Unit 344 (M&L 23): Participate in a project presentation ... … · PERT The program (or project) evaluation and review technique, commonly abbreviated PERT, is a statistical tool,

Level 3 Diploma in Business Administration

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Unit 344 (M&L 23): Participate in a project



Today’s objectives

• Recap on learning outcomes

• Understand how to manage a project

• Be able to support the delivery of a project



Project business case

A business case underpins any successful project. It will balance the

benefits, costs and risks of the project.

Business case

Benefits

Costs

Risks




What does it consist of?

• A brief of what needs to be done

• A plan of how you are going to achieve it

• The reasons why the business should embark on the project




There are many reasons why an organisation would embark on a

project.

Here are some examples:

• Increase efficiency

• Increase sales

• Improve quality of products or services

• Replace systems or processes




The essential elements…

Context:

• The driver

• The options that have been considered

• The option that has been selected

Benefits:

• Who?

• When?

• How much?




The essential elements…

Costs

• When?

• How much?

Risks

• Project specific e.g. impact on service



The project lifecycle

Project initiation

Project planning

Project execution

Project closure



Roles within a project

The project team is a group of people responsible for the planning and

executing of the project.

Project manager

The person responsible for ensuing that the project team completed the

project.

Project team members

The people responsible for executing tasks and deliverables.




Executive sponsor

Ultimately responsible for securing the financial authority and resources

for the project. They will also be the ultimate decision-maker for the

project.

Steering groups

This will involve key stakeholders that have an interest in the project

and its deliverables. They will act collectively as decision makers and

resolve problems during the project.




Customers

They may have a direct input into the outcomes of the project. This

could be indirectly through customer research or it could be directly

through, e.g. testing a new product or service.



Project monitoring techniques

The monitoring of projects is very important in ensuring that the project

is delivered on time and within scope and budget. In order for this to be

successful, the monitoring techniques should be incorporated in the

early planning stages of the project.

There are a wide variety of project management monitoring techniques

available for use and the technique chosen will depend on the nature

and size of the project.

Examples include:

• Gantt Charts

• Critical Path Analysis

• Milestone slip charts

• Progress reports



Gantt Charts

A Gantt Chart is a type of bar chart, developed by Henry Gantt in the

1910s, that illustrates a project schedule. Gantt charts illustrate the

start and finish dates of tasks within the project.



Gantt Charts

Task Jan Feb Mar Apr

Task 1

Task 2

Task 3

Task 4

Completed Not completed



Critical Path Analysis

Critical Path Analysis (CPA) is a project management tool that:

• sets out all the individual activities that make up a larger project

• shows the order in which activities have to be undertaken

• shows which activities can only take place once other activities have

been completed.




Crack

eggs

Slice

bread

Fill

Kettle

Wait for eggs to poach

Wait for bread

to toast

Wait for kettle

to boil

Butter

toast

Make

tea

Make

Meal

Eat

meal

Time



Milestone slip charts

For each project, first you have to define milestones and their

corresponding target date.

With this graphical view, it is easy to identify quickly:

• milestones near from their target date: milestones that will soon

cross the diagonal

• lag: milestone trend not straight



Milestone slip charts

Actual completion date

Targ

et

Date



Progress reports

Depending on the audience of the report, it could detail an overall

summary of progress to date, or it could be broken down into individual

milestone progress. This report could also contain the charts mentioned

previously to illustrate progress.



Analyse the interrelationship

Scope

Schedule

Finance

Risk

Quality

Resources



Analyse the interrelationship

It is important and necessary to understand how related and

independent activities of a project can affect its success. If you change

any one of the variables of scope, time, costs, quality and risk then

some of the others will change also.

For example, if you want to deliver the project in less time, either the

costs will rise or the quality will be reduced and the scope will need to

be altered.

Scope

Schedule

Finance

Risk

Quality

Resources



Roles within a project team

Every role within a project team is important to its success, so it is

necessary that individuals are clear on their project roles and

responsibilities and ensure that any work undertaken as part of this is

delivered within scope, on time and within budget.




Core members

Will be with the project from

beginning to end and normally have a broad range of

skills which will be applicable

throughout the project

Non-core members

May also be brought in where specific skills are

needed for a short period or to carry out a particular

task




Examples of roles include:

• Project sponsor

• Project manager

• Team members

• Customer representatives

• Stakeholders



Project-related information

The type and amount of information available as outputs of project

planning are varied and will depend on the nature and scope of the

project being delivered. Examples of information to be collected are:

• time management records

• cost management records

• quality management records

• change management

• risk management records

• communication management records.



Analyse project information

It is important and necessary to be aware of the range of basic project

analysis tools available to monitor, control and review project progress

and to be able to select the most appropriate tool for the situation.

Examples of some tools used for analysis include:

• Value Analysis

• Project Evaluation Review Techniques (PERT)

• Critical Path Analysis

• Risk Analysis



Value Analysis

Systematic analysis that identifies and selects the best value

alternatives for designs, materials, processes and systems.

It proceeds by repeatedly asking: ‘can the cost of this item or step be

reduced or eliminated, without diminishing the effectiveness, required

quality or customer satisfaction?’



PERT

The program (or project) evaluation and review technique, commonly

abbreviated PERT, is a statistical tool, used in project management,

which was designed to analyse and represent the tasks involved in

completing a given project.

Initiate

Book

hotel

Create

schedule

Plan

room

layout

Book

catering

Create

brochure

Simple example of a PERT chart




Critical Path Analysis (CPA) is a project management tool that sets out

all the individual activities that make up a larger project. It also shows the

order in which activities have to be undertaken as well as which activities

can only taken place once other activities have been completed.



Risk Analysis

Very High High Medim Low Very Low

Very high Very High Very High Very High High High

High Very High High High Medium Medium

Medium High High Medium Medium Low

Low High Medium Medium Low Very Low

Very low Medium Low Low Very Low Very low

Probability

Co

ns

eq

ue

nc

e

This is a process that involves gathering an understanding of the level

of risk involved in each aspect of the project.



Report on information

The format used to report on the analysis of information will vary

between organisations and on the type and complexity of the project

being undertaken.

Examples of formats include:

• written reports

• presentations

• team briefings

• briefing papers

• progress papers.



Adhering

Organisational policies and procedures will vary depending on the type

and nature of the organisation, however, it is important and necessary

to comply with all relevant organisational procedures and legal and

ethical requirements in supporting the delivery of the project.

Examples include:

• budgetary controls

• confidentiality agreements

• requisitioning and order placing procedures

• levels of authority

• employment of contractors.



Budgetary controls

Organisational Ensure most cost-effective

supplier is used

EthicalEnsure suppliers are paid within

payment terms

Legal Ensure that VAT rules are

applied

An example has been given, can you think of anymore?



Confidentiality agreements

Organisational Ensure all suppliers and

contracts sign an NDA

EthicalEnsure that supplier pricing

information is not shared

Legal Ensure that confidentiality is

maintained at all times




Placing orders

Organisational Ensure all suppliers go through

a competitive tendering process

EthicalEnsure that the tender process

is scored fairly and not biased

Legal Ensure all suppliers are issued

with fair contract terms




Levels of authority

Organisational Ensure that all budgets have

prior approval of project

sponsor

EthicalEnsure that all team members

are advised of authority levels

Legal Ensure that the project delivers

vale for money for the business




Employment of contractors

Organisational Ensure that any employment

offers are approved by project

manager

EthicalEnsure that the application

process is fair and consistent

Legal Ensure all contractors are

issued with terms and

conditions of employment




Any questions?

Documents

Unit 344 (M&L 23): Participate in a project presentation ... … · PERT The program (or project) evaluation and review technique, commonly abbreviated PERT, is a statistical tool,