Project Introduction09 Kieran Lenihan


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Project Introduction09 Kieran Lenihan

  1. 1. Managing Service Delivery Projects Kieran Lenihan 3-4 March 2009
  2. 2. What defines a project? <ul><li>Unique, not an everyday thing, risky </li></ul><ul><li>Specific objective(s) </li></ul><ul><li>Committed resources: people, financial and skills </li></ul><ul><li>Time- working against the clock </li></ul>
  3. 3. Getting Projects off to a Good Start <ul><li>Project in line with organisational strategy </li></ul><ul><li>Agreed procurement strategy </li></ul><ul><li>Support from top management </li></ul><ul><li>Roles, responsibilities and reporting structures clarified </li></ul><ul><li>Consistent process or set of processes </li></ul><ul><li>Communication with stakeholders </li></ul>
  4. 4. Role of the Project Sponsor <ul><li>A Senior manager with clout </li></ul><ul><li>A champion of the project: vocal and visible </li></ul><ul><li>Ultimate decision maker for the project </li></ul><ul><li>Watches budget and keeps things in check </li></ul><ul><li>Provides support for Project Manager </li></ul><ul><li>Removes obstacles and resolves conflicts. </li></ul><ul><li>Approve Scope changes </li></ul>
  5. 5. Steering Committee/Project Board <ul><li>Typically appointed by senior management </li></ul><ul><li>Comprises a group of stakeholders </li></ul><ul><li>Project’s voice to outside world </li></ul><ul><li>Approves deliverables, helps resolve issues, makes policy decisions and approve scope changes </li></ul><ul><li>May secure funding </li></ul><ul><li>(But sometimes absent!) </li></ul>
  6. 6. Project Manager <ul><li>Overall authority, responsibility and accountability for management of resources </li></ul><ul><li>Includes technical, time and cost aspects and motivation of all </li></ul><ul><li>The day to day project manager </li></ul><ul><li>Manages team and its performance </li></ul><ul><li>Makes sure the goods are produced! </li></ul><ul><li>Watches the clock and the money </li></ul>
  7. 7. Project Team <ul><li>Plan the project with project manager </li></ul><ul><li>Execute tasks producing deliverables </li></ul><ul><li>Answer to project Manager </li></ul>
  8. 8. Customers and Stakeholders <ul><li>May be external or internal to organisation </li></ul><ul><li>Customer representatives used frequently </li></ul><ul><li>Key stakeholders are the ones without whom the project fails </li></ul><ul><li>Role of suppliers, contractors important </li></ul>
  9. 9. Securing Stakeholder Commitment <ul><li>Talk to them. Let their views count </li></ul><ul><li>Be credible: have the skills and experience </li></ul><ul><li>Establish trust and relationships </li></ul><ul><li>Involve sponsor and board to lend project credibility </li></ul><ul><li>Communicate with each stakeholder group according to their needs </li></ul>
  10. 10. Secret of Good Communication <ul><li>Keep communication as simply as possible </li></ul><ul><li>Provide information when it is required </li></ul><ul><li>Use credible messengers </li></ul><ul><li>Be available to speak in person </li></ul><ul><li>Listen </li></ul><ul><li>Plan presentations </li></ul><ul><li>Have a clear strategy for seeking and acting on feeback </li></ul>
  11. 11. Secret of Good Communication 2 <ul><li>Remember who you are addressing </li></ul><ul><li>Select your key messages </li></ul><ul><li>Choose the tool carefully </li></ul>
  12. 12. Project Lifecycle
  13. 13. Make your project a success <ul><li>Get senior management support </li></ul><ul><li>Involve the users of the service </li></ul><ul><li>The more experienced the project manager, the better </li></ul><ul><li>Have clear objectives </li></ul><ul><li>Keep the scope tight </li></ul><ul><li>Follow a project methodology </li></ul>
  14. 14. Project Scope <ul><li>What is or is not included in the project </li></ul><ul><li>Does not refer to time and cost </li></ul><ul><li>Example: Want to build a garage with two window and double doors to park a family car. Must have light and be secured by both bolt and chubb lock </li></ul>What I have in mind
  15. 15. What the builder has in mind Clearly we need to have a chat!
  16. 16. Define Your Project Scope <ul><li>Need to discuss project fully with stakeholders </li></ul><ul><li>Make sure there is a shared understanding </li></ul><ul><li>Double check and confirm understanding </li></ul>
  17. 18. Example:We will create an integrated service and one stop shop for customers <ul><li>What do you mean by integrated? </li></ul><ul><li>What is a one stop shop? </li></ul><ul><li>How will customers be served? </li></ul><ul><li>What services will provided and to what level </li></ul>
  18. 19. How to Define the Scope <ul><li>Describe the activity </li></ul><ul><li>Define the internal and external deliverables </li></ul><ul><li>Agree the outcome </li></ul>
  19. 20. Remember however… <ul><li>… that sometimes it is not realistic to wait until you know everything. </li></ul>Sometimes you just need to be brave!