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Delivering Results –Project Managementh
Module 3.1
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2 Rialtas na hÉireann | Government of Ireland
Assumes personal responsibility for and delivers on agreed objectives/ goals
Manages and progresses multiple projects and work activities successfully
Accurately estimates time parameters for projects and manages own time efficiently, anticipating obstacles and making contingencies for overcoming these
Maintains a strong focus on meeting the needs of customers at all times
Ensures all outputs are delivered to a high standard and in an efficient manner
Use resources effectively, at all times challenging processes to improve efficiencies
Delivery of
Results
AO Competency Indicators
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3 Rialtas na hÉireann | Government of Ireland
Agenda
‒ Part 1 – Introduction to Project Management
‒ Part 2 – Phases of the Project Management life cycle
‒ Part 3 – Project Initiation and tools
‒ Part 4 – Project Planning tools
Rialtas na hÉireann | Government of Ireland
Introduction to Project Management
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5 Rialtas na hÉireann | Government of Ireland
Activity
With the person to your right discuss:
‒ What makes a project a project?
‒ What is project management?
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6 Rialtas na hÉireann | Government of Ireland
What is a “Project”?
‒ Unique
‒ Timescale – start & end
‒ Budget
‒ Limited resources
‒ Beneficial change
‒ Risk
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7 Rialtas na hÉireann | Government of Ireland
What is Project Management?
…the application of knowledge, skills, tools & techniques to
project activities in order to meet stakeholder’s needs &
expectations from a project.” (Project Management Institute
– U.S.)
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8 Rialtas na hÉireann | Government of Ireland
Scope
Cost
Time
Quality
Deliverables
• Estimating
• Budgeting
• Controlling
• Boundaries
• In-scope/Out-of scope
• Estimating
• Scheduling
• Monitoring
• Establish standards
• Monitor
• Quality assurance
What is Project Management?
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9 Rialtas na hÉireann | Government of Ireland
What is Project Management?
Managing the HOW:
Integration
Communication
Human Resources
Risk
Procurement
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10 Rialtas na hÉireann | Government of Ireland
Activity
Project Failure:
‒ Why projects fail?
‒ Name 2 project failures and why
they failed?
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11 Rialtas na hÉireann | Government of Ireland
Why Projects Fail
Lack of skilled resources
Unclear objectives
Lack of management commitment
Poor estimating
Unrealistic user expectations
Problems with external suppliers
Inadequate controls
Poor planning
Politics
Unrealistic deadlines
Moving goal posts
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12 Rialtas na hÉireann | Government of Ireland
Edinburgh Trams – Public Sector
Profile
In 2007 Lothian Regional Transport (LRT) was awarded best bus
operator in the UK
The number 22 bus ran from the
west side of the city (near the
airport) through the city centre to
the Newhaven area via the Leith
area of the city.
Rialtas na hÉireann | Government of Ireland
The Project Lifecycle
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14 Rialtas na hÉireann | Government of Ireland
1. Initiation
2. Planning
3. Execution
4. Closure
The Project Lifecycle
Project Definition
Detailed Planning
Monitor & Control
Post Implementation
Review
Rialtas na hÉireann | Government of Ireland
Project
Initiation
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16 Rialtas na hÉireann | Government of Ireland
Phase 1: Initiation
‒ Project ‘Kick-off’
‒ Key tasks:
‒ Create Business Case
‒ Create Project Charter
‒ Appoint Project Team
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17 Rialtas na hÉireann | Government of Ireland
Goals and Objectives
Goals - Why
- Purpose
Objectives - What
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18 Rialtas na hÉireann | Government of Ireland
Project Goals
‒ Usually qualitative
‒ Strategic level
‒ Often shared with other projects
‒ Sense of purpose
‒ Context for Objectives definition
‒ Must be given to Project Manager
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19 Rialtas na hÉireann | Government of Ireland
Project Objectives
‒ Quantitative/measurable
‒ Achieved by one project alone
‒ Demonstrable when achieved
‒ Basis for success/failure judgement
‒ Usually relate to end products
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20 Rialtas na hÉireann | Government of Ireland
Project Scope
‒ Project scope is the definition of what the project is supposed to
accomplish and the resources (time, materials and budget) allocated to
achieve these objectives.
‒ It is critical that any change in the project scope is matched with a change
in the allocated resources in order for the project to be successful.
‒ Scope changes can often occur as “scope creep” where several small
changes are made that cumulatively amount to a substantial amount.
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21 Rialtas na hÉireann | Government of Ireland
Project Team Exercise
Initiation
‒ Define the project scope – what is in scope and out of scope?
‒ Overall Goal
‒ Up to 5 Objectives & deliverables
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22 Rialtas na hÉireann | Government of Ireland
Business Case
‒ Reasons for undertaking the project
‒ Benefits
‒ Tangible
‒ Intangible
‒ Benefits realisation
‒ Cost and Time scale (derived from the Project Plan),
‒ Investment Appraisal (Cost: Benefit Analysis).
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23 Rialtas na hÉireann | Government of Ireland
Options
Do Nothing
Do Something
Do Everything
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24 Rialtas na hÉireann | Government of Ireland
Cost/Benefit Analysis
Payback
Return on Investment
Net Present Value
Calculations & Analysis performed by experts
Costs
Benefits
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25 Rialtas na hÉireann | Government of Ireland
Project Team Exercise
Initiation
‒ Complete the High Level Business Case
‒ Options
‒ Benefits
‒ High Level Risks
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26 Rialtas na hÉireann | Government of Ireland
Project Management Roles
Project Completion
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27 Rialtas na hÉireann | Government of Ireland
Project Management RolesRole Who Are They? Responsibilities
Project Sponsor
• Internal client
• Identified need for change
• Committed to making it happen
• Propose project
• Procure resources
• Champion & support
Stakeholders
• Individuals or groups with direct or
indirect impact or involvement
• Provide feedback to the project
team on impacts
• Collaborate to achieve project
outcomes
Suppliers
• Identified for skills, knowledge &
expertise
• Allocated as external resources to the
project
• Provide goods & services
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28 Rialtas na hÉireann | Government of Ireland
Project Management Roles
Role Who Are They? Responsibilities
Project Team Members
• Individuals identified for their skills,
knowledge & expertise
• Allocated as internal resources to the
project
• Executing tasks & producing
deliverables
Project Manager
• Single point of responsibility for all
activities & outcomes
• Integrate & co-ordinate all
contributions
• Guide to successfully complete
the project
Rialtas na hÉireann | Government of Ireland
Project
Planning
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30 Rialtas na hÉireann | Government of Ireland
The Three Project Interests - Planning
SupplierUser
Business
Business• A business need
• VFM
User• Use the final product• Impacted by outcome
Supplier• Provides resources
• Skills• In-house or external
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31 Rialtas na hÉireann | Government of Ireland
Phase 2: Planning
‒ Resource Planning & Scheduling
‒ Stakeholder Analysis
‒ Communication plan
‒ Risk/Issue Management
‒ Quality Management
‒ Procurement
‒ Finance plan
Project Definition
Detailed Planning
1. Initiation
2. Planning
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32 Rialtas na hÉireann | Government of Ireland
Phase 2: Planning – Stakeholder Analysis
Steps:
1. Identify Stakeholders
2. Prioritise
3. Understand
−Interest in outcomes
−Motivators
−Information
−Influencers
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33 Rialtas na hÉireann | Government of Ireland
Phase 2: Planning – Communication Plan
Keep stakeholders adequately informed:
—What needs to be communicated?
—How will it be communicated?
—To whom will it be communicated?
—By whom will it be communicated?
—When will it be communicated?
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34 Rialtas na hÉireann | Government of Ireland
Project Team Exercise
Planning
‒ Design the high level communications plan for stakeholder
management
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35 Rialtas na hÉireann | Government of Ireland
A RISK is ……
A possible event that may prevent
the project meeting its objectives.
UNCERTAINTY
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36 Rialtas na hÉireann | Government of Ireland
What is a risk?
Uncertainty of Outcome
(Positive opportunity or negative threat)
The task of risk
management is to manage
a project’s exposure to risk
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37 Rialtas na hÉireann | Government of Ireland
Project Risk“The chance of exposure to the adverse consequences of future events”
Controlling
Monitoring
Resourcing
Planning
Risk Analysis
Risk Management
Estimation
Evaluation
Identification
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38 Rialtas na hÉireann | Government of Ireland
Risks and Issues
What’s the difference?
Risks – what could possibly go wrong?
— As you identify tasks think of the risks associated with these tasks and their likelihood of
failure.
— Write these in your Risk list and allocate a number.
Issues – what has already gone wrong?
— As you begin planning questions and doubts will arise, policy matters will be identified,
and cost implications will be raised.
— Record these in your Issue Register and put the assigned number here.
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39 Rialtas na hÉireann | Government of Ireland
Risks Analysis
Risk
Identification
Risk
Estimation
Likelihood – how probable is it?
Consequences - what is the impact?
Risk
Evaluation
Acceptable or not?
What ACTIONS?
What could possibly go wrong?
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40 Rialtas na hÉireann | Government of Ireland
How to List Risks
Description of Risk
— A clear description of a potential future event that you can imagine but would like to
avoid.
— Use at least one full sentence to describe the risk.
— Be as specific as possible.
Mitigation Strategy
— What you plan to do to reduce the likelihood of the risk occurring or to minimise the
impact .
Risk Factor (High / Medium/ Low)
— Probability - the likelihood of the risk occurring
— Impact – the effect on the project of the risk occurring
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41 Rialtas na hÉireann | Government of Ireland
Risk Factor
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42 Rialtas na hÉireann | Government of Ireland
Risk
ACCEPTANC
E
Prevention
Reduction
Transference
Contingency
Acceptance
Make sure it does not occur or has no
impact
Reduce likelihood of occurrence
Reduce the Impact if it does
Pass to third party
Use only if Risk occurs
Will not occur
Actions are too expensive
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43 Rialtas na hÉireann | Government of Ireland
Phase 2: Planning – Risk Management Plan
Risks – may impact project deliverables
Risk = Likelihood x Potential Impact
Record in Risk Log
Implement Controls
Review
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44 Rialtas na hÉireann | Government of Ireland
Exercise Planning – Assessing Risk
Using the high level risks identified in your business case,
complete a risk management plan and the action you will
take
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45 Rialtas na hÉireann | Government of Ireland
Exercise Planning: Product
Breakdown Structure
Consider:
Activities and tasks that will be required deliver your
project?
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46 Rialtas na hÉireann | Government of Ireland
Milestones
Should be:
‒ Significant
‒ Measurable / Testable
‒ Zero duration
Can be:
‒ Decision Points
‒ Achievement recognition
‒ Payment points
‒ Variance checks from Planned times
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47 Rialtas na hÉireann | Government of Ireland
Project Milestones
Contractor
appointed
Trams
delivered
and testedRails laid
Trams are
operationalTram route
agreed
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48 Rialtas na hÉireann | Government of Ireland
List the Main Tasks – Task List
HeadingsYou need to record what has to be done to achieve each milestone.
At this early stage it’s not always possible to capture everything which has
to be done in detail.
A Task List Heading is a list of tasks that have a common purpose and
that contribute to a milestone.
If you don’t know what tasks need to be done yet put in a task list heading
and leave it blank until you find out.
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49 Rialtas na hÉireann | Government of Ireland
Task List Headings
Contractor
appointed
Trams
delivered
and testedRails laid
Trams are
operationalTram route
agreed
Route proposed Stakholder
agreement
Agreed by Govt
Tender process
Contracts signed
Unitilities moved
Rails placed
Roads resurfaced
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50 Rialtas na hÉireann | Government of Ireland
Task List Headings
Contractor
appointed
Trams
delivered
and testedRails laid
Trams are
operationalTram route
agreed
Stakeholder agreement
1. Plans shared with local
businesses
2. Plans shared with
residents
3. Feedback received
4. Alterations
5. Agreement
Agreed by Govt
1. Proposal submitted
2. Feedback received
3. Alterations made
4. Proposal re-submitted
5. Agreed by Govt
For each tasklist list all the things
that will need to be done
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51 Rialtas na hÉireann | Government of Ireland
Exercise Planning
Milestones and Key Task Headings
Using notes from the last exercise :
Arrange your under Key Task Headings
and decide on you project milestones and
list the activities below each KTH
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52 Rialtas na hÉireann | Government of Ireland
High Level Schedule - Gantt
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53 Rialtas na hÉireann | Government of Ireland
Exercise Planning
Milestones and Key Task Headings
You have arranged your under Key Task
Headings decided on you project
milestones
Now begin to transfer onto a Gantt Chart
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54 Rialtas na hÉireann | Government of Ireland
Reflection
Take time to reflect on the day
Note your key learnings
Note the actions you will take
following today to apply your
learning
55 Rialtas na hÉireann | Government of Ireland
DPER Graduate Development Team:
(E): [email protected]
(P): 076 100 7215 – Gerald Harty
Belfast
Think People Consulting
12th Floor Causeway
Tower
9 James St South
Belfast. BT2 8ND
Tel: 028 9031 0450
Dublin
Think People Consulting
6 Redleaf Business Park
Roseville, Turvey
Donabate, Co Dublin
Tel: 01 969 7865