Highcliffe Castle Visitor Trail


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One of the finalist team's at the APM Wessex branch's PM Challenge finals night on 25th February gave this presentation as an overview of their project.

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Highcliffe Castle Visitor Trail

  1. 1. Project Management Highcliffe Castle Visitor Trail Team 9 – Dominic Wicks, Rachael Stone, Sarah Shuster and Antonia Verna
  2. 2. The Project Project brief, objectives, what we achieved.
  3. 3. The Project Brief  The project was to improve the Highcliffe Castle’s visitors trail. Objectives:  Information points should be interactive, linking to information that can be easily updated over time  Different groups visiting the trail should be considered and their needs met  Address content, design and functionality of information points  To design information points within a £1000 budget
  4. 4. The Project Objectives  To design a visitor trail for Highcliffe Castle to take visitors from the cliff top car park to the Castle by 16th December  To present our design proposal to David Hopkins, the Highcliffe Castle management on the 7th of January 2014 in a professional presentation.
  5. 5. Personal Objectives  To learn how to use project management tools such as Gantt charts, critical path analysis and work breakdown structures.  To learn from any mistakes that we make and understand where we went wrong.  To gain knowledge that we can use on future projects.  To improve existing professional skills such as communication and team working.
  6. 6. Success Criteria  Was David Hopkins happy with the design proposal  Was our design proposal within the £1000 budget  Did we meet our objectives within the time limit  Did we gain project management skills from the experience  Did the project meet the assignment brief and the project brief  Did we complete all deliverables to a high standard
  7. 7. Proposed Design
  8. 8. Achievements  Met the project brief and produced an design proposal David Hopkins was happy with.  We completed all tasks within the time frame.  Improved our knowledge of project management.  Delivered professional presentation to an external client.  Working with a designer to get a professional digital prototype created
  9. 9. Managing the Project Project management tools and techniques, project planning.
  10. 10. Project Planning  Work Breakdown Structure  Product Breakdown Structure  Gantt Chart
  11. 11. Communication  Between team members – Facebook Group, messaging, telephone  David Hopkins (Highcliffe Castle management) – email  Karen Thompson (Bournemouth University) e-mail, face to face  Other external stakeholders (for example potential suppliers) – e-mail, telephone
  12. 12. Stakeholder Management  We identified all the stakeholders to this project and analysed them  We then created a stakeholder matrix for this  The 3 stakeholders we considered to be most important were: David Hopkins (Highcliffe Castle Management), Karen Thompson (Bournemouth University) and us as a team.
  13. 13. Project Budget  Cost measured as our time  Budgeted 3 hours a week per person  Total budgeted time 12 hours a week  Any extra hours put in considered over budget  Top-down approach to cost management – budget set by management  Highcliffe manager gave us a budget of £1000 to design signs for him including the material cost. This was met.  Did not spend any of the APM budget.
  14. 14. Risk Management  Evaluation of potential risks to success of the project  Qualitative analysis of the risks (High, medium, low)  How we planned to monitor and control these risks
  15. 15. Evaluation of Risks  Loss/illness of a team member (low risk) - 4 team members, loss of member not too significant  Poor time management due to inexperience (high risk) – Use Gantt chart and project plan to keep to schedule  Lack of commitment from team members, not making project priority (medium risk) – planning ahead, delegating responsibilities  Insufficient resources for design (medium risk) – correspondence with David Hopkins, Karen Thompson and Gino Abate and thorough research of suppliers
  16. 16. Quality Management  Team review – all team members review and check activities and deliverables  Project managers role – quality controls project and gives team members feedback  Consulting with David Hopkins, visiting Highcliffe Castle, ensuring we are meeting stakeholders needs  Referring to assignment brief, ensure we are meeting requirements
  17. 17. Progress Reporting  Completed progress reports during project to ensure we were sticking to schedule  Highlighted any issues that needed resolving  Determine and plan what activities and deliverables still need to be completed
  18. 18. Project Reflection Learning from the project, what was successful, benefits and outcomes.
  19. 19. Overall Success of the Project  Overall success – met all of our objectives  David Hopkins was pleased with design proposal and gave positive feedback  Quality of work was to a high standard  Success of project management is different from success of outcome of project – we could have managed the project better but we have learnt from this
  20. 20. What Was Unsuccessful  Over budget in weeks preceding deadline as we had to put in additional hours to complete on time  Tasks could have been delegated better so that work was completed more efficiently  Time management – began project proposal late, didn’t stick to Gantt chart schedule  Communication – conflicts could have been resolved better, messages were not always received in time
  21. 21. Evaluation of Project Planning  We created detailed work and product breakdown structures helped us to accurately plan what needed to be done.  This information then helped us create a Gantt chart which we tried to use to manage our time.  The Gantt chart could have been more detailed providing information on who was responsible for tasks.
  22. 22. Evaluation of Deliverables  Design proposal and presentation - completed to a professional standard  All team members contributed to the design and deliverables - commitment of members and good management  Client was happy with the deliverables – which we consider main factor for success of the project
  23. 23. What Would We Do Differently  Assign clear roles and responsibilities and stick to them – delegate tasks appropriately  Keep minutes from meetings – ensuring nothing is missed  Follow the Gantt chart to schedule (create a more detailed Gantt chart)  Create a communications plan - find a better channel of communication so messages are not missed
  24. 24. What We Learnt  Learnt how to plan a project effectively – drawing up work breakdown structures and Gantt charts  Underlying issues should be confronted to avoid conflict  Discovered team has an ability to work well under pressure
  25. 25. Thank you for Listening Any Questions?