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Definitions
Purpose of projects
Project management
Stakeholders
Project life cycle Planning tools & techniques
Post-implementation review
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What is a project?
...a managed collection of activities to
bring about a desired change(CCTA, 1997)
...a temporary endeavour undertaken
to create a unique product or service
(PMBoK, 1996)
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Why do we have projects?
solve a particular problem
exploit a new opportunity
part of the requirements of your degree
demonstrate theory in a practical example
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Stakeholder analysis
Astakeholderin a project is a personor organisation who:
is involved with...
is affected by...
can affect the outcome of...the project
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Project life cycle
Four phase life cycle
...there are other models in use
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Project life cycle
Four basic phases
conceptualisation
definition/plan
execution/implementation
finishing/completion
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Why plan?
Planning has its own costs
Benefits must outweigh costs Good planning will benefit the project
Bad planning can add to the cost offailure
Don't over-plan allow flexibility too detailed may be impossible to achieve
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If we fail toplan
weplanto fail!
1212
Why plan?
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What STEEPLE factorscan youidentify for your final year project?
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Clear project objectives are vitalto planning
Allow successof the project to be evaluated
Enableprioritiesto be set
Enable conflictsto be resolved
Provide direction and motivation
Published so key stakeholders are aware of them
Must be SMART
Enable evaluationat the end
o ... did you meet the objectives? ...if not, why not?
Objectives
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Objectives
= Specific and written down
= Time-framed
= Agreed, Aligned, Achievable
= Measurable
= Realistic, Relevant
S
MA
RT
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SMART Objectives
Increase UK sales volume of ring binders by 5% by 30 June 2013
Example:
the objective is:
specific and written down
measurableincrease UK sales volume of ring binders by 5%
achievableby the staff concerned, agreedby those involved,
alignedto the requirements of the organisation
relevantto organisations sales targets, realisticin terms of
outlets
time-framedby 30 June 2013
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What SMART objectivescan youidentify for your final year project?
At the end of the project report, reflecton how well SMART objectives have
been met
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2222
Work Breakdown Structure
work packagescould include:
Analyse existing system
Design and develop new system
Test new system
Implement new system
Evaluate new system Analyse & interpret results
Write project report
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Work Breakdown Structure
taskscould include: identify key staff in client organisation
set questions for questionnaire
dummy run of questionnaire
draft chapters for project report
prepare slides for presentation
amend questions for questionnaire
issue questionnaire
analyse data from questionnaire
write report
have report proof read
submit report
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Work Breakdown Structuremust match Gantt chart
Project Breakdown: complete structure
Task 1.1.1
Task 1.1.2
Task 1.1.3
Task 1.1.4
Activity 1.1
Task 1.2.1
Task 1.2.2
Task 1.2.3
Activity 1.2
Task 1.3.1
Task 1.3.2
Activity 1.3
WP 1 WP 2 WP 3
Task 4.1.1Task 4.1.2
Task 4.1.3
Activity 4.1
Task 4.2.1Task 4.2.2
Task 4.2.3
Task 4.2.4
Task 4.2.5
Activity 4.2
WP 4
Complete Project
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Resources
Human you
your supervisor
your client
your end-users...
Other Equipment
Tools
Office space
Information
Raw materials
and so on ...
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Milestones
Milestones
significant eventsin the project plan
normally correspond to key deliverables interim report to project supervisor
interim presentation on project progress
final presentation
submission of project report
milestones and dates are agreed with key
stakeholders at the baseline plan stage
milestones often become fixed
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What milestonescan you identify foryour final year project?
Final submission of project?
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Gantt chartsmust match WBS
ID Task Name Duration
1 Task 1 3 days
2 Task 2 2 days
3 Task 3 5 days
4 Task 4 3 days
5 Task 5 6 days
6 Task 6 3 days
7 Task 7 4 days
8 Task 8 1 day
T F S S M T W T F S S M T W T F
12 Mar '00 19 Mar '00
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Gantt charts
Gantt charts show tasks/activities against time
Tasks could include:
request Jones paper from library
request Smith paper from author
review paper by Jones
review paper by Smith interview subjects
set questions for questionnaire
issue questionnaire
analyse data from questionnaire
write report
have report proof read
submit report
cite references
build references section
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Gantt charts
Time line:
week1
week2
week3
week4
week5
week6
week7
week8
week9
Week10
Week11
week12
Activities:
Request Jones paper
Request Smith paper
Review Jones paper
review Smith paper
Interview subjects
set q's for questionnaire
issue questionnaire
Analyse data from q'naire
have report proof read
Write report
Cite references
Build References section
Submit report
Can set questions while requesting and reviewing papers
Might not need two full weeks
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Gantt charts
Time line:
week1
week2
week3
week4
week5
week6
week7
week8
week9
Week10
Week11
week12
Activities:
Request Jones paper
Request Smith paper
Review Jones paper
review Smith paper
Interview subjects
set q's for questionnaire
issue questionnaire
Analyse data from q'naire
have report proof read
Write report
Cite references
Build References section
Submit report
Might be able to start this taskearly
...and finish early
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Gantt charts
Time line:
week1
week2
week3
week4
week5
week6
week7
week8
week9
Week10
Week11
week12
Activities:
Request Jones paper
Request Smith paper
Review Jones paper
review Smith paper
Interview subjects
set q's for questionnaire
issue questionnaire
Analyse data from q'naire
have report proof read
Write report
Cite references
Build References section
Submit report
Might not haveto start this task straight away
Might want to delaywhile doing other things
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Gantt charts
Time line:
week1
week2
week3
week4
week5
week6
week7
week8
week9
Week10
Week11
week12
Activities:
Request Jones paper
Request Smith paper
Review Jones paper
review Smith paper
Interview subjects
set q's for questionnaire
issue questionnaire
Analyse data from q'naire
have report proof read
Write report
Cite references
Build References section
Submit report
Analyse data before interviewing subjects
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Gantt charts
Time line:
week1
week2
week3
week4
week5
week6
week7
week8
week9
Week10
Week11
week12
Activities:
Request Jones paper
Request Smith paper
Review Jones paper
review Smith paper
Interview subjects
set q's for questionnaire
issue questionnaire
Analyse data from q'naire
have report proof read
Write report
Cite references
Build References section
Submit report
Interview subjects before writing report
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4141
Gantt charts
Time line:
week1
week2
week3
week4
week5
week6
week7
week8
week9
Week10
Week11
week12
Activities:
Request Jones paper
Request Smith paper
Review Jones paper
review Smith paper
Interview subjects
set q's for questionnaire
issue questionnaire
Analyse data from q'naire
have report proof read
Write report
Cite references
Build References section
Submit report
Have report proof read before submission
i k
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Risk Management:Analyse and Assign Risks
Identify: What are the potential risks?
Assess: What is the impactof each risk?
What is the likelihoodof the risk occurring?
How can the risk bepreventedor identified early?
What needs to be doneif the risk does occur?
Allocate: To whom can I assignthe risk?
this will be you!
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What riskscan you identify in your planfor your final year project?
What couldpossiblygo wrong?
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What resourcescan you identify foryour final year project?
How will tasks be balanced withactivities on other modules?
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Network diagrams
Powerful tools to represent and optimisecomplex schedules
Not as intuitive as Gantt charts Planning rather management reporting tool
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Critical path methodMust match Gantt chart and WBS
10
0,0
20
2,2
50
7,970
12,12
80
15,15
30
6,7
40
8,9
60
5,5
A
2
B
4
D
3
C
5
E
2 F
3G
3
H
7
I
3
EETLET
Critical path
The longest path
through the network isthe shortesttimethe project can take
The critical path is the path withzero float; anydelay will mean
the whole projectwill be late
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Post-implementation review (PIR)
Includes:
identification offaults & suggested enhancements
agreement on what needs to go in a future release
success of project in terms ofbudget / timescale
success of system in meeting objectives
development practicesthat worked well or badly
Chaffey (2003)
Can you identify further workrelated to your project?
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How PIR helps future projects
Learn from what has been done:
avoid failure in the future
employ techniques found to be useful
reinforcegood practice
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Conclusion
Project life cycle
basic framework for any project
going on holiday
organising an event
final year project
Planning tools & techniques
useful methods to help you plan what you are going to do
what you have done so far
what there is left to do
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Further reading
Bentley C (1997) PRINCE 2: A Practical Handbook Oxford:Butterworth-Heinemann
Brooks F. (1995) The Mythical Man-Month (Anniversary Edition),
Harlow: Addison-Wesley Burke R (2003). Project Management: Planning and Control
Techniques, Chichester: Wiley
Central Computer & Telecommunications Agency (1997) PRINCE2: An Outline, London: The Stationery Office
Field M & Keller L (1998) Project Management, Oxford:International Thomson Business Press