Planning a Work Based Team Project Unit 4

Extended Diploma in Management - 4.8. – Planning a Work Based Team Project

Planning a Work Based Team ProjectUnit 4.8

Stephen Fenech

Plan the Physical, Financial and Human

Resources for the Project

Section 2.1 of Unit 4.8

� Your Learning Outcome:

Be able to plan the work based team project

Agenda for Section 2.1 of Unit 4.8

� Physical resources

� Centre for project management

� Documentation

� IT facilities

� Telephone

� Financial resources

� Budget

� Sources of funding

� Contingency

Agenda for Section 2.1 of Unit 4.8

� Human resources

� Allocation of team members’ roles

� Job descriptions

External expertise� External expertise

Physical resources

To set up a project, there are 3 steps to follow

1.- List the physical resources

� the labour – all roles, tasks etc.� the labour – all roles, tasks etc.

� the equipment – office, communication

systems, machinery

� the materials – non/consumable materials to

build the physical deliverables

Physical resources

2.- Quantify them

� the labour – list the skills and expertise of each� the labour – list the skills and expertise of each

team member

� the equipment – list the specifications of each

� the materials – list the type of each material

required

Physical resources

3.- Construct the working schedule

� timeframes for the completion of each task� timeframes for the completion of each task

� quantity of resources to be used weekly,

monthly etc.

� assumptions and constraints

Physical Resources

� Centre for Project Management

Project plans

PM Centre

Work performance

Budget forecast

Organisational processes

Physical Resources

Reasons for setting up a PM centre

� The company has multiple uncoordinated projects

within one department

� The company needs to focus on one major project of

the business

� The company plans a major organisational change

� The project manager is overwhelmed

� The projects are usually successful

Physical Resources

The project management

centres are becoming

increasingly popular due

to their improvements

related to delegation,

organisation and overseeing

of the project

Physical Resources

Five types of project management centres

� Departmental

� Project-specific� Project-specific

� Strategic

� Project-support

� Centre of Excellence

Physical Resources

� Documentation

Tools to help them organise the project

Informal plans� Informal plans

� Policies

� Procedures

� Guidelines etc.

Physical Resources

� Documentation

Documentation used during the process

� Standardised guidelines

� Evaluation criteria� Evaluation criteria

� Work breakdown structure

� Schedule diagrams

� Organisational processes

� Lessons learnt and historical databases

� Financial control procedures etc.

Physical Resources

� Documentation

Project Initiation Document (PID)- a top-level

planning document

� Defines the scope� Defines the scope

� Justifies it

� Secures the budget funding

� Defines roles and tasks of team members

� Gives them the needed information to

complete the project14

Physical Resources

� Documentation

What? Why? Who?How and

Physical Resources

� Documentation

� The background

� The project definition� The project definition

� Purpose

� Objectives

� Scope

� Deliverables

� Constraints

� Assumptions16

Physical Resources

� Documentation

� The Business Case

Benefits � Benefits

� Options

� Cost and timescale

� Cost/benefit analysis

Physical Resources

� Documentation

� The Risk Analysis:

Risk identification� Risk identification

� Risk prevention

� Risk management

� Risk monitoring

Physical Resources

� Documentation

� Roles and Responsibilities

Project Organization Chart/Structure� Project Organization Chart/Structure

� Project Sponsor

� Project Manager

� Project Team

Physical Resources

� Documentation

How and When?

� Initial Project Plan:

Assignments � Assignments

� Schedule

� Human Resources

� Project Control

� Quality Control

Physical Resources

� IT Facilities

Companies aim to improve Companies aim to improve

their technology service

capability through

a good IT management

Physical Resources

� IT Facilities

� The IT facilities help the process of planning

and organising the projectand organising the project

� A good IT project management is helping the

team reach the project goals easier through

the use of technology

Physical Resources

� IT Facilities

Types of project management software

� Desktop � Desktop

� Web based

Physical Resources

� IT Facilities

Features to consider

� Collaboration

� Scheduling� Scheduling

� Base lining

� Issue tracking

� Project portfolio management

� Document management

� Resource management24

Physical Resources

� Telephone

Failure SuccessCommunication

Physical Resources

� Telephone

The telephone may be slower but it has its

benefits into an increasingly impersonal world

Physical Resources

� Telephone

Benefits

� Personal and immediate� Personal and immediate

� Effective

� Interactive

� Confidential

� Safe

Physical Resources

� Telephone

Devices to be used in telephony

� Fixed individual devices

� Private branch exchanges (PBX)

� Mobile devices

Physical Resources

� Telephone

The telephone etiquette

� First impression

Physical Resources

� Telephone

� Basic customer

service

Physical Resources

� Telephone

� Enhanced� Enhanced

communication

skills

Financial Resources

� Budget

Developing the project’s budget is a process

that deals with allocating the necessary funds

in order to deliver the project objectivesin order to deliver the project objectives

Financial Resources

� Budget

Definition

� total amount of authorised financial� total amount of authorised financial

resources allocated to the project for a

specific period of time

� gives details regarding the costs required to

carry out the goals and aims of the project

Financial Resources

� Budget

Budget management – steps

� Budget development - methods� Budget development - methods

� feasibility studies

� business cases

� project charters

Financial Resources

� Budget

� Budget Use – includes the� Budget Use – includes the

justifications and approvals

for the acquisition of items

and services needed for the

completion of the project

Financial Resources

� Budget

� Budget measurement – by conducting� Budget measurement – by conducting

analyses and performance reviews against

the planned financial resources stated in the

project’s budget plan

Financial Resources

� Budget

� Budget updating – changes

to the cost and updates

to the budget estimates

Financial Resources

� Budget

When planning the budget

� Income

Expenses� Expenses

� Budget headings

� Currency

� Notes

� Contingency funds

Financial Resources

� Budget

Financial Resources

Means providing financial resources for the

development of the project, usually in the

form of moneyform of money

Financial Resources

Sources that fit the needs of all companies

� Selling a product for more than it costs � Selling a product for more than it costs

� Borrow money form the bank

� Selling a part of the company to investors

Financial Resources

� Most of the projects receive the money

straight from the financial departmentstraight from the financial department

� Other projects receive the funding according

to the project phases, after accomplishing

the milestones

Financial Resources

� every company has to raise money in order

to expand or complete new projects

the project is viewed as an investment for� the project is viewed as an investment for

the company that will provide more income

after its completion

� it does not start until a complete analysis is

performed to see how much funding it needs

and what the return will be44

Financial Resources

� Contingency

getting ready for an unexpected outcome

During crisis, contingency

plans are developed to

prepare for any eventuality

Financial Resources

� Contingency

Challenges

� People do not like to develop a “plan B”

because they are emotionally involved in the because they are emotionally involved in the

“plan A”

� Crisis might occur at some points and people

do not see the contingency planning as an

urgent activity

Financial Resources

� Contingency

Relate to the situations that may cost

company money in the futurecompany money in the future

� Litigation

� Guarantees

� Warranties

� Environmental issues and asset retirements

Financial Resources

� Contingency

� Develop the contingency planning policy

statement

� Conduct the business impact analysis (BIA)

� Identify preventive controls

� Create contingency strategies

Financial Resources

� Contingency

� Develop an information system contingency� Develop an information system contingency

� Ensure plan testing, training, and exercises

� Ensure plan maintenance

Human Resources

� the adequate staff is required to perform the

project tasks and activitiesproject tasks and activities

� they must have the necessary skills,

motivation and availability to execute the

project responsibilities

Human Resources

Choosing of proper staffing should be done

methodologicallymethodologically

� Understanding the purpose

� Be precise

� Use a good template

Human Resources

Choosing of proper staffing should be done

methodologicallymethodologically

� Making the connection

� Training

� Reward and Consequences

� Considerations

Human Resources

Responsibility Charting Method

� Information provider� Information provider

� Consultant

� Decision maker

� Knowledge recipient

Human Resources

Belbin Team Roles

Human Resources

Team Roles According to Strengths

� People� People

� Resource Investigator

� Team Worker

� Coordinator

Human Resources

� Action/Task� Action/Task

� Shaper

� Implementer

� Completer-Finisher

Human Resources

� Thinking� Thinking

� Plant

� Specialist

� Monitor-Evaluator

Human Resources

Team Roles According to Project Phases

� Goals

� Ideas� Ideas

� Plans

� Contacts

� Organization

� Follow Through

Human Resources

Theories

1.- Left and Right Brain Thinkers

Human Resources

Theories

2.- Adaptors and Innovators

Human Resources

Theories

3.- Insiders and Outsiders

Human Resources

Play an important part for hiring and managing

the team members, by making them

understand their roles and that their actions

are accountable

Human Resources

Are the right tool to

� Describe the major areas of an employee’s

job or positionjob or position

� Serve as a major basis for outlining

performance expectations, job training, job

evaluation and career advancement

� Provide a reference point for compensation

decisions and unfair hiring practices64

Human Resources

They typically include

� Job title

� Job objective or overall purpose statement

� Individual tasks involved

� The methods used to complete the tasks

� The purpose and responsibilities of the job

Human Resources

� Key functional and relational responsibilities� Key functional and relational responsibilities

in order of significance

� Qualifications needed for the job

� Job location where the work will be

performed

Human Resources

� Equipment to be used in the performance of

the job

� Salary range

Human Resources

Job descriptions should never be inflexible

Human Resources

Executive Sponsor

Human Resources

Project Manager

Human Resources

Project Team Lead / Scrum Master

Human Resources

Project Team Member

Human Resources

� External expertise

� Many companies deal with leave

management, development andmanagement, development and

performance of staff, payrolls, recruiting etc.

� To meet all these needs they turn to external

experts

Human Resources

Can provide the company with the right HR

team to manage the new project requirements

and overflow capacity that are outside the

business’s usual capabilities

Human Resources

The external experts can undertake a large

variety of tasks

Human Resources

Benefits

Human Resources

Disadvantages

Thank You

tutor@mbs.edu.mt

Planning a Work Based Team Project Unit 4

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