1. Project Management Dr Huda Hassan Mohamed Hassan 5 th January 2009 Khartoum, Sudan

2. Learning Objectives Will understand the basic principles of project management Understand the project management phases

3. Project management tools Organization and project management environment Skills for project manager

4. A Project A project is a human activity that achieves a clear objective against a time scale. It has a clear beginning and end.

5. What is Project Management? ‘Project Management is a process by which projects are defines, planned, monitored, controlled and delivered such that agreed benefits are realised

6. Characteristics of a Project Usually a project involves: 1.Clear objectives (quality/time/cost) 2.A fixed time scale 3.A team of people 4.Change 5.Resource expenditure 6.No practice or rehearsal 7.Four phases

7. Why it is important Clear and transparent of all the projects within the organisation Ensure all projects support and achieve the organisations objectives and strategy Establish a clear sense of direction Capacity planning ensure appropriate skills and resources are available at the right place and time Control of expenditure

8. Project Environment Political Economic Organisational Regulatory Technological Ecological These shape the issues that the Project Management has to deal with It may assist or restrict the attainment of the project objectives

9. The Art of Japanese Management Seven S framework known as McKinsey 7S 1.Structure 2.System 3.Style 4.Staff 5.Skills 6.Strategy 7.Super ordinate goals

10. The triangle of balance The scope Time/Function/Cost

11. Five dimensions of a project Scope Quality Time Cost Risk

12. How do projects start Idea Mandatory Organisational needs Discretionary Opportunity

13. Starting the project Key roles within a project: -Sponsor -Users -Steering group -Project manager

14. The four phases to be managed Defining / initiating Planning Implementing Completing

15. Defining / Initiating Determine objective(s) and agree with Project Sponsor / Project Board (WHAT) Select strategy (HOW) Feasibility study – is one necessary to test project objectives? (WHY)

16. Initiation phase Starting a project There must be a basic business requirements that triggers the project Identify roles and responsibilities and key roles that can be filled Preliminary information available An initiation stage plan must be submitted for approval before planning

17. Project mandate Approval Project Board Project Sponsor Project initiation plan

18. How do managers achieve that Vision Analyse tasks Allocate work Measure performance Develop people

19. Vision Starting point of the entire set of objectives It provide the framework within which the strategies are drawn It can help develop a sense of purpose and direction for the whole organisation They need to be clear and communicated to the whole organisation workforce

20. Objectives SMART S specific M measurable A achievable R realistic T timely

21. Business case The business case provide justification for undertaking a project, in terms of evaluating the benefit, cost and risk of alternative options and the rationale for the preferred solution. Its purpose is to obtain management commitment and approval for investment in the project. The business case owned by the sponsor.

22. Managing People Project Sponsor Project manager Stakeholders Team Individuals

23. Stakeholders ‘The organisation or people who have an interest or role in the project or are impact by the project’

24. Stakeholder Analysis ‘The identification of stakeholder groups, their interest levels and ability to influence the project or programme’ Who are they? What are their interest? Is my solution going to satisfy them? How am I going to manage their expectation?

25. Project sponsor ‘The individual or body for whom the project is undertaken and who is the primary risk taker. The sponsor owns the business case and is ultimately for the project and the delivering the benefits’

26. Risk Management

27. Risk event An uncertain events or set of circumstances that should occur would have an effect on the achievement of one or more of the project objectives

28. Risk Assessment Identify the risk what could go wrong how could it happen what could be the effect how do you decide what is a risk? Who do you ask for opinions?

29. Risk assessment Identify the risks by category Probability of occurrence low=1 high=4 Impact 1 – 4 Draw a risk quadrant Risk exposure= probability x impact

31. Risk control Risk mitigation Measure and control Reduce the probability of the risk occurring Transfer the responsibility Risk register a formal record

32. Risk Register Risks Identified Risk Score (Likelihood x Consequence) Controls in Place Action to be Taken Person Responsible for Managing Plan Corporate Action Needed Y/N

33. Resource management ‘A process that identifies and assigns resources to activities so that the project is undertaken using appropriate levels of resources and within an acceptable duration’

34. Project Cost Management - cost estimating - cost budgeting - cost control

35. Resource Allocation Draw a resource requirement chart from the Gantt Chart Adjust the timings of non-critical activities to smooth the resource requirement People and money

36. Quality management The discipline that is applied to ensure that both the output of the project and the purposes by which the outputs are delivered met the required needs of the stakeholders’.

37. Project communication Meeting Presentation Telephone Conferencing Written E-mail

38. Reporting Progress reporting: -who to report to -What frequency -What information is to be provided

39. Managing time Most people have no idea where it goes You can’t make more of it.

40. Time management Have goals –Long term –Short term Record what you have done –And how long it took Review where the time went –Make the biggest changes that you can –Even if they are very small.

41. Time categorisation Important / UrgentImportant / not urgent Urgent / not importantNot important / not urgent

42. Project Management Tools

43. Tools / Techniques Calendar White Board Gantt Charts (simple, top-line) Software packages e.g. –Microsoft Project Methodologies –PRINCE (project management in a control environment)

44. Assignment chart This will include: -Date, name of project, project sponsor, project manager -Person responsible for each task -Planned finish date for each task -Each task to be listed individually -The actual finish date -Review comments and signatures of sponsor and manager

45. Assignment charts Project………Person responsible…………..Approved by……… codeStart datesFinish dateTask List Notes Planned start day Planned finish date

46. Gantt Chart Task1st2nd3rd4th5th 1 2 3 4 5

47. Force Field Analysis Current StateDesired State Drivers of ChangeBarriers to change

48. Force field analysis Problem and needs statement Present situationDesired situation Resisting forceDriving forces Action to reduceAction to increase ResourcesAction plan

49. SWOT analysis Strengths Weakness Opportunity Threat

50. Critical path schedules Event activity event

51. Critical path schedule 0 1 2 3

52. Planning Develop outline plan –Brainstorm –List assumptions –Analyse risks –How will you manage people, resources, risk,time Develop detailed Business plan Develop resource and budget requirements Agree plan and budget with sponsor

53. Project Planning (1) Check: are your objectives/deliverables clearly defined and agreed? Break down project into timed stages and functional ‘zones’ Break down tasks/activities within each zone Does each task contribute to the objectives? If not eliminate it Understand the logical sequence of each task Estimate the time for each task based upon: –Previous experience (yours and others) –Trial –Educated guess (if all else fails)

54. Project Planning (2) Draw up a logic diagram (network chart) if logic is complicated Work out the Critical Path (the activities for which there is no leeway or ‘float’) Draw up a timed bar chart (Gantt Chart) Agree and note milestones Consider resource implications – draw a Resource Requirement Chart from the Gantt Chart Adjust activities with float to make best use of resources (‘smoothing’)

55. Project Planning (3) Cost the plan Agree plan and budget with project sponsor / project board Re-iterate as required by changes Use the plan, it is the means not the end…

56. Monitoring and Control Establish –Checkpoints/milestones –End stage assessments Devise a formal reporting procedure Where actual progress is drifting away from plan devise a recovery programme –By running more tasks in parallel –By increasing resources to the CRITICAL tasks and ‘crashing’ them

57. Implementing Gain agreement, commitment, involvement Check understanding Implement – GET SOME ACTION! Monitor performance Take corrective action Revise the plan

58. Completing Hand over the ‘deliverables’ ‘Sign off’ Complete administrative details Review performance

59. Closure ‘The formal end point of a project, either because it has been completed or because it has been terminated early’

60. Project reports Project Initiation plan Project Business Case Risk register Project Plan

61. Main outlines of these reports Objectives of the totality of the the work that is about to be undertaken Identify major outcomes Identify major activities to deliver the product Assessing the major risks of the projects and putting in place the counter measures Identify resources needed Identify time-scale

62. Competences for project management Leadership and Management Building alliances and network – relationships and influencing Managing change for health improvement Formulating strategy to address population needs Communication – User and public involvement Management of information and resources Understanding organisations: development, structure, function and culture Reality and Perception

63. Skills for project manager Leadership Power Communication skills Team building Conflict resolution Motivation

64. The craft of leadership involves Knowing yourself Understanding people Understanding organisations Knowing what needs to be done Communicating effectively.

65. Reasons for Project Failure Lack of communication Insufficient resources Insufficient attention to Business case and quality Insufficient definition of outcomes leading to confusion over what is expected to achieve Clarity of roles Poor estimation of time and cost Inadequate planning

66. Thanks