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Project Management

SET Management Program

Nic Stephen

on 10 October 2014

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Transcript of Project Management

Management Program
Project Management
Today we have addressed the following:

Identify a project’s requirements
Define a project
Develop a project plan
Administer and monitor a project
Finalise a project
Review a project
Activity Five: Closure Report
Individually, reflect and respond on:
why project reviews are important,
what tools could be used to compare progress and achievement, and
How you would involve stakeholders in the review process
Temporary tenure contracts will return to their previous status.
Professional project staff may be reassigned to a new project
Project team members will need to be redeployed to a new role
Disbanding of the project team is a crucial stage of the project closure. Project team members have emotional attachment to the project
If project team members are not treated fairly and with respect, and their contribution is not appropriately acknowledged then ill feeling and alienation will be created
Celebrate the success
Developing the Project Schedule
1. Determine the activities and tasks to be completed
2. Estimate time required to complete each activity and task
3. Determine likely timing (dates if required) for each activity
4. Review schedule against resource availability
5. Chart the final schedules and distribute to team
6. After any adjustments from team feedback, approve and distribute
Risk Response Plan
Technology (computers, phones, work processes etc)
Machinery (Hire equipment, standard equipment etc)
Safety (Work practices, safety standards etc)
Image (Goodwill, loyalty)
Funding (Access to funds, budgets etc)
Time (Schedules, weather etc)
Labour (Skill levels, absenteeism etc)
Customers (Communication, disruptions etc)

Budget Matrix for WBS
Labour and on-costs
Equipment purchases/hire
Transportation costs
Utilities costs
Preparing for action...
Once the project has been approved, plans need to be developed to prepare the project for action

Studies have shown that at least 85% of failed projects are linked to poor planning

Failure to spend time on preparation will result in the project plan lacking the foresight and pre-work required to succeed
Activity One: Garden Show
In groups complete the case study for activity one.
Project Manager
Developing and monitoring a work plan
Developing and managing a risk management strategy
Identifying and managing contingencies
Dealing with staff issues and concerns
Keeping all necessary stakeholders informed
Addressing customer needs
Closing the project

Unit Outline
Session 1 - The Initiating Phase

Session 2 - The Planning Phase

Session 3 - The Organising Phase/Controlling Phase

Session 4 - The Closing Phase
This Unit’s Objectives
Identify a project’s requirements
Define a project
Develop a project plan
Administer and monitor a project
Finalise a project
Review a project
Project Closure Report
Formal documentation of:
Project Outcomes
Issues and recommendations

Page 24 of Reading Material
Group Activity
Strategies for project staff reassignment, and...
Strategies for re-assigning and liquidation of physical resources
Physical resources such as:
materials, supplies, machinery,
tools, safety equipment, and money
What was successful
What was unsuccessful
What they would do again next time
What they would do different next time
What they would avoid next time
Any communication issues
Any resource issues
Any skills, or knowledge, shortages
Any other issues
Sign Off
Once the project has been completed, the project itself needs to be “handed back” to the project sponsor

Sponsor needs to sign off on the project deliverables and take responsibility for the operations and outputs.
Clean Up Loose Ends
Contractor payments
Recovery of money deposits
The Closing Phase
Delivered goals, objectives and targets
Delivered goals and objectives, not targets
Not delivered goals, objectives, and targets

Activity Four: Project Schedule
In groups, develop a Gantt chart for your flower show
Tasks and activities need to be scheduled into the sequence of events that are required to be done to achieve the milestones and deliverables
Risk Response
Avoid the Risk
Take action to eliminate the risk; eg. Use another supplier
Transfer the Risk
Make someone else responsible for the risk; e.g. A supplier can be made responsible if the goods are late
Mitigate the Risk
Take action to lessen the impact or chance of the risk occurring. If the risk relates to availability of resources, identify alternative suppliers and draw up agreements to allow suppliers to be changed if deadlines are not met
Accept the Risk
The risk might be so small the effort to do anything about it is not worthwhile
Risk Assessment
Risk Identification
Project Team
Activity Two: WBS and Budget
In groups, on a flip chart, complete a WBS for your flower expo
Pick one line of your WBS and complete a budget matrix for that line
WBS - Determining Costs
It is critical that you ensure that every financial expense is identified during the initiation and planning phase so the budget can be as accurate as possible so as to minimise any expense “surprises”.
Work Breakdown Structure
Each activity is represented in the WBS by a stage that outlines:

The task title
The task number
The duration
The cost
The commencement date of the specific activity, and
The completion date of the specific activity
Measure Twice, Cut Once
Investing the time to prepare a good scoping proposal is an excellent example of “measuring twice”.

By thoroughly measuring the viability of the project by prudently analysing the elements of the scoping proposal you are ensuring that you have the best possible accurate picture in which to make a decision about the projects merit.

This will eliminate wasting time and valuable resources
Project Scope Proposal
Financial Requirements
Reporting Requirements
Sponsor Sign Off
Project Name
Project Sponsor
Project Manager
Scope Statement
Project Description
Project Milestones
Resources Requirements
The Initiating Phase
Project scope proposals,
Feasibility studies,
Cost benefit analysis &
Business cases
1. The Initiating Phase
2. The Planning Phase
3. The Organising Phase
4. The Controlling Phase
5. The Closing Phase
Phases in a Project
Project Sponsor
Project Manager
Project Team
Other Project Stakeholders
Government Agencies
The Controlling Phase
Effective Controlling Systems
Managing Anomalies
Managing Staff
Managing Stakeholders
Reporting progress

Developing a Project Schedule
1. Action Planner
(Small Projects)

2. Gantt Chart
(Medium Projects)

3. PERT Chart
(Large Projects)
Activity Three:
Risk Management Plan
Risk Management Planning
Risk Identification
Risk Assessment
Risk Response
Risk Monitoring and Controlling
What is a Project?
A “one-off” job
Specific start and end date,
Executed in a planned and controlled sequence
Has outcomes that are defined in terms of time, quality and cost.
Morning Tea 10.45am
Lunch at 12.30pm
Afternoon Break 2.30pm
Finish 4pm
Unit Resources
Evacuation Procedure
Attendance sheet
WBS - Determining Time
The skill level of the individual or team performing the task
The equipment and tools available
The resources available
Individual and team motivation
Historical evidence
Professional advise
As the project manager, you will need to identify the objectives that will drive the project’s overall goal

Once the objectives have been identified, the tasks required to achieve the objectives need to be identified
Project Goal
Project Objective
Project Task
Project Task
Project Task
Project Objective
Project Task
Project Management...
By the end of this unit you will be able to:
What are the key accountabilities of the project manager?
The initiation phase is the first step to any project therefore it is generally about articulating a vision or goal into a structured strategy and plan...
Commonly used to justify the project are:
The Planning Phase
Goals - Objectives - Tasks
Planning Phase
so, let's look at what it involves!
The time can vary according to many factors:
Determining Time by...
General expenses and cost may include:
Risk Factors can include:
Risk Management
There are 4 stages in managing risks planning. These are:
In groups, complete a risk response plan for your garden expo
The Organising Phase
In groups, choose one area already covered in the program and present back to the group.
Information Capture
Projects can end in a number of ways:
Finalising incomplete business
To develop the project schedule undertake the following steps:
Activities / Tasks
Delegate to ...
Monitor & Adjust
Scheduling Tools
Information sought should include:
Physical Resources
Resources Closure
returned to the supplier,
returned to their place of origin,
redeployed, or sold
Human Resources
Project Plan
Action Plans
Flow charts
Gantt Charts or Milestone Charts
Critical Path Analysis
Milestone celebrations
Force Field Analysis
Risk Management calculators
Fish Bone Analysis
Project Planning Tools
What it is? Who requires it? Why it’s required?
What you intend to achieve? resources required?
Who should work on the project?
Defining a Project
Effective methods for risk identification include:
Action Plan
Gannt Chart
PERT Chart
In pairs, develop a strategy for dispersing resources from the project.
It's not simply completing a large task!
Remember when you were at school?
Full transcript