phase clinical trials and
through astronaut safety,
Quality managed and regulatory oversight focusing
spacecraft reliability, and
controlled? on vaccine safety and
mission success.
efficacy.

Potential risks like mission Risks like potential vaccine

failure and astronaut safety ineffectiveness and safety
Risk How will they be
were managed by rigorous issues were managed by
Management managed?
testing and contingency rigorous testing and risk-
planning. based monitoring.

Procurement needs included

NASA contracted with
raw materials for vaccine
How will they be many companies to supply
Procurement production, specialized
managed? various components and
equipment, and delivery
services for the mission.
logistics.

The Apollo program

Human resources were
employed 400,000 people
crucial, encompassing
Human How will they be at its peak, including
scientists, clinical
Resources managed? astronauts, scientists,
researchers, manufacturing
engineers and support
staff and project managers.
staff.

Key stakeholders like the Stakeholders including

U.S. government, NASA employees, investors,
How will they be
Stakeholder employees, contractors regulatory bodies and the
engaged and
Management and the public were public were maintained
managed?
engaged with regular through regular updates and
updates. transparent reporting.

The Apollo program led to The rapid development and

What are the significant technological deployment of the COVID-19
Change
anticipated changes advancements, vaccines ushered in
Management
due to this project? contributing to changes in significant changes in the field
various sectors. of vaccinology.

The Apollo program The swift response to the

How agile is the
Organizational exemplified NASA's culture pandemic highlighted the
organization in adapting
Agility/Culture of innovation, risk-taking pharmaceutical companies'
to changes?
and teamwork. agility and collaborative spirit.

Take Action: Start Using the Project Canvas ChatGPT Prompts

The combination of the Project Canvas and ChatGPT paves the way for modern and innovative project management, where technological intelligence and robust
project management methodologies intersect to foster efficiency, clarity and success. This approach invites project managers to embrace the digital age, leveraging
AI's power to augment human expertise.

Embracing this blend of methodology and technology isn't just an option; it's a strategic move to navigate the complexities of contemporary project management.
So, start your journey today. Leverage the comprehensive structure of the Project Canvas and the dynamic capabilities of ChatGPT to take your project
management practice to new heights. Challenge the status quo, transform your approach, and unlock the full potential of your projects.

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PREMIUM PRESENTATION
by Antonio Nieto

Reviews (5)
Subscribe to reviews
 Luis Branco Dear Antónie Nieto
CEO, Business Insight, The topic you brought to our reflection and debate is very interesting.
Consultores de Gestão, Ldª Thank you for sharing and for your questions to ChatGPT
Carcavelos, Lisboa, Portugal
Network:123835
Are the answers obtained that short?
Connected
Since 1/16/20
Posted: Sep 9, 2023 1:48 PM

Jhanielle Brown Antonio,

Engineering Program Manager, This was a very insight perspective on how to utilize AI tools such as ChatGPT can aid with the project
HP management perspective. I liked the examples you provided, I reworked the Apollo example. Overall,
Houston, TX, USA
Network:0
thanks for sharing your perspective on ChatGPT & Project Canvas it was a good read!

CONNECT Posted: Sep 8, 2023 6:00 PM

Dave Garrett Hi Antonio - This is a great article. Thank you for writing it. I've always been a big fan of your project canvas
Senior Advisor to the CEO, PMI (and of course your work in general).
STERLING, VA, USA

Network:3500
I think it probably good to note that people should only upload their project charters if their company allows
it by policy. Many organizations don't if they lack a separate, secure instance of a tool like ChatGPT (
CONNECT https://bit.ly/3Z9xKy2 ).

However, if your organization is set up for this sort of thing, you can not only upload your project charter, but
also other documents that would help you cross-check some of the items in the canvas. For example, if you
were to upload both the charter AND the org strategy document - THEN ask your purpose question, "How
does this project align with the organization's strategy or mission?" you would probably get a very detailed
and helpful answer.

Thanks again for the article. I'm sure it will help many people get better understand and communicate about
their projects.

Posted: Sep 8, 2023 10:57 AM

Eduin Fernando Valdes Very interesting, thanks for sharing.

Alvarado
Project Manager, F y F Posted: Sep 8, 2023 9:44 AM
Fabricamos Futuro
Network:2617 Villavicencio, Meta, Colombia

CONNECT

Abolfazl Yousefi Good read!

Darestani Thank you for sharing
Manager, Quality and
Continuous Improvement,
Network:119730
Posted: Sep 8, 2023 8:54 AM
Hörmann-TNR Industrial Doors
Connected
Newmarket, ONTARIO, Canada
Since 5/9/21

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