Project Management Skills Kit NSW Training Resources and Support Program (TRS) of the NSW Department...
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Transcript of Project Management Skills Kit NSW Training Resources and Support Program (TRS) of the NSW Department...
Project Management Skills Kit
NSW Training Resources and Support Program (TRS) of the NSW Department of
Education and Training to support delivery of the qualifications from the Business Services
Training Package (BSB01)
Welcome
• Welcome
• Ice-breaker activity – – Introduce yourself and tell us one thing you
have done that you believe no one else in the room has done.
Session Aims• To expand on our knowledge of project
management• Develop Project plans that will document
what the project will entail• Consider the implementation phase of our
project• Generate evidence for some of the units in
the CIV in Project Management
The units we will look at today:
• Project Scope
• Project Time
• Project Cost
• Project Risk
• Project Quality
Define - What is a project?
• What is a project?
• A project can be defined as – a complex, non-routine, one-time effort limited
by time, budget, resources and performance specifications designed to meet the customer’s needs
Project Life Cycle The Proponent Phase
Specifications and project outcomes are defined, teams are formed and responsibilities assigned
The Approval Phase
Consultation with key stakeholders and the development of plans to determine what the project will entail
The Implementation Phase
This is where most of the work of the project takes place
The Completion Phase
This is when the product is delivered to the customer & project resources are redeployed and the project is reviewed
Project Phases
Proponent phase: this is where we test the feasibility of our project idea
Project start up
Identify sponsor, customer(s), end users,Core team members, customer needs andExpectations, project constraints and risks,Quality items
Statement ofrequirements
Meeting agendaConduct projectKick-off meeting
Data for projectBrief & specification
Project organisationchart
Set up project file and log book
So far we have prepared our business case and scoping document
Project definition
Identify stakeholders
Derive project brief
Identify risks
Rank all risks
Agree action for risks
Implement action plans
Prepare action plan for risks
Prepare for project approval
Project definition approval
Stakeholder list
Project brief
Scope of workstatement
Project risk log
Action plans
Risk managementforms
Project Phases
Approval phase process flow diagram
Collect relevant specifications,standards
Our next task is to move on and complete the various plans that form the project management plan and to generate appropriate evidence to claim recognition!
Project Scope
• As a manager you will be responsible for – Regular scope monitoring– Refining scope and managing changes to scope– Implementing a change order process– Reporting to higher authorities any changes
required and/or made
What is included in the scope document?
• Stakeholder identification and analysis • Stakeholder goals and objectives• Outline of the funding body or sponsor’s responsibilities• A broad outline of the work to be performed• Estimated budgets and timeframes• An overview of any technical issues, environmental aspects, legal
obligations and organisational issues• Project objectives• Details of the team, qualifications and experience• Identifies any relationships between other projects• Highlights benefits to the organisation• Identifies risk factors• Includes any relevant facts needed for the project
PROJECT SCOPING
http://www.projectmagazine.com/jan02/scope4.html
YES
YES
NO
NO
Modify theplan
Evaluate
impact
Prepare changeorder
Issuesregister
Typical change control process flow chart
Reviewrequest
Does itimpact plan?
Changeorderapproved
Make thechange
Not agoodidea
Identify need forchange
Project Scope
• View the change order form in your learner’s guide
• Have you implemented a change process in your project?– You will need a formal process in place to enable you
to provide evidence for the Scope unit for the Cert IV as well as your scope document and business case
Issues Register
• Make sure all project issues are recorded in the issues register– Why?
• Examine the Issues Register in your LG. This is also required as evidence for your Cert IV, Scope unit
Project Time
• Project time management consists of eight activities that are preceded by a planning effort that has been reflected in the scope document– View next slide (p17 LG) to see a structured
framework for activities dealing with project time management and highlights the relationship between time management activities and project phases
Time Management Planning
Project scope statement outlines processes, tools and techniques to develop, monitor and control schedule
Proponent Phase
Activity Definition
•
Activity list
•
Milestone list
•
Decomposition
•
Work breakdown structure
Activity Sequencing
•
PERT
Critical path analysis
•• Network analysis
Activity Resource Estimation
•
Human resources
•
Material resources
• Quality availability, type
•
Resource calendar
Activity Duration Estimation
•
Most likely
•
Best Case
•
Worst Case
Schedule Development
•
Analyse sequence, duration, resources and constraints
Schedule Implementation
Approval Phase (planning and development)
Implementation Phase
Review Project Time Management techniques Completion phase
Project Time Management
Time management activities and project phases
Project Time
• Some of the tools we used to manage time included:– PERT diagram – (program evaluation review
technique)– A Work Breakdown Structure – Gantt chart – following slide
The Network Diagram
A
B
C
D
E
F
I
HG
J FinishStart
Activity Duration
Task A takes8 days
Task B takes4 days
Developing a PERT diagram:
• List the steps required to finish the project
• Estimate the time to complete each step
• Then draw a network of relationships among the steps
Project Time management
Gantt chart
Task ID Task Name 1/1/05 8/1/05 15/1/05
M T W T F S S M T W T F S S M T W T F S S
1 Task A
2 Task B
3 Task C
4 Task D
•A useful tool in developing a project’s schedule is to construct a graphical representation of the work activities to be carried out.
•The Gantt chart shows the sequencing of tasks, predecessor relationships and expected durations
Revision activity• Create a WBS for planning a holiday to
Phuket through to departure – using the table in your learner’s guide
• Some potential costs to consider– Limousine service to airport $90 per person each
way– 8 day package deal is $1549 per person
• What are your key milestones for this project?
Revision activity• If time allows draw a network diagram and
Gantt chart
Project Cost• Project Cost Management includes project processes for
planning, estimating, budgeting and controlling costs to enable the project to be completed within an approved budget.– You will need to develop budgets for your project to evidence
this unit
Project Costs
• What project and organisational documentation will you need to estimate project costs?
Project Costs
• Your answer might include:– Description of all project activities– Work breakdown structure with detailed
resource requirements– Rates or costs of resources– Task duration estimates– Any relevant historical data– Chart of account
Project Costs
• Examine the Budget proforma in the Learner’s Guide
PROJECT RISK MANAGEMENT Risk management and project phases
Establish the context
Identify risks
Analyse risks
Evaluate risks
Treat risks Com
mun
icat
ion
and
Con
sulta
tion
Mon
itor
and
Rev
iew
Ris
k as
sess
men
t
Proponent
Phase
Approval
Phase
Review risk management activities
Implementation
Phase
Completion
Phase
Risk Management Planning• The risk management plan describes how risk
management will be structured and performed– Methodology – the approaches, tools and data
sources– Roles and responsibilities– Budgeting – assigns resources for risk
management activities– Timing– Risk categories
Project Risk Management• Before you can identify risks the critical success factors of a project need to
be identified
– Critical success factors are factors that must be completed for the project’s objectives to be realised.
– If you were building a garden shed the critical success factors might be
• The cost should be under $1000
• It should be constructed within one weekend
• It should compliment the garden
• Examine the Risk Management Plan in your Learner’s Guide
Project Risk Management
• What else could go wrong?
Project Quality Management
• Quality Management aims to “get it right” for the key stakeholders and customer at all stages of the project– No standard definition for quality– Quality means different things to different people– The standard acceptable will vary from project to project
• Consider your requirements for a new kitchen – what is a quality kitchen to you? List your answers in your workbook and compare to the person next to you.
• What does this say about quality?
Every project should have a quality plan but in reality very few do
• From discussions held with project managers there appears to be two common reasons– It was too complicated to do a plan – They were overwhelmed by the jargon of quality in
relation to compliance with standards, metrics and a range of acronyms that left them confused
– Do you agree?
So what is quality?• So what is quality? There are numerous
definitions of quality: – "Quality is fitness for use" - J.M. Juran– "[Quality is] meeting or exceeding customer
expectations at a cost that represents a value to them." - H. James Harrington
– "Quality should be defined as surpassing customer needs and expectations throughout the life of the product." - Howard Gitlow and Shelley Gitlow
Quality Management Plan
• View plan in the learner’s guide
• Start by developing success criteria for your project
Project Quality Management
• For more information on how to “Develop a Quality Management Plan:
• Visit http://www.managingprocurement.commerce.nsw.gov.au/nsw_government_guidelines/qms_guidelines_appendix_d.pdf
• Visit http://www.egovernment.tas.gov.au/__data/assets/dpac_file_desc/13492/pman-reso-open-tgpmg-6.0-quality.pdf
What was covered today?
• Evidence requirements for: – Project Scope– Project Time– Project Cost– Project Risk– Project Quality