delivering results project management...2019/10/18 · what is project management? …the...

Delivering Results –Project Managementh

Module 3.1

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2 Rialtas na hÉireann | Government of Ireland

Assumes personal responsibility for and delivers on agreed objectives/ goals

Manages and progresses multiple projects and work activities successfully

Accurately estimates time parameters for projects and manages own time efficiently, anticipating obstacles and making contingencies for overcoming these

Maintains a strong focus on meeting the needs of customers at all times

Ensures all outputs are delivered to a high standard and in an efficient manner

Use resources effectively, at all times challenging processes to improve efficiencies

Delivery of

Results

AO Competency Indicators

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Agenda

‒ Part 1 – Introduction to Project Management

‒ Part 2 – Phases of the Project Management life cycle

‒ Part 3 – Project Initiation and tools

‒ Part 4 – Project Planning tools

Rialtas na hÉireann | Government of Ireland

Introduction to Project Management

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Activity

With the person to your right discuss:

‒ What makes a project a project?

‒ What is project management?

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What is a “Project”?

‒ Unique

‒ Timescale – start & end

‒ Budget

‒ Limited resources

‒ Beneficial change

‒ Risk

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What is Project Management?

…the application of knowledge, skills, tools & techniques to

project activities in order to meet stakeholder’s needs &

expectations from a project.” (Project Management Institute

– U.S.)

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Scope

Cost

Time

Quality

Deliverables

• Estimating

• Budgeting

• Controlling

• Boundaries

• In-scope/Out-of scope

• Estimating

• Scheduling

• Monitoring

• Establish standards

• Monitor

• Quality assurance


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Managing the HOW:

Integration

Communication

Human Resources

Risk

Procurement

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Activity

Project Failure:

‒ Why projects fail?

‒ Name 2 project failures and why

they failed?

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Why Projects Fail

Lack of skilled resources

Unclear objectives

Lack of management commitment

Poor estimating

Unrealistic user expectations

Problems with external suppliers

Inadequate controls

Poor planning

Politics

Unrealistic deadlines

Moving goal posts

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Edinburgh Trams – Public Sector

Profile

In 2007 Lothian Regional Transport (LRT) was awarded best bus

operator in the UK

The number 22 bus ran from the

west side of the city (near the

airport) through the city centre to

the Newhaven area via the Leith

area of the city.


The Project Lifecycle

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1. Initiation

2. Planning

3. Execution

4. Closure

The Project Lifecycle

Project Definition

Detailed Planning

Monitor & Control

Post Implementation

Review


Project

Initiation

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Phase 1: Initiation

‒ Project ‘Kick-off’

‒ Key tasks:

‒ Create Business Case

‒ Create Project Charter

‒ Appoint Project Team

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Goals and Objectives

Goals - Why

- Purpose

Objectives - What

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Project Goals

‒ Usually qualitative

‒ Strategic level

‒ Often shared with other projects

‒ Sense of purpose

‒ Context for Objectives definition

‒ Must be given to Project Manager

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Project Objectives

‒ Quantitative/measurable

‒ Achieved by one project alone

‒ Demonstrable when achieved

‒ Basis for success/failure judgement

‒ Usually relate to end products

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Project Scope

‒ Project scope is the definition of what the project is supposed to

accomplish and the resources (time, materials and budget) allocated to

achieve these objectives.

‒ It is critical that any change in the project scope is matched with a change

in the allocated resources in order for the project to be successful.

‒ Scope changes can often occur as “scope creep” where several small

changes are made that cumulatively amount to a substantial amount.

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Project Team Exercise

Initiation

‒ Define the project scope – what is in scope and out of scope?

‒ Overall Goal

‒ Up to 5 Objectives & deliverables

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Business Case

‒ Reasons for undertaking the project

‒ Benefits

‒ Tangible

‒ Intangible

‒ Benefits realisation

‒ Cost and Time scale (derived from the Project Plan),

‒ Investment Appraisal (Cost: Benefit Analysis).

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Options

Do Nothing

Do Something

Do Everything

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Cost/Benefit Analysis

Payback

Return on Investment

Net Present Value

Calculations & Analysis performed by experts

Costs

Benefits

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Initiation

‒ Complete the High Level Business Case

‒ Options

‒ Benefits

‒ High Level Risks

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Project Management Roles

Project Completion

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Project Management RolesRole Who Are They? Responsibilities

Project Sponsor

• Internal client

• Identified need for change

• Committed to making it happen

• Propose project

• Procure resources

• Champion & support

Stakeholders

• Individuals or groups with direct or

indirect impact or involvement

• Provide feedback to the project

team on impacts

• Collaborate to achieve project

outcomes

Suppliers

• Identified for skills, knowledge &

expertise

• Allocated as external resources to the

project

• Provide goods & services

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Project Management Roles

Role Who Are They? Responsibilities

Project Team Members

• Individuals identified for their skills,

knowledge & expertise

• Allocated as internal resources to the

project

• Executing tasks & producing

deliverables

Project Manager

• Single point of responsibility for all

activities & outcomes

• Integrate & co-ordinate all

contributions

• Guide to successfully complete

the project


Project

Planning

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The Three Project Interests - Planning

SupplierUser

Business

Business• A business need

• VFM

User• Use the final product• Impacted by outcome

Supplier• Provides resources

• Skills• In-house or external

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Phase 2: Planning

‒ Resource Planning & Scheduling

‒ Stakeholder Analysis

‒ Communication plan

‒ Risk/Issue Management

‒ Quality Management

‒ Procurement

‒ Finance plan

Project Definition

Detailed Planning

1. Initiation

2. Planning

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Phase 2: Planning – Stakeholder Analysis

Steps:

1. Identify Stakeholders

2. Prioritise

3. Understand

−Interest in outcomes

−Motivators

−Information

−Influencers

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Phase 2: Planning – Communication Plan

Keep stakeholders adequately informed:

—What needs to be communicated?

—How will it be communicated?

—To whom will it be communicated?

—By whom will it be communicated?

—When will it be communicated?

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Planning

‒ Design the high level communications plan for stakeholder

management

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A RISK is ……

A possible event that may prevent

the project meeting its objectives.

UNCERTAINTY

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What is a risk?

Uncertainty of Outcome

(Positive opportunity or negative threat)

The task of risk

management is to manage

a project’s exposure to risk

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Project Risk“The chance of exposure to the adverse consequences of future events”

Controlling

Monitoring

Resourcing

Planning

Risk Analysis

Risk Management

Estimation

Evaluation

Identification

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Risks and Issues

What’s the difference?

Risks – what could possibly go wrong?

— As you identify tasks think of the risks associated with these tasks and their likelihood of

failure.

— Write these in your Risk list and allocate a number.

Issues – what has already gone wrong?

— As you begin planning questions and doubts will arise, policy matters will be identified,

and cost implications will be raised.

— Record these in your Issue Register and put the assigned number here.

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Risks Analysis

Risk

Identification

Risk

Estimation

Likelihood – how probable is it?

Consequences - what is the impact?

Risk

Evaluation

Acceptable or not?

What ACTIONS?

What could possibly go wrong?

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How to List Risks

Description of Risk

— A clear description of a potential future event that you can imagine but would like to

avoid.

— Use at least one full sentence to describe the risk.

— Be as specific as possible.

Mitigation Strategy

— What you plan to do to reduce the likelihood of the risk occurring or to minimise the

impact .

Risk Factor (High / Medium/ Low)

— Probability - the likelihood of the risk occurring

— Impact – the effect on the project of the risk occurring

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Risk Factor

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Risk

ACCEPTANC

E

Prevention

Reduction

Transference

Contingency

Acceptance

Make sure it does not occur or has no

impact

Reduce likelihood of occurrence

Reduce the Impact if it does

Pass to third party

Use only if Risk occurs

Will not occur

Actions are too expensive

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Phase 2: Planning – Risk Management Plan

Risks – may impact project deliverables

Risk = Likelihood x Potential Impact

Record in Risk Log

Implement Controls

Review

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Exercise Planning – Assessing Risk

Using the high level risks identified in your business case,

complete a risk management plan and the action you will

take

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Exercise Planning: Product

Breakdown Structure

Consider:

Activities and tasks that will be required deliver your

project?

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Milestones

Should be:

‒ Significant

‒ Measurable / Testable

‒ Zero duration

Can be:

‒ Decision Points

‒ Achievement recognition

‒ Payment points

‒ Variance checks from Planned times

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Project Milestones

Contractor

appointed

Trams

delivered

and testedRails laid

Trams are

operationalTram route

agreed

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List the Main Tasks – Task List

HeadingsYou need to record what has to be done to achieve each milestone.

At this early stage it’s not always possible to capture everything which has

to be done in detail.

A Task List Heading is a list of tasks that have a common purpose and

that contribute to a milestone.

If you don’t know what tasks need to be done yet put in a task list heading

and leave it blank until you find out.

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Task List Headings

Contractor

appointed

Trams

delivered


Trams are


agreed

Route proposed Stakholder

agreement

Agreed by Govt

Tender process

Contracts signed

Unitilities moved

Rails placed

Roads resurfaced

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Task List Headings

Contractor

appointed

Trams

delivered


Trams are


agreed

Stakeholder agreement

1. Plans shared with local

businesses

2. Plans shared with

residents

3. Feedback received

4. Alterations

5. Agreement

Agreed by Govt

1. Proposal submitted

2. Feedback received

3. Alterations made

4. Proposal re-submitted

5. Agreed by Govt

For each tasklist list all the things

that will need to be done

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Exercise Planning

Milestones and Key Task Headings

Using notes from the last exercise :

Arrange your under Key Task Headings

and decide on you project milestones and

list the activities below each KTH

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High Level Schedule - Gantt

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Exercise Planning

Milestones and Key Task Headings

You have arranged your under Key Task

Headings decided on you project

milestones

Now begin to transfer onto a Gantt Chart

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Reflection

Take time to reflect on the day

Note your key learnings

Note the actions you will take

following today to apply your

learning


DPER Graduate Development Team:

(E): [email protected]

(P): 076 100 7215 – Gerald Harty

Belfast

Think People Consulting

12th Floor Causeway

Tower

9 James St South

Belfast. BT2 8ND

Tel: 028 9031 0450

Dublin

Think People Consulting

6 Redleaf Business Park

Roseville, Turvey

Donabate, Co Dublin

Tel: 01 969 7865

mailto:[email protected]

delivering results project management...2019/10/18 · what is project management? …the...

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