BSBPMG430___Undertake_project_work_SLIDES.pptx

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UNDERTAKE PROJECT WORK
BSBPMG430
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What is a project?
A project is a planned endeavor with
predetermined tasks to accomplish a particular
objective. A project consists of a
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Start and end time -will run for a set period of
time Project Team Scope of Works - made up of
defined processes tasks Specific resources and
funding. For example - managing and planning an
event.
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What a Project is NOT
? Day-to-day work ? Routine activities ?
Repetitive tasks ? Ongoing work
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Project Lifecycle

• ? There are five basic process that make up a
  Project Lifecycle.
• Initiate
• Plan
• Implement
• Monitor Control
• Close.
• SG p3

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STEP 1
INITIATING PROJECTS
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When starting a Project

• Identify the Stakeholders
• Who is involved in the project?
• Create a Project Charter
• Include details about
• ? The scope of works (What needs to be done?)
• ? Stakeholders
• ? Project Team
• ? Budget
• ? Timelines
• SG p4

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Project Charter
A project charter (PC) is a document that states
a project exists and provides the project manager
with written authority to begin work. The Project
Charter must be signed by the person authorising
the project. A project charter describes what
your project is and how you will approach it, and
it lists the names of all stakeholders. It's a
critical component of the project management
initiation and planning phases, and you'll refer
to it throughout the life of the project.
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Scope of works
Documents/stakeholders that may assist with
defining the scope of a project
business case feasibility study project teams
project charter project sponsor project office.
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Stakeholders
Examples of project stakeholders
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project leader project team members upper
management project customer resource managers
line managers product user group.
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STEP 2

PLANNING PROJECTS
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Planning phase

1. Identify Form Project Team
2. Create Work Breakdown Structure (WBS)
3. Create Project Management Plan
4. Identify Costings and create Budget
5. Create Schedule (Timeline)

SG p5-8
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Project planning phase
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• This phase requires completion of a project
  management plan.
• A Work Breakdown Structure (WBS) and sub-plans
  are part of the project plan.
• The sub-plans may be incorporated into the main
  project plan or may be separate, depending on the
  scope and value of the project.

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What is a project plan?
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• The project plan is a document that describes and
  brings together the components of a project.
• Effectively, the project plan is the guidebook
  for all stakeholders to the project.
• All aspects of the project should be covered,
  although the level of detail depends on the size
  of the project.

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Project sub-plans
The following sub-plans are part of the project
plan
Work Breakdown Structure Diagram or Gantt Chart
Budget Risk Management Plan Communications Plan
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Project Managers Task at Planning Stages
To ensure the Project Team works effectively the
project manager must do the following ? Confirm
Scope and purpose of the plan ? Define the
Deliverables ? Identify and estimate activities ?
Schedule Work and Resources ? Identify Risks and
design Controls ? Document and gain approval for
the plan
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Sub-plans Work Breakdown Structure (WBS)
A work breakdown structure (WBS) is a model of
the work to be performed in a project organised
in a hierarchial structure. The WBS is an
important tool which helps you keep an overview
of the project. ? Forms the basis for
organisation and coordination in the project ?
Shows the amount of work, the time required, the
costs involved and who is responsible for each
task
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Sub-plans WBS (cont.)

• There are 3 main reasons to use WBS in your
  project planning
• To more accurately and specifically define and
  organise the scope/plan of the total project.
• To help with assigning responsibilities, resource
  allocation, monitoring the project, and
  controlling the project.
• It allows you double check all the deliverables'
  specifics with the stakeholders and
  ensure nothing is missing or overlapping.

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Sub-plans Budget
The methods you use to estimate your project
costs and establish your budget will depend on
your organization and the type of project you are
executing.
Some organizations have dedicated cost estimation
departments, while in other organizations, the
project manager does the estimation. In any
event, however, it is important to ensure you
apply some contingency to your cost
estimate. Contingency is a term used to describe
extra or buffer costs that have been included
to cover unknowns. It is best to talk to other
experienced project managers or cost estimators
to gauge the amount of contingency you should be
using for your particular project.
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Sub-plans Budget (cont.)
Based on the project WBS, you can allocate a cost
to each activity to create a budget for the
project
Calculate expenditure Identify expense
categories (for e.g if your project was to manage
a conference, you would need to consider the
costs for the venue, website, registration,
conference proceedings, speakers, secretariat,
insurance, audio-visual, marketing,
food/beverage Identify which expenses will be
fixed and which will be variable (For example, in
a conference, the variable expenses tend to be
based on the number of delegates e.g. meals, as
opposed to fixed costs such as marketing
materials and audio-visual requirements) Calculate
budget income based on all potential sources of
revenue e.g. sponsorship, Develop the budget and
get approval from the Project Sponsor
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Sub-plans- Risk management Plan
Q. What is a risk? A. An uncertain event or
condition that, if it occurs, has a positive or
negative effect on a project's objectives. Q. Wha
t is a risk management plan? A. A document
prepared by a project manager to foresee risks
and to create response plans to mitigate them. It
also consists of the risk assessment matrix.
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Types of risks

• There are five primary types of risks to consider
  in running a project. They are
• Cost
• Delivery date
• Systems requirement
• OHS
• Customers expectations

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Examples of potential risks
project methodology used vendor issues
legal/regulatory issues technology risks project
complexity project manager skills team member
skills.
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Risk Assessment Matrix
Risk assessment prioritises the risks to be
controlled, based on the score considering
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likelihood of occurrence potential impact in
terms of cost, time and quality difficulty of
timely detection.
Score range is 1-low, 2-medium and 3-high.
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Strategies for risk management
Project planners may choose to
Accept the risk - simply take the chance that the
negative impact will be incurred. Avoid the risk
- changing plans in order to prevent the problem
from arising. Mitigate the risk - lessening its
impact through intermediate steps. Transfer the
risk - outsource risk to a capable third party
that can manage the outcome.
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Sub-plan Communications Plan
This plan contains strategies to address
stakeholders identified in the project proposal,
and any new stakeholders subsequently determined
who must be informed of the projects progress.
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Good communications among all stakeholders is
critical for the success of a project!
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Sub-plan Communications (cont.)
A well-planned project has a well-planned
communication plan. Elements to be considered are
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what (meeting minutes, reports, etc) who (target
audience) why (purpose) when (frequency) how
(method) who will be responsible for distributing
the identified information.
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STEP 3

IMPLEMENTING PROJECTS
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Implementation phase

• Executing the project plans
• Coordinating people and other resources to carry
  out the project plans.
• Effective leadership communication is key! - A
  project manager is the person who has the overall
  responsibility for the successful work
  environment.

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Typically, this is the longest phase of a
project. SG pg9-10
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Creating a winning work environment
Effective leadership by the Project Manager
requires ? Ensuring staff are engaged ? Keeping
Communication lines open ? Ensuring staff
understand what is expected of them ? Managing
their teams in a transparent and equitable
manner, promoting a culture of involvement and
consultation. ? Supporting the staff as
required ? Promoting positive working
relationships to avoid conflict and dealing with
unacceptable behaviour. ? Maintaining ethical,
personal and professional standards at all times
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STEP 4
MONITORING CONTROLLING PROJECTS
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Project monitor/control phase
Monitoring/controlling the project includes
monitoring Budget, Timelines, Cost, Resources and
Milestones, Risks Issues ensuring that project
objectives are met by monitoring and measuring
progress regularly taking corrective action when
necessary tracking the variances and changes.
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Controlling has much overlap with other phases.
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Importance of Project monitoring
Even if a team executes project activities
smoothly, the need exists for the project manager
to monitor the projects progress to
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Track the budget by comparing your actual use of
project resources to that anticipated in the
project plan. Track if the milestones were
met Ensure the team is working on the correct
activities Ensure the quality of the work is
acceptable To spot early difficulties To identify
people issues To understand the overall health of
the project in case they may need to intervene
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Project monitoring
The needs of the project determine the level of
detail at which you need to track progress. You
can track progress at the following levels
task level assignment level as total as progress
by time period.
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If Project Timelines are not met
If your schedule goes over the deadline ? You
must talk to the client and other stakeholders
and do one of two things
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Extend the deadline OR Cut non-essential features.
? Review your WBS to ensure the correct skilled
people are assigned to the roles that matches
their skills ? Review Risks to the business ?
Re-define goals with the stakeholders
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Status reports
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• Project status/update reports are provided to
  identified stakeholders on a regular basis.
• Microsoft Project can be used to track progress
  on tasks. By entering actual information
  manually, you can control what information is
  updated in your project.
• This information can then be used when compiling
  a project status report.

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STEP 5

CLOSING PROJECTS
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Project closure phase
Involves bringing the project to an orderly end
by
formalising and communicating the acceptance or
conclusion of a project handing over to the
ongoing accountable area completing a project
completion report holding a post implementation
review.
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SG p13
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Project closure
The project closure phase is the last phase of
the project life cycle.
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The commencement of the project closure phase is
determined by the completion of all project
objectives and acceptance of the end product by
the customer.
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Someone external to the project should conduct
the post implementation review, if required.
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Project closure phases
There are three phases to project closure
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Project handover report Project completion
report ? Have all the deliverables been
achieved? ? Was the project delivered within
budget and time? ? What worked what needs
improvement? Project review report ? What
worked? ? Lessons learned what needs
improvement?
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Project handover
? The project manager ensures that the project is
brought to its proper completion. ? The closure
phase includes a written formal project handover
report containing

formal acceptance of the final product by the
client matching the initial requirements
specified by the client with the final delivered
product. summarises any agreed changes to scope,
quality, costs, schedule.

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Project review
This phase also includes development of the post-
project review report, which includes
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project sign-off staffing and skills project
organisation structure schedule management cost
management quality management customer
expectations management lessons learned.
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Lessons Learned
Did the delivered project meet the requirements
and objectives? Was the customer satisfied? Was
the project schedule met? Was the project
completed within the budgeted cost? Were the
risks identified and mitigated? What could be
done to improve the process?
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Project review process
At the conclusion of the project, team members
meet with the project manager and review the
goals, objectives/ deliverables and schedule as
outlined in the project plan. Lessons learned are
discussed and improvements recommended. The
project manager prepares the Project Review
Report based on the above.
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Project review process (cont.)
The project manager presents his project review
report to the project owner. The project owner
schedules a Post-implementation Review (PIR) of
the overall outcome for a future date. The PIR is
an analysis of of the operational effectiveness
of the projects end product.
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Project review report
? The project review report is distributed to all
stakeholders as a means of encapsulating
everything that has occurred during the project
and describing anything that could be done better.
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Other Project closure activities
Closure of the project also includes
rewarding the team identifying the lessons
learned documenting issues faced and their
resolution releasing project resources formal
project closure notification to higher management.
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RELEVANT LEGISLATION
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Legislation
? Over the past 30 years the Commonwealth
Government and the state and territory
governments have introduced anti-discrimination
law to help protect people from discrimination
and harassment.
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Relevant Acts

• ? Sex Discrimination Act 1984
• An Act relating to discrimination on the ground
  of sex, marital status, pregnancy, potential
  pregnancy, breastfeeding or family
  responsibilities or involving sexual harassment
• ? Disability Discrimination Act 1992
• An Act relating to discrimination on the ground
  of disability
• ? Equal Employment Opportunity Act 1987
• An Act to require certain Commonwealth
  authorities to promote equal opportunity in
  employment for women and persons in designated
  groups and for related purposes
• ? Racial Discrimination Act 1975
• An Act relating to the Elimination of Racial and
  other Discrimination
• ? Age Discrimination Act 2004
• An Act relating to discrimination on the ground
  of age

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Relevant Acts (cont.)

• ? Fair Work Act 2009
• Establishes a safety net consisting of a national
  set of employment standards, national minimum
  wage orders, and a compliance and enforcement
  regime.
• ? Work Health and Safety Act 2011
• Provides a framework to protect the health,
  safety and welfare of all workers at work.

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PROJECT MANAGEMENT
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What is project management?

• Project management is the coordination of a
  specific project to ensure that it is completed
  on time and within given constraints
• ? focuses on
• developing defined outputs,
• to be delivered by a certain time,
• to a defined quality standard,
• with a given level of resources so that planned
  outcomes are achieved.

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3 Pillars of Project Management
The 3 pillars of project management which
includes scope, quality and time, is the key to
any successful project plan. Striking a balance
between the three is essential in order to
properly establish project management
techniques. The 3 pillars of Project Management
are ? Scope Management ? Cost Management ? Time
Management
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Who uses project management?
? The development of hardware and software in the
computer industry requires rigorous management,
due to increased business complexity, integration
and diversification. ? Businesses and
organisations know the benefits of organising
work as projects and the need to communicate and
integrate work across departments and professions.
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What is a project management methodology?
A project management methodology is a pre-defined
set of management procedures designed to provide
a guide for ? developing, planning, managing
and implementing projects. ? the quality
management framework in which projects are
conducted.
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Why use project management methodology?
Increased accountability to become more efficient
and effective in doing business. Can support the
achievement of organisational goals. Greater
assurance can be provided to stakeholders that
resources are being effectively managed. Project
goals can be agreed and clarified, Resources
identified and Accountability for results and
performance, Focusing on benefit achievement-
outcomes.
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When do you use project management methodology?
If a project is complex, dynamic or has a large
degree of uncertainty, use of project management
methodology is preferable it
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• increases the likelihood of project success by
  adding additional accuracy.
• ensures all facets of the project are covered and
  that there is common understanding about the
  project.

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Benefits of project management methodology

• ? Primarily, to increase the likelihood of the
  project succeeding, by
• achieving more work in less time, with fewer
  resources
• reducing overall risk
• increasing customer satisfaction
• outputs (deliverables) are of a better quality
• everyone knows what to expect (no surprises).

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What is project success?
? A project is successful if it delivers the
specified results, on time and within budget.
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Why projects can fail
Some common reasons for projects failing are ?
changing scope (the scope keeps changing as the
project evolves) ? insufficient planning ? risks
are not managed ? issues are not managed ? poor
communication ? lack of commitment and
responsibility by stakeholders.
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How can you ensure project success?
? An individual project manager can improve the
chances that his/her project will succeed by
following a project management methodology that
is based on best practices.
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The Role of a PM
A project manager is the person who has the
overall responsibility for the successful
initiation, planning, design, execution,
monitoring, controlling and closure of a
project. ? Planning ? Scheduling ? Motivating ?
Control ? Manages temporary and non repetitive
tasks that are sometimes separate from the
functioning of the rest of the business