Project Management Overview Colin Turnbull Head of Project Services

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Project Management OverviewColin TurnbullHead
of Project Services
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Agenda

• Introductions
• Session 1 - Why have Project Management
• Coffee 1030
• Session 2 - The running of a project
• Round up
• Finish 1200

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• Who am I

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What will be covered

• Why have a project framework
• The make up of a project
• The running of a project

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• What do you think a project is

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What is a project ?
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What is a project ?

• Something with a beginning, middle and end.
• Something that has a clear objective and somebody
  responsible for it.
• Something that can be measured and achieved.
• Something that works within a project framework.

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Why use a project framework?

• The phrase herding cats comes from the common
  saying that something involving coordination of
  many different groups or people is as difficult
  as herding cats.
• One of the commonly encountered uses of the term
  is the phrase managing projects is like herding
  cats"
• It is the bringing together of technologies,
  individuals and ideas to herd into a single
  delivery.

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Why use a project framework?

• Visibility
• Clarity
• Accountability

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Why use a project framework?
It also allows you work within the golden
triangle of
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Why use a project framework?
Within a framework we all pull together in the
same direction
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Why use a project framework?
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Questions ?
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Make up of a project

• The Brief - PID
• The Players Project team

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The Brief

• A statement of intent that defines what is going
  to be delivered. This must as a clear definition
  so that when the project is delivered it can be
  measured as successful or not.
• The brief must have
• What you are going to do
• Why you are going to do it
• What alternatives are there in not doing it
• Template example

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The Project Team

• Who are the stakeholders
• Who is the sponsor
• Who is the project manager
• Who are the resources
• Define a stakeholder map

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Stakeholder Map
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• Group Session
• Think of a project (fact or fictional)
• Produce a brief description
• Produce a stakeholder map

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Coffee
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• Project feedback

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• Session Two Running a Project

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Steps to Running a Successful Project

• Planning
• Execution
• Feedback
• Delivery
• Closure

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Work Break Down - Planning

• Start with the big tasks
• Breakdown into manageable tasks
• 5 to 10 days tasks
• Assign task owners to these tasks
• Assign deadlines to these tasks
• Re-plan conflict of resources
• Gantt Chart or Stage Plan

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Stage Plan or Gantt Chart

• Stage Plan
• Simple but can be hard to follow
• Gantt Chart
• Graphical but can be resource hungry to manage

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Running a Project - Execution

• Ensure resources understand their job
• Tell resources when they are to start and when
  they are due to finish
• Control the project
• Report to stakeholders

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Controlling the Project - Feedback

• Measurement of tasks vs. time
• Talk to your resources
• Dont suffer from the Its fine syndrome
• Re-plan slippage and scope creep.
• Always work to the Golden Triangle

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The Golden Triangle
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How to control the triangle

• Risk management
• Identify the risk and what can be done to
  minimise the affect
• Task management
• Ensure constant communication with the resources.
• Time management
• Estimate the task and monitor the actuals vs. the
  estimates.

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Group Exercise

• Identify task, resources and milestone.
• Identify risks
• 15 mins

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• Project feedback

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Deliver the Project Delivery

• Ensure that what is delivered is what was
  expected.
• Tell the stakeholder when you intend to deliver
  it and that you have delivered it.
• Once delivered do not do any more work on the
  project scope creep.

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Review to Project Closure

• Project closure is key to a successful project
• Identify what went well, what went wrong and
  lessons to learn

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Conclusion

• Successful project management is achieved by
• Clear brief
• Identification of stakeholders
• Managing the milestones
• Communication
• Avoiding scope creep

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Conclusion what to take away

• Keep it simple
• Identify stakeholders
• Agree what the scope is and stick to it
• Break work into manageable tasks
• Control the golden triangle
• Be proactive not reactive

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Tools

• Project Website
• Small scale project documents
• JISC Infonet
• Association of Project Managers

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How not to project manage
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• Thank you