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Monthly Learning ReviewProject Management
2©Rothwell Douglas Ltd. 2016
Project management is essentially aimed at producing an end product that will effect some change for the benefit of the organisation that instigated the project.
• produce something new or altered, tangible or intangible;• have a finite timespan: a definite start and end;• are likely to be complex in terms of work or groups
involved;• require the management of change;• require the management of risks.
Why do we need project management?
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1. Specification2. Time management3. Manage client
expectations4. Projected start and end
date5. Technicalities6. Budget and profit
manageability7. Delegation
The important factors for Project Management
4©Rothwell Douglas Ltd. 2017
PM- Current Challenges
Inability to achieve on time, within the budget
and quality of the deliverables due to
unrealistic deadlines and/or lack of control
Resource conflicts- organisations rarely have sufficient resources to staff all projects concurrently. As
such, projects compete against each other for resources, and people are often assigned to several projects at the same time. Those with special expertise of scarce skills may be in
high demand.
Misalignment between projects and their
business objectives- Projects drift and business
objectives change and evolve. Without redirection,
projects and deliverables end up failing to meet
expectations
Late or delayed projects- delays reaping
business benefits and disrupting the long-term
return on investment.
Dependency conflict- most projects are interrelated; sharing people, equipment, resources and deliverables. These dependencies mean that a single project delay has a significant ripple effect on related projects, disrupting schedules, causing resource conflicts etc.
Little/no project communications-
lack of buy-in due to project managers/team members not providing enough information to enough people, along with
the lack of an infrastructure or culture for good communication.
No accountability- Failure to continuously
monitor and communicate project milestones in real
time, and budget performance, dilutes
project accountability and responsibility
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The 5 stages of project management
Initiation
Planning
ImplementationReview
Closure
Taken together, these phases represent the path a project takes from the beginning to its end and are generally referred to as the project “life cycle.”
PROJECT MANAGEMENT
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PHASE 1 - Initiation Phase• The project objective or need is identified; this can be a business problem or
opportunity. An appropriate response to the need is documented in a business case with recommended solution options. A feasibility study is conducted to investigate whether each option addresses the project objective and a final recommended solution is determined. Issues of feasibility (“can we do the project?”) and justification (“should we do the project?”) are addressed.
• Once the recommended solution is approved, a project is initiated to deliver the approved solution and a project manager is appointed.
• The major deliverables and the participating work groups are identified, and the project team begins to take shape. Approval is then sought by the project manager to move onto the detailed planning phase.
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Project managers need to be very good communicators
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PHASE 2 -PlanningThis is where the project solution is further developed in as much detail as possible and the steps necessary to meet the project’s objective are planned
The team need to identify: A quality plan – including all of the work that needs be done The clients criteria scope management - the project’s tasks and resource requirements are identified A project plan - outlining the activities, tasks, dependencies, and timeframes The project manager coordinates the preparation of a project budget by providing cost estimates for the labour,
equipment, and materials costs. The budget is used to monitor and control cost expenditures during project implementation
Once the project team has identified the work, prepared the schedule, and estimated the costs, the three fundamental components of the planning process are complete.
Threats & Risks - Risk management – identify the “high-threat” potential problems - Actions to be taken to reduce the probability that the problem will occur or to reduce the impact on the project if it does
occur- to identify all project stakeholders and establish a communication plan describing the information needed and the
delivery method to be used to keep the stakeholders informed.
9©Rothwell Douglas Ltd. 2016
PHASE 3 - Implementation (Execution)
Status reports should always emphasize the anticipated end point in terms of: • Cost• Schedule • Quality of deliverables Each project deliverable produced should be reviewed for quality and measured against the acceptance criteria.
• Maintaining control and communication during implementation• Monitor progress and make appropriate adjustments where necessary• Have regular team meetings to ensure the project is going in the intended direction• Highlight & record the modification plans that have taken place from the original project plan• Communicate with key stakeholders regarding the progress and status of the project
The project manager uses this information to maintain control over the direction of the project by comparing the progress reports with the project plan to measure the performance of the project activities and take corrective action as needed.
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©Rothwell Douglas Ltd. 2016
Objectives & Goals
• Specific – A detailed solution• Measurable – the beginning and end of the project, how will you measure your
success or failures?• Attainable – the project constraints & risk management • Relevant - identifying all the Stakeholders needs • Time Based – delivering the deadlines
C.L.E.A.R. Goals – A newer method for setting goals that takes into consideration the environment of today’s fast-paced businesses.Collaborative – The goal should encourage employees to work together.Limited – They should be limited in scope and time to keep it manageable.Emotional – Goals should tap into the passion of employees and be something they can form an emotional connection to. This can optimize the quality of work.Appreciable – Break larger goals into smaller tasks that can be quickly achieved.Refinable – As new situations arise, be flexible and refine goals as needed.
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©Rothwell Douglas Ltd. 2016
Project Aims Aligned with the People and New Ways of working
Organisational level change
Projects
System Wide front line change Projects
ProgrammeInitiation
ProgrammeSuccess
Review Learning
ReviewLearning
Transformation
Don’t lose sight of the people & the culture
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©Rothwell Douglas Ltd. 2016
Phase 4 and 5 – Review and Closure
• The project closure & review phase is where the organisation implements the change into business as usual and determines that the intended benefits of the project have been met. Identified improvements to the PMM process, benefits realisation or project outputs are captured in a lesson learned log for future projects.
• After project tasks are completed and the client has approved the outcome, an evaluation is necessary to highlight project success and/or learn from project history.
• Projects and project management processes vary from industry to industry; however, these are more traditional elements of a project. The overarching goal is typically to offer a product, change a process or to solve a problem in order to benefit the organization.
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©Rothwell Douglas Ltd. 2015
Transforming the Experience of Work…Releasing Potential in People
Empowering Effective Teams
Driving Innovation in Organisations
Connecting Expertise across Systems