Project Management for Trial Managers
- Introduce you to a range of project management techniques
- Develop project plans through a series of activities
- Develop an understanding of the need for formal and informal communication processes
- Develop an understanding of different management styles
What is a successful project?
- Think about some recent projects
- Have they been successes or failures?
What is a successful research project?
- Spend some time talking to the person next to you thinking about what would make your project successful from:
- That of your organisation
- “ The application of knowledge, skills, tools and techniques to project activities in order to meet stakeholder’s needs and expectations from a project ”
- “.. the process of integrating everything that needs to be done as the project evolves through its life cycle in order to meet the project objectives ”
Benefits of Project Management
- Clarify what has to be achieved
- Clarify roles and responsibilities
- Plan, Monitor and control the budget
- Communicate to all involved
Project Planning Framework Identify Stakeholders Define the Scope Identify the tasks Identify the risks Plan Implement and Control Review
- Anyone who has an interest or involvement in the project
- Normally bring something to the project (finances / opinions / ideas) and expect something in return
- Need to understand stakeholders whilst defining the project and during execution
- Working in small groups discuss:
- Who are the stakeholders of a current project of one of the group?
- What resources do they bring to the project?
- What do they expect in return?
- How much influence do they have in setting
- the outcomes of the project ?
- How can the stakeholders be managed?
- Are their conflicts between the interests of stakeholders
Mapping Stakeholders What needs done How it is done? Disempowered Operational Power Criteria Power Comprehensive Power
Defining the scope
- Scope – what needs to be done to complete the project
- Make sure it is clear to all involved
- Defines the boundaries of the project (what is / isn’t expected)
- Confirms common understanding of all stakeholders
- The scope should be verified / approved by all stakeholders
- Get this agreed up front as it will solve problems later!
Identifying the Tasks
- Once you have identified the scope you can now identify the tasks you need to perform to complete the project
- Break the project down into tasks and subtasks
- The subtasks should be small enough chunks that you can easily assess progress
Work Breakdown Structure I
- Identify all major activities that make up the project
- Identify sub activities to be completed for each major activity
- Continue to build by adding the next level of work
- You will continue down to the level at which work is actually done, and track and manage the project at this level
- Each sub activity should comprise a discrete task with a given duration
- The WBS must be complete, so when all activities are done, the project is finished.
MS Project: Usual to show as an indented list
- Take a project which one of you is currently working on
- Develop a work breakdown structure for the project (use the post-its provided)
- Remember that the WBS only shows the activities and sub activities and not the order you perform the activities in.
- How might you go about estimating the duration of activities ?
The project Network D A B C F G E
- Usual to include milestones on the project plan
- Taking the project you have developed the project network for and develop the Gantt Chart for the project
- What elements of the project can be labeled as milestones?
Develop the detailed project budget
- Procurement / Internally purchased items
- Staff costs – important to include these
- Assess the likely hood of risk
Sources of Risk Scope Internal Information Human Resources Cost Time Project Management Quality External
Risk Quantification 1 2 3 2 4 6 2 4 6 3 6 9 probability Consequences / impact Risk (Probability x Impact) 1- 2 : Low 3 - 4 : Medium 6 - 8 : High 9 : Extreme
- Capture all the information regarding risk management
- Description of risk, owner
- Probability, Impact, Overall Risk
- Mitigation Strategy, Response, When, Who
- Actions to date, next review, date resolved
- What should you do to ensure that progress is clearly captured?
- Important to develop a document control system
- everybody knows which order the information came in
- reduce chance of a previous version of the document being utilised
- with use of computers (and especially email) it is easy to get things in a mess.
Scope Change Control
- Common reason for projects delivering late / over budget
- Changes are beneficial to the project
- Determines that a scope change has occurred
- Managing the actual changes when they occur
- Everybody is aware of the impact on the schedule and outcomes of the project
Behind Schedule ?
- Everybody aware of costs / implications of delays
- people will be more committed if they are involved throughout
- Adding resources does not always speed things up
- Avoid persecution - next time they won’t mention that they are behind until it is too late !
- What happens if you cannot achieve the project completion date with the available resources ?
- Reduce scope of project work
Behind Schedule ?
- If problems are with delivery of key items consider placing a member of project staff within the supplier.
- Respond early before it is too late
- Remember that the base-line plan is a plan and is not rigid - introduce some flexibility
- If the project is in crisis involve the client and stakeholders
- Need to monitor budget regularly – reconcile regularly
- Accounting should be the basis of commitments
- Evaluate any changes in spending on the project
- What effect does this have on the overall project (knock on effects)
- “ If everything seems to be going well, you obviously do not know what is going on”
Project Close Out
- Critical to close out the project properly
- What should do to ensure that the project is closed out effectively?
- Take the time out to plan
- Think about your stakeholders throughout the project
- Evaluate progress against the plan
- Actively manage the risks
- Keep the team involved and informed throughout the project.