Project Management

Making all the pieces

fit

Getting you through… to the end goal …

Having a happy

customer…

What is a project?

A project is “a unique endeavor to produce a set of deliverables within clearly specified time, cost and quality constraints”

What makes a project different from business as usual?

Unique Timescale Budget Resources Risk Change

What is Project Management?

“Project Management is the skills, tools and management processes required to undertake a project successfully”.

Project Management comprises

Set of skills› Specialist knowledge› Specialist skills› Experience

Suite of tools› Templates› Registers› Planning Software› Modelling Software› Audit Checklists› Review Forms

Main Phases

Evaluate Plan Design Implement

Evaluation Phase

Identify problem/opportunity Define business case

› Provide various solution options› Conduct feasibility study› Recommend final solution › Approve solution› Initiate project

Complete Project Charter› Outline objectives, scope and structure of the new project,› Appoint Project Manager › Recruit project team › Establishes a Project Office › Approval to move into the detailed planning phase.

Evaluate:Business Case

Define problem / opportunity Analyse solutions

› Risks› Costs› Benefits› Issues

Recommended solution Generic project plan

Evaluate:Benchmark KPI’s

Provide staff with clear goals Strengthen shared values Create common goals KEY

› Gain competitive advantage PERFORMANCE

› Clearly measured INDICATOR

› Leading information on future performance

Evaluate:Project Charter

Vision Objectives Scope Deliverables Roles Responsibilities Summary of activities List

› Risk, issues, planning, assumptions, constraints

Project Manager

Evaluate:Appoint Project Team

Organogram Job descriptions Appoint team

Evaluate:Project Office

Location Communication Documentation Tools Meeting rooms Training rooms

Planning Phase

Project Plan › outline activities, tasks, dependencies and timeframes

Resource Plan › List labor, equipment and materials required

Training Plan › List labor, equipment and materials required

Financial Plan › identify labor, equipment and material costs

Quality Plan › provide quality targets, assurance and control measures

Risk Plan › highlight potential risks and actions taken to mitigate them

Acceptance Plan › List criteria to be met to gain customer acceptance

Communications Plan › List information needed to inform stakeholders

Procurement Plan › identify products to be sourced from external suppliers

At this point the project has been planned in detail and is ready to be executed.

Planning:Project Plan

Detailed task list Resource allocation Single ownership Daily updates Distribution Version control

Planning:Resource Plan

Detailed plan› Type› Quantity› Roles, responsibilities› Equipment› Materials› SME’s

Planning:Training Plan

Competencies Time frame Training detail Delivery modes Record of prior learning Identify super users / train the trainer

Planning:Financial Plan

Total costs› Labour› Equipment› Material› People

Expense schedule

Planning:Quality Plan

Customer needs Project needs Business needs Targets Standards Time, Cost, Quality, Change,

Acceptance, Communications

Planning:Risk Plan

List of risks Preventative actions

Planning:Acceptance Plan

Customer acceptance Communication of each project stage Sign off.

Planning:Communications Plan

Identify type of information Methods of distribution Stakeholders Frequency of distribution Assign responsibilities

Planning:Procurement Plan

Identify elements from external suppliers

Detailed product description› Goods and services

Justification Procurement schedule

Design Phase

Methods› Brainstorming, Fishbone Diagrams, Critical

Path Analysis, Flow Diagrams, and Gantt Charts.

Design:Design methods

B F C G

Project brainstorming and initial concepts, ideas, structures, aims, etc *** **    

Gathering and identifying all elements, especially causal and hidden factors * *** **  

Scheduling and timescales     ** ***

Identifying and sequencing parallel and interdependent activities and stages *   *** *

Financials - castings, budgets, revenues, profits, variances, etc * * ** ***

Monitoring, forecasting, reporting   * ** ***

Troubleshooting, problem identification, diagnosis and solutions ** *** ** *

'Snapshot' or 'map' overview - non-sequential, non-scheduled ** ***

Format for communications, presentations, updates, progress reports, etc   * * ***

Design:Brainstorming

Free thinking Random technique Facilitated by correct person

Design:Fishbone Diagrams/Mind Maps

Design:Gantt Charts

Scheduling Budgeting Reporting Presenting Communicating progress Not good for critical path analysis

Gantt Chart

Design:Map Business Processes

Critical path analysis› Process flow diagrams› Pert Charts

Detailed procedures

Flow Charts

Design:Dashboard

Indicated status at a given point in time

Implementation Phase

Execute each activity/task Manage processes to monitor and

control the deliverables

Implementation:Management processes

Identify changes, risks and issues Review deliverable quality Measure each deliverable against

acceptance criteria. Closure

Implementation:Project Plan

Update on a daily basis WHO Project Manager

Implementation:Team Meetings

Regular Review all project plan elements Detailed minutes Distribute Version control Steering committee meetings

› Schedule updates

Implementation:Balanced Scorecard

Strategic planning and management tool› Aligns business activities to business vision

and strategy› Full strategic planning and management

system› Daily “marching orders”

Implementation:Cost Management

Identify costs Approve Pay Expense register Cost tracking

› Financial / project plan

Closure

Formal Customer realises benefits Asses completion of criteria Identify outstanding items Produce hand over plan List activities required for hand over Communicate closure to all

stakeholders