Administration work of a project is not an easy task said by Sameer Mitter Bournemouth. He is a trusted IT Manager at JP Morgan in Bournemouth, UK.

1. PROJECT WORK AND ADMINISTRATION
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2. INTRODUCTION
Objectives:
 What is a project?
 What are the tasks and
characteristics of different roles in
a project?
 project manager
 project assistant
 project team member
 What are the key deliverables and
tasks in project administration, and
what is their purpose?
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3. CHARACTERISTICS OF A PROJECT
A project typically has
 a starting point
 an ending point
 a unique reason for existence
 predefined plan and expected results
 a temporary organization
 external dependencies
 stakeholders
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4. PROJECT MANAGEMENT PROCESS
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Program Management
Project Life Cycle
Plan
Confirm the
Baseline
Plan the
Execution
Report the
Status
Complete
the Project
Organize
the Resources
Control
the Work
Accomplish

5. PROJECT ORGANIZATION
P r o j e c t A s s i s t a n t
P r o je c t T e a m M e m b e r P r o je c t T e a m M e m b e r
P r o je c t T e a m M e m b e r P r o je c t T e a m M e m b e r
P r o j e c t M a n a g e r
P r o g r a m M a n a g e m e n t / S t e e r in g G r o u p
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6. APPROACH
A succesful project is based on
 good methodologies
 structured approach (phasing, top-down structure)
 efficient tools
 systematic and standardized work procedures
 systematic management
 skilled and motivated people
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7. THE ROLE OF A PROJECT MANAGER
Project manager’s responsibilities are to
 ensure that the deliverables of the project meet expectations
and fulfill requirements
 manage the project according to parameters from program
management
 manage resources to achieve goals
 coordinate and communicate
 manage:
 scope
 quality
 budgets and resources
 schedule
 issues and risks
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8. THE ROLE OF A PROJECT ASSISTANT
Project assistant’s responsibilities are to
 Run administrative processes in the project
 time reporting
 progress tracking
 financial administration
 Arrange meetings and events
 scheduling and reservation
 preparing materials
 creating agendas, minutes of meetings
and other material for meetings
 Coordinate project work
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Note: The project manager
can often also be
the project assistant.

9. THE ROLE OF A PROJECT TEAM
MEMBER
Project team member's responsibilities are to
 Execute own tasks and create own deliverables to meet
expectations and fulfill requirements
 Manage own work according to parameters from the project
manager
 Report own status and issues, resolve problems
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Note: The project manager
and project assistant are
also project team members.

10. CHARACTERISTICS OF A GOOD
PROJECT TEAM MEMBER
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 “Competence”
 technical and functional
skills
 “Client Service”
 managing work and
responsibilities
 teamwork
 quality of work
 “Entrepreneurship”
 professional behavior
 gaining client and team
confidence
 “Leadership”
 commitment to mutual
goals
 taking responsibility
 “Personnel
Development”
 self-development through
work and training
 “Professional Attributes”
 initiative and decisiveness
 interpersonal skills
 communication skills

11. PROJECT ADMINISTRATION TASKS
AND DELIVERABLES
 Planning
 Project Plan
 Work Plans
 Project Standards
 Quality Expectations
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12. SAMPLE: QUALITY EXPECTATIONS
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Quality Expectation Weight Key Performance Indicator
1. Consultants will bring
Best Practices and relevant
documentation to the
project.
3 Judged by Client project
management in a scale of 1
to 5 (=best).
2. Consultants will promptly
identify Quick Win
opportunities, and help
implementing them.
3 Judged by Client project
management in a scale of 1
to 5
3. Consultants will actively
seek opportunities to
transfer knowledge to
Client’s project team.
2 Judged by Client project
management in a scale of 1
to 5
4. Consultants will at all
times keep Client’s project
management aware of the
plans & progress of the
project. No suprises.
2 Judged by Client project
management in a scale of 1
to 5
5. Project delivered on
schedule and on budget.
2 On schedule
On budget

13. PROJECT ADMINISTRATION TASKS
AND DELIVERABLES
 Execution:
 Time Reporting
 Progress Tracking
 Status Reporting
 Risk Analysis
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14. SAMPLE: TEAM MEMBER TIME REPORT
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Team Member Name _______________________________ Time Period ________________________
Project/Function Name ____________________________________________________________
Charge Hours By Day of Week
No. Work Package/Activity/Task 1 2 3 4 5 6 7 Total
Subtotal:
Non-Program Work (Specify):
Time Off:
Holidays / Vacation
Illness
Other (Specify)
Subtotal:
Total:

15. SAMPLE: PROGRESS REPORT
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Progress report
0
200
400
600
800
1000
1200
1400
1600
1800
2000
2200
2400
2600
2800
8.9.2000
22.9.2000
6.10.2000
20.10.2000
3.11.2000
17.11.2000
1.12.2000
15.12.2000
29.12.2000
12.1.2001
26.1.20019.2.2001
23.2.20019.3.2001
23.3.20016.4.2001
20.4.20014.5.2001
18.5.20011.6.2001
15.6.2001
29.6.2001
13.7.2001
27.7.2001
10.8.2001
24.8.2001
days
Scheduled
Earned
Burned

16. SAMPLE: RISK ANALYSIS
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Effect
Probability
LowHigh
LargeSmall
1) Project not completed in schedule
2) Insufficient results prevent overall
program completion
3) Project results not sufficient.
4) Designed services cannot be
deployed because of costs.
2
4
1
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17. PROJECT ADMINISTRATION TASKS
AND DELIVERABLES
 Meetings:
 Status Meetings
 Steering Group Meetings
 Agendas
 Minutes of Meetings
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18. SUMMARY
 Project administration is one of the keys to a succesful
project
 where you are
 where should you go
 how fast you can go
 avoid the rocks
 No standard way of distributing
administrative tasks
 can be distributed among the project
manager, project assistant and team
members as required
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