Michael Geddes Principal Consultant 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 Create a unique product or service, beneficial change or added value Means to achieve specific project objectives

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 Planning Start up Execution Close Out Project Management Is an iterative process

Project Initiation Project Initiation Internal Stakeholders Customers Project Team External Stakeholders

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

Project Planning Cycle

Tools & Techniques

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

Stakeholder Analysis Priority H/M/L Stakeholder Perspective 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 Impact H/M/L Likelihood Risk Identified Mitigation Action H M Project not delivered to time scale Develop project plan for approval 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 10s 3s 180s 5s 15s 20s START Fill Kettle Switch Kettle On Boil Water (Initial) Scold Pot Put Tea-bag In Pour Water Place Pot On Tray END TEA SERVED Put Milk In Jug Put Sugar In Bowl Get Tray Put Milk, Sugar, Cup & Saucer on Tray Serve

Critical Path Analysis (for Making the Tea) Re-Boil 10s 3s 180s 5s 15s 20s START Fill Kettle Switch Kettle On Boil Water (Initial) Scold Pot Put Tea-bag In Pour Water Place Pot On Tray END TEA SERVED Put Milk In Jug Put Sugar In Bowl Get Tray Put Milk, Sugar, Cup & Saucer on Tray Serve Critical Path 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 Say yes in order to keep the client happy Work out the extra cost & time and try to meet the deadline and inform the client accordingly Refuse to undertake the change as this is not your fault and your team is scheduled to start another project right after this one 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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