1. Educational Solutions for Workforce Development Essentials Skills in Project Management Day 1 Pauline Morrison, Project Improvement Advisor

2. Educational Solutions for Workforce Development Welcome and Introductions

3. Educational Solutions for Workforce Development Housekeeping Fire Alarm Toilets Mobile Phones

4. Educational Solutions for Workforce Development Structure of the Day Morning Refreshments 11.20 – 11.30 Lunch12.30 – 13.30 Afternoon Refreshments14.45 – 15.00 Finish 16.00

5. Educational Solutions for Workforce Development Learning Outcomes By the end of today’s session, you will be able to: –Define a project and describe its characteristics –Identify the key stages in project management and describe the activities associated with each stage –Identify key techniques to use when planning, managing and closing projects –Develop key project management documents

6. Educational Solutions for Workforce Development Group Exercise Ice-Breaker Do you know your movies?

7. Educational Solutions for Workforce Development Famous Movie Quotes - Instructions Split into your groups Match the famous quote to the relevant movie Use the answer sheet provided to note down your answer Watch out for the red herrings – there will be some movies left over! Feedback your answers and see how many you get right

8. Educational Solutions for Workforce Development Do you know your movies? QuotesAnswers “You had me at hello” “I’ll get you my pretty, and your little dog too!” “I see dead people” “Houston, we have a problem” “Mother’s not feeling very well at the moment” “Who’s the more foolish? The fool or the fool who follows him?” “I think you’re trying to seduce me Mrs Robinson” “Yipee Ki Yay!” “Its showtime!” Jerry Maguire The Wizard of Oz The Sixth Sense Apollo 13 Psycho Star Wars The Graduate Die Hard Beetlejuice

9. Educational Solutions for Workforce Development Do you know your movies? QuotesAnswers “So why don’t you make like a tree and get out of here?” “He’s not the messiah, he’s a very naughty boy!” “That’s not a knife….THAT’S a knife!” “You're one groovy baby... baby” “Here’s looking at you kid” “We’ll make him an offer he can’t refuse” “This house is so full of people it makes me sick. When I grow up and get married, I'm living alone” Back to the Future The Life of Brian Crocodile Dundee Austin Powers Casablanca The Godfather Home Alone

10. Educational Solutions for Workforce Development Do you know your movies? QuotesAnswers “They may take our lives but they will never take our freedom” “You’re gonna need a bigger boat” “You lookin’ at me?” “Nobody puts baby in a corner” “With great power comes great responsibility” “I’ll have what she’s having” “Frankly my dear I don’t give a damn” Braveheart Jaws Taxi Driver Dirty Dancing Spiderman When Harry Met Sally Gone with the Wind

11. Educational Solutions for Workforce Development Projects & Project Management Introduction

12. Educational Solutions for Workforce Development Which of these is a Project? 1.Responding to a request from the Scottish Government to design a training course by March 2009, for 250 medical staff with a budget of £50,000. 2.Responding to a request from the Director of Finance & Performance Management to email her a NES wide performance report, on the last Friday of each month for the foreseeable future. 3.Responding to a request from the Business Group to design an internal project management training course, for all staff to have been trained by March 2010. 4.Completion and submission of Sickness/Absence forms to HR on a monthly basis 5.Organising a yearly NES team building day.

13. Educational Solutions for Workforce Development What is a project? A project features the following characteristics; –Specific start and end date –Series of tasks to achieve a defined outcome or objective –Uses people or resources to achieve that objective

14. Educational Solutions for Workforce Development What is project management? The planning, organising, directing, and controlling of… …activities, people and money… …to achieve a specific objective.

15. Educational Solutions for Workforce Development Project objective….

16. Educational Solutions for Workforce Development You need to do these main things….. Or else this will happen…..

17. Educational Solutions for Workforce Development It’s a balancing act! Expectations Time Money/ Resources Quality Scope

18. Educational Solutions for Workforce Development What is the project life-cycle? Logical sequence of activities to accomplish the project’s goals or objectives

19. Educational Solutions for Workforce Development What is the project life-cycle? InitiatePlanDeliverReviewClose

20. Educational Solutions for Workforce Development Project Life-cycle InitiatePlanDeliverReviewClose How does this compare with NES? CreateManageClose Project Management in NES

21. Educational Solutions for Workforce Development CreateManageClose Project Management in NES Project Life-cycle InitiatePlanDeliverReviewClose What do you do at each stage? Define scope Develop business case Identify milestones and outputs Identify required funding and resources Identify and analyse risks Identify and analyse stakeholders Undertake impact assessment Communicate with stakeholders Identify project governance requirements Undertake commissioning exercises Monitor and report on progress Manage risks Record lessons Learned Hold post project review meeting Close project

22. Educational Solutions for Workforce Development Define scope Identify milestones and outputs Identify required funding and resources Identify and analyse risks Identify and analyse stakeholders Undertake impact assessment Develop business case Communicate with stakeholders Establish project governance structures Identify and undertake commissioning exercises Monitor and report on progress Manage risks Record lessons Learned Hold post project review meeting Close project CreateManageClose Project Management in NES What will we focus on in this course?

23. Educational Solutions for Workforce Development Project Scoping

24. Educational Solutions for Workforce Development How are projects started within NES? Initiated from outwith the organisation e.g. –Requested by the Scottish Government –Requested from NHS Boards through strategic engagement processes etc –Requested from other stakeholders such as Scottish Funding Council Initiated from within the organisation e.g. –As a result of new policy being introduced in the service –As a result of changes in clinical practice/education processes –The outcome of survey/research findings –Workforce planning

25. Educational Solutions for Workforce Development How do you scope a project? You need to: –think about what the project is trying to achieve –Establish what is included within the project as well as what isn’t –Consider how the project fits with NES’s strategic objectives –Identify the objectives of the project –Determine who the project will affect –Research what has been done previously

26. Educational Solutions for Workforce Development Why do you scope a project? Clarifying your objectives helps information the planning process Establishes boundaries for the project Reduces or eliminates ambiguity Reduces the chance of something going wrong further down the line

27. Educational Solutions for Workforce Development Scoping Document Template

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29. Any questions?

30. Educational Solutions for Workforce Development Project Planning

31. Educational Solutions for Workforce Development What is project planning? Working out: –What you have to do and when do you have to do it by –Who is going to do it –What it will cost –What might stop you from doing it well (or at all)

32. Educational Solutions for Workforce Development Working out what you have to do Identifying Milestones, Tasks & Deliverables

33. Educational Solutions for Workforce Development Milestones Key stages in the project that need to be met in order to achieve overall objective Similar to objectives – SMART (specific, measurable, achievable, realistic, timeous) State what needs to have been achieved and by what date Examples: Writer commissioned by 15 th February 09 Consultation complete by 21 st July 2009

34. Educational Solutions for Workforce Development Tasks Activities/steps required to achieve a milestone Manageable chunks of work Take place over a duration of time i.e. have start and end date Will be undertaken by a person May cost money to undertake Examples: Draft and finalise tender specification Distribute tender specification Draft consultation questionnaire

35. Educational Solutions for Workforce Development Identifying tasks Start by breaking the project down into chunks or phases e.g. consultation, research, design, development, implementation Think about the tasks that need to take place within each phase e.g. undertake scoping exercise, hold national launch event, commission designer Keep breaking tasks down until they are manageable e.g. design questionnaire, agree distribution list, distribute questionnaire, collate responses, analyse responses, write report.

36. Educational Solutions for Workforce Development An Example Consultation –Hold consultation event Draft letter of invitation Identify invite/distribution list Identify speakers Invite speakers Distribute invitation Gather delegate packs Collate delegate list … and so on….

37. Educational Solutions for Workforce Development Task durations Duration should quantify the length of time it will take to complete the task Need to estimate accurately –own previous knowledge –other examples as a guide –Asking other people –Best guess Consider the most optimistic estimate Consider the most pessimistic estimate Go for the middle

38. Educational Solutions for Workforce Development Estimating Techniques Bottom-up estimating –Breaking the project down to its lowest level of detail and estimating accordingly –More precise – easier to estimate when you have more information –More time consuming – need to invest the time to break the project down to the required level –More appropriate for staff less experienced in estimating or where less knowledge exists to inform estimating

39. Educational Solutions for Workforce Development Estimating Techniques Top-Down Estimating –Estimating based on higher level detail and making ‘best guesses’ –Less precise as information is less defined –Therefore more risky as higher likelihood that estimates are inaccurate –Less time consuming as only need to break project down to a small degree –More appropriate for experienced project managers or where excellent knowledge exists regarding previous project

40. Educational Solutions for Workforce Development Tasks/Milestones Important to correctly identify tasks and milestones as will help determine how project will be achieved Provide a measure to monitor progress – if tasks or milestones are not achieved as specified, chance that the project will not succeed

41. Educational Solutions for Workforce Development Dependencies Also known as ‘Predecessors’ Identifying dependencies helps determine the order that tasks need to take place Helps inform progress reporting – if the completion of one task slips this could impact on the next task in line Example - in a building site the walls cannot be constructed until the foundations have been laid – if there is a delay in laying foundations the construction of the walls cannot begin. This may have an impact on future tasks…

42. Educational Solutions for Workforce Development What are deliverables/outputs? Tangible products you will produce throughout duration of project Include final project output e.g. educational resource, website etc Also includes documents, data, reports etc that you produce as a result of completing each task or milestone.

43. Educational Solutions for Workforce Development Why is it important to identify deliverables? It helps inform the business case Helps you plan your tasks and milestones Provides physical evidence of what the project and the organisation has achieved

44. Educational Solutions for Workforce Development What is a project plan and why do we need one? Provides a graphical picture of the tasks required to complete the project Used as guide to see what tasks are due and those outstanding Can be broken down by team member so can help serve as a task list Helps you monitor progress and highlight any deviations

45. Educational Solutions for Workforce Development What does a project plan look like?

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47. Any questions?

48. Educational Solutions for Workforce Development Refreshment Break

49. Educational Solutions for Workforce Development Group Exercise Developing a Project Plan

50. Educational Solutions for Workforce Development Feedback on reflective log

51. Educational Solutions for Workforce Development Did you think about…? The overlap between the content of the site being developed and the website being produced? What are the dependencies with these tasks? To be able to work out the timescales for commissioning exercises you should really know firstly how much the work is going to cost as this will determine the timescales for the commissioning process…since you don’t have this information at this point how would you build it in to the project plan? At the moment this stops at implementation…when does the project really stop? Would you build in a milestone for evaluating the effectiveness of the project?

52. Educational Solutions for Workforce Development Lunch and Refreshment Break

53. Educational Solutions for Workforce Development Working out who is going to do it Identifying and estimating resources

54. Educational Solutions for Workforce Development Project Resources People who will work on the project Can be internal or external to the organisation Includes people who are part of the project team Also includes other people in organisation who will help out in delivering the project e.g. Procurement Officer, Events Co-ordinator Important part of project planning – if you don’t identify and secure the staff you need to help you, you might not be able to deliver the project

55. Educational Solutions for Workforce Development Roles and Responsibilities in Project Management Sponsor – strategic responsibility for project (usually at organisational level) Accountable Project Leader – accountable to Sponsor for project delivery, design project strategy Project Leader – often seconded staff brought in to provide educational/clinical expertise Programme Manager – responsible for programmes of work Project Manager/Co-ordinator – responsible for project managing at operational level Project Administrator – provide administrative support to projects

56. Educational Solutions for Workforce Development Roles vs Job Titles Sponsors – usually Director level (can also be external e.g. Scottish Government) Accountable Project Leaders – e.g. Programme Directors, Educational Project Managers Project Leaders – usually secondees Project Managers – also known as Project Officers, Project Co-ordinators, Management Assistants Project Administrators – as it says on the tin!

57. Educational Solutions for Workforce Development What staff do you need to deliver the project? Consider each task in turn Brainstorm which staff you think you will need to help you with each task (internal and external) Estimate the amount of time they will need to spend on each task Total these across the entire project

58. Educational Solutions for Workforce Development An example

59. Educational Solutions for Workforce Development Any questions?

60. Educational Solutions for Workforce Development Group Exercise Identifying and Estimating Project Resources

61. Educational Solutions for Workforce Development Feedback on reflective log

62. Educational Solutions for Workforce Development Did you think about…? You as a resource? Whether you would need any administrative support? External people? Facilitators for the event perhaps? How can you accurately estimate resource time?

63. Educational Solutions for Workforce Development Project Costing

64. Educational Solutions for Workforce Development What is costing a project? Working out how much money you need to deliver the project Working out when you are going to spend that money

65. Educational Solutions for Workforce Development Why is it important to cost accurately? If you underestimate how much you need you may not have enough to do everything you wanted to within the project – risk of project then failing If you overestimate how much you need you may have surplus at the end

66. Educational Solutions for Workforce Development How do you estimate costs? Consider each task in turn – will you need any funding to undertake that task? Need to think about all possible costs – includes consultancy fees, event hire costs, catering costs, travel costs, salaries, on- costs… If you do need funding, how much do you need? Work out by: –Using previous knowledge –Ask Management Accountants –Asking other people –Learning from other similar projects –Guidance on intranet

67. Educational Solutions for Workforce Development An Example

68. Educational Solutions for Workforce Development TaskEstimates/BreakdownTotal Establish steering groupCatering costs - £50 per meeting x 6 meetings£300.00 Travel costs – Average of £50 per meeting x 6 meetings£300.00 Develop Steering Group Role and Remit Developed by internal resources therefore no associated costs £0.00 Plan and hold national consultation event Event hire costs - £40 per delegate x 80 delegates£3,200.00 Travel costs – Average of £15 per delegate x 80 delegates £1,200.00 Undertake scoping exericseOnline questionnaire used so no associated costs£0.00 Analyse consultation responsesAnalysed internally therefore no associated costs£0.00 Commission educational resource writer Commissioning processes undertaken internally therefore no associated costs £0.00 Commission website designerCommissioning process undertaken internally therefore no associated costs £0.00 Develop educational resourceBased on costs of previous resource developments, estimate fee of £900 per day at no more than 20 days £18,000.00 Develop websiteBased on costs of previous web site development, estimate fee of £750 per day at no more than 40 days £30,000.00

69. Educational Solutions for Workforce Development Profiling your budget Working out what you are going to spend when

70. Educational Solutions for Workforce Development Why is it important? As you progress through your project you need to know how much you have actually spent in comparison to what you had estimated Ensures you have enough money to do everything you set out to achieve If you are under spent helps NES identify this and if appropriate vire into other areas If you are over spent you can put measures in place to make sure this doesn’t affect the delivery of the project e.g try and secure more funding If you budget is slipping i.e. you will still spend your budget but later than expected, you can identify whether you need to carry funding forward into the next financial year

71. Educational Solutions for Workforce Development An Example

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73. Refreshment Break

74. Educational Solutions for Workforce Development Group Exercise Profiling Your Finances

75. Educational Solutions for Workforce Development Feedback on Reflective Log

76. Educational Solutions for Workforce Development Did you think of…? How you would profile the costs for the Steering group/focus groups? Phasing the payments to the web designer and writer? How important is it to forecast properly? Would this impact on how your progress would be reported? If your tasks had changed would this impact on when you would spend your budget? When would you actually spend the event/travel costs? When would the invoice actually be received for these?

77. Educational Solutions for Workforce Development Any questions?

78. Educational Solutions for Workforce Development Team Quiz

79. Educational Solutions for Workforce Development Team Quiz - Instructions In your groups, think of 5 questions relating to what you have learned today (the recap will be displayed shortly to remind you of what was covered) Nominate a spokesperson to pose the questions to the other team Take it in turns to ask the opposing team your question (teams are permitted to confer before answering) The team posing the question must confirm whether the answer is correct or incorrect. 5 points will be awarded for each question answered correctly Scores will be totalled at the end and carried forward for use in day 2 of the course The trainer as the judge will have the final say in any disputes

80. Educational Solutions for Workforce Development Recap on topics covered today Project life-cycle and project management process Project planning Project resources Project costing Financial Profiling

81. Educational Solutions for Workforce Development Topics for day 2 Project risks Project Governance Stakeholder identification Commissioning in Projects Progress reporting Lessons Learned Project Review Project Close

82. Educational Solutions for Workforce Development Thanks for your time See you on Day 2!