Planning a Work Based Team Project Unit 4
Transcript of Planning a Work Based Team Project Unit 4
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Planning a Work Based Team ProjectUnit 4.8
Stephen Fenech
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Plan the Physical, Financial and Human
Resources for the Project
Section 2.1 of Unit 4.8
� Your Learning Outcome:
Be able to plan the work based team project
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Agenda for Section 2.1 of Unit 4.8
� Physical resources
� Centre for project management
� Documentation
� IT facilities
� Telephone
� Financial resources
� Budget
� Sources of funding
� Contingency
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Agenda for Section 2.1 of Unit 4.8
� Human resources
� Allocation of team members’ roles
� Job descriptions
External expertise� External expertise
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical resources
To set up a project, there are 3 steps to follow
1.- List the physical resources
� the labour – all roles, tasks etc.� the labour – all roles, tasks etc.
� the equipment – office, communication
systems, machinery
� the materials – non/consumable materials to
build the physical deliverables
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical resources
To set up a project, there are 3 steps to follow
2.- Quantify them
� the labour – list the skills and expertise of each� the labour – list the skills and expertise of each
team member
� the equipment – list the specifications of each
time
� the materials – list the type of each material
required
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical resources
To set up a project, there are 3 steps to follow
3.- Construct the working schedule
� timeframes for the completion of each task� timeframes for the completion of each task
� quantity of resources to be used weekly,
monthly etc.
� assumptions and constraints
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Centre for Project Management
Project plans
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PM Centre
Work performance
Budget forecast
Organisational processes
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Centre for Project Management
Reasons for setting up a PM centre
� The company has multiple uncoordinated projects
within one department
� The company needs to focus on one major project of
the business
� The company plans a major organisational change
� The project manager is overwhelmed
� The projects are usually successful
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Centre for Project Management
The project management
centres are becoming
increasingly popular due
to their improvements
related to delegation,
organisation and overseeing
of the project
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Centre for Project Management
Five types of project management centres
� Departmental
� Project-specific� Project-specific
� Strategic
� Project-support
� Centre of Excellence
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Tools to help them organise the project
Informal plans� Informal plans
� Policies
� Procedures
� Guidelines etc.
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Documentation used during the process
� Standardised guidelines
� Evaluation criteria� Evaluation criteria
� Work breakdown structure
� Schedule diagrams
� Organisational processes
� Lessons learnt and historical databases
� Financial control procedures etc.
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Project Initiation Document (PID)- a top-level
planning document
� Defines the scope� Defines the scope
� Justifies it
� Secures the budget funding
� Defines roles and tasks of team members
� Gives them the needed information to
complete the project14
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
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What? Why? Who?How and
When?
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
What?
� The background
� The project definition� The project definition
� Purpose
� Objectives
� Scope
� Deliverables
� Constraints
� Assumptions16
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Why?
� The Business Case
Benefits � Benefits
� Options
� Cost and timescale
� Cost/benefit analysis
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Why?
� The Risk Analysis:
Risk identification� Risk identification
� Risk prevention
� Risk management
� Risk monitoring
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Who?
� Roles and Responsibilities
Project Organization Chart/Structure� Project Organization Chart/Structure
� Project Sponsor
� Project Manager
� Project Team
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
How and When?
� Initial Project Plan:
Assignments � Assignments
� Schedule
� Human Resources
� Project Control
� Quality Control
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� IT Facilities
Companies aim to improve Companies aim to improve
their technology service
capability through
a good IT management
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� IT Facilities
� The IT facilities help the process of planning
and organising the projectand organising the project
� A good IT project management is helping the
team reach the project goals easier through
the use of technology
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� IT Facilities
Types of project management software
� Desktop � Desktop
� Web based
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� IT Facilities
Features to consider
� Collaboration
� Scheduling� Scheduling
� Base lining
� Issue tracking
� Project portfolio management
� Document management
� Resource management24
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
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Failure SuccessCommunication
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
The telephone may be slower but it has its
benefits into an increasingly impersonal world
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
Benefits
� Personal and immediate� Personal and immediate
� Effective
� Interactive
� Confidential
� Safe
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
Devices to be used in telephony
� Fixed individual devices
� Private branch exchanges (PBX)
� Mobile devices
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
The telephone etiquette
� First impression
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
The telephone etiquette
� Basic customer
service
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
The telephone etiquette
� Enhanced� Enhanced
communication
skills
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Developing the project’s budget is a process
that deals with allocating the necessary funds
in order to deliver the project objectivesin order to deliver the project objectives
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Definition
� total amount of authorised financial� total amount of authorised financial
resources allocated to the project for a
specific period of time
� gives details regarding the costs required to
carry out the goals and aims of the project
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Budget management – steps
� Budget development - methods� Budget development - methods
� feasibility studies
� business cases
� project charters
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Budget management – steps
� Budget Use – includes the� Budget Use – includes the
justifications and approvals
for the acquisition of items
and services needed for the
completion of the project
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Budget management – steps
� Budget measurement – by conducting� Budget measurement – by conducting
analyses and performance reviews against
the planned financial resources stated in the
project’s budget plan
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Budget management – steps
� Budget updating – changes
to the cost and updates
to the budget estimates
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
When planning the budget
� Income
Expenses� Expenses
� Budget headings
� Currency
� Notes
� Contingency funds
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
Means providing financial resources for the
development of the project, usually in the
form of moneyform of money
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
Sources that fit the needs of all companies
� Selling a product for more than it costs � Selling a product for more than it costs
� Borrow money form the bank
� Selling a part of the company to investors
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
� Most of the projects receive the money
straight from the financial departmentstraight from the financial department
� Other projects receive the funding according
to the project phases, after accomplishing
the milestones
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
� every company has to raise money in order
to expand or complete new projects
the project is viewed as an investment for� the project is viewed as an investment for
the company that will provide more income
after its completion
� it does not start until a complete analysis is
performed to see how much funding it needs
and what the return will be44
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Contingency
getting ready for an unexpected outcome
During crisis, contingency
plans are developed to
prepare for any eventuality
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Contingency
Challenges
� People do not like to develop a “plan B”
because they are emotionally involved in the because they are emotionally involved in the
“plan A”
� Crisis might occur at some points and people
do not see the contingency planning as an
urgent activity
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Contingency
Relate to the situations that may cost
company money in the futurecompany money in the future
� Litigation
� Guarantees
� Warranties
� Environmental issues and asset retirements
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Contingency
Steps
� Develop the contingency planning policy
statement
� Conduct the business impact analysis (BIA)
� Identify preventive controls
� Create contingency strategies
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Contingency
Steps
� Develop an information system contingency� Develop an information system contingency
plan
� Ensure plan testing, training, and exercises
� Ensure plan maintenance
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
� the adequate staff is required to perform the
project tasks and activitiesproject tasks and activities
� they must have the necessary skills,
motivation and availability to execute the
project responsibilities
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Choosing of proper staffing should be done
methodologicallymethodologically
� Understanding the purpose
� Be precise
� Use a good template
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Choosing of proper staffing should be done
methodologicallymethodologically
� Making the connection
� Training
� Reward and Consequences
� Considerations
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Responsibility Charting Method
� Information provider� Information provider
� Consultant
� Decision maker
� Knowledge recipient
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Belbin Team Roles
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Team Roles According to Strengths
� People� People
� Resource Investigator
� Team Worker
� Coordinator
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Team Roles According to Strengths
� Action/Task� Action/Task
� Shaper
� Implementer
� Completer-Finisher
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Team Roles According to Strengths
� Thinking� Thinking
� Plant
� Specialist
� Monitor-Evaluator
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Team Roles According to Project Phases
� Goals
� Ideas� Ideas
� Plans
� Contacts
� Organization
� Follow Through
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Theories
1.- Left and Right Brain Thinkers
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Theories
2.- Adaptors and Innovators
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Theories
3.- Insiders and Outsiders
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Play an important part for hiring and managing
the team members, by making them
understand their roles and that their actions
are accountable
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Are the right tool to
� Describe the major areas of an employee’s
job or positionjob or position
� Serve as a major basis for outlining
performance expectations, job training, job
evaluation and career advancement
� Provide a reference point for compensation
decisions and unfair hiring practices64
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
They typically include
� Job title
� Job objective or overall purpose statement
� Individual tasks involved
� The methods used to complete the tasks
� The purpose and responsibilities of the job
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
They typically include
� Key functional and relational responsibilities� Key functional and relational responsibilities
in order of significance
� Qualifications needed for the job
� Job location where the work will be
performed
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
They typically include
� Equipment to be used in the performance of
the job
� Salary range
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Job descriptions should never be inflexible
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Executive Sponsor
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Project Manager
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Project Team Lead / Scrum Master
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Project Team Member
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
� Many companies deal with leave
management, development andmanagement, development and
performance of staff, payrolls, recruiting etc.
� To meet all these needs they turn to external
experts
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
Can provide the company with the right HR
team to manage the new project requirements
and overflow capacity that are outside the
business’s usual capabilities
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
The external experts can undertake a large
variety of tasks
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
Benefits
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
Disadvantages
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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Thank You