Project Management Tools

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  • 1. Project Management Tools and Techniques Owen Stephens Royal Holloway, University of London
  • 2. Tools can help:
    • Defining the project plan & tasks
    • Monitoring & evaluating progress
    • Managing budgets (money & time)
    • Risk analysis
    • Communication and Collaboration
  • 3. Project Plan: Tasks
    • Task attributes
      • What? Who? How long? How much?
      • Success criteria?
    • Dependencies
      • What must be done before something else can start?
      • What can be done in parallel?
    • Calendar
      • When is everyone involved available?
  • 4. Project Plan: Deliverables
    • Overall objectives of the project
    • Objectives for every task
    • “ How will we know when this task (or the whole project) has been completed? …to what standard of quality?”
    • ‘ Milestones’ in the project
  • 5. Divide and Rule
    • Break down a BIG TASK
      • … into several little tasks
        • each with objectives & deliverables
        • each with a budget
          • … maybe each one is made of smaller tasks
            • … until each task is so small, it’s easy!
  • 6. Project Plan: Evaluation
    • How long (has it taken)?
    • How much (has it cost)?
    • How good (was it for you)?
  • 7. Project Plan: Risks
    • Risk Log
      • Condition; Cause; Consequence
      • Probability
      • Impact
    • Communication
  • 8.  
  • 9. Project Plan: Risks
    • Acceptable vs Unacceptable risk
    • Contingency
    • Risk Management Plan
  • 10. Tools
    • MS Project
    • Integrated tools
      • ProjectPlace.com
      • erooms
    • Project Controls Database
    • Mindmapping
      • Freemind
      • ConceptDraw
  • 11. Computer-based tools
    • Useful when a project is large or complex enough
    • Automatically calculate:
      • dates & costs
      • Estimated vs Actual costs & times
      • Critical path
    • Produce nice charts & reports
      • (if it looks that good, its got to work)
  • 12. Gantt chart (from Microsoft Project)
  • 13.
    • Never let a good tool get in the way of a successful project
  • 14. Communication and Collaboration
    • Meetings
    • Voice and video-conferencing (Skype, MSN, NetMeeting)
    • Reports, newsletters
    • Email
    • Websites (Wikis, Blogs)
  • 15. References
    • JISCinfoNet – Project Planning
      • http://www.jiscinfonet.ac.uk/InfoKits/project-management/index_html
    • JISCinfoNet – Risk Management
      • http://www.jiscinfonet.ac.uk/InfoKits/risk-management
    • Nick Obolensky, (from) “Practical Business re-engineering – tools and technique for effective change”
      • http://www.vthdimension.com/project.pdf
    • Martin E. Modell, (from) “A Professional's Guide to Systems Analysis”
      • http://studentweb.tulane.edu/~mtruill/dev-pert.html
    • John Paschoud, “Techniques & Tools for Project Management” presentation