NCV 3 Project Management Hands-On Support Slide Show - Module 5

Project Management 3

Project Management 3 1Future Managers

Module 5: Develop a project plan for a simple project

Project Management 3 Future Managers 2

Module 5: Develop a project plan for a simple project

• After completing this module, you will be able to:– Develop a project plan for a simple project– Demonstrate an understanding of the use of project

management and tools– Participate in the costing & budgeting of a small

project– Provide project templates to team members– Use a paper based and/or electronic filing system

for a project.


1. Develop a project plan for a simple project

• After completing this outcome, you will be able to:– Assess components of a given project plan

– Collect and organise information relating to the individual project/sub-project

– Develop a project plan for a simple project


1. Develop a project plan for a simple project

• Why do we plan?– A project plan is a roadmap for the project, it help to guide

the work from start to finish– It serves as a tool for communication with both stakeholders

and the project team – We need to plan in terms of resources required– Planning, not only establishes what is to be done but also

“smoothes the way to make it happen”– Planning encourages participation, from all the role players

involved in the project– Planning leads to prompt action– Planning solves problems before they can influence the

project and its outcome– Planning formulates decisions based on consensus– Planning avoids costly changes


1.1 Assessment of the components of a project plan

• Developing a solid project plan– Record assumptions made during project

planning

– Direct project execution and control

– Provide instructions for documenting what decisions were made and why they were made

– Specify dates for management reviews

– Define standards against which project and team members’ performance are measured


1.2 Information on the planning of a project

• Network planning• Time analysis • Resource analysis • Cost analysis• Multiple schedules • Progress reports • Key events • Deadlines and activity logic


1.3 Development of a project plan

• What should be included in a project plan?– Documents used during project planning, such as the

scope statement, work breakdown structure, and cost estimates

– The project charter– Scope, risk, communication, procurement, and schedule

management plan– Responsibility assignments– Schedule dates and milestones– Major risks, constraints, and assumptions and how

each will be handled– Pending issues and decisions– Design and other specifications.



• A good project plan:– Directs how, when, and by whom all project

activities should be completed

– Instructs ways to document what decisions are made and why they are made

– Specifies dates for management reviews

– Defines standards against which the project and team members’ performance is measured



• Additional actions that must be performed– Define the project’s quality standards and develop

a quality management plan– Assign roles and responsibilities, which include

developing a staff management plan and acquiring staff for the project team

– Develop a communication system, which includes creating a communications management plan that will make sure information is distributed to the right people at the right times in an appropriate format



• Additional actions that must be performed– Identify and evaluate the seriousness of potential

project risks– Develop responses to the potential risks, which

include compiling a risk management plan– Decide which resources must be produced from

outside the project’s parent organisation and which includes developing a procurement management plan

– Determine and define resource requirements, such as what level of quality is expected from contracted work



The project plan


costs & constraints

statement of work (SOW)

WBS

network diagram

schedule & timeline

budget

budget

Skills by taskResources by taskTime per task

Task relationships

The project plan (large project)• Summary of the project (or project overview) • Project objectives• Project charter• Project assumptions and risks• Project milestones• Work breakdown structure (WBS)• Network diagram• Resource details

– Human resources– Equipment– Materials and supplies

• Budget details• Project organisation• Operating procedures• Assessment and review standards• Contact points and information sources• Project approvalProject Management 3 Future Managers 14

The project plan (large project)• Summary of the project (or project

overview)

• Project objectives

• Project charter

• Project assumptions and risks

• Project milestones

• Work breakdown structure (WBS)

• Network diagram


The project plan (large project)

• Resource details– Human resources– Equipment– Materials and supplies

• Budget details• Project organisation• Operating procedures• Assessment and review standards• Contact points and information sources• Project approval


Project plan• What is the right level of planning?• What are the consequences of not having your

project reviewed by qualified individuals?– It is more difficult to identify errors in the logic of a

network diagram or WBS– You might identify missing activities or incomplete

activities– You might not have all the information you need to

create an accurate schedule or budget– It is often difficult to see your plan objectively when you

do it yourself. When other people review it, they should be able to understand what you are doing, when you are doing it and what it will cost

– People might feel left out and you’ve missed a great opportunity to build support for the project with others


Practical 6


• This sixth practical of our project will focus on the project plan.

• We will do the project plan in table form (page 120) – the elements of the plan will be typed in, and your task is to give a description next to the plan-element explaining what is to happen there.

Project plan: building of house


Project plan element Description of what will happen

1. Summary of the project

2. Project objectives

3. Project charter

4. Project assumptions and risks

5. Project milestones

6. Work Breakdown Structure

7. Network diagram

8. Resource details

9. Budget details

10. Project organisation

11. Operating procedures

12. Assessment and review

13. Contact points and information sources

14. Project approval



Project plan element Description of what will happen

1. Summary of the project What the project is about and what it is what we want to achieve

2. Project objectives What is the goal/objective of the project

3. Project charter Authorize a project, formally recognize a project is in progress

4. Project assumptions and risks Assumptions is conditions that must fall in place as planned; it can influence cost, time – a degree of risk involved

5. Project milestones An achievement during the project, e.g. complete stage 1 on time and within the budget – serve as a motivator



6. Work Breakdown Structure Break the project into pieces (deliverables); activities and sub-activities – cover every little part of the project

7. Network diagram Illustrate activity relationship; sequence of activities; interrelationship of activities and activities taken place simultaneously

8. Resource details Resources required to make a success of the project: labour; material; equipment

9. Budget details Budget available to project – had to complete project within the budget

10. Project organisation A purely project organization structure shows who report to whom and levels of authority



11. Operating procedures Process to be followed; work according to network diagram and Gantt chart

12. Assessment and review Measure project progress and conduct regular assessments – after completion of a project stage

13. Contact points and information sources If information required – sources available, normally responsibility of project office – support role

14. Project approval Project complete; quality audit been done and project ready to hand-over to client or customer

2. Demonstrate an understanding of the use of project management tools and

techniques

• After completing this outcome, you will be able to:– Apply a range of tools and techniques of project

management to support documentation of the project plan

– Identify corrective steps where tools and techniques usage may occur in the project

– Apply corrective measures to tools and techniques used for the project


2.1 Apply a range of tools and techniques of project management to support documentation

of the project plan

• Project planning methodology

• Stakeholder skills and knowledge– On a construction project

– On a project where staffing is defined in advance

• Project management information systems (PMIS)

• Earned value management (EVM)


2.2 Tools and techniques as the foundation of project planning

• A written scope statement• A work breakdown structure• Clearly defined activities• Activity duration estimates• A developed schedule• Activity assignments• Determined resource needs• An estimated project cost• A developed budget


3. The costing and budgeting of a small project

• After completing this outcome, you will be able to:– Prepare a work element and cost budget for the

project

– Balance budget figures in accordance with standard accounting practices


Activity 1 – Project plan tools


• Now that you have completed a project plan, make a list of project tools (Module 2 may help you) which you can use successfully when you start implementing the plan.

3.1 Prepare work element and cost budget for the project


Project: Electrical Re-wiring and Renovation of house

Project Manager: Simon Shaw

Items Quantity Price per unit Cost

1. Electrical wire 25m 5.00 p/m R125 00

2. Plugs 10 R120.00 1200 00

3. Symphony bath 1 R1 500.00 1500 00

4. Toilet set 1 R850.00 850 00

5. Shower mixer tab 1 R265.00 265 00

6. Bath and basin taps 3 R135.00 405 00

Total 17 4345 00


Project: Electrical re-wiring and renovation of house Project manager: Simon Shaw

Items Costs

1. Direct costs:1. Salaries for project manager; project planner; project engineers2. Expenses – Sub contractors fee

2. Indirect costs – marketing, training, insurance, depreciation

3. Time related costs1. Rent per day2. Running costs3. Overtime work4. Contract labour

4. Labour costs

5. Material & Equipment costs

6. Transport costs

7. Project team costs

Total budget

Practical 7


• The seventh practical on our project is to do:– A budget for the entire project – it will be a

combination of the information of practical 5 and activity 4.5 of module 4

– In this practical, you and your facilitator can work as a team to do the budget


4. Provide project templates to team members

• After completing this outcome, you will be able to: – Contribute to the monitoring and controlling of

cost budget performance of the project by maintaining records and communication

– Identify deviations from budget, record and communicate

– Identify and communicate corrective actions for deviations to budget

– Prepare templates to be used for administration work


4.1 Template for administration work


Project: Electrical re-wiring and renovation of house

Project manager: Simon Shaw

Attention: All the relevant stakeholdersReport on budget changes

The cost of labour (at a rate of R60.00 per day) has increased by 10%, because of a change in labour legislation made by Government.

According to our original budget, we budgeted for labour costs to the amount of R5 000.00 and the change means that labour costs will escalate by R 500.00.

The labour costs will now total the amount of R 5 500.00 and we request the parent organisation to add an additional R 500.00 to the budget to assure that the project team can complete the project.

Signed: Project Manager

Date:

5. Use a paper and / or electronic filing system for a project

• After completing this outcome, you will be able to:– Use a paper based and / or electronic filing

system for a project


5. Use a paper and/or electronic filing system for a project

• The filing of the project forms part of the close out phase of the project

• Close out occurs when we hand over the completed project and the customer accepts it

• After all payments are made, the project manager can write the final report and send it to all stakeholders

• Once the close-out report has been completed, the project can be filed


Date post:	14-Sep-2014
Category:	Education
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NCV 3 Project Management Hands-On Support Slide Show - Module 5

Education