Project planning and management in Project Aces training
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Transcript of Project planning and management in Project Aces training
Project Planning and Management
Contact Day I28 Oct 2013
What is a project?
• Has a beginning and an end.• Happens only once.• Consists of a set of activities.• Has its own resources.
Many kinds of projects• Product development (client pays)
– Engineering– IT– Advertising
• Co-financed projects– Regional development– E.g. in education, welfare, business development, etc.– Research projects
• Internal development (organisation pays itself)– Process or operation development
7
Components of a project plan
With what resources?
Who is involved?
Tasks, activities?
Why?What is
the aim?What
results?
To whom?
When?
Results
Background
Partners, outsourcing
Target group
Activities Budget
Aims and objectives
Schedule
How to make a project plan
With what resources?
Who is involved?
Tasks, activities?
Why? What is the aim?
What results?To whom?
When?
ResultsBackground
Partners, outsourcing
Target group
Activities
Budget
Aims and objectives
Schedule
Schedule I: Organising a seminarACTIVITIES TASKS WORKING HOURS
/ TOTAL TIME SPENT
PARTNERS &COSTS
BOOKING THE VENUE
- Searching for possibilities- Making enquiries- Bids / tenders- Taking decision and
booking
2 h1 h2 h0,5 h
Total: 5 days
Who works or how is it done?
How much does it cost?
PLANNING PROGRAMME
- Agreeing on topics- Finding speakers - Finding catering- Bids / tenders
8 h4 h1 h2 h
Total: 3 weeks
PRODUCING MARKETING MATERIAL & MARKETING
- Concept- Layout and copy- Bids /tenders on printing- Marketing
2 h5 h2 h 5 h
Total: 4 weeks
PREPARING THE PRESENTATIONS
- Planning content- Composing presentation
10 h4 h
Total: 2 weeks
Schedule II: Organising a seminar
Making enquiries (1 h / 2 d)
Bids/tenders (2 h / 3 d)
Decision and booking (0,5 h)
Searching for possible venues
(2 h)
Finding catering (1 h)
Bids/tenders (2 h / 3 d)
Agreeing on topics
(8 h / 1 w)
Finding speakers (4 h / 2 w)
Making presentation (4 h / 1 w)
Planning presentation (10 h / 1 w)
Marketing concept
(2 h / 1 w)Layout and copy of marketing material
(5 h / 2 w)
Bids/tenders and printing
(2 h / 1 w)
Schedule: GANTT chart
Schedule and follow-up
• Schedule should include check-points / milestones– Is the project proggressing as planned?– If not, why not?– Should the plan be adjusted?
• Allows follow-up on proggress• Main component of project management
Outsourcing / Partners
• My possibilities in completing the activities?– Competences– Resources
• Who could help me?– Partners– Outsourcing
Budgeting
• Budgeting is based on planned activities– Human resources– Equipment, rooms, etc.– Travel– Office costs (printing, phone)– Experts
• The form of the budget is given by the one with the money– Cost part (expenses)– Funding part
Follow-up & Team work
• Project management (coordination)– Implementation of the project plan– Follow the progress
• How to manage a project? Team work (next contact day)
What is project expertise?
• Ablity to analyse a set of aims and turn it into a full project plan.
• Ability to turn the plan to results.– Get the team working– Follow the plan– React to changes– Adjust the project plan– Keep the team working
Challenges?
• Easy to solve:– Lack of good planning
• Out of your reach, just prepare yourself!– Changes– Lack of time of key personnel– Personalities and cultural differences
Risk analysis!