Project Management for Government

INITIATION TEAM

DIRECTIVE

SPONSORSHIP

IDEA

Project Sponsor agrees on the project idea(s) Sponsor agrees to conceptualize the Project Core team members are authorized to

conduct initiation activities

STAKEHOLDERS MAPPED/CONSULTED

VIABILITY CHECKED

OBJECTIVES DEVELOPED

PROBLEMANALYSIS

CHARTER AUTHORIZED

Problem Tree Analysis is Completed Objectives are developed Viability is checked Stakeholder Analysis is completed Series of meetings with stakeholders to

validate objectives and project ideas Project Charter is Authorized

G• GOAL/IMPACT

O• OUTCOMES

I• INPUTS

WBS• ACTIVITIES (Work Breakdown Structure)

Collect requirements Draft the project’s logical framework (LFA)

plan; ensure that identified/agreed scope will support the project objectives

Do the work breakdown structure (WBS)

G• GOAL/IMPACT

O• OUTCOMES

I• INPUTS

WBS• ACTIVITIES (Work Breakdown Structure)

Define activities Sequence activities logically based on how

you want them implemented Estimate activity resources: use collect

requirements Include initial cost of operation Use historical data if there is, else estimate

cost based on industry best practices Determine budget requirement

Estimate activity resources: use historical data if there is

Estimate activity durations: use historical data if there is

Develop schedule with key implementing personnel

RMP•RiskManagement Plan

CMP

•Change Management Plan

Do a risks management plan, include risks mitigation based on the identified risks

Plan risks responses Develop a change management plan,

consider absorption capacity of operations /beneficiaries on the introduced changes / technology interventions

HRP• Human Resource Plan

S• Functional/Organization Structure

R&T• Recruitment and Training Plan

WBS• ACTIVITIES (Work Breakdown Structure)

Develop human resource plan, identify project-specific skills needed and the total manpower requirements

Develop the project’s functional structure / organization of the project team

At the minimum, all projects must have competent personnel in these areas – project management; monitoring & evaluation; admin and finance that is knowledgeable of handling government transactions; writers; editors; training specialist in anticipation of the turn-over stage; and nowadays web developer; content manager/social networking specialist

COM• Communications Plan

KMS• Knowledge Management Strategy

SMS• Social Marketing Strategy

WBS• ICT for Knowledge Management

Develop the project communications plan –consider all communications channels

Identify information that should be available to the public

Define critical information that should only be available with the stakeholders

Meet and collaborate with government media organizations for promotion

Ensure presence using existing web2.0 technologies

Develop the Knowledge Management Plan

QAP•Quality Assurance Plan

QCG

•Define Quality Control Gates

Develop the quality assurance plan Define quality control gates

PIP • Project Implementation Plan

PIA • Pre-Implementation Activities

T • Transition from Plan to Implementation

SA • Plan Sponsorship Approval

DP • Donor Proposal

Develop the quality assurance plan Define quality control gates

• Project Approval

• SARO Released

• Recruitment

E

App

• Secure Project Documents

• Beginning Inventory

C

Docs

• Follow WBS

• Follow GANNT ChartE

Exec

• Monitor Implementation

• Monitor/ Control Costs

C

Mon

• Benchmark Best Practices

• Track Changes

• Identify Knowledge ProductsE

Know

• Ensure Implementation of Critical Tasks

• Monitor Quality Standards

• Monitor Timely Implementation

• Control/Monitor Expenditures

C

QA

• Implement Change Plan where applicable

• Develop further Competency as needed

• Develop/Use Knowledge Products

E

Adjust

• Monitor implementation of Change Management Plan/ Risk Plan

• Manage Procurement ProcessC

QA

• Implement Change Plan where applicable

• Develop further Competency as needed

• Develop/Use Knowledge Products

E

Learn

• Develop Knowledge Products

• Develop Operationalization Plan

• Develop Replication PlanC

Learn

• Manage Time and Resources

• Conduct Regular Meetings

• Respond to changing conditions using the change plan

E

Manage

• Manage Quality

• Document Learnings

• Audit Finances/Performance

• Implement KM Plan

• Periodic Evaluation

• Monitor Plan vs, Actual Implementation

C

Control

Ops• Prepare for Operationalization

• Train Transition Team

TO

• Prepare Institutionalization Plan

• Turn Over Acquired Assests

CERT

• Certification of Satisfactory Performance

• Trun –Over to Operations Phase