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Project Management Highcliffe Castle Visitor Trail Team 9 – Dominic Wicks, Rachael Stone, Sarah Shuster and Antonia Verna

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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Page 1: Highcliffe Castle Visitor Trail

Project Management Highcliffe Castle Visitor

Trail Team 9 – Dominic Wicks, Rachael Stone, Sarah Shuster

and Antonia Verna

Page 2: Highcliffe Castle Visitor Trail

The Project Project brief, objectives, what we achieved.

Page 3: Highcliffe Castle Visitor Trail

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

Page 4: Highcliffe Castle Visitor Trail

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.

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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.

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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

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Proposed Design

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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

Page 9: Highcliffe Castle Visitor Trail

Managing the Project Project management tools and techniques, project planning.

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Project Planning

Work Breakdown Structure

Product Breakdown Structure

Gantt Chart

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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

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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.

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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.

Page 19: Highcliffe Castle Visitor Trail

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

Page 20: Highcliffe Castle Visitor Trail

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

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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

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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

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Project Reflection Learning from the project, what was successful, benefits and outcomes.

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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

Page 26: Highcliffe Castle Visitor Trail

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

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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.

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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

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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

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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

Page 31: Highcliffe Castle Visitor Trail

Thank you for Listening Any Questions?