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  1. 1. Project Management Facilitated by Joanne Fraser River Systems
  2. 2. Hope to Learn (10 Responses) <ul><li>How to manage a project – the basics (4) </li></ul><ul><li>(planning, scheduling and monitoring) </li></ul><ul><li>Practical tips for scheduling (2) </li></ul><ul><li>Strategies for getting buy-in </li></ul><ul><li>Communication and leadership </li></ul><ul><li>Methods for assessing progress </li></ul><ul><li>Ways to communicate progress </li></ul><ul><li>Anything </li></ul>
  3. 3. Project Challenges <ul><li>Communication (3) </li></ul><ul><li>Planning (3) </li></ul><ul><li>Determining timelines (2) </li></ul><ul><li>Unrealistic expectations in terms of roles and time estimates (2) </li></ul><ul><li>Time commitment to project while continuing day to day </li></ul><ul><li>Getting others to buy-in </li></ul><ul><li>Keeping track of the details </li></ul><ul><li>Keeping others on track </li></ul><ul><li>Maintaining momentum </li></ul><ul><li>Hand off from implementation to maintenance </li></ul><ul><li>Voicing concerns viewed as negative </li></ul>
  4. 4. Topic Interest <ul><li>#1 Project Planning </li></ul><ul><li>(Breaking down into manageable tasks) </li></ul><ul><li>#2 Project Scheduling </li></ul><ul><li>(Assigning accurate timelines) </li></ul><ul><li>#3 Effective Communication </li></ul><ul><li>(Among project stakeholders) </li></ul>
  5. 5. Learning Objectives <ul><li>Define projects and project management </li></ul><ul><li>Recognize what is involved in the five components of the project cycle </li></ul><ul><li>Apply a team approach to project planning </li></ul><ul><li>Develop a project plan </li></ul><ul><li>(WBS, Gantt Chart, Communication Plan) </li></ul><ul><li>Examine people issues in project implementation </li></ul>
  6. 6. Agenda <ul><li>Defining Projects and PM </li></ul><ul><li>Project Cycle </li></ul><ul><li>Initiating: Project Charter </li></ul><ul><li>Planning: WBS </li></ul><ul><li>Lunch </li></ul><ul><li>Gantt Chart, Communication Plan </li></ul><ul><li>Monitoring </li></ul><ul><li>Strategies for Typical People Issues </li></ul>
  7. 7. Project Definition <ul><ul><li>A project is a one-time endeavour, that has definite starting and ending points, that is undertaken to create a unique product or service. </li></ul></ul>People Processes Tools Ideas & Vision
  8. 8. Project vs. Ordinary Work <ul><li>Projects differ from ordinary work </li></ul><ul><li>A project is a sequence of tasks, with a beginning and an end, with specific resources and time allocated to it </li></ul><ul><li>Projects are temporary and unique </li></ul><ul><li>Ordinary work is day-to-day, ongoing, repetitive </li></ul><ul><li>Project management is the process of combining systems, techniques and people to complete a project within established goals of time, budget and quality </li></ul>
  9. 9. The Project Cycle Initiating Planning Managing (Controlling) Implementing (Executing) Closing
  10. 10. Process Groups <ul><li>Initiating recognize the project should begin and commit to do so </li></ul><ul><li>Planning develop a workable plan to address business need </li></ul><ul><li>Implementing coordinate people and resources to (Executing) carry out the plan </li></ul><ul><li>Managing ensure objectives are met by </li></ul><ul><li>(Controlling) monitoring, measuring and taking corrective action </li></ul><ul><li>Closing formalize acceptance and bring to an orderly end </li></ul>
  11. 11. Table Discussion <ul><li>Which part (s) of the project cycle do you find are the hardest to do? </li></ul><ul><li>What are the challenges? </li></ul>
  12. 12. Initiating <ul><li>“ If you don’t know where you are going, </li></ul><ul><li>how will you know when you get there?” </li></ul>
  13. 13. Getting Projects Initiated <ul><li>What is the process for defining the project? Who is involved? Who decides? </li></ul><ul><li>How does everyone that should be involved get “on board”? </li></ul>
  14. 14. The Project Charter <ul><ul><ul><li>Project name </li></ul></ul></ul><ul><ul><ul><li>Start and end dates </li></ul></ul></ul><ul><ul><ul><li>Project Purpose – define in terms of customer/client expectations </li></ul></ul></ul><ul><ul><ul><li>Key Deliverables </li></ul></ul></ul><ul><ul><ul><li>Project team and key stakeholders </li></ul></ul></ul><ul><ul><ul><li>Critical success factors </li></ul></ul></ul>
  15. 15. Risk Assessment <ul><li>Factors </li></ul><ul><ul><li>Resource adequacy </li></ul></ul><ul><ul><li>Schedule </li></ul></ul><ul><ul><li>Past Experience </li></ul></ul><ul><ul><li>Technology </li></ul></ul><ul><ul><li>Size of project </li></ul></ul><ul><ul><li>Geography </li></ul></ul><ul><ul><li>Potential Liability </li></ul></ul><ul><li>Analysis </li></ul><ul><ul><li>Likelihood & severity </li></ul></ul><ul><ul><li>Low </li></ul></ul><ul><ul><li>Medium </li></ul></ul><ul><ul><li>High </li></ul></ul><ul><li>Based on analysis, develop back-up strategies </li></ul>
  16. 16. Building the Project Team <ul><li>Use effective meetings </li></ul><ul><li>Establish direction </li></ul><ul><ul><li>Develop a vision </li></ul></ul><ul><ul><li>Strategies for achieving the vision </li></ul></ul><ul><li>Develop team standards </li></ul><ul><ul><li>Decision-making, communication, roles and responsibilities </li></ul></ul>
  17. 17. Planning: Is it a Workable Plan? <ul><ul><li>Work Breakdown Structure </li></ul></ul><ul><ul><li>Schedule </li></ul></ul><ul><ul><li>Budget </li></ul></ul><ul><ul><li>Roles/responsibilities clearly defined </li></ul></ul><ul><ul><li>Communications plan </li></ul></ul>
  18. 18. Work Breakdown Structure Step 1: Brainstorm all of the tasks that need to be done i.e. WHAT will be done, not how. Step 2: While tasks are still independent, not in any order, estimate the time each task will take. Step 3: Put the tasks in order (imagine that one person is doing ALL) to get the sequence. Step 4: Identify tasks that can be done simultaneously. Group them in columns. Step 5: Identify the tasks in each of the columns that take the longest and line them up in a row to give the critical path.
  19. 19. Team Member Reports On <ul><li>What challenges did your team </li></ul><ul><li>face in completing this activity? </li></ul><ul><li>What helped? </li></ul>
  20. 20. Successful Projects <ul><li>Client is satisfied with end deliverable </li></ul><ul><li>(product, service, process or plan) </li></ul><ul><li>Deliverable is given on time </li></ul><ul><li>Project stayed within budget and human resource allocations </li></ul><ul><li>Team members increased their skills and knowledge </li></ul><ul><li>Organization has benefited </li></ul>
  21. 21. Gantt Charts
  22. 22. Team Meetings <ul><li>Review progress of the project </li></ul><ul><ul><ul><li>Team members provide updates on their task assignments </li></ul></ul></ul><ul><ul><ul><li>Team members report their concerns or issues with the progress of the project </li></ul></ul></ul><ul><ul><ul><li>Once issues or problems are identified, schedule a separate resolution meeting </li></ul></ul></ul>
  23. 23. Managing: Monitoring the plan <ul><li>What to monitor </li></ul><ul><ul><li>Monitor time </li></ul></ul><ul><ul><li>Monitor quality </li></ul></ul><ul><ul><li>Monitor budget </li></ul></ul><ul><li>Falling behind? </li></ul><ul><ul><li>Add time </li></ul></ul><ul><ul><li>Add resources </li></ul></ul><ul><ul><li>Change the quality </li></ul></ul>
  24. 24. Closing: Is the Project Finished? <ul><ul><li>Administrative work: are all reports complete? </li></ul></ul><ul><ul><li>Project work: is it complete? </li></ul></ul><ul><ul><li>Reflection work: what did we learn? </li></ul></ul>
  25. 25. Closing Checklist <ul><li>Project goals met? </li></ul><ul><li>Tasks left to do? </li></ul><ul><li>Trained others? </li></ul><ul><li>Told everyone about the changes? </li></ul><ul><li>Reviewed what worked? </li></ul><ul><li>Celebrated accomplishments? </li></ul>