Project Management Tools

United Nations Economic Commission for EuropeStatistical Division

Project Management Tools

Workshop on Gender Statistics Training Programmes

Geneva, 9-10 October 2008

Elisa Benes- UNECE Statistical Division Slide 2

Objectives

What makes a project

Key components of a project

Some useful management tools

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Project Management

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proj·ect (noun) 1: a specific plan or design 2: a planned undertaking

man·age·ment (noun) 1 : the act or art of managing: the conducting or supervising of something2 : judicious use of means to accomplish an end

man·age (verb) 1: to handle or direct with a degree of skill2: to work upon or try to alter for a purpose 3: to achieve one's purpose


Project characteristics

Beginning and End Agreed, well defined outputs and outcomes Balance between time, cost and quality Interrelated tasks grouped into phases Temporary, often multidisciplinary project team

brought together for the project Might entail involvement of people from other

units or organizations

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Project components

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Programme

Project 1 Project 2 Project 3

Component 1

Subcomponent


Projects in Gender Statistics:Types of Projects

Survey

Data collection

Database development

Consultations

Trainings

workshopMeetings

Press-releases

Publication


Projects in Gender Statistics:Areas of work

Most common areas of work

0 5 10 15 20 25

Violence againstWomen

Key gender conceptsand principles

Gender Indicators

Employment fromGender Perspective

Number of countries


Projects in Gender Statistics:Some innovative topics

Database on Arab Women and Technology

Mapping Women’s Empowerment

Workshop to Assess the Economic Contribution of Women and the Factors Affecting Contribution

Research on Reconciliation of Professional and Family Life


Project Management Cycle

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I. Concept Phase

III. Implementation Phase

II. Development PhaseIV. Evaluation Phase

Concept Phase

Project Identification

Scoping the Project

Assemble the Project Team

Stakeholder Identificationand Analysis

Project Finance

Risk Management

The Project Document

Option Appraisal

I

III

IIIV


Option appraisal Is there an identified need for this project?

-Look for good entry points

What is the main objective of this project?

What are the specific benefits of the project?

Are there potential conflicts between this project and other current projects?

Will the project receive the support it requires?

If it is successful-will the benefits be measurable?

Do we have (even rough/estimated) delivery dates and a budget for it?

What are the risks for failure?

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Scoping the Project

Gives clarity of the boundaries, objectives and success criteria of the project

Consultation with relevant stakeholders upfront

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Objectives

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Impacts

Outcome

Outputs

Activities / Tasks

Means

High level objectives to which the project contributes

The project’s central objective

The products of undertaken activities

Tasks executed as part of the project to produce the project’s outputs


Project Team

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•Project Manager

•Project Board/Steering Group Members

•Team Members


Stakeholders

Individual/s, groups, institutions or firms that may have a relationship with the project

They may – directly or indirectly, positively or negatively – affect or be affected by the process and the outcomes of the project


Relevant Stakeholders

Beneficiaries (impact level)

Benefit from the implementation of the project

Target group/s (outcome level)

Group/entity who will be immediately and positively affected by the project

Project Partners (output level)

Those who help to implement the project


Target groups

UN agencies

Research Institutions

Mass MediaNGOs

General Public

Statisticians (Professional

Users)

Ministries and government

agencies

Target groups


Tool: Stakeholder Analysis

Who should contributeWho is the target group?Who are the beneficiaries?Who are the project partners?

Where assets and barriers might be Who might have a positive/negative impact on the

project?

Actions to be taken before detailed planningManage expectations


Tool: Stakeholder Analysis -Identifying assets and risks

Stakeholder Support

Totallysupportive

Strongly Against

NeutralModeratelysupportive

Moderately Against

X QZAY


Tool: Stakeholder Analysis -Managing expectations

StakeholderTheir interest / requirement

What the project needs

from them

Perceived assets / risks

Actions to take


Milestones

Important, clearly defined events in the course of a project

• End of a task• Decision taken• End of a project phase

Represent the project progress Should take place on a specific date Crucial to the success of the project


Tool: Milestone Chart

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Tool: Milestone Report

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Tool: Project definition formProject Name:

Project Goals and Deliverables:(what is the project designed to produce and to achieve?)

Scope:

Constraints:(What‘s out of scope?)

Team/ Resource roles:(Who does what?)

Project Risk Assessment:(Which ones have we anticipated?)

Project Milestones:(What needs to happen when?Include project review dates in this section)

Achievement Measurement:(How will we know if we‘ve succeeded?)


Tool: Checklist

What is the rationale for the project?

Are the project objectives clear and unambiguous?

What actions need to be done?

When are those actions going to be done?

Who is going to do them?

What resources are required?

What is not going to be done?

Are outputs and outcome measurable?

If so what measures should be used?

Is everything feasible and realistic?

Documents

Project Management Tools