Project Management

Planning

Defining the real problem Identifying the stakeholders Setting the objectives Preparing for trade-offs Defining the activities

Define the real problem

Perceived need or purpose for what trying to do

What led people to see this as problem to be solved

Who has a stake in the outcome How do stakeholders goals differ What criteria will be used to

determine success of project

Identify stakeholders

What functions or people might be affected by project’s activities or outcome

Who contributes resources – people, space, time, tools, and money – to the project

Who will use and benefit from output of project

Set project objectives

Specific Measurable Action oriented Realistic Time-limited

Aspects of project

Quality – determine how to satisfy and measure quality standards

Organization – roles, assignments, relationships, right people

Communication – information for stakeholders and how to deliver

Risk – determine and evaluate possible responses

Prepare for trade-offs

Time Cost Quality

Quality = Time + Cost

Define activities

Use work breakdown structure Major Tasks

Sub-Tasks Time duration

Starting the project

Assemble the team Set the schedule Develop a budget

Assign People to Tasks

Who is part of the team What skills are required Talk with each team member about

their skill set Match people to tasks and skills

required

Plan a kick-off meeting

Discuss roles and responsibilities How to work together Commitment to plan Commitment to schedule

Create project schedule

Know which deadlines have no flexibility

Make tasks no longer than 4-6 weeks

Use work breakdown schedule and assign deliverables

Identify bottlenecks Establish communication system

Develop a critical path

Critical activities must be completed on time to meet project deadline

Tools Critical path diagram – flow chart Performance Evaluation and Review

Technique (PERT) chart – flow chart Gantt chart – bar chart

Develop a budget

Determine line items – personnel, travel, training, supplies, space, research, capital expenditures, overhead

Other possible costs – training for staff and users, maintenance costs, licensing fees, outside support such as legal or accounting, etc.

How to manage the project

Stay on the critical path Decide what to delegate Monitor project’s progress

What is important? Timely information Corrective action

Monitor project’s budget Ensure quality control Report progress to stakeholder

How to manage the problems

Mission creep or change in scope Time slippage People

Team structure Interpersonal Productivity

Ending the project

Post-project evaluation Spirit of learning Outside facilitators Future status Ongoing critical tasks Risk assessment Information relevant to other projects

Useful final report