Internet Librarian 2007 Project management workshop

28th October 2007

Mary Aucklandmary.auckland@nsworld.com

Topics to be explored• Key factors related to

successful project management • Project management

methodologies and tools• Proven techniques for managing

projects in an information service or library organization

• Tips for managing projects

Programme• Welcome and introduction• Features of a project • Stages of project management 1• Project planning exercise• Stages of project management 2• What makes a project

successful?

Definition of a project“... an endeavour in which human material and financial resources are organised in a novel way, to deliver a unique scope of work, of given specification, with constraints of cost and time, to achieve a purpose defined by qualitative and quantitative objectives”Turner, 1993

Features of a project• Novel way• Response to a specific

opportunity• One off

• Nature of change

• Unique scope of work/

contd…

Features of a project contd …• Given specification

• Structured• Sequence of activities

• Requires resources• Funds• Space• Expertise

/contd…

Features of a project contd …

• Cost constraints• Costs can be identified in advance• Separate budget

• Time constraints• Fixed duration • Defined start and end point

/contd…

Features of a project contd …• Achieves a purpose

• Identifiable outputs• Identifiable outcomes

• Defined by qualitative and quantitative objectives

/contd…

SMART objectivesSpecific

Measurable

Attainable

Results

Timely

Any questions?

“A journey of a thousand miles begins with a single step”

• Confucius

Project stages

• Identify the vision• Plan the actions• Identify the resources• Implement the actions• Monitor, review, and evaluate• Conclude

Identify the vision• Importance of vision • Conception or initiation stage• What is the context?• What is the need?• Who to involve?• Explore the options • Test the concept• Finalise the vision

Project brief• Well defined project vision• Outputs, outcomes and SMART

objectives• Clearly articulated features,

advantages and benefits (FAB)• See also earlier slides on

“Features of a project”

Any questions?

Project stages

• Identify the vision• Plan the actions• Identify the resources• Implement the actions• Monitor, review, and evaluate• Conclude

Plan the actions• What specific tasks need to be done?• How long will each step take?• What is the sequence of activities

needed?• When do they need to be done by? • Who will be responsible for each

step?• Which are key to success?

Project plan• Simple list• Post its• Flow charts• Critical path analysis• Gantt charts• Project management software

1

9

32 4

8

6

52 week 1 week 12 weeks 1 week

Determine hardware

requirements

1 week

Test equipmentin situ

1 dayPurchase & install hardware

Prepare plan

4 weeks

Select builders Building works

Plan openingevent

5 weeksSelect caterers,

Printers etc

1 da

ySe

nd in

vites

Project plan• Simple list• Post its• Flow charts• Critical path analysis• Gantt charts• Project management software

“using project management software will help the project manager to plan and control his project, but only if he understands and can apply the principles and techniques of project management. The software will not tell him what decisions to make or how they should be implemented, but if implemented effectively it will release him from processing large amounts of data manually”.

http://www.mindtools.com/pages/main/newMN_PPM.htm

http://WWW.openworkbench.org

http://WWW.romankoch.ch/capslock/gantt.htm

Project stages

• Identify the vision• Plan the actions• Identify the resources• Implement the actions• Monitor, review, and evaluate• Conclude

Identify the resources• Skills, expertise

• Practical, project, teams, outsourcing

• Time• Space• Consumables• Money

• Costings, budget

26

Group exercise - case study

Using the case study provided, prepare a draft project plan for

the event described.

Other• Risk assessment

• Probability• Severity• Action to manage

• Quality• Standards• Accessibility issues

“Projects are successfully realised when uncertainty is well managed”.

Project Management Institute

Project stages

• Identify the vision• Plan the actions• Identify the resources• Implement the actions• Monitor, review, and evaluate• Conclude

Implement the actions

Project governanceTargets and milestonesMaintain moraleTrainDocumentCommunicate

Project stages

• Identify the vision• Plan the actions• Identify the resources• Implement the actions• Monitor, review, and evaluate• Conclude

Monitor, review, and evaluate• Look back - tracking• Look forward - reflection• High impact areas• Evaluation

• Criteria• Formative and Summative

• Iterative

Project stages

• Identify the vision• Plan the actions• Identify the resources• Implement the actions• Monitor, review, and evaluate• Conclude

Conclude• Check requirements & tie up

loose ends• Celebration • Dissemination• Publicity• Review and learn• Terminate or sustain

Any questions?

• Involvement of everyone affected

• Good communication• Clear, shared and realistic

vision• Well defined project objectives• Identification of key events

Features of a successful project

Features of a successful project• Understanding and agreement on

sequence and duration; deadlines; dependencies

• Identification and good estimation of resources required

• Clear management and governance structures

Features of a successful project• Specified standards with clear

measures of achievement• Procedures in place for

monitoring progress• An appropriately skilled and

effective team• Uncertainty managed well

Any questions?

“A journey of a thousand miles begins with a single step”

• Confucius