Download Managing your project

Project Management
Michael Geddes
Principal Consultant
Learning Objectives
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Project Management Overview
Role & Responsibilities
Tools & Techniques and Report Project Progress
Questions & Answers
What is Project Management?
Objective
• Provide common standards to ensure discipline
Ultimate goal
• Delivery of quality products
• Produced on time
• Within budget
• Accomplish the stated objectives
Project Management Framework
Lead to specific
project objectives
Means to achieve specific
project objectives
Create a unique
product or service,
beneficial change or
added value
Project Manager Key Skills
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Communication
Organizational skills
Team-building skills
Coping skills
Technology skills
Negotiation
Problem solving
Influencing
Leadership
Cultural awareness
Interpersonal skills
General management skills (budgeting, scheduling)
Importance of Stakeholders
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Person actively involved in the project
Positively or negatively impact project
May influence the deliverable and timescales
Define, Clarity, Change to
Determine there needs and expectations
Manage there expectations over the course of
the project
• Identify stakeholders as early as possible !
Who is part of the project team ?
Core team members
• Steering committee
• Project Sponsor
• Project Management
• Project team
Extended/Optional
• Quality Assurance
• Change Management
• Training
• Customer
Stakeholder Roles & Responsibilities
• Steering committee - establishing need,
reviews, assessment's, approval
• Project sponsor - leads in getting project
established
• Project Manager - ultimately responsible for
ensuring project success
• Project team - for producing the project
deliverables
• Customer - using the product or services
5 Key Stages of Project Management
Initiating
Close Out
Execution
Planning
Start up
Project Management
Is an iterative process
Project Initiation
Internal
Stakeholders
External
Stakeholders
Project
Initiation
Project Team
Customers
Questions to be asked ?
Solution or Programme Goal
What is
to be
done
How will
it be
done
Why is to be
done
Problem or Major Need
Approach or High Level
Plan
Project Planning Cycle
Tools & Techniques
Project Initiation Tool
NAME/TITLE
PURPOSE
(AIMS/OBJECTIVES)
WHY IS PROJECT BEING DONE?
WHAT FOR?
WHAT IS THE RESULT?
DESIRED END RESULT
Or CRITICAL SUCCESS FACTORS)
GOALS!
WHAT MAKES THE
PROJECT A SUCCESS?
MEASURABLE /
UNMEASURABLE
AUDIENCE or STAKEHOLDERS
(DRIVERS / SUPPORTERS / OBSERVERS?)
WHO IS PROJECT FOR?
WHO WILL BENEFIT (OR NOT)?
WHO WILL IT INVOLVE?
MEASURES OF SUCCESS
(STANDARDS / CRITERIA)
WHEN ARE WE FINISHED?
WHAT CAN BE MEASURED?
HOW DO I
MEASURE SUCCESS?
QUALITATIVE /
QUANTITATIVE
Stakeholder Analysis
Priority
H/M/L
Stakeholder
Stakeholder
Perspective
Mitigation
Action
H
Director
Project is not
Develop robust
value for money business case,
demonstrating
value for money
benefits
M
Manager
Could impact
Allocate project
teams resources resources
during planning
stage
Risk Analysis
Impact
H/M/L
Likelihood
H/M/L
Risk Identified
Mitigation Action
H
M
Project not
delivered to time
scale
Develop project
plan for approval
H
M
Steering
committee does
not understand
approval key
stages
Communication
plan and quality
plan will be
developed
Gantt Chart
• Named after its originator Henry Gantt
• A Gantt chart is a graph which illustrates on a
timeline when each activity will start, finish and
end
• It’s a pictorial representation of each stage of
the project.
Gantt Chart – Making the Tea
Activity-in-the-Box Network Diagram
(Making the Tea)
Re-Boil
10s
START
Fill
Kettle
Switch
Kettle On
Boil Water
(Initial)
Scold Pot
Put
Tea-bag In
Pour
Water
Place Pot
On Tray
10s
3s
180s
10s
5s
15s
5s
Put Milk
In Jug
Put Sugar
In Bowl
Get Tray
15s
15s
10s
Put Milk, Sugar,
Cup & Saucer on Tray
10s
Serve
20s
END
TEA
SERVED
Critical Path Analysis (for Making the Tea)
Re-Boil
10s
START
Fill
Kettle
10s
Switch
Kettle On
Boil Water
(Initial)
Scold Pot
Put
Tea-bag In
Pour
Water
Place Pot
On Tray
3s
180s
10s
5s
15s
5s
Put Milk
In Jug
Put Sugar
In Bowl
Get Tray
15s
15s
10s
Critical Path
Put Milk, Sugar,
Cup & Saucer on Tray
10s
Serve
END
TEA
SERVED
20s
TOTAL TIME = TIME ON CRITICAL PATH = 253 secs
Reporting Tools
• The Highlight Report is produced by the Project Manager
or the main purpose of providing the Project Board with the
status of the stage and project.
A Highlight Report should contain, at a minimum:
•Dates
•Achievements in the current period
•Achievements expected in the next period
•Budget and schedule impacts
•Actual/potential problems and resolution suggestions
Question 1
• The project is going according to the plan and it
is nearly completed. Client calls and says their
marketing department had to make ‘a very small
change’ in the source file
• It is a corporate brochure translated and typeset
into 10 languages
• And you are new to the company
Answer Choices
a) Say yes in order to keep the client happy
b) Work out the extra cost & time and try to meet
the deadline and inform the client accordingly
c) Refuse to undertake the change as this is not
your fault and your team is scheduled to start
another project right after this one
d) Check your contingency plan to see if you can
absorb the request
Answer
• A 1 – b or d is the right answer
WAVE - more information
To find out more about WAVE and how we support
Voluntary & Community Organisations in
Westminster, visit our stand or:
Call: 0207 697 1962
Email: [email protected]
Web: www.wave-vcs.org.uk
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