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  • 1. Project ManagementDeveloped by Narelle StollMay 2013
  • 2. Overview of the sessionThe purpose of this guide is to provide anoverview of the process of project planning.The presentation covers the following topics Initiation Planning Implementation Monitoring and review Finalisation
  • 3. Useful resources Project Management TemplatesCopy and paste if link is not workinghttps://www.box.com/shared/djyzl8bldq
  • 4. VideosView the followingGetting started in Project ManagementCommunications planRisk ManagementRoad runner-risk managementHerding catsCopy and paste if link is not workinghttp://www.flickr.com/photos/communityleasership/sets/72157633733984686/
  • 5. Definition of a Project A temporary endeavour Defined beginning and end Undertaken to meet defined goals andobjectives Designed to bring about beneficial, change oradded value
  • 6. Project ThemesProject Themes Education Health Law and Justice Economic Safety Environment CulturalLocation or Focus International Area Local
  • 7. http://en.wikipedia.org/wiki/Project_managementPhases of Project Management
  • 8. Skills required Planning Budget Personnel Management Time Management Problem Solving Negotiation Communication Team Player Self Starter Crisis Management Governance
  • 9. Project Phases – General Timeframes
  • 10. InitiatingThe first step in project planning is establishing the purpose of the project. Ifthe project purpose is not clear than it will be extremely difficult to obtainsupport. Here are some prompt questions to ask when project planning. What are the main issues in this community that need to be resolved? Why do we think they have happened? Why are they important to us? What are the ones that we are interested in taking action on? What will happen if we don’t address them? What are the benefits of us getting involved? What are some possible actions we can take to address these issues? What is the best possible action/s? Do we have sufficient resources to complete the identified action/s? If not what areas do we need help in? What further action do we need to take? Where can we go to for support?
  • 11. Project Proposal The Project Proposal details the objectives andpurpose of the project but also provides an outline ofthe resources required, costs and timeframes. Must go to the board for approval prior to thecommencement of project Monitored and reviewed throughout the life of aproject When completing your project proposal allow aboutsix months from the writing of the proposal to theimplementation of the project.
  • 12. Project Proposal- Questions to ask What issue is this project addressing. -note try and keep to one issueper project? What type of events will this project involve- (ball, luncheon etc)? What groups will be involved in the event, impacting on the eventand target audience? (Stakeholders) What will be the location and time of day the event will be held in? What roles and tasks will be involved in the organising of the event? How will this project benefit the Club or community? What are the project assumptions and constraints? What are some potential risks and existing controls? What media do we need to target?
  • 13. Activity- Outdoor food and winecultural festival You have been asked to organise a food andwine cultural festival with the objective topromote local business in the area as well asraise money for local charity. Event to takeplace in 8 months time
  • 14. Areas need to be considered Implementation- overall management Scope- Location, Target audience Cost Quality- deliver on plan, corrective actions Resources- volunteers, contractors Time- critical timeframes Risk Procurement – (sourcing suppliers, equipment) Communication- internal and external
  • 15. Planning PhaseInvolves the following activities Selecting the planning team; identifying deliverables Identifying the activities needed to complete those deliverables Schedule and Time Determining project and resource roles Financial Management Risk Management Stakeholders & Communication Reporting
  • 16. First Meeting Allocating Roles and ActivitiesThe first meeting should occur within a fortnight of theProject Plan being approved at council The purpose of thefirst meeting is to provide an outline of the purpose of theproject and establish roles. The meeting should cover thefollowing activities Project Plan is circulated to all members and objectives of theProject explained Roles and activities determined and allocated to committee members Each member should be given a copy of the implementation scheduletemplate which they should complete and return prior to the nextmeeting. The Project Coordinator should also complete the organisationalchart with the positions and associated activities
  • 17. DeliverablesWhat the project needs to achieve. Must bemeasurableExamples include Generate $xxx in income for the club Completed by (Date) Have xxx persons in attendance
  • 18. Projects Events Activities•A Project may have a number of events•These should be identified and scheduledas part of the Project schedule•Each event should be individually costedand risk assessed•Example of Project Event and Activitiesare shown in the attached diagramProject(Violence AgainstWomen)EventCommunity RallyEventFundraising DinnerSpeakerEventSelling WhiteRibbonsActivitiesVenueCateringActivities Activities
  • 19. Event Happens at a determined time and place Unique initiatives to deliver a project orservice
  • 20. Example of Event Dinner meeting Fundraising event Promotional event Community Forum
  • 21. Activity/ Task Specific work needs to be done to achieve aparticular result some examples include Catering- provision of food Marketing/ Promotion- Communication ofevent Venue Hire- Organise space to hold the event Activities should be grouped under event andfactored into the schedule
  • 22. Examples of key activities Book venue Arrange insurance Contact Speakers, Participants Organise Sponsors Develop Flyers, Promotional Material Organise Equipment Organise Catering Recruit volunteers Contact Media, VIP, Stakeholders Execute eventRefer to Event Planning Template
  • 23. Scheduling Critical activities aredocumented in processdiagram in order theyoccur with theirtimeframes Gant or a pert chart isused for tracking Monitored andreviewed throughoutthe projectGant chartPERT Diagramhttp://en.wikipedia.org/wiki/Project_management
  • 24. Key Project Roles Project Sponsor- Club Board ofDirectors Project Director- Portfolio ofprojects Project Manager Treasurer – (Risk, Licenses) Marketing/Promotion Logistics/Resources Governance Officer (RecordManagement, Monitoring) Other roles (Technicalspecialists)Project SponsorProject DirectorProject ManagerTreasurerMarketing/ PromotionLogistics/ ResourcesGovernance OfficerOther Technical Specialists
  • 25. Level of Resource effort
  • 26. Activity- Food and wine festival Refer to your project plan and complete thefollowing Activities and schedules Roles and Responsibilities required
  • 27. 2nd Meeting Risk Management and FinancialPlanThe purpose of the second meeting which should occur amaximum of a fortnight from the first meeting is to confirmthe roles and activities, construct a project budget anddetermine what potential risks and impacts may occur. Thefollowing tasks should be conducted during this meeting Confirmation of roles and activities onto the Master templateand Organisation Chart from previous meeting Discussion of project budget and estimated areas of incomeand expenses Potential risks and areas of impact Potential controls and assigned responsibility for managingcontrols
  • 28. Income and costsIncome Registration Entry fees Raffles Sponsorship SalesCosts Insurance Venue Hire Speaker Fees Equipment Hire Catering Wages Accommodation Promotion and Marketing Stationery(Note even if a item is sponsored orgifted should be factored in as acost)Budget established and monitored throughout life of Project
  • 29. Risk Management Important a Risk Management Plancompleted for the event May be required to be provided to the venueand other organisations to meet theirGovernance requirements For projects with multiple events a riskmanagement plan must be completed for eachevent
  • 30. Information for a risk ManagementPlan Details of Project- Location, Activities Key contact persons Details of key stakeholders- interested parties(councils) Insurance requirements Equipment needed Permits or Licences Equipment Risk assessment on the activities undertaken
  • 31. Risk Assessment Steps 1. Write down all the activities associated with the project. 2. Identify potential risks they can include the following Environmental. fire, explosion, flood,rain, heat Security Biological (exposure to toxic materials) Resignation of committee members Resignation of sponsors Energy (collision, explosion, electrocution, trips, falls, crush) Low attendance Equipment failure Tasks not completed in time 3. Identify potential sources of risk (SECRET Formula) Self-Committee members and Club Environment customers ,sponsors ,stakeholders equipment tasks (physical nature, time of day)
  • 32. Risk Assessment Steps (cont) 4. Identify potential consequences Loss of income Injury to people Loss/damage to property Loss of reputation Damage to the environment 5. Identify risk rating in terms of severity and frequency ( refer to matrix) 6. Identify stakeholders most impacted by the risk Members / Volunteers public contractors 7. Identify actions and position responsible for controlsReference Community Risk Assessment Checklist
  • 33. Activity 3- Food and wine festival Complete a risk assessment for the event Complete a budget for the event
  • 34. 3rdMeeting- Communication PlanWhy is communication important Meet governance requirements Meet stakeholder expectations Ensure activity kept to schedule Effective management of risks and issuesConsider both internal and external influences
  • 35. StakeholdersInternal Project Sponsor Board Project Director Project Team Club Members Technical specialistsExternal VIP (Members ofParliament, Sponsors,Patrons) Media Target audience/ end user Members of public Partnerorganisations/Persons Contractors/Suppliers Regulators
  • 36. Communication schedule Activity Stakeholders Type of communication (newsletter, email, meeting) Frequency Commencement dates and deadlines Position responsibleActivity should be added to project scheduleReference: Communication plan
  • 37. Activity 4 Food and Wine Festival Complete the communication plan
  • 38. Further MeetingsFurther meetings should be scheduled at least a fortnight to amonth depending on the nature of the project and stage in theproject life-cyle. An Agenda should be sent one week prior tothe meeting and minutes should be taken of all activities andactions discussed during the meeting. Topics to be discussedduring a meeting should comprise of the following areas Previous minutes Financial status Reports from positions Further action and priorities
  • 39. ImplementationThis is the date or series of dates that theActivities are executed Important everyone assigned to activitiesunderstands their role and timeframes Project Members should also report regularlyon activity progress and issues
  • 40. Monitoring and ReportingShould be conducted throughout the Project LifecylceA report of the project must be presented at every Board meeting by either theProject Chairman or designated Vice President of the area. The reportshould be brief and focused on the following key points Activities completed to date Current financial status Issues and risks Further actions Assistance requiredThe Project Chairman must feedback advice and comments from the board tothe project committee by the next meeting and any comments and actionsshould be documented in the minutes and kept as a record
  • 41. Finalisation and EvaluationThis is the final phase of the project afterthe project has completed. It is importantthat the project is finalised not only sothat both the project chairman, membersand Chapter has a sense of completionbut to ensure all stakeholdersexpectations and commitments have beenmet. Activities should include the following Finalisation of all outstanding paymentsand banking of all incoming monies Return of all equipment Site clean up Return of all feedback forms fromstakeholders and members Summation of all activities and issues,what was achieved and failed wrap up party Final report to board meeting