Project Management Skills Kit

1. 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)

2. 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.

3. 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

4. The units we will look at today: • Project Scope • Project Time • Project Cost • Project Risk • Project Quality

6. 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

7. 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

8. Project Phases Proponent phase: this is where we test the feasibility of our project idea Project start up Statement of requirements Identify sponsor, customer(s), end users, Core team members, customer needs and Expectations, project constraints and risks, Quality items Data for project Brief & specification Conduct project Kick-off meeting Meeting agenda Set up project file and log book Project organisation chart So far we have prepared our business case and scoping document

9. Project definition Project Phases Approval phase process flow diagram Stakeholder list Identify stakeholders Derive project brief Project brief Collect relevant specifications, standards Scope of work statement Identify risks Project risk log 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! Rank all risks Action plans Agree action for risks Implement action plans Risk management forms Prepare action plan for risks Prepare for project approval Project definition approval

10. 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

11. 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

12. Evaluate impact Prepare changeorder Issuesregister Modify the plan PROJECT SCOPING Typical change control process flow chart NO Identify need forchange Does itimpact plan? YES Reviewrequest Not agoodidea Changeorderapproved NO Make thechange YES http://www.projectmagazine.com/jan02/scope4.html

13. 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

14. 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

15. 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

16. Project Time Management Time management activities and project phases Time Management Planning Proponent Project scope statement outlines Phase processes, tools and techniques to develop, monitor and control schedule 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 • Approval Phase (planning and Quality availability, type • development) Resource calendar • Activity Duration Estimation Most likely • Best Case • • Worst Case Schedule Development Analyse sequence, duration, resources • and constraints Implementation Schedule Implementation Phase Completion phase Review Project Time Management techniques

17. 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

18. The Network Diagram Activity Duration Task B takes 4 days F D B Task A takes 8 days E I J Finish C A Start H G

19. 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

20. 2 Task B 3 Task C 4 Task D Gantt chart Project Time management 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 • 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

21. 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?

22. Revision activity If time allows draw a network diagram and Gantt chart

23. 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

24. Project Costs • What project and organisational documentation will you need to estimate project costs?

25. 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

26. Project Costs • Examine the Budget proforma in the Learner’s Guide

27. PROJECT RISK MANAGEMENT Risk management and project phases Establish the context Proponent Phase Identify risks Approval Communication and Consultation Monitor and Review Risk assessment Analyse risks Phase Evaluate risks Implementation Treat risks Phase Review risk management Completion activities Phase

28. 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

29. 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

30. Project Risk Management What else could go wrong?

31. 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?

32. 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?

33. 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

34. Quality Management Plan • View plan in the learner’s guide • Start by developing success criteria for your project

35. 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

36. What was covered today? • Evidence requirements for: • Project Scope • Project Time • Project Cost • Project Risk • Project Quality