Introduction to Project

Management
Colin Turnbull
Head of Project Services
Agenda
 Introductions
 Who you are

 Who I am

 Session 1 - The make up of a project

 Coffee – 2:30
 Session 2 - The running of a project
 Round up
 Finish – 4:30
Who you are

 Describe who you are

 What you do
 What you want from this session
 Who am I
What will be covered

 What is a project
 The running of a project
 What do you think a project is
What is a project ?

 Something with a beginning,

middle and end.
 Something that has a clear
objective and somebody
responsible for it.
 Something that can be
measured and achieved.
Make up of a project

 The Brief - PID

 The Players – Project team
 The Timescales - Milestones
 The Budget - Costs
The Brief
 A statement of intent that defines what is going to
be delivered. This must as a clear definition so that
when the project is delivered it can be measured as
successful or not.

 The brief must have

 What you are going to do

 Why you are going to do it

 What alternatives are there in not doing it

 Template example
The Project Team

 Who are the stakeholders

 Who is the sponsor
 Who is the project manager
 Who are the resources

 Define a stakeholder map

Stakeholder Map
Stakeholder Plan – Project XXX
Stakeholder Position/ Title Department/ Primary Rel. Interests
Organisation Manager

Ernie Campbell Director Central AHS Bill Smith • Owner of the process
• Ensure that total IT spend within area is managed effectively

• Sponsor and champion of IT governance process

Helen Burke ADG Head Office Bill Smith • Provide direction and make business decisions relating to IT Spend
Exercise & coffee

 Split into two groups

 Decide on a small project – fact
or fictional
 Outputs required are
 A Brief
 A Stakeholder Map

 15 mins.
 Project feedback
 Session Two – Running a Project
Steps to Running a Successful Project

 Planning
 Execution
 Feedback
 Delivery
 Closure
Work Break Down - Planning
 Start with the big tasks
 Breakdown into manageable tasks
 5 to 10 days tasks
 Assign task owners to these tasks
 Assign deadlines to these tasks
 Re-plan conflict of resources

 Gantt Chart or Stage Plan

Stage Plan or Gantt Chart

 Stage Plan
 Simple but can be hard to follow

 Gantt Chart
 Graphical but can be resource
hungry to manage
Running a Project - Execution

 Ensure resources understand

their job
 Tell resources when they are to
start and when they are due to
finish
 Control the project
 Report to stakeholders
Controlling the Project - Feedback

 Measurement of tasks vs. time

 Talk to your resources
 Don’t suffer from the ‘It’s fine’
syndrome
 Re-plan slippage and scope
creep.
 Always work to the Golden
Triangle
The Golden Triangle

Time

Deliverables Resources
What happens when the triangle changes
How to control the triangle

 Risk management
 Identify the risk and what can be
done to minimise the affect
 Task management
 Ensure constant communication
with the resources.
 Time management
 Estimate the task and monitor the
actuals vs. the estimates.
Group Exercise

 Take your project and now

produce a Gantt chart or stage
plan that maps out the project.
 Identify task, resources and
milestone.
 Identify risks

 15 mins
 Project feedback
Deliver the Project – Delivery

 Ensure that what is delivered is

what was expected.
 Tell the stakeholder when you
intend to deliver it and that you
have delivered it.
 Once delivered do not do any
more work on the project –
scope creep.
Review to Project – Closure

 Project closure is key to a

successful project
 Identify what went well, what
went wrong and lessons to learn
Conclusion

 Successful project management

is achieved by
 Clear brief
 Identification of stakeholders

 Managing the milestones

 Communication

 Avoiding scope creep

Conclusion – what to take away

 Keep it simple
 Identify stakeholders
 Agree what the scope is and
stick to it
 Break work into manageable
tasks
 Control the golden triangle
 Be proactive not reactive
Tools

 Project Website
 Small scale project documents
 JISC Infonet
 Thank you