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