bsbpmg510a lesson 4
TRANSCRIPT
MANAGE PROJECTSLESSON 4 BSBPMG510A
LESSON FOUR OVERVIEW
• Summary of Lesson Three
• Project Management Plan
• This is a practical lesson, you will need to have with you:
• Project Brief
• Project Charter
• Developing Teams Worksheet
• You will continue working on this in your next lesson
SUMMARY OF LESSON THREE
• What are the roles in a Project Team?
• What are the five stages in Team Development according to Dr
Bruce Tuckman?
• What styles of leadership does a Project Manager need to show
when the team is in the “Forming” stage?
• How do you develop operating guidelines for the Project Team?
PROJECT MANAGEMENT PLAN
• The Project Management Plan is the core Project Management
document. It includes:
• Timelines
• Work Breakdown Structure
• Roles and responsibilities
• Quality controls
• Risk assessment
• Budget
PROJECT MANAGEMENT PLAN
• In order to complete your Project Management Plan, you will need
to gather your previous documents:
• Project Brief
• Project Charter
• Developing Teams Worksheet
• Any information you have received from stakeholders outside of
these documents.
• You will draw the majority of your content from these documents.
PROJECT MANAGEMENT PLAN
• Front Cover
• Insert:
• Name of the Project
• Your name
• Your department – Customer Service Centre
• Version Number
• Today’s date
PROJECT MANAGEMENT PLAN
• Distribution List
• List all people who have an interest in the Project that should get a
copy of the plan
• team members, Project Sponsor, stakeholders etc
• Version Control
• Record all changes or modifications made to the Project
Management Plan
• Redistribute each version
PROJECT MANAGEMENT PLAN
• Project Information, Objectives,
Scope/ Constraints/ Assumptions
• This information will be drawn
from:
• Project Charter
• Project Brief
• discussions with
Stakeholders
• Detail the boundaries of the
project, including legislation,
and what assumptions you have
made in the planning
PROJECT MANAGEMENT PLAN
• Interdependencies & Business Benefits
• Both of these sections can be completed directly from your Project
Charter.
• Remember, however, to update these if new information has come
to light since the Project Charter
• Project Management documents are living documents and change
regularly
PROJECT MANAGEMENT PLAN
• Work Breakdown Structure
• The Work Breakdown Structure
(WBS) provides a structural
view into the project.
• It is an essential tool for
planning and executing the
project.
• Use the WBS to define the work
for the project and to develop
the project's schedule.
• Everyaction or activity for the
project should be in the WBS.
Widget Mgmt. System1
Initiation1.1
Evaluation & Recommendations
1.1.1
Develop Project Charter1.1.2
Deliverable: Submit Project Charter
1.1.3
Project Sponsor Reviews Project
Charter1.1.4
Project Charter Signed/Approved
1.1.5
Planning1.2
Create Preliminary Scope Statement
1.2.1
Determine Project Team1.2.2
Project Team Kickoff Meeting
1.2.3
Develop Project Plan1.2.4
Submit Project Plan1.2.5
Milestone: Project Plan Approved
1.2.6
Execution1.3
Project Kickoff Meeting1.3.1
Verify & Validate User Requirements
1.3.2
Design System1.3.3
Procure Hardware/Software
1.3.4
Install Development System
1.3.5
Testing Phase1.3.6
Install Live System1.3.7
User Training1.3.8
Go Live1.3.9
Control1.4
Project Management1.4.1
Project Status Meetings1.4.2
Risk Management1.4.3
Update Project Management Plan
1.4.4
Closeout1.5
Audit Procurement1.5.1
Document Lessons Learned
1.5.2
Update Files/ Records1.5.3
Gain Formal Acceptance
1.5.4
Archive Files/ Documents
1.5.5
PROJECT MANAGEMENT PLAN• Work Breakdown Structure
• It is usually drawn in hierarchical
form however can also be drawn
as a table, a list, or a flowchart.
• The project objective is at the top.
• The second layer are key
deliverables/milestones that must
be achieved to meet the
objective.
• The bottom layer are all the tasks
that must be completed to
achieve the deliverable.
Widget Mgmt. System
1
Initiation1.1
Evaluation & Recommendations
1.1.1
Develop Project Charter1.1.2
Deliverable: Submit Project Charter
1.1.3
Project Sponsor Reviews Project
Charter1.1.4
Project Charter Signed/Approved
1.1.5
Planning1.2
Create Preliminary Scope Statement
1.2.1
Determine Project Team1.2.2
Project Team Kickoff Meeting
1.2.3
Develop Project Plan1.2.4
Submit Project Plan1.2.5
Milestone: Project Plan Approved
1.2.6
Execution1.3
Project Kickoff Meeting
1.3.1
Verify & Validate User Requirements
1.3.2
Design System1.3.3
Procure Hardware/Software
1.3.4
PROJECT MANAGEMENT PLAN
• Stakeholders
• This will be drawn directly from the Project Charter
• You may need to add to this list based on your knowledge of your
Project Team
PROJECT MANAGEMENT PLAN
• Risk Management
• All risks to the achievement of
the Project Objectives are to
be outlined and treated here.
• Refer to your Risk
Assessment, however, new
risks will have been identified,
or implied in your Project
Brief.
• Brainstorm all risks and
treatment options.
Impact
Likelihood Severe Major Minor Insignificant
Almost certain Critical High Significant Medium
Moderate High Significant Significant Medium
Unlikely High Medium Medium Low
Rare Significant Medium Low Low
Impact
Likelihood Severe Major Minor Insignificant
Almost certain Critical High Significant Medium
Moderate High Significant Significant Medium
Unlikely High Medium Medium Low
Rare Significant Medium Low Low
Level Explanation
Critical Requires detailed research and immediate action; Council leadership involvement
High Requires immediate senior management or Council attention
Significant Needs Council attention and specific Department management responsibility for action.
Medium Department to manage by documented monitoring or response procedures.
Low Department to manage through routine procedures.
PROJECT MANAGEMENT PLAN
• Costs and Resources
• Essentially your Project.
• Identify Costs and Resources
required to achieve you Project
Objectives.
• You will need to explain what
assumptions you have made in
these calculations (e.g.
number of hours it will take to
complete an action).
• Category may, or may not be
appropriate for the project.
PROJECT MANAGEMENT PLAN• Project Governance
• List the names and any interests of
the people responsible for the
successful outcome of the project:
• Project Sponsor
• Project Client (may be the
same)
• Project Control Group (Council)
• Project Manager
• These individuals are responsible
for checking the project for quality
in management, performance,
output and ethics.
***Performance Reporting
requirements are outlined in the FCC Operational Plan
***
PROJECT MANAGEMENT PLAN• Timelines
• Timelines will be drawn from your Work
Breakdown Structure
• They are usually presented as both a
table, and as a Gantt Chart
• A Gantt chart is a type of bar chart,
developed by Henry Gantt, that illustrates
a project schedule.
• Gantt charts illustrate the start and finish
dates of the activities and tasks of a
project.
• They also show what actions have to
happen before other actions can take
place.
PROJECT MANAGEMENT PLAN
• Quality
• As a minimum, the Project Plan should include the quality
measures and acceptance criteria to be used for the project and
deliverables.
• Communication
• Provide details of the project meetings and reporting that will be
undertaken.
PROJECT MANAGEMENT PLAN
• Contracts & Procurement
• Explain the process that you will use to procure your new
database system.
• As Fynntown City Council has no current system, this will go out to
a tender process.
• Project Change Control
• Changes will be managed through the completion of a Change
Request Form that will be logged in the Change Register.
• Changes that are outside of the Project Manager’s financial
delegation, or will add more than 10 days (all changes in total) to
the timeline must be approved by the sponsor.
LESSON FIVE OUTLINE
• The Project Management Plan Workshop
• Complete your Project Part B
ANY QUESTIONS