Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 1 of 21
PowerPoint presentationBe able to support the delivery of a project
Unit 344 (M&L 23): Participate in a project
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 2 of 21
Today’s objectives
• Recap on previous session
• Understand your role in accordance with a project plan
• Collect project-related information in accordance with project plans
• Use appropriate tools to analyse project information
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 3 of 21
Roles within a project team
Every role within a project team is important to its success, so it is
necessary that individuals are clear on their project roles and
responsibilities and ensure that any work undertaken as part of this is
delivered within scope, on time and within budget.
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 4 of 21
Roles within a project team
Core members
Will be with the project from
beginning to end and normally have a broad range of
skills which will be applicable
throughout the project
Non-core members
May also be brought in where specific skills are
needed for a short period or to carry out a particular
task
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 5 of 21
Roles within a project team
Examples of roles include:
• Project sponsor
• Project manager
• Team members
• Customer representatives
• Stakeholders
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 6 of 21
Roles within a project team
What do these roles
do?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 7 of 21
Roles within a project team
What can we do to
ensure that
everyone knows
their
responsibilities?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 8 of 21
Project-related information
It’s important collect information throughout the lifecycle of the project.
Why is it important?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 9 of 21
Project-related information
The type and amount of information available as outputs of project
planning are varied and will depend on the nature and scope of the
project being delivered. Examples of information to be collected are:
• time management records
• cost management records
• quality management records
• change management
• risk management records
• communication management records.
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 10 of 21
Time management records
This can track and record time spent on tasks against the project plan.
This could be in the form of a timesheet, diary or time planner.
Why is it
important that
we track this
data?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 11 of 21
Cost management records
This will identify and record costs against the project budget. This could
be in the form of a balance sheet or other financial tracking document.
Why is it
important that
we track this
data?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 12 of 21
Quality management records
This can review the quality of deliverables and management processes.
This could be in the form of quality reports, observations and feedback
from stakeholders.
Why is it
important that
we track this
data?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 13 of 21
Change management
This can review and implement requests for changes to the project.
This could be in the form of a change request form or correspondence
from key stakeholders.
Why is it
important that
we track this
data?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 14 of 21
Risk management records
This can assess the level of project risk and actions taken to minimise
it. This is usually in the form of a risk assessment.
Why is it
important that
we track this
data?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 15 of 21
Communications management records
This will be to keep stakeholders informed of project progress, risks
and issues. This could be in the form of agendas, meeting minutes, etc.
Why is it
important that
we track this
data?
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 16 of 21
Analyse project information
It is important and necessary to be aware of the range of basic project
analysis tools available to monitor, control and review project progress
and to be able to select the most appropriate tool for the situation.
Examples of some tools used for analysis include:
• Value Analysis
• Project Evaluation Review Techniques (PERT)
• Critical Path Analysis
• Risk Analysis
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 17 of 21
Value Analysis
Systematic analysis that identifies and selects the best value
alternatives for designs, materials, processes and systems.
It proceeds by repeatedly asking: ‘can the cost of this item or step be
reduced or eliminated, without diminishing the effectiveness, required
quality or customer satisfaction?’
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 18 of 21
PERT
The program (or project) evaluation and review technique, commonly
abbreviated PERT, is a statistical tool, used in project management,
which was designed to analyse and represent the tasks involved in
completing a given project.
Initiate
Book
hotel
Create
schedule
Plan
room
layout
Book
catering
Create
brochure
Simple example of a PERT chart
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 19 of 21
Critical Path Analysis
Critical Path Analysis (CPA) is a project management tool that sets out
all the individual activities that make up a larger project. It also shows the
order in which activities have to be undertaken as well as which activities
can only taken place once other activities have been completed.
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 20 of 21
Risk Analysis
Very High High Medim Low Very Low
Very high Very High Very High Very High High High
High Very High High High Medium Medium
Medium High High Medium Medium Low
Low High Medium Medium Low Very Low
Very low Medium Low Low Very Low Very low
Probability
Co
ns
eq
ue
nc
e
This is a process that involves gathering an understanding of the level
of risk involved in each aspect of the project.
Level 3 Diploma in Business Administration
© 2015 City and Guilds of London Institute. All rights reserved. 21 of 21
Any questions?
