Project Management Skills Kit NSW Training Resources and Support Program (TRS) of the NSW Department of Education and Training to support delivery of the qualifications from the Business Services Training Package (BSB01)

Welcome Ice-breaker activity – –Introduce yourself and tell us one thing you have done that you believe no one else in the room has done.

Session Aims To expand on our knowledge of project management Develop Project plans that will document what the project will entail Consider the implementation phase of our project Generate evidence for some of the units in the CIV in Project Management

The units we will look at today: Project Scope Project Time Project Cost Project Risk Project Quality

Define - What is a project? What is a project? A project can be defined as –a complex, non-routine, one-time effort limited by time, budget, resources and performance specifications designed to meet the customers needs

Project Life Cycle The Proponent Phase Specifications and project outcomes are defined, teams are formed and responsibilities assigned The Approval Phase Consultation with key stakeholders and the development of plans to determine what the project will entail The Implementation Phase This is where most of the work of the project takes place The Completion Phase This is when the product is delivered to the customer & project resources are redeployed and the project is reviewed

Project Phases Proponent phase: this is where we test the feasibility of our project idea Project start up Identify sponsor, customer(s), end users, Core team members, customer needs and Expectations, project constraints and risks, Quality items Statement of requirements Meeting agenda Conduct project Kick-off meeting Data for project Brief & specification Project organisation chart Set up project file and log book So far we have prepared our business case and scoping document

Project definition Identify stakeholders Derive project brief Identify risks Rank all risks Agree action for risks Implement action plans Prepare action plan for risks Prepare for project approval Project definition approval Stakeholder list Project brief Scope of work statement Project risk log Action plans Risk management forms Project Phases Approval phase process flow diagram Collect relevant specifications, standards Our next task is to move on and complete the various plans that form the project management plan and to generate appropriate evidence to claim recognition!

Project Scope As a manager you will be responsible for –Regular scope monitoring –Refining scope and managing changes to scope –Implementing a change order process –Reporting to higher authorities any changes required and/or made

What is included in the scope document? Stakeholder identification and analysis Stakeholder goals and objectives Outline of the funding body or sponsors responsibilities A broad outline of the work to be performed Estimated budgets and timeframes An overview of any technical issues, environmental aspects, legal obligations and organisational issues Project objectives Details of the team, qualifications and experience Identifies any relationships between other projects Highlights benefits to the organisation Identifies risk factors Includes any relevant facts needed for the project

PROJECT SCOPING YES NO Modify the plan Evaluate impact Prepare change order Issues register Typical change control process flow chart Review request Does it impact plan? Change order approved Make the change Not a good idea Identify need for change

Project Scope View the change order form in your learners guide Have you implemented a change process in your project? –You will need a formal process in place to enable you to provide evidence for the Scope unit for the Cert IV as well as your scope document and business case

Issues Register Make sure all project issues are recorded in the issues register –Why? Examine the Issues Register in your LG. This is also required as evidence for your Cert IV, Scope unit

Project Time Project time management consists of eight activities that are preceded by a planning effort that has been reflected in the scope document –View next slide (p17 LG) to see a structured framework for activities dealing with project time management and highlights the relationship between time management activities and project phases

Time Management Planning Project scope statement outlines processes, tools and techniques to develop, monitor and control schedule Proponent Phase Activity Definition Activity list Milestone list Decomposition Work breakdown structure Activity Sequencing PERT Critical path analysis Network analysis Activity Resource Estimation Human resources Material resources Quality availability, type Resource calendar Activity Duration Estimation Most likely Best Case Worst Case Schedule Development Analyse sequence, duration, resources and constraints Schedule Implementation Approval Phase (planning and development) Implementation Phase Review Project Time Management techniques Completion phase Project Time Management Time management activities and project phases

Project Time Some of the tools we used to manage time included: –PERT diagram – (program evaluation review technique) –A Work Breakdown Structure –Gantt chart – following slide

The Network Diagram A B C D E F I H G J Finish Start Activity Duration Task A takes 8 days Task B takes 4 days

Developing a PERT diagram: List the steps required to finish the project Estimate the time to complete each step Then draw a network of relationships among the steps

Project Time management Gantt chart Task ID Task Name 1/1/05 8/1/05 15/1/05 M T W T F S S M T W T F S S M T W T F S S 1 Task A A useful tool in developing a projects schedule is to construct a graphical representation of the work activities to be carried out. The Gantt chart shows the sequencing of tasks, predecessor relationships and expected durations

Revision activity Create a WBS for planning a holiday to Phuket through to departure – using the table in your learners guide Some potential costs to consider –Limousine service to airport $90 per person each way –8 day package deal is $1549 per person What are your key milestones for this project?

Revision activity If time allows draw a network diagram and Gantt chart

Project Cost Project Cost Management includes project processes for planning, estimating, budgeting and controlling costs to enable the project to be completed within an approved budget. –You will need to develop budgets for your project to evidence this unit

Project Costs What project and organisational documentation will you need to estimate project costs?

Project Costs Your answer might include: –Description of all project activities –Work breakdown structure with detailed resource requirements –Rates or costs of resources –Task duration estimates –Any relevant historical data –Chart of account

Project Costs Examine the Budget proforma in the Learners Guide

PROJECT RISK MANAGEMENT Risk management and project phases Establish the context Identify risks Analyse risks Evaluate risks Treat risks Communication and Consultation Monitor and Review Risk assessment Proponent Phase Approval Phase Review risk management activities Implementation Phase Completion Phase

Risk Management Planning The risk management plan describes how risk management will be structured and performed –Methodology – the approaches, tools and data sources –Roles and responsibilities –Budgeting – assigns resources for risk management activities –Timing –Risk categories

Project Risk Management Before you can identify risks the critical success factors of a project need to be identified –Critical success factors are factors that must be completed for the projects objectives to be realised. –If you were building a garden shed the critical success factors might be The cost should be under $1000 It should be constructed within one weekend It should compliment the garden Examine the Risk Management Plan in your Learners Guide

Project Risk Management What else could go wrong?

Project Quality Management Quality Management aims to get it right for the key stakeholders and customer at all stages of the project –No standard definition for quality –Quality means different things to different people –The standard acceptable will vary from project to project Consider your requirements for a new kitchen – what is a quality kitchen to you? List your answers in your workbook and compare to the person next to you. What does this say about quality?

Every project should have a quality plan but in reality very few do From discussions held with project managers there appears to be two common reasons –It was too complicated to do a plan –They were overwhelmed by the jargon of quality in relation to compliance with standards, metrics and a range of acronyms that left them confused –Do you agree?

So what is quality? So what is quality? There are numerous definitions of quality: –"Quality is fitness for use" - J.M. Juran –"[Quality is] meeting or exceeding customer expectations at a cost that represents a value to them." - H. James Harrington –"Quality should be defined as surpassing customer needs and expectations throughout the life of the product." - Howard Gitlow and Shelley Gitlow

Quality Management Plan View plan in the learners guide Start by developing success criteria for your project

Project Quality Management For more information on how to Develop a Quality Management Plan: Visit guidelines/qms_guidelines_appendix_d.pdf guidelines/qms_guidelines_appendix_d.pdf Visit man-reso-open-tgpmg-6.0-quality.pdf man-reso-open-tgpmg-6.0-quality.pdf

What was covered today? Evidence requirements for: –Project Scope –Project Time –Project Cost –Project Risk –Project Quality