Title: Introduction to Project Management session 1
1Introduction to Project Management session 1
2(No Transcript)
3Project management
- Over the course we will look at
- Projects and their features.
- The project Life Cycle, Project Planning and the
Project Managers role. - Over a dozen different tools and techniques for
effective project management.
4Self Study (aka Homework)
- You will have a go at using the tools and
techniques both in class and through homework,
self-study which will be set at the end of each
taught session. Youll need to allow a few hours
each week to do the self-study homework.
5Self-study (aka homework)
- For this Project Management module it is really
important for you to do the homework after each
session, and before the next session. Project
management is a practical as well as theoretical
subject. Unless you practice, through the
homework, the tools and techniques which we cover
in the sessions, you will not fully learn the
skills of effective project management.
6Project Management - pitfalls
- One of the pitfalls with project management is
that there is a lot of jargon which can be used
Gantt Charts, network diagrams, activity on the
arrow diagrams, critical path analysis, work
breakdown structures, PERT, project scheduling,
precedence diagrams, dependency diagrams, et
cetera. This course will keep jargon to a
minimum.
7An introduction to Project management
- This module will look at the tried and trusted
tools and techniques of project management, the
ones which actually work! - Will also be doing some practical exercises you
learn effective project management by working on
real life projects it is not something you can
learn just from reading a book. - We will not be looking at Microsoft project
8Programme for today
- Introductions and Expectations
- Concepts of Project Management
- Simulated project Scoping
- Comfort break ?
- Simulated project Stakeholders
- Simulated project Success Criteria
- Summary and close
9Why do we need project management tools
techniques?
- Because we live in a world of limited resources
and not enough time. - There will always be more to do than time and
resources will allow. - Project Management tool techniques, if used
regularly appropriately, help us make more
effective use of our time.
10Introductions and Expectations
- Who are you?
- name, job and responsibilities
- what do you consider to be your strengths in
the work environment (e.g. decisive, good
communicator, assertive, good at empathising,
good listener, etc) - What previous experience do you have of managing
projects? - What are your expectations from today?
11The aims for todays session
- To clarify what we mean by the term project
- To introduce you to some of the tools to begin
defining and managing projects - To give you the chance to try out some of these
tools
12Project management
-
- Concepts, Terms and Definitions.
-
13What does the term project mean to you?
- Class group exercise
- What does the term project mean to you and
your group? - What do you and your group think of or associate
with the term project?
14Definition of project
- An activity with a fixed start and end point,
managed with finite resources, involving change
and often achieved by the collective effort of
the team of people - (IPM)
15Another definition of a project
- A set of temporary activities conducted by ad
hoc organisations (D. Olson, 2001)
16Another definition of a project
- ..an endeavour in which the human (or
machine), material and financial resources
organised in a novel way, to undertake a unique
scope of work, of given specification, within
constraints of cost and time,so as to deliver
beneficial change defined by quantitative and
qualitative objectives (R.Turner 1995)
17Yet another definition of project
- A project is a sequence of unique, complex, and
connected activities. Having one goal or purpose
that must be completed by a specific time, within
budget, and according to specification (Artto,
2002)
18Project Management a definition ?
- Project Management might be defined as the
application of knowledge, skills, tools and
techniques to project activities in order to meet
(or exceed?) stakeholder needs and expectations
from the project
19Features of a project
- A start and a finish
- Is a unique activity with a visible output
- May involve uncertainty and risk
- Involves a team coming together specifically for
the project - A budget
- Non repetitive tasks, sequential order
- Use of resources (including human resources)
- A single point of ultimate responsibility
- Clearly defined team roles
- Clear aims, objectives, goals
20Terms often confused with project
- Process a series of steps needed to perform a
routine activity (e.g. purchasing). A project may
contain many processes. - Programme work performed towards achieving a
long term goal (e.g. a health awareness
programme). Programmes may never achieve all
their goals, and may comprise a series of
projects.
21Examples of types of project and their size
- Individual decorating your bedroom
- Group organising a wedding
- Organisation construction company, building the
Millennium bridge in London - Project Organisation creation of a separate
independent organisation specifically for
accomplishing a particular project, e.g. the
Olympic games committee - Multinational design construction of Concorde
22 The project life cycle
-
- NOTE - We will be referring to this simple model
throughout the rest of the course
23Project Life Cycle(At its Simplest)
Plaaaaaaaaan-Do
Plan-Do-Plan-Do-Plan-Do Or Plan-Do, Re-plan, Re-do
24Project Life Cycle
- Conception Phase (The Idea)
- Definition Phase (The Plan)
- Initiation Phase (The Team)
PLAN
- Implementation Phase (The Work)
DO
- Evaluation Phase (The Wrap-up)
REVIEW
25- We will now consider each stage and what it
involves
26The Conception phase the idea
- Essentially - What are we going to do?
- For small projects an informal discussion might
adequate - For larger projects, a more formal review and
discussion processes required. - Key questions to answer should be
- Should you do it? What is the benefit and do the
benefits outweigh the costs? - Can you do it? Is it technically feasible and are
there enough resources?
27SoLets get started
- That temptation at this point is to get started
(after minimal planning). This is the traditional
British approach. - It gives the appearance of immediate activity and
progress. We are busy doing. - But it leads to mistakes and waste.
- We end up with Plan-Do, Do-Re-Do, Re- plan,
Re-Do, RE-Do, Re-Plan etc
28Project Life Cycle
- Consequently
- Projects over runs
- Cost too much
- Dont achieve desired result
- So we...
- Hunt for the guilty
- Persecute the innocent
- Promote the uninvolved
29But I am too busy to spend time
planning!Planning allows you to
- Ensure that people only work on activities which
are needed, and do them correctly the first time,
not waste time doing unnecessary activities. - Anticipate potential problems and take
preventative action to deal with them before they
happen. - Do things in the right order at the right time,
which should prevent things going wrong later.
30What can go wrong !
31The project managers adage(a light hearted
motto)
- You can have any two of three things in a
project - You can get it done on time
- You can get it done within budgeted cost
- You can get it done properly/well
- If you are willing to wait, you can get the job
done right, within cost. - If you are willing to spend the money, you can
get the job done on time. - Or you can get the job done on time and within
budget only it might not do what it was supposed
to do.
32Why do so many projects fail to meet
expectations?
- A study by Hughes (1986) identified three main
reasons for projects failing. - 1 a lack of understanding of project management
tools and an over reliance on project management
software - 2 communication problems
- 3 failure to adequately adjust to changes that
occur during the course of the project
33Why do so many projects fail to meet expectations?
- Hughes notes that many managers are apt to lose
sight of the project. By focusing on the project
management software and managing this rather than
the actual project! - Michalski (2000) observes that
- good communication is the key successful
project management.
34Remember
- If you fail to plan, you fail to do.
- Proper Planning Prevents Poor performance
35So we will use a Project Life Cycle like this
- Conception Phase (The Idea)
- Definition Phase (The Plan)
- Initiation Phase (The Team)
PLAN
- Implementation Phase (The Work)
DO
- Evaluation Phase (The Wrap-up)
REVIEW
36The Definition phase the plan
- Review the reasons for the project.
- Describing detail what results are to be
produced. - Create a list of all the work to be performed.
- Produce a detailed project schedule.
- Calculate budgets.
- Describe how risk is to be managed.
- Identify any assumptions about the project.
- Identify and define the roles of the projects
team members.
37The Initiation phase start up
- Assign people to project roles, ensure they are
available when needed. Negotiation may be
necessary. - Give and explain all tasks to team members.
- Set up systems and accounts to track personnel
information and financial expenditure. - Announce the projects start, what it will
produce. When it will start when it will finish
38Implementation phase the do
- Doing the tasks as laid out in your plan
- Regularly comparing the actual performance with
the plan, knowing and anticipating when things
are not going according to schedule - Fixing problems that arise.
- Keeping everyone informed
39The Evaluation phase the wrap up or review
- Get the customers approval of final results.
- There may be formal project hand over to the
client - Complete any paperwork.
- Hold a post project evaluation to recognise
achievements and discuss lessons learned
40Roles in projects who is responsible for what?
- One of the the benefits of project management
techniques is the opportunity to clarify roles. - Project sponsor person whos paying for it
- Project champion - person who wants to see it
happen - Project manager will ensure it happens
- Project team will make it happen
- Stakeholders those affected by it and with an
interest in it, but not necessarily part of it. - Audience well consider them later!
41Attributes of an effective project manager
- Group exercise
- What you think are the attributes/qualities
required to be an effective project manager?
42Attributes of an effective project manager
typically are
- Excellent time management skills
- Can do proactive attitude
- Adaptable, flexible.
- Fair respecting different peoples viewpoints
- Committed to the team and the projects goals
- Decisive and realistic
- Excellent communication skills
- Leadership
- Assertiveness
43Attributes of an effective project manager
typically are
- Be prepared to roll up their sleeves and get
their hands dirty - Foresight
- Planning skills
- Knowledge of the subject / area of work
- Be prepared to walk, if necessary i.e. leave!
- A sense of humour ?
44The tools of for project management
- There are numerous tools which can be for
managing projects, some of them complex, some of
them simple. - We will look at over a dozen tried and tested
tools and techniques which can be used for
effective project management.
45Our tools for today
- QUAD Chart analysis
- The QUAD chart is a very simple yet extremely
effective tool. Project scoping enables you to
define what you do before you start. - Stakeholder analysis simple version helps you
understand and manage the different relationships
that matter to the project.
46The QUAD chart
- A very simple yet powerful tool.
- Used to help us clarify exactly what our project
is all about.
47Quad Chart
48Project ManagementSimulation Exercise
- We will carry out a simulated project
49Project ManagementSimulation Exercise
- The Gourmet Breakfast
- We are going to use a relatively simple example
of something that you should be familiar with in
order for you to be able to understand and
practice on a real life project.
50The Problem
- Just got up?
- Feeling kind of hungry?
- Fancy a nice breakfast ?
- What choice do we have?
51Decisions, Decisions
52Lets make a full cooked English breakfast
53Class exercise - Your Mission
- To produce a simple project plan for producing a
full English Breakfast.
- We will be using this project to illustrate the
use of the following
- Quad Chart Analysis including
- Project Scoping
- Stakeholders and Stakeholder Analysis
- Desired Outcomes (Critical Success Factors)
- Secondary benefits
54Why a breakfast?
- We will use the Breakfast as its a simple
example of something where you should all have a
similar level of basic knowledge. - Lets view making the breakfast as a project in
its own right. - It meets most of the criteria for/attributes of a
project doesnt it? Does it? Lets check
55Attributes of a project
- A start and a finish
- Is a unique activity
- May involve uncertainty and risk
- Usually involves a team coming together
specifically for the project - A budget
- Non repetitive tasks
- Use of resources (including human resources)
- A single point of ultimate responsibility
- Clearly defined team roles
56The Quad Chart
57Guided Tour
TITLE OF PROJECT SNAPPY ACRONYM DESCRIPTOR
WHY IS PROJECT BEING DONE? WHAT FOR? WHAT IS THE
RESULT?
WHO IS PROJECT FOR? WHO WILL BENEFIT (OR
NOT)? WHO WILL IT INVOLVE?
WHEN ARE WE FINISHED? WHAT CAN BE MEASURED? HOW
DO I MEASURE SUCCESS?
GOALS! WHAT MAKES THE PROJECT A SUCCESS?
58- First a simple example for making a cup of tea.
- Our first QUAD chart could look something like
the one on the next slide
59Example - Make A Cup of Tea
To make a cup of tea!
1. To make a cup of tea
1. The tea maker 2. The tea drinkers
2. To quench the thirst 3. To stimulate the mind
60Example - Make A Cup of Tea
To make a cup of tea to quench the thirst and
stimulate the mind
1. To make a cup of tea
1. The tea maker 2. The tea drinkers
2. To quench the thirst 3. To stimulate the mind
1. Audible noises of satisfaction from drinkers.
Requests for a second cup
1. Made an acceptable cup of tea 2. Quenched the
thirst 3. Stimulated the mind
2. Increased conversation Absence of snoring or
yawning
61But first another technique
62Tool and Technique BRAINSTORMING
63Brainstorming
- Brainstorming was coined in the 1940s by Alex
Osborne a US advertising executive. - It works by temporarily removing the social
blocks which we all have which prevent us from
being creative. Blocks such as - Feeling our ideas will be ridiculed
- Feeling we dont know enough to voice an opinion
- Focusing on simple solutions rather than taking a
risk
64Brainstorming
- Brainstorming is essentially a method for being
creative in groups, particularly useful for
creative problem solving. - Popcorning is the new name for brainstorming
65The rules of brainstorming
- No judgement or criticism of an idea
- Quantity of ideas is more important than quality
- Freewheeling - rapid a spontaneous ideas
- Mutating and combining ideas one persons idea
stimulates ideas from another person - No answer or idea belongs to a person, they
belong to the group - Answers and ideas must be produced rapidly
66Brainstorming how to do it
- 1 question or problem is posed
- 2 people in a group take turns to answer
- 3 each suggestion is written down by a note taker
- 4 repeat the process until the group run out of
ideas - 5 Select, filter and choose the most appropriate
ideas.
67Your Mission
- Class exercise
- To produce a simple project plan QUAD and
associated List of Assumptions for approval by
Andrew for producing a full English Breakfast. - We will do a brainstorm first and then in groups
you will have a go at producing a QUAD chart.
68Or
- You can try one of the following projects if you
prefer. - Organise a stag do or hen party night out
- Plan a staff away day social event
- Plan a family holiday
69Guided Tour
PROJECT NAME SNAPPY ACRONYM
WHY IS PROJECT BEING DONE? WHAT FOR? WHAT IS THE
RESULT?
WHO IS PROJECT FOR? WHO WILL BENEFIT (OR
NOT)? WHO WILL IT INVOLVE?
WHEN ARE WE FINISHED? WHAT CAN BE MEASURED? HOW
DO I MEASURE SUCCESS?
GOALS! WHAT MAKES THE PROJECT A SUCCESS?
70Assumptions
- If we assume too much then we make an ass of you
and me (ass u me) - So.make a list of assumptions which go with your
QUAD chart. Then we can be sure that we, as
project manager, have the same base set of
assumptions and understandings as everyone else
involved in the project.
71Mind your Language !
- The project is structured around a multifaceted
incremental work plan combining novel content
design based on new pedagogical paradigms blended
with the e-learning environments to facilitate
hybrid mode of delivery - Extract from GENIUS project based at Reading
University one of nominees for a Golden Bull
award for gobbledygook from Plain English
campaign 2005 - Make sure you use appropriate language Plain
English is best - http//www.plainenglish.co.uk/goldenbull.html
- Plain English web site also has free guide on
alternative words to use
72Stakeholder - definition
A stakeholder is, for our purposes at the moment,
a person or organisation who is affected by or
impacted by what you are trying to do
- This may of course be negatively aswell as
positively! - It includes the members of the Project Team and
the Customer(s)
73Stakeholders 4 things to do with them
- List them
- Try to understand their likely perspective - how
might they react to the project? - Assess their relative importance
- Act appropriately with the stakeholder throughout
the project identify and decide what action you
may need to take
74Stakeholders
- In the next session we will look at stakeholders
in more detail and compare stakeholders with
audiences - Taking account of them and their views is
important to the success of your project.
75Group exercise
- Produce a stakeholder analysis chart, using the
simple version on the next slide, or the handout.
76One version of the stakeholder analysis
77Website has other versions
- www.hull.ac.uk/workbasedlearning/
78Where Have We Been?
79Were might we go ?
SECONDARY BENEFITS (UNMEASURABLE)
80What Does This Give Us?
- The beginnings of a project definition
- A document to confirm that what we (as Project
Manager) see the project as, is what the Line
Manager/Customer was thinking of. - Remember we have NOT started doing the project
yet. We are still planning it.
81Next Session
- Stakeholders or Audience and categorising them
further - Risk and how to categorise it
- Clarifying your projects definition
- We will review the homework self study.
82Your homework self-study
- Produce your own QUAD chart, either for a project
which you are going to do, or for a project which
you have completed in the past, or for a project
which you are currently working on. Produce a
list of assumptions. - Once you have done it leave it for 2 days and
then review it and amend it. Save a copy. Keep
on re-refining it. Developing a good project
definition using the QUAD chart is an iterative
process which requires thinking time. - Also have a go at doing a simple stakeholder
analysis grid
83Homework self-study
- Remember that you need to use the tools and
techniques in order to learn them and should
start practising them. Will be building upon
homework in future weeks it is important that
you get started. - Also remember that project management requires
good time management skills and an ability to
work under pressure.
84What if you cant think of a project?
- Make up a realistic scenario.
- For example
- Cleaning and servicing your car.
- Installing a bathroom suite
- Marketing a new product
- Digging up and concreting over the garden
- The choice is yours
85Website with forms
- http//www.hull.ac.uk/workbasedlearning/