Project Work and Administration

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Project Work and Administration
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Introduction

• Objectives
• What is a project?
• What are the tasks and characteristics of
  different roles in a project?
• project manager
• project assistant
• project team member
• What are the key deliverables and tasks in
  project administration, and what is their purpose?

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Characteristics of a Project

• A project typically has
• a starting point
• an ending point
• a unique reason for existence
• predefined plan and expected results
• a temporary organization
• external dependencies
• stakeholders

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Project Management Process
Program Management
Confirm the Baseline
Plan the Execution
Report the Status
Complete the Project
Plan
Organize the Resources
Control the Work
Accomplish
Project Life Cycle
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Project Organization
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Approach

• A succesful project is based on
• good methodologies
• structured approach (phasing, top-down structure)
• efficient tools
• systematic and standardized work procedures
• systematic management
• skilled and motivated people

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The Role of a Project Manager

• Project managers responsibilities are to
• ensure that the deliverables of the project meet
  expectations and fulfill requirements
• manage the project according to parameters from
  program management
• manage resources to achieve goals
• coordinate and communicate
• manage
• scope
• quality
• budgets and resources
• schedule
• issues and risks

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The Role of a Project Assistant

• Project assistants responsibilities are to
• Run administrative processes in the project
• time reporting
• progress tracking
• financial administration
• Arrange meetings and events
• scheduling and reservation
• preparing materials
• creating agendas, minutes of meetingsand other
  material for meetings
• Coordinate project work

Note The project manager can often also bethe
project assistant.
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The Role of a Project Team Member

• Project team member's responsibilities are to
• Execute own tasks and create own deliverables to
  meet expectations and fulfill requirements
• Manage own work according to parameters from the
  project manager
• Report own status and issues, resolve problems

Note The project manager and project assistant
are also project team members.
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Characteristics of a Good Project Team Member

• Competence
• technical and functional skills
• Client Service
• managing work and responsibilities
• teamwork
• quality of work
• Entrepreneurship
• professional behavior
• gaining client and team confidence

• Leadership
• commitment to mutual goals
• taking responsibility
• Personnel Development
• self-development through work and training
• Professional Attributes
• initiative and decisiveness
• interpersonal skills
• communication skills

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Project Administration Tasks and Deliverables

• Planning
• Project Plan
• Work Plans
• Project Standards
• Quality Expectations

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Sample Quality Expectations
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Project Administration Tasks and Deliverables

• Execution
• Time Reporting
• Progress Tracking
• Status Reporting
• Risk Analysis

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Sample Team Member Time Report
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Sample Progress Report
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Sample Risk Analysis
1) Project not completed in schedule 2)
Insufficient results prevent overall program
completion 3) Project results not sufficient. 4)
Designed services cannot be deployed because
of costs.
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High
1
Probability
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2
Low
Large
Small
Effect
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Project Administration Tasks and Deliverables

• Meetings
• Status Meetings
• Steering Group Meetings
• Agendas
• Minutes of Meetings

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Summary

• Project administration is one of the keys to a
  succesful project
• where you are
• where should you go
• how fast you can go
• avoid the rocks
• No standard way of distributing administrative
  tasks
• can be distributed among the project manager,
  project assistant and team members as required