28/9/15

Lecture 7Week 4 – Project

Management and Role of the Project Manager

Because we live in a world of limited resources and not enough time.There will always be more to do than time and resources will allow.Project Management tool & techniques, if used regularly & appropriately, help us make more effective use of our time.

Why do we need project

management tools &

techniques?

Project Management

Triangle

You can have any two of three things in a project: You can get it done on time You can get it done within budgeted cost You can get it done properly/well

If you are willing to wait, you can get the job done right, within cost.

If you are willing to spend the money, you can get the job done on time.

Or you can get the job done on time and within budget; only it might not do what it was supposed to do.

From the project manager’s perspective….. (a light hearted motto)

What you think are the attributes/qualities required to be an effective project manager?

Attributes of an effective project

manager

Excellent time management skills

‘Can do’ proactive attitude

Adaptable, flexible.Fair – respecting

different people’s viewpoints

Committed to the team and the project’s goals

Decisive and realisticExcellent

communication skillsLeadershipAssertiveness

Attributes of an effective project

manager – typically are

Be prepared to ‘roll up their sleeves and get their hands dirty’

Foresight Planning skills Knowledge of the subject / area of

work Be prepared to walk, if necessary

i.e. leave! A sense of humour ?

Attributes of an effective

project manager –

typically are

Project Management

Process

• Initiation • Planning (Devising the Plan)• Execution• Close-down

Roles in projects – who is

responsible for what?

One of the benefits of project management techniques is the opportunity to clarify roles.

Project sponsor – person who’s paying for it

Project champion - person who wants to see it happen

Project manager – will ensure it happens

Project team – will make it happen

Stakeholders – those affected by it and with an interest in it, but not necessarily part of it.

Audience – we’ll consider them later!

There are numerous tools which can be for managing projects, some of them complex, some of them simple.

The tools of & for project managemen

t

The QUAD chart is a very simple yet extremely effective tool.

Project scoping – enables you to define what you do before you start.

Stakeholder analysis – simple version helps you understand and manage the different relationships that matter to the project.

Project Scoping Tool - QUAD

Chart analysis

Quad Chart TITLE

PURPOSE(AIMS/OBJECTIVES)

CUSTOMERS(STAKEHOLDERS)

DESIRED END RESULT(CRITICAL SUCCESS FACTORS)

MEASURES OF SUCCESS(STANDARDS / CRITERIA)

Sample

TITLE

PURPOSE(AIMS/OBJECTIVES)

CUSTOMERS(STAKEHOLDERS)

DESIRED END RESULT(CRITICAL SUCCESS FACTORS)

MEASURES OF SUCCESS(STANDARDS / CRITERIA)

WHY IS PROJECT BEING DONE?

WHAT FOR?

WHAT IS THE RESULT?

WHO IS PROJECT FOR?

WHO WILL BENEFIT (OR NOT)?

WHO WILL IT INVOLVE?

GOALS!WHAT MAKES THE

PROJECT A SUCCESS?

WHEN ARE WE FINISHED?

WHAT CAN BE MEASURED?

HOW DO I MEASURE SUCCESS?

TITLE OF PROJECT – SHORT DESCRIPTOR

“The Gourmet Breakfast”

We are going to use a relatively simple example of something that you should be familiar with in order for you to be able to understand and practice on a real life project.

Exercise

Just got up?

Feeling kind of hungry?

Fancy a nice breakfast ?

What choice do we have?

The Problem

Let’s make a full cooked breakfast

To produce a simple project plan for producing a full Irish Breakfast.

Class exercise - Your Mission

• Using this project to illustrate the use of the following:– Quad Chart Analysis including

• Project Scoping• Stakeholders and Stakeholder Analysis• Desired Outcomes (Critical Success Factors)• Secondary benefits

A start and a finish Is a unique activityMay involve uncertainty

and riskUsually involves a team

coming together specifically for the project

A budgetNon repetitive tasksUse of resources

(including human resources)

A single point of ultimate responsibility

Clearly defined team roles

Remember - Attributes of a

project

The Quad ChartTITLE

PURPOSE(AIMS/OBJECTIVES)

CUSTOMERS(STAKEHOLDERS)

DESIRED END RESULT(CRITICAL SUCCESS FACTORS)

MEASURES OF SUCCESS(STANDARDS / CRITERIA)

Example - Make A Cup of TeaTITLE

PURPOSE(AIMS/OBJECTIVES)

CUSTOMERS(STAKEHOLDERS)

DESIRED END RESULT(CRITICAL SUCCESS FACTORS)

MEASURES OF SUCCESS(STANDARDS / CRITERIA)

1. To make a cup of tea 1. The tea maker2. The tea drinkers2. To quench the thirst

3. To stimulate the mind

To make a cup of tea!