projects managing projects 2012 13

7/31/2019 Projects Managing Projects 2012 13

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Definitions

Purpose of projects

Project management

Stakeholders

Project life cycle Planning tools & techniques

Post-implementation review


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What is a project?

...a managed collection of activities to

bring about a desired change(CCTA, 1997)

...a temporary endeavour undertaken

to create a unique product or service

(PMBoK, 1996)


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Why do we have projects?

solve a particular problem

exploit a new opportunity

part of the requirements of your degree

demonstrate theory in a practical example


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Stakeholder analysis

Astakeholderin a project is a personor organisation who:

is involved with...

is affected by...

can affect the outcome of...the project


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Project life cycle

Four phase life cycle

...there are other models in use


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Project life cycle

Four basic phases

conceptualisation

definition/plan

execution/implementation

finishing/completion


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Why plan?

Planning has its own costs

Benefits must outweigh costs Good planning will benefit the project

Bad planning can add to the cost offailure

Don't over-plan allow flexibility too detailed may be impossible to achieve


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If we fail toplan

weplanto fail!

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Why plan?


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What STEEPLE factorscan youidentify for your final year project?


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Clear project objectives are vitalto planning

Allow successof the project to be evaluated

Enableprioritiesto be set

Enable conflictsto be resolved

Provide direction and motivation

Published so key stakeholders are aware of them

Must be SMART

Enable evaluationat the end

o ... did you meet the objectives? ...if not, why not?

Objectives


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Objectives

= Specific and written down

= Time-framed

= Agreed, Aligned, Achievable

= Measurable

= Realistic, Relevant

S

MA

RT


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SMART Objectives

Increase UK sales volume of ring binders by 5% by 30 June 2013

Example:

the objective is:

specific and written down

measurableincrease UK sales volume of ring binders by 5%

achievableby the staff concerned, agreedby those involved,

alignedto the requirements of the organisation

relevantto organisations sales targets, realisticin terms of

outlets

time-framedby 30 June 2013


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What SMART objectivescan youidentify for your final year project?

At the end of the project report, reflecton how well SMART objectives have

been met


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Work Breakdown Structure

work packagescould include:

Analyse existing system

Design and develop new system

Test new system

Implement new system

Evaluate new system Analyse & interpret results

Write project report


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Work Breakdown Structure

taskscould include: identify key staff in client organisation

set questions for questionnaire

dummy run of questionnaire

draft chapters for project report

prepare slides for presentation

amend questions for questionnaire

issue questionnaire

analyse data from questionnaire

write report

have report proof read

submit report


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Work Breakdown Structuremust match Gantt chart

Project Breakdown: complete structure

Task 1.1.1

Task 1.1.2

Task 1.1.3

Task 1.1.4

Activity 1.1

Task 1.2.1

Task 1.2.2

Task 1.2.3

Activity 1.2

Task 1.3.1

Task 1.3.2

Activity 1.3

WP 1 WP 2 WP 3

Task 4.1.1Task 4.1.2

Task 4.1.3

Activity 4.1

Task 4.2.1Task 4.2.2

Task 4.2.3

Task 4.2.4

Task 4.2.5

Activity 4.2

WP 4

Complete Project


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Resources

Human you

your supervisor

your client

your end-users...

Other Equipment

Tools

Office space

Information

Raw materials

and so on ...


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Milestones

Milestones

significant eventsin the project plan

normally correspond to key deliverables interim report to project supervisor

interim presentation on project progress

final presentation

submission of project report

milestones and dates are agreed with key

stakeholders at the baseline plan stage

milestones often become fixed


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What milestonescan you identify foryour final year project?

Final submission of project?


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Gantt chartsmust match WBS

ID Task Name Duration

1 Task 1 3 days

2 Task 2 2 days

3 Task 3 5 days

4 Task 4 3 days

5 Task 5 6 days

6 Task 6 3 days

7 Task 7 4 days

8 Task 8 1 day

T F S S M T W T F S S M T W T F

12 Mar '00 19 Mar '00


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Gantt charts

Gantt charts show tasks/activities against time

Tasks could include:

request Jones paper from library

request Smith paper from author

review paper by Jones

review paper by Smith interview subjects

set questions for questionnaire

issue questionnaire

analyse data from questionnaire

write report


submit report

cite references

build references section


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Gantt charts

Time line:

week1

week2

week3

week4

week5

week6

week7

week8

week9

Week10

Week11

week12

Activities:

Request Jones paper

Request Smith paper

Review Jones paper

review Smith paper

Interview subjects

set q's for questionnaire

issue questionnaire

Analyse data from q'naire


Write report

Cite references

Build References section

Submit report

Can set questions while requesting and reviewing papers

Might not need two full weeks


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Gantt charts

Time line:

week1

week2

week3

week4

week5

week6

week7

week8

week9

Week10

Week11

week12

Activities:

Request Jones paper

Request Smith paper

Review Jones paper

review Smith paper

Interview subjects


issue questionnaire



Write report

Cite references


Submit report

Might be able to start this taskearly

...and finish early


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Gantt charts

Time line:

week1

week2

week3

week4

week5

week6

week7

week8

week9

Week10

Week11

week12

Activities:

Request Jones paper

Request Smith paper

Review Jones paper

review Smith paper

Interview subjects


issue questionnaire



Write report

Cite references


Submit report

Might not haveto start this task straight away

Might want to delaywhile doing other things


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Gantt charts

Time line:

week1

week2

week3

week4

week5

week6

week7

week8

week9

Week10

Week11

week12

Activities:

Request Jones paper

Request Smith paper

Review Jones paper

review Smith paper

Interview subjects


issue questionnaire



Write report

Cite references


Submit report

Analyse data before interviewing subjects


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Gantt charts

Time line:

week1

week2

week3

week4

week5

week6

week7

week8

week9

Week10

Week11

week12

Activities:

Request Jones paper

Request Smith paper

Review Jones paper

review Smith paper

Interview subjects


issue questionnaire



Write report

Cite references


Submit report

Interview subjects before writing report


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Gantt charts

Time line:

week1

week2

week3

week4

week5

week6

week7

week8

week9

Week10

Week11

week12

Activities:

Request Jones paper

Request Smith paper

Review Jones paper

review Smith paper

Interview subjects


issue questionnaire



Write report

Cite references


Submit report

Have report proof read before submission

i k


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Risk Management:Analyse and Assign Risks

Identify: What are the potential risks?

Assess: What is the impactof each risk?

What is the likelihoodof the risk occurring?

How can the risk bepreventedor identified early?

What needs to be doneif the risk does occur?

Allocate: To whom can I assignthe risk?

this will be you!


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What riskscan you identify in your planfor your final year project?

What couldpossiblygo wrong?


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What resourcescan you identify foryour final year project?

How will tasks be balanced withactivities on other modules?


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Network diagrams

Powerful tools to represent and optimisecomplex schedules

Not as intuitive as Gantt charts Planning rather management reporting tool


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Critical path methodMust match Gantt chart and WBS

10

0,0

20

2,2

50

7,970

12,12

80

15,15

30

6,7

40

8,9

60

5,5

A

2

B

4

D

3

C

5

E

2 F

3G

3

H

7

I

3

EETLET

Critical path

The longest path

through the network isthe shortesttimethe project can take

The critical path is the path withzero float; anydelay will mean

the whole projectwill be late


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Post-implementation review (PIR)

Includes:

identification offaults & suggested enhancements

agreement on what needs to go in a future release

success of project in terms ofbudget / timescale

success of system in meeting objectives

development practicesthat worked well or badly

Chaffey (2003)

Can you identify further workrelated to your project?


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How PIR helps future projects

Learn from what has been done:

avoid failure in the future

employ techniques found to be useful

reinforcegood practice


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Conclusion

Project life cycle

basic framework for any project

going on holiday

organising an event

final year project

Planning tools & techniques

useful methods to help you plan what you are going to do

what you have done so far

what there is left to do


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Further reading

Bentley C (1997) PRINCE 2: A Practical Handbook Oxford:Butterworth-Heinemann

Brooks F. (1995) The Mythical Man-Month (Anniversary Edition),

Harlow: Addison-Wesley Burke R (2003). Project Management: Planning and Control

Techniques, Chichester: Wiley

Central Computer & Telecommunications Agency (1997) PRINCE2: An Outline, London: The Stationery Office

Field M & Keller L (1998) Project Management, Oxford:International Thomson Business Press

projects managing projects 2012 13

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