Presented by

Georgia Angus

Education and Events Director

Victoria Law Foundation

Project management : The basics

A project is

a temporary endeavour with a

beginning and an end

• Project management is broken down into process

groups and knowledge areas

• The process groups follow the high level process

of project management

• Initiating

• Planning

• Execution

• Monitoring and Control

• Closing

What is project management

Closing

Monitoring and Controlling

Executing

Planning

Initiating

Project management – Process Groups

Key Areas to focus on today

Scope | Schedule | Cost | Risk | Stakeholder

Management

• Scope defines what work is part of the project and what is not. It establishes what the

purpose of the project is, what it will accomplish and how it will be accomplished.

Effectively, it defines the project

• There really is no substitute to defining the boundaries of the project in writing, so it is

clear to everyone what is part of the project and what is not

Event Planning - Scope

Project scope is the work required to deliver a project’s goal.

A good scope statement includes the following;

• Objective (Overall description of the work)

• Deliverables – what will be produced and what are its key features

• Justification – why was it initiated in the first place

• Constraints - certain boundaries can be a source of risk

• Assumption- assumed conditions for example good weather, availability of resources

• Inclusion/Exclusions

Event Planning - Scope

Event Planning - Schedule Management

The seven processes in the Project Time Management knowledge area are:

1. Plan Schedule Management

2. Define Activities

3. Sequence Activities

4. Estimate Activity Resources

5. Estimate Activity Durations

6. Develop Schedule

7. Control Schedule

Event Planning - Time

Principles to help you manage time effectively

• Understand the time requirements

• Do include buffer time

• Break project into smaller activities

• Review cycle at short intervals

• Maintain focus on priority tasks

• Compress time

• Plan in advance

• (P+M+O)/3

(P+M+O)/3 •Pessimistic time – the longest amount of time it could take

•Most likely time it would take

•Optimistic amount of time it would take

Event Planning - Cost

Cost management is concerned with the process of planning and controlling the budget

of a project or business. It includes activities such as planning, estimating, budgeting,

financing, funding, managing, and controlling costs so that the project can be completed

within the approved budget.

• Planning

• Estimating

• Budgeting

• Managing and Controlling

Event Planning - Cost

Project budgeting is determining the total amount of money that is allocated for

the project to use. The project budget has been estimated by the project manager

and or the project management team. The budget is an estimate of all the costs that

should be required to complete the project.

• Budget formula EC=(Co + Cp + 4Cm) /6

• Quotes from a variety of suppliers

• Contingency

The importance of Stakeholder Management is to:

Identify all people or organisations affected by the project, analyse

stakeholder expectations and effectively engage stakeholders.

• Identify Stakeholders – internal and external

• Plan Stakeholder Management

• Manage Stakeholder engagement

• Monitor Stakeholder engagement

Stakeholder Management

Stakeholder Management

Stakeholder Analysis

Stakeholder register

• Full Name

• Department/organisation

• Location

• Role on the project

• Impact, influence

• Preferred method of communication

• Expectations

• Engagement strategy

Event Planning – Risk Management

Managing risks on projects is a process that includes risk assessment and a mitigation

strategy for those risks. A risk mitigation plan is designed to eliminate or minimise the

impact of the risk events—occurrences that have a negative impact on the project.

Process:

• Identify risk

• Analyse risk

• Evaluate or rank the risk

• Plan risk response

• Monitor and Review the risk

Event Planning – Project Management Plan

To tie all of these elements together a project management plan includes information on all

of the key areas.

A project management plan can include:

✔️ Project charter

✔️ Project Scope Statement

✔️ Budget

✔️ Risk Assessment

✔️ Communications Plan

✔️ Stakeholder Plan

✔️ Schedule including tasks and resources

✔️Quality Control

• Project Management Institute

• PMBOK (Project Management Body of Knowledge)

• Tips for Hosting a Law Week Event

• City of Melbourne Event Planning resources

Project resources

Questions ?