Internal Audit Department - Internal Training

Project ManagementPrepared and presented by : Helyus Romalo

Internal Audit Department - Internal Training

What is a project?An activity that are:UNIQUE (one-off event)Having START and END

DATEBrings SOLUTION and

BENEFITHas UNKNOWN ELEMENTS which create

RISKS

Internal Audit Department - Internal Training

Quiz1. Building a deck2. A restaurant planning a

menu3. Implementing a new

system4. Mowing the lawn5. Planning a wedding6. Setting up a business

yep, it’s a projectnopeyep, it’s a projectnopeyep, it’s a projectyep, it’s a project

Internal Audit Department - Internal Training

Components of project (ctd..)Deliverable

sMilestones

– audit report, data analysis, etc

Internal Audit Department - Internal Training

Components of project (ctd..)Tasks

RisksIssues

Can be breakdown by time to complete…i.e. D-1, D-2, D-3

Internal Audit Department - Internal Training

Components of projectGantt ChartStakeholders

Project Manager (PM)StoresManagementOther departmentsGroup Auditetc

Internal Audit Department - Internal Training

What does a PM do?PM ~ Jugglers

Direct all activities to meet objectives

Manage risksSolve problemsTrack and report project progressCommunicate to all stakeholders

Internal Audit Department - Internal Training

Project phases (4P)

Propose

Prepare

Produce

Present

“are we going to do the thing right?”

“are we getting the thing done

right?”

“Did we do the right thing?”

Internal Audit Department - Internal Training

Project management processesInitiating

• Define project scope

• Define terms of reference

• Prepare teams

Planning

• Create ‘Work Breakdown Structure (“WBS”)

• Activity sequencing

• Activity duration estimating

• Cost estimating

• Communica- tion planning

Executing

• Work allocation

• Direct and Manage project execution

• Information distribution

1 2 3 54

Internal Audit Department - Internal Training

Skills a PM must relyLeadershipEncourage participationFacilitate communicationAnticipate eventsUse PM toolsDelegate not abdicateProvide adequate training to grow peopleKeep recordsManage conflict

Internal Audit Department - Internal Training

‘Managing’ vs ‘Doing’Once you are doing the project instead of managing the project, you will find that the PM tasks slip…First thing to do : Communicate to higher upFollowed quickly by : Risk management – by

priority ranking

Internal Audit Department - Internal Training

Effective project meetingsEncourage participationKeep people to the pointHave a clear agendaEnsure everyone is heard

when making decisionManages differences of

opinion to a consensusHave a clear actions arising from the meeting

Internal Audit Department - Internal Training

Post implementation reviewWhat did we plan to achieve this period?What did we actually achieve?Why is there a difference?What do we plan to achieve next period?How are we managing existing risks?Are there any new risks?What are the current major issues?What are we going to do about them?

Internal Audit Department - Internal Training

Thank you