a project is “a unique endeavor to produce a set of deliverables within clearly specified time,...
TRANSCRIPT
Project Management
Making all the pieces
fit
Getting you through… to the end goal …
Having a happy
customer…
What is a project?
A project is “a unique endeavor to produce a set of deliverables within clearly specified time, cost and quality constraints”
What makes a project different from business as usual?
Unique Timescale Budget Resources Risk Change
What is Project Management?
“Project Management is the skills, tools and management processes required to undertake a project successfully”.
Project Management comprises
Set of skills› Specialist knowledge› Specialist skills› Experience
Suite of tools› Templates› Registers› Planning Software› Modelling Software› Audit Checklists› Review Forms
Main Phases
Evaluate Plan Design Implement
Evaluation Phase
Identify problem/opportunity Define business case
› Provide various solution options› Conduct feasibility study› Recommend final solution › Approve solution› Initiate project
Complete Project Charter› Outline objectives, scope and structure of the new project,› Appoint Project Manager › Recruit project team › Establishes a Project Office › Approval to move into the detailed planning phase.
Evaluate:Business Case
Define problem / opportunity Analyse solutions
› Risks› Costs› Benefits› Issues
Recommended solution Generic project plan
Evaluate:Benchmark KPI’s
Provide staff with clear goals Strengthen shared values Create common goals KEY
› Gain competitive advantage PERFORMANCE
› Clearly measured INDICATOR
› Leading information on future performance
Evaluate:Project Charter
Vision Objectives Scope Deliverables Roles Responsibilities Summary of activities List
› Risk, issues, planning, assumptions, constraints
Project Manager
Evaluate:Appoint Project Team
Organogram Job descriptions Appoint team
Evaluate:Project Office
Location Communication Documentation Tools Meeting rooms Training rooms
Planning Phase
Project Plan › outline activities, tasks, dependencies and timeframes
Resource Plan › List labor, equipment and materials required
Training Plan › List labor, equipment and materials required
Financial Plan › identify labor, equipment and material costs
Quality Plan › provide quality targets, assurance and control measures
Risk Plan › highlight potential risks and actions taken to mitigate them
Acceptance Plan › List criteria to be met to gain customer acceptance
Communications Plan › List information needed to inform stakeholders
Procurement Plan › identify products to be sourced from external suppliers
At this point the project has been planned in detail and is ready to be executed.
Planning:Project Plan
Detailed task list Resource allocation Single ownership Daily updates Distribution Version control
Planning:Resource Plan
Detailed plan› Type› Quantity› Roles, responsibilities› Equipment› Materials› SME’s
Planning:Training Plan
Competencies Time frame Training detail Delivery modes Record of prior learning Identify super users / train the trainer
Planning:Financial Plan
Total costs› Labour› Equipment› Material› People
Expense schedule
Planning:Quality Plan
Customer needs Project needs Business needs Targets Standards Time, Cost, Quality, Change,
Acceptance, Communications
Planning:Risk Plan
List of risks Preventative actions
Planning:Acceptance Plan
Customer acceptance Communication of each project stage Sign off.
Planning:Communications Plan
Identify type of information Methods of distribution Stakeholders Frequency of distribution Assign responsibilities
Planning:Procurement Plan
Identify elements from external suppliers
Detailed product description› Goods and services
Justification Procurement schedule
Design Phase
Methods› Brainstorming, Fishbone Diagrams, Critical
Path Analysis, Flow Diagrams, and Gantt Charts.
Design:Design methods
B F C G
Project brainstorming and initial concepts, ideas, structures, aims, etc *** **
Gathering and identifying all elements, especially causal and hidden factors * *** **
Scheduling and timescales ** ***
Identifying and sequencing parallel and interdependent activities and stages * *** *
Financials - castings, budgets, revenues, profits, variances, etc * * ** ***
Monitoring, forecasting, reporting * ** ***
Troubleshooting, problem identification, diagnosis and solutions ** *** ** *
'Snapshot' or 'map' overview - non-sequential, non-scheduled ** ***
Format for communications, presentations, updates, progress reports, etc * * ***
Design:Brainstorming
Free thinking Random technique Facilitated by correct person
Design:Fishbone Diagrams/Mind Maps
Design:Gantt Charts
Scheduling Budgeting Reporting Presenting Communicating progress Not good for critical path analysis
Gantt Chart
Design:Map Business Processes
Critical path analysis› Process flow diagrams› Pert Charts
Detailed procedures
Flow Charts
Design:Dashboard
Indicated status at a given point in time
Implementation Phase
Execute each activity/task Manage processes to monitor and
control the deliverables
Implementation:Management processes
Identify changes, risks and issues Review deliverable quality Measure each deliverable against
acceptance criteria. Closure
Implementation:Project Plan
Update on a daily basis WHO Project Manager
Implementation:Team Meetings
Regular Review all project plan elements Detailed minutes Distribute Version control Steering committee meetings
› Schedule updates
Implementation:Balanced Scorecard
Strategic planning and management tool› Aligns business activities to business vision
and strategy› Full strategic planning and management
system› Daily “marching orders”
Implementation:Cost Management
Identify costs Approve Pay Expense register Cost tracking
› Financial / project plan
Closure
Formal Customer realises benefits Asses completion of criteria Identify outstanding items Produce hand over plan List activities required for hand over Communicate closure to all
stakeholders