Topic 8 ???: Project management ????

1
Topic 8 ??? Project management????

• Marshall Breeding
• Director for Innovative Technologies and Research
• Vanderbilt University
• http//staffweb.library.vanderbilt.edu/breeding

Redefining Libraries Web 2.0 and other
Challenges May 2007 Xiamen, China
2
Project management????

• Why do projects succeed?
• ?????????
• Why do projects fail?
• ?????????

3
Objectives ??

• Better skills in managing projects
• ????????
• Develop realistic timelines ???????
• Manage expectations ????
• Avoid problems with mismanaged projects
• ??????????????
• Better delegation of responsibilities
• ????????

4
Project characteristics????

• Task of finite duration
• ????????
• Not a permanent activity
• ???????
• Produces a new product, service or other result
• ????????,???????????

5
Project management????

• Applies structured techniques to facilitate a
  more efficient approach to planning an executing
  a project
• ????????????????????????
• Applies organizational structure
• ??????
• A more analytic approach
• ????????

6
Organizational structure????

• Project leader the person responsible for the
  overall planning execution of the project
• ???? - ????????????
• Project team Other individuals assigned to work
  on the project
• ??? - ????????????

7
Project Plan????

• A document that guides the execution of the
  project.
• ?????????
• Approved by stakeholders or persons in authority
• ????????????
• States the desired outcomes, assumptions
• ??????????????
• General timeline or schedule
• ?????????
• Varies in detail according to the complexity of
  the project
• ?????????????

8
Stakeholders?????

• Individuals or organizations with a direct
  interest in the outcome of the project
• ????????????????
• May or may not have authority in how the project
  is carried out
• ????????????????
• Source of important information about the
  potential impact of the project
• ???????????????

9
Champion?????

• An individual with a vested interest in the
  project
• ????????
• May be the person who initiates the project
• ????????
• May have high-level oversight
• ??????????
• May be the project leader
• ???????

10
Customer??

• The persons or group that benefits from the
  outcome of the project
• ?????????????

11
Project Management Fundamentals ???????

• Planning time on the font end yields benefits
  throughout the course of the project
• ???????????????????
• Avoids delays ????
• Reduces overall effort ??????
• Increases probability of on-time delivery
• ?????????
• Involve customers from the inception of the
  project
• ?????????????
• Iterative planning be flexible enough to make
  adjustments and mid-course corrections
• ??????????????????

12
Avoid Scope Creep??????

• Develop a clear idea of the parameters of the
  project ?????????
• Avoid the temptation to add new components or
  expand the tasks
• ?????????????????
• Be clear about what tasks are beyond the scope of
  the project
• ????????????????

13
Stages of a managed project??????????

• Start-up Analysis and planning ???????
• Determine requirements ????
• Create project plan ??????
• Execution ??
• Carry out plan ????
• Track progress ????
• Address changes ????
• Close-down ??
• Completion of tasks ????
• Transfer control ?????
• Final documentation ????
• Disband project team ?????

14
Project Plan components?????????

• Scope
• ??
• Team Collaboration
• ????
• Schedule
• ???
• Communications
• ??

15
Scope Management????

• Define the outcomes ????
• Structure and subdivide the project into smaller
  manageable tasks ??????????????????
• Articulate project requirements ????????
• Develop a project summary statement ??????
• Identify issues that need to be addressed during
  the course of the project ??????????????
• Question, problems, obstacles ??,??,??

16
Vetting of the Project activities ??????

• Interview stakeholders and champion to gather
  input and solicit suggestions
• ????????????????????????
• Identify sensitive issues ???????
• Develop interview questions in advance but ask
  open-ended questions and invite any relevant
  information
• ????????,???????????????????
• Broad consultation improves likelihood of success
• ?????????????

17
Developing Project Requirements ??????

• Relevant background and history ???????
• Define deliverables ??????
• Identify schedule and timing requirements
• ???????????
• Create communications strategy ??????
• Ensure all stakeholders, champions, and
  participants receive the appropriate level and
  frequency of information ?????????????????????????
  ?????

18
Project summary statement????

• Project name ????
• Description ????
• Stakeholders ?????
• Project need Articulate the problem being
  addressed ??????????????
• Deliverables Define the specific desired
  accomplishments, products, services
• ?????????????????????
• Requirements ??
• Success factors ????
• Initial schedule and target dates ?????????

19
Team Collaboration and organization ???????

• Identify roles and responsibilities ???????
• Determine how the team will communicate and share
  information ?????????????
• E-mail wiki collaborative tools
• ?? ?? ????
• External reporting relationships ??????
• Identify resources needed ???????
• Meeting schedule ?????

20
Schedule management????

• Define tasks ????
• Prioritize tasks and determine prerequisites
• ???????????????
• Assign start and stop dates to each task
• ??????????????
• Delegate team members to each task
• ?????????
• Analyze volume of effort relative to each
  sub-task and overall project timeline
• ???????????????????
• Avoid unrealistic estimates of timeframes
• ????????????

21
Tools for Managing Scheduling ??????

• Microsoft Project ????????
• Gantt Charts ???
• PERT Charts ??????
• Excel spreadsheets ????
• Microsoft Visio ?????????????????

22
Focus on communications??????????

• External vs Internal ?????
• Within the project team ????
• Regular updates to stakeholders, champions, and
  managers ???????????????????????
• Develop and distribute adequate documentation
  ??????????

23
Changes and corrections?????

• Negotiate any changes requested to the project
  requirements ????????????
• Changes that involve a possible extension of the
  project should be well-vetted and approved by
  everyone with an interest in the project
• ???????????,??????????????????
• Additional resources ????
• Possible trade-off of activities ???????

24
Project Close-down????

• Validate the successful completion of the project
• ??????????
• Distribute any required documentation
• ?????????
• Transfer from project team to any persons or
  groups that will be responsible for maintenance
• ???????????????????
• Document any outstanding issues or problems
• ?????????????
• Communicate any recommended next steps or
  follow-up that may be needed
• ?????????????????

25
Group Exercise ????

• In reviewing the projects that your library has
  undertaken in the last two years, describe one
  that might have been more successful had the
  library followed a more structured approach with
  formal project management methodologies?
  Describe specific measures that you would have
  done differently if you were approaching the same
  task today.
• ????????????????,????????????????????????????????
  ?????????????????????,?????????????