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Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Planning a Work Based Team ProjectUnit 4.8
Stephen Fenech
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
2
Extended Diploma in Management - 4.8. – Planning a 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
3
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Agenda for Section 2.1 of Unit 4.8
� Human resources
� Allocation of team members’ roles
� Job descriptions
External expertise� External expertise
4
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
5
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical resources
To set up a project, there are 3 steps to follow
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
time
� the materials – list the type of each material
required
6
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical resources
To set up a project, there are 3 steps to follow
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
7
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Centre for Project Management
Project plans
8
PM Centre
Work performance
Budget forecast
Organisational processes
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Centre for Project Management
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
9
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Centre for Project Management
The project management
centres are becoming
increasingly popular due
to their improvements
related to delegation,
organisation and overseeing
of the project
10
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Centre for Project Management
Five types of project management centres
� Departmental
� Project-specific� Project-specific
� Strategic
� Project-support
� Centre of Excellence
11
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Tools to help them organise the project
Informal plans� Informal plans
� Policies
� Procedures
� Guidelines etc.
12
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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.
13
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
15
What? Why? Who?How and
When?
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
What?
� The background
� The project definition� The project definition
� Purpose
� Objectives
� Scope
� Deliverables
� Constraints
� Assumptions16
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Why?
� The Business Case
Benefits � Benefits
� Options
� Cost and timescale
� Cost/benefit analysis
17
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Why?
� The Risk Analysis:
Risk identification� Risk identification
� Risk prevention
� Risk management
� Risk monitoring
18
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
Who?
� Roles and Responsibilities
Project Organization Chart/Structure� Project Organization Chart/Structure
� Project Sponsor
� Project Manager
� Project Team
19
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Documentation
How and When?
� Initial Project Plan:
Assignments � Assignments
� Schedule
� Human Resources
� Project Control
� Quality Control
20
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� IT Facilities
Companies aim to improve Companies aim to improve
their technology service
capability through
a good IT management
21
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
22
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� IT Facilities
Types of project management software
� Desktop � Desktop
� Web based
23
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� IT Facilities
Features to consider
� Collaboration
� Scheduling� Scheduling
� Base lining
� Issue tracking
� Project portfolio management
� Document management
� Resource management24
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
25
Failure SuccessCommunication
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
The telephone may be slower but it has its
benefits into an increasingly impersonal world
26
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
Benefits
� Personal and immediate� Personal and immediate
� Effective
� Interactive
� Confidential
� Safe
27
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
Devices to be used in telephony
� Fixed individual devices
� Private branch exchanges (PBX)
� Mobile devices
28
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
The telephone etiquette
� First impression
29
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
The telephone etiquette
� Basic customer
service
30
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Physical Resources
� Telephone
The telephone etiquette
� Enhanced� Enhanced
communication
skills
31
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
32
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
33
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Budget management – steps
� Budget development - methods� Budget development - methods
� feasibility studies
� business cases
� project charters
34
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Budget management – steps
� 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
35
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Budget management – steps
� Budget measurement – by conducting� Budget measurement – by conducting
analyses and performance reviews against
the planned financial resources stated in the
project’s budget plan
36
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
Budget management – steps
� Budget updating – changes
to the cost and updates
to the budget estimates
37
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
When planning the budget
� Income
Expenses� Expenses
� Budget headings
� Currency
� Notes
� Contingency funds
38
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Budget
39
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
40
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
Means providing financial resources for the
development of the project, usually in the
form of moneyform of money
41
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
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
42
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
� 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
43
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Sources of funding
� 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
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Contingency
getting ready for an unexpected outcome
During crisis, contingency
plans are developed to
prepare for any eventuality
45
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
46
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
47
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Contingency
Steps
� Develop the contingency planning policy
statement
� Conduct the business impact analysis (BIA)
� Identify preventive controls
� Create contingency strategies
48
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Financial Resources
� Contingency
Steps
� Develop an information system contingency� Develop an information system contingency
plan
� Ensure plan testing, training, and exercises
� Ensure plan maintenance
49
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
� 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
50
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
51
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Choosing of proper staffing should be done
methodologicallymethodologically
� Understanding the purpose
� Be precise
� Use a good template
52
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Choosing of proper staffing should be done
methodologicallymethodologically
� Making the connection
� Training
� Reward and Consequences
� Considerations
53
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Responsibility Charting Method
� Information provider� Information provider
� Consultant
� Decision maker
� Knowledge recipient
54
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Belbin Team Roles
55
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Team Roles According to Strengths
� People� People
� Resource Investigator
� Team Worker
� Coordinator
56
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Team Roles According to Strengths
� Action/Task� Action/Task
� Shaper
� Implementer
� Completer-Finisher
57
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Team Roles According to Strengths
� Thinking� Thinking
� Plant
� Specialist
� Monitor-Evaluator
58
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Team Roles According to Project Phases
� Goals
� Ideas� Ideas
� Plans
� Contacts
� Organization
� Follow Through
59
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Theories
1.- Left and Right Brain Thinkers
60
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Theories
2.- Adaptors and Innovators
61
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Allocation of team members’ roles
Theories
3.- Insiders and Outsiders
62
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Play an important part for hiring and managing
the team members, by making them
understand their roles and that their actions
are accountable
63
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
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
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
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
65
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
They typically include
� 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
66
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
They typically include
� Equipment to be used in the performance of
the job
� Salary range
67
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Job descriptions should never be inflexible
68
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Executive Sponsor
69
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Project Manager
70
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Project Team Lead / Scrum Master
71
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� Job descriptions
Project Team Member
72
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
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
73
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
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
74
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
The external experts can undertake a large
variety of tasks
75
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
Benefits
76
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Human Resources
� External expertise
Disadvantages
77
Extended Diploma in Management - 4.8. – Planning a Work Based Team Project
Thank You