East of England In-House Programme Workshop 2/2 Project Management East of England In-House Programme Workshop 2/2

Aims of Session 2/2 To review and reflect on session 1. To obtain feedback from participants – the brief from your workplace “case studies”. To develop some more detailed knowledge of project management processes and how to apply them. To prepare for routine use in day-to day work To prepare for problem-based learning sessions to follow (for those who wish to develop learning further)

The Next Steps No.1 1. Initiation Project is conceived (a need arises, a bright idea occurs etc) The objectives and benefits of the project are identified (the “WHY”) Is it feasible (Can we do it?; Should we do it?; Have we got the funds to do it?; Have we got the time to do it?; Have we got the people to do it?) Is it deliverable? (If we do it, what are we going to do?; how are we going to do it?). Is there authority (in the right places) to proceed?

Next Steps No. 2 2. Definition These are your “terms of reference” Can also be called the project specification. You may also hear reference to “PID” Keep it simple: Describe purpose, aim, outcomes Parameters – timescale, budget, authority, scope (what’s in and what’s out) The team and other dependencies/”interfaces” – who are they, decision making process and communication, how often you will meet, who’s responsible for what? Constraints (things that are going to cause barriers, blocks, get in the way, stop you doing the project as initially conceived) Review points – how are we doing? (and if not as planned, how will we manage it?), reporting. 1-2 pages max! See template Aims/objectives can be interchangeable – but should be distinguished from “deliverables”. Aim = to establish a network on obesity Deliverable = hold 4 meetings a year and develop an action plan.

Exercise – a simple Gantt chart Next Steps No. 3 The Plan Do you know the tasks and the order? Link to timescales/milestones Link to budget Gantt charts/spreadsheets Exercise – a simple Gantt chart Take your workplace piece of work – and using the handout, map out 5-10 tasks and timescales. 10 mins Risks/issues RASCI Tolerances (how far you can you go over time/budget etc without fundamentally effecting the project? No-one ever complained about a successful project that came in early and under budget…) Communicate! Gantt chart hand out. Show example of critical path analysis flowchart as alternative.

Gantt/Spreadsheet Tasks down one side, timescales across the top; and who is responsible for what. Have regular meetings Set your MILESTONES, when each part of the plan needs to be completed. If it is not completed – what is your remedial action going to be? COMMUNICATION IS KEY – IN BOTH DIRECTIONS. RECORD EVERYTHING.

The Planning Cycle Attendees may be familiar with PDSA. Do Study Act Attendees may be familiar with PDSA. Emphasises the importance of the PLAN

Planning Cycle The approach you may usually experience is the one on the left – limited planning time/opportunity and no time left in the project for Study and Act. Recommend you try the version on the right – ring-fence time for planning – it’s the most important part of the project – you increase the risk of not delivering successfully without it! It also allows for completion of the cycle – with time to spare. Beware those projects that get stuck in planning – and do not move, at an appropriate time, to delivery phase…… Ask for examples of each approach from the group.

Next Steps No. 4 Delivery/Implementation This is where you put the plan into place. Make sure everyone knows what they are doing and by when Don’t do it all yourself Check the project is on time, on budget, and focused on its objectives. Things may get in the way which change/amend the project as you go along. This is not a bad thing – but you need to go back to No. 2 and 3 and make sure everyone (who needs to) knows what is going on, is signed up to the new direction and that objectives are redefined and authorised. Think about an issue/risk log if needed.

Next Steps No. 5 Completion, closure and review/evaluation Have your objectives been achieved? If not, is it accepted that they have not/cannot be achieved? – and has it been partially achieved or not achieved at all? Write final report/brief How did the project go? What was achieved? What wasn’t achieved and why? What did it cost What lessons were learned that you can apply next time. Remember PDSA Finally – evaluation – the “A” bit of PDSA.

Evaluation Any questions? Thank you Please complete quick paper evaluation We will contact you regarding a small focus group to review how the workshop sessions 1 & 2 have gone – and to inform any amendments we need to make for next time. Any questions? Thank you