Project ManagementMichael Geddes

Principal Consultant

Learning Objectives

• 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

• 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

• 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 teamExtended/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

Project ManagementIs an iterative process

Project Initiation

Questions to be asked ?

Solution or Programme Goal Approach or High Level Plan

Problem or Major Need

Project Planning Cycle

Tools & Techniques

Project Initiation Tool

PURPOSE(AIMS/OBJECTIVES)

AUDIENCE or STAKEHOLDERS(DRIVERS / SUPPORTERS / OBSERVERS?)

DESIRED END RESULTOr CRITICAL SUCCESS FACTORS)

MEASURES OF SUCCESS(STANDARDS / CRITERIA)

WHY IS PROJECT BEING DONE?

WHAT FOR?

WHAT IS THE RESULT?

WHO IS PROJECT FOR?

WHO WILL BENEFIT (OR NOT)?

WHO WILL IT INVOLVE?

GOALS!WHAT MAKES THE

PROJECT A SUCCESS?

WHEN ARE WE FINISHED?WHAT CAN BE MEASURED?

HOW DO I MEASURE SUCCESS?

NAME/TITLE

MEASURABLE / UNMEASURABLE

QUALITATIVE /QUANTITATIVE

Stakeholder Analysis

PriorityH/M/L

Stakeholder StakeholderPerspective

Mitigation Action

H Director Project is not value for money

Develop robust business case, demonstrating value for money benefits

M Manager Could impact teams resources

Allocate project resources during planning stage

Risk Analysis

ImpactH/M/L

LikelihoodH/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)

START FillKettle

Switch Kettle On

Boil Water(Initial) Scold Pot Put

Tea-bag In

Re-Boil

PourWater

Place PotOn Tray

ServeENDTEA

SERVED

Put MilkIn Jug

Put SugarIn Bowl Get Tray Put Milk, Sugar,

Cup & Saucer on Tray

10s 3s 180s 10s 5s

10s

15s 5s

15s 15s 10s 10s 20s

Critical Path Analysis (for Making the Tea)

START FillKettle

Switch Kettle On

Boil Water(Initial) Scold Pot Put

Tea-bag In

Re-Boil

PourWater

Place PotOn Tray

ServeENDTEA

SERVED

Put MilkIn Jug

Put SugarIn Bowl Get Tray Put Milk, Sugar,

Cup & Saucer on Tray

10s 3s 180s 10s 5s

10s

15s 5s

15s 15s 10s 10s 20s

TOTAL TIME = TIME ON CRITICAL PATH = 253 secsCritical Path

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 happyb) 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

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