Project Management Michael Geddes Principal Consultant Learning Objectives

Project Management Michael 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 team Extended/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 Initiating Close Out Execution Planning Start up Project Management Is an iterative process

Project Initiation Internal Stakeholders External Stakeholders Project Initiation Project Team Customers

Questions to be asked ? Solution or Programme Goal What is to be done How will it be done Why is to be done Problem or Major Need Approach or High Level Plan

Project Planning Cycle

Tools & Techniques

Project Initiation Tool NAME/TITLE PURPOSE (AIMS/OBJECTIVES) WHY IS PROJECT BEING DONE? WHAT FOR? WHAT IS THE RESULT? DESIRED END RESULT Or CRITICAL SUCCESS FACTORS) GOALS! WHAT MAKES THE PROJECT A SUCCESS? MEASURABLE / UNMEASURABLE AUDIENCE or STAKEHOLDERS (DRIVERS / SUPPORTERS / OBSERVERS? ) WHO IS PROJECT FOR? WHO WILL BENEFIT (OR NOT)? WHO WILL IT INVOLVE? MEASURES OF SUCCESS (STANDARDS / CRITERIA) WHEN ARE WE FINISHED? WHAT CAN BE MEASURED? HOW DO I MEASURE SUCCESS? QUALITATIVE / QUANTITATIVE

Stakeholder Analysis Priority H/M/L Stakeholder Perspective Mitigation Action H Director Project is not Develop robust value for money business case, demonstrating value for money benefits M Manager Could impact Allocate project teams resources during planning stage

Risk Analysis Impact H/M/L Likelihood H/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) Re-Boil 10 s START Fill Kettle Switch Kettle On 10 s 3 s Put Milk In Jug 15 s Boil Water Scold Pot (Initial) 180 s 10 s Put Tea-bag In Pour Water Place Pot On Tray 5 s 15 s 5 s Put Sugar Put Milk, Sugar, Get Tray In Bowl Cup & Saucer on Tray 15 s 10 s Serve 20 s END TEA SERVED

Critical Path Analysis (for Making the Tea) Re-Boil 10 s START Fill Kettle 10 s Put Milk In Jug 15 s Critical Path Switch Kettle On 3 s Boil Water Scold Pot (Initial) 180 s 10 s Put Tea-bag In Pour Water Place Pot On Tray 5 s 15 s 5 s Put Sugar Put Milk, Sugar, Get Tray In Bowl Cup & Saucer on Tray 15 s 10 s Serve END TEA SERVED 20 s TOTAL TIME = TIME ON CRITICAL PATH = 253 secs

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 happy b) 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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