project management
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TRANSCRIPT
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What is a Project? What is a Project?
• A project is a collection of related activities
• There is a clearly defined customer
• There is a clear scope with measurable outcomes
• There are definable beginning and end points
• It has a single person, a Project Manager, who can be held accountable for all aspects of the work including tasks, activities, budget and quality assurance associated with the project
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Project Ideas
•Reduce costs
•Identify waste eg material, paper, labour, space
•Introduce or improve process, procedure,
•Improve design of a form, report etc
•Eliminate double-handling
•Increase accuracy
•Reduce searching time
•Improve efficiency, consistency
•Introduce coaching and/or mentoring process
•Develop and implement training day
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Lifecycle of Projects
All projects need to go through the following steps:
• Specify what project for - Project Brief / Definition)
• Plan the project & how it will be completed
• Complete the project & create the deliverables according to plan
• Check that deliverables are as originally intended & that meet the needs of clients
• Close the project
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• define the benefits to stakeholders, organisation
• define the project’s aims/objectives• determine project scope • define deliverables • define success criteria• define assumptions you are making re
ability to complete project (access to data, support from...)
• obtain approval to proceed to next stage
Project Brief’s /Definition’s Project Brief’s /Definition’s Purpose is to:
Sufficient detail for feasibility
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Success in developing a Project Definition requires that the information be precise, specific, complete, unambiguous and concise.
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Aims & ObjectivesAims & Objectives
• Objectives are the project targets. They need to be• Specific• Measurable• Achievable / Actionable• Relevant / Realistic• Time-based
For example:
Create Memorandum of Understanding between the
local police units and local hospital and support services by
January 2010
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The Planning Stage
The more time you put into planning, the more likelihood of implementation
80% planning20% implementation
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Ensuring Quality of DeliverablesEnsuring Quality of Deliverables
Each deliverable should meet certain quality requirements - be fit for the intended purpose & do the job it was designed for.
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O-D-W ModelO-D-W Model
1. Identify deliverables from objectives
2. Create work-plan from objectives & deliverables by breaking down the project into its component tasks (WBS)
Objectives Deliverables
Work Breakdown Structure (WBS)Work Plan & Schedule
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Process to develop a Workplan
• Brainstorm a task list
• Convert the task list into a skeleton plan
• Estimate times, add dependencies & delays
• Build the plan into a schedule
• Work out relevant costs
• Add in milestones & contingencies
• Review & amend. Adjust dimensions of the project if appropriate (such as time, scope, cost, quality)
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Brainstorm a task list: a process to use
• Write each task on a Post-it Note. (one task per note)
• Group the related tasks together & determine the “hierarchy of the tasks”
ie Major Task (for ex “install new computer at station)
• Minor task select computer
• Minor task select software
• Minor task load software onto computer
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Check
• Have you covered all the tasks necessary to achieve your objectives?
• Have you broken down the tasks to a level that enables you to see what needs to be done?
• Do you need all the tasks?
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Once you are happy with your task list:
• Number the tasks in the order you have them. Put number (Task Number) at top LH corner
• No. the tasks again (WBS Number) taking into account the hierarchy of tasks - For example:
2. Install new computer at station2.1 Select computer2.2 Select software2.3 Load software onto computer
• Put this second number on the top RH corner• Put list up on a wall or large space to view• Alter as necessary
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Estimate times & delays
• Estimates are the “effort” it takes to do the task not how long it takes before you have completed a task which is “duration”
• If task broken into sub-tasks, estimate length of sub tasks, not overall task
• Factor in expected delays such as waiting for delivery of goods, (+10)
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Dependencies & allocate tasks
• Determine dependencies – where a task cannot commence until a previous task (predecessor) is completed
• Allocate tasks to the person who will complete that task.
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How to Estimate Time- Methods to use
• Ask someone who knows
• Model against other similar tasks
• Break task down further until you get tasks you can estimate
• Make an assumption
Set aside contingency time to deal with calculation errors
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Next determine your “Milestones”
• A point in time of the project, typically marking an important event such as the completion of a phase, a decision point or completion of a project deliverable.
• Milestones are NOT activities & they do NOT take time or consume resources.
• For example milestones for producing a short training film could include - script finalised, cast selected, filming completed etc.
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Gantt chart
• It is a bar chart that illustrates a project schedule. Gantt charts illustrate start & finish dates of parts of the project.
• Some Gantt charts also show the dependency relationships between activities.
• There are many ways to create a Gantt chart - Microsoft Project, Excel.
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Establish Financial ScopeEstablish Financial Scope
• Document the total amount of money budgeted for the project • Include people resources (internal and contract), training,
travel, testing etc.• Consider variable & fixed costs• Include contingency reserve• Amounts must be agreed by Project Sponsor
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Communication StrategyCommunication Strategy
Communication is a critical success factor for projects. You should consider:
Who?
What information?
What means / media?
How often / when?Review Communication Plan worksheet in handouts
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Managing Risk
Threat – specific event that causes unfavourable impact on your project.
Steps:• Identify risk• Determine likelihood of risk occurring• Determine impact of risk• Establish priority of dealing with risk(Priority = Likelihood X Impact)
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Managing RiskManaging Risk
Nature of Risk or Uncertainty
Likelihood
High/Medium/
Low
Impact High/
Medium/ Low
Likelihood x Impact (Score)
Actions required and who will take responsibility to manage the risk
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The 5 Dimensions of a Project
• Scope• Quality• Time• Cost• Risk
The 5 dimensions of the project are not independent facts but inter-dependent
variables.
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• With your project, you may need to consider whether you can adjust any of the dimensions to get the desired result.
• If you find that you need to reduce the:
(a) cost
(b) time taken
what trade-offs could you make?
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Learning from the ProjectLearning from the Project
• Evaluate the Project• Input from Team, Sponsor, Key users
• Complete Project Assessment • What went well, what could be improved
• Consider lessons learnt on both personal and organisational level