Project Management The Basics Kathy Kuryl Project Services Inter Agency Policy & Projects Unit Department of Premier & Cabinet Web Address: Telephone: Facsimile: Address: Level 8, 144 Macquarie Street, Hobart

Project Management Background – Project Services, IAPPU Role:  Promote and support the use of best practice project management methodology, based on the Tasmania Government Project Management Guidelines, with the support and involvement of all Agencies Function:  Quality project management information, resources & tools  Project management support & advice  Project & Quality Management Advisory & Review Services

Project Management Resources: Project Management Guidelines Version 5.0 (Feb 2002) Templates Fact Sheets Frequently Asked Questions Glossary A Quick Guide Resource Kits Interactive Tools, including  Project Sizing Calculator  Ups and Downs Game  Hangman  Crosswords Knowledge Base, including Agency examples An opt-in mailing list, the List Server

Project Management Support & Advice: Information & advice on project management – all Agencies Information or facilitated sessions – by arrangement, provided to groups on project management in general, or specifics topics e.g. planning and scoping, or risk management

Project Management Quality Services – fee based: Project & quality management advisory service Quality review service Formal project or phase reviews

Project Management Tasmania Government Project Management Guidelines Basis of our approach to managing projects “Home grown” product, reflecting lessons learnt by Tasmanian Government Project participants Information from John Smyrk, Rob Thomsett and other best practice research Have evolved, and continue to evolve over time

Project Management Tasmania Government Project Management Guidelines Key Elements: Planning & Scoping Governance Organisational Change Management Stakeholder Management (including Communication Management) Risk Management Issues Management Resource Management Quality Management Status Reporting Evaluation Project Closure

Project Management The Guidelines: are not an attempt to provide the definitive answer to project management, but a chance to enable organisational learning through drawing on the experiences of others; are designed to be a working reference and not intended to be read as a complete text; do provide the “what” of our methodology; and through continuing effort, provide the “how” with the development of Templates, Fact Sheets, FAQs and other relevant resources. There is, however, no substitute for sharing of personal learnings, and this is why Forums such as today are important.

What is a Project ? Usually brings about Change A group of inter-related activities planned and executed in a certain sequence To create a unique product or service Within a specified timeframe

What is Project Management? Project Management is a formalised and structured method of managing change Develops specifically defined products (Outputs) To achieve planned benefits (Outcomes)

Why Project Management? Using sound project management techniques will help increase the likelihood that your project will be: On time Within budget To an acceptable level of quality Will deliver its outputs and achieve its outcomes/benefits

Why use Project Management Provides a recognised and tested approach to successfully implementing change initiatives. Structure for planning/ongoing monitoring/ review Promotes communication to stakeholders of reasons for change and the impact it may have upon them Maintain links between corporate/strategic plan and the change initiatives being undertaken Ownership by Senior Management/Steering committee Safeguard for Project Manager Safeguard for organisation to ensure it gets what it needs on time and in budget and to the planned level of quality Details of changes clear for Project Manager, Team and outside contractors

Project Scoping The Scope of a project includes: Major objective(s) Outcomes (long term benefits) Target Outcomes (those for which success measures are developed) Customers (those who use the outputs & generate outcomes) Outputs (services/products) Work (activities/tasks to deliver outputs) Resources (human and financial)

Project Scoping The ITO planning & scoping model Project is scoped from the “end” and works back to the “beginning” Project is implemented from the “beginning” and works towards achieving the”end” Helps establish what the project aims to achieve before scoping what has to be done, how, who and by when

Project Life Initiate: Project Proposal/Brief, Project Business Case Manage: Project Business Plan, Project Execution Plan Finalise: Outcome Realisation Plan, Project Review, Project Closure

Project Management The Basics Comments? Questions?

Project Management The Basics Kathy Kuryl Project Services Inter Agency Policy & Projects Unit Department of Premier & Cabinet Web Address: Telephone: Facsimile: Address: Level 8, 144 Macquarie Street, Hobart