Everything you need to manage NES AHP practice education projects successfully...

1. AHP Practice-Based Education Facilitation Programme Everything you need to manage NES AHP practice education projects successfully... Click to Enter… A NES AHP Practice Education Programme Product

2. Introduction Introduction Delivering projects can be a challenging and overwhelming prospect but with the correct structure, knowledge and tools the process can be extremely rewarding, satisfying and stimulating. That is why we have developed this project management resource to provide you with all the information you need to deliver the NES AHP practice education projects successfully. You need no prior project management knowledge or experience, just the enthusiasm and spirit to harness the power of the project management resources provided to achieve maximum effectiveness using minimal effort in the pursuit of the project objectives. The pack has been split into 5 areas: Overview of Project Management Here we introduce the key concepts of project management and additional optional project management training materials. Project Management Lifecycle This section details the adapted project management lifecycle we have developed and the associated tools and resources to support all aspects of that process. Resources In this section, you can download all the tools and resources available in a quick, easy to access list. Other Useful Sites This section includes links to other websites/sources of information that you might find useful when undertaking projects on behalf of NES. Frequently Asked Questions We have listed some of the common questions we think you will have with the appropriate answers. If all else fails, then the NES AHP PEL Programme Management Team are always happy to advise. Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

3. Overview of Project Management Introduction We have developed the following presentation to introduce some of the key concepts of project management and highlight the benefits that adopting a formal project management process can bring. To access the presentation, please click the following link: Introduction to Projects and Project Management If you want to learn in more detail about the project management process, we have included the NES project management course, “Essential Skills in Project Management”. Please note that this course is specific to NES so some aspects may differ from local processes in place within your organisation. Essential Skills in Project Management – Part One Essential Skills in Project Management – Part Two Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

4. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects. Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us

5. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: Project Scoping Template

6. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: Project Charter Template

7. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: A Guide to Developing a Project Plan :: Project Plan / Gantt Chart Template

8. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: A Guide to Developing a Risk Register :: Risk Register Template

9. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: A Guide to Analysing Stakeholders :: Stakeholder Power/Interest Grid :: Stakeholder Action Plan

10. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: A Guide to Developing a Communication Strategy :: Communication Strategy Template

11. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: Standard Agenda Template :: Action Notes Template

12. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: Lessons Learned Template

13. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: Progress / RAG Report Template

14. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: No resources available

15. Project Management Lifecycle Introduction The project management lifecycle is a process which enables you to effectively manage people, time and money in the pursuit of a specific objective. The following diagram highlights the adapted project management lifecycle we have created to enable you to manage the NES AHP practice education projects using minimum effort but with maximum effectiveness . Click on a box to view the associated tools and resources. Overview of Project Mgt Initiate Plan Manage Review & Close Project Mgt Lifecycle Undertake project scoping Develop project plan / Gantt Chart Hold project / working group meetings Hold post project review meeting Resources Develop project charter Develop project risk register Regularly document lessons learned Other useful sites Analyse stakeholders Complete ¼ progress / RAG report Frequently Asked Questions Develop communication strategy Regularly review risks Contact Us Resources available: Post project review meeting template

16. Templates Introduction In addition to the lifecycle model presented previously, you can download all the tools and resources discussed in the previous pages in a quick, easy to access list. Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

17. Other Useful Sites Introduction •  The following are links to some other useful sites that you might find helpful. • AHP PEL Development Volumes on the Knowledge Network • The PEL Volumes on the Knowledge Network that have been developed to ensure that AHP PELs have the information and resources they need to support practice based education within their Boards. • Office of Government and Commerce (PRINCE2) • Information on PRINCE2, the Government standard for project management in the UK. • Association of Project Managers • One of the key professional bodies for project management in the UK. • Project Smart • An online resource with various tools, techniques and resources for project management that can help you improve your performance • Project Connections • A comprehensive resource with extensive information on how to successfully manage projects Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

18. Frequently Asked Questions Introduction • I feel as though I’m wasting time developing the project management documents – I’d rather just get on with delivering the project. Do I really need to complete these? Can’t I just run the project without them? • Q. Do the project management documents need to be completed in a specific order? • Q. It looks as though there is a lot involved in this project. How am I going to keep on top of things, especially if I’m working on various different projects? • Q. I’ve recently become a project leader for a new project and will be working with a cross-functional team of peers. What exactly will my role be? • Q. I’ve been assigned responsibility for a new project which appears quite daunting. Do you have any tips to help get me started? • Q. The stakeholder action plan and communication strategy look very similar. Is there a difference between them? Do I really need to complete both documents? • Q. I’m still feeling quite confused about how all this will work in practice. Is there anywhere I can go for help? Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

19. Frequently Asked Questions Introduction • I feel as though I’m wasting time developing the project management documents – I’d rather just get on with delivering the project. Do I really need to complete these? Can’t I just run the project without them? • You could deliver the project without developing any project management documentation but you would be at a very real risk of not achieving what was required and/or not delivering it on time. • Imagine your project documents like a roadmap…you wouldn’t start a journey to a new town or city without first having thought about where you need to get to, how you are going to get there and when you need to arrive by, so why would you do it when embarking on a new project? • The trick is to strike a balance. The templates we have provided have been specifically tailored and streamlined to provide you with just the right amount of structure to manage your projects using minimum effort to achieve maximum effectiveness • Back to FAQs Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

20. Frequently Asked Questions Introduction • Do the project management documents need to be completed in a specific order? •  Whilst it can be beneficial to complete the project management documents within the initiate and plan sections of the project lifecycle, there is certainly no requirement to do so. If you are new to project management, it can be helpful to complete the documents sequentially as this takes you through the natural project definition process and makes it easier to identify all the requisite pieces of information you need to develop the documentation. • That being said, we recognise that some of the project / working groups may wish to split up the development of the project management documents within the group and will therefore seek to develop the documents concurrently. We have taken this into account when adapting the project management lifecycle and templates so that you should be able to develop all documents within the ‘Planning’ phase without requiring the requisite information elsewhere. In order to achieve this it is best to develop all documents within the ‘Initiation’ phase sequentially and once these have been approved and signed off you can use the information contained therein to inform all of the other documents in the ‘Planning’ phase. • Back to FAQs Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

21. Frequently Asked Questions Introduction • It looks as though there is a lot involved in this project. How am I going to keep on top of things, especially if I’m working on various different projects? • A. Irrespective of whether you are working alone, as part of a team or on a range of projects, it is important to keep track of how the project(s) are progressing. This includes keeping track of what milestones have been achieved, what tasks have been completed and what remains outstanding. This is even more important when you are managing a project secondary to your main role as you are likely to have even more competing priorities that will require some degree of juggling. • A key tool in helping you manage your workload is an action list/plan. You can use the action notes developed from each of the project / working group meetings you attend to keep track of all the various actions that have been allocated to you. You could also adapt the template to include a field for ‘Project’ and create an action list for your own use that would then let you filter and view the various tasks you are responsible for using a range of criteria such as outstanding tasks, due date and project name. You could also add a field in for ‘Progress’ to keep track of your achievements which would serve as a useful prompt when you need to update anyone on what actions you have completed and those that remain outstanding. • NB: An action list does not replace the need to complete a project status/RAG report but it will help inform the completion of it. Only one quarterly RAG report should be completed for each project and it should be completed by a nominated person, ideally the project lead if one is available. • Back to FAQs Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

22. Frequently Asked Questions Introduction • Q. I’ve recently become a project leader for a new project and will be working with a cross-functional team of peers. What exactly will my role be? • The role of the project leader is one of co-ordinating, motivating, leading and empowering. You will no doubt already use many of these skills in your main role so this shouldn’t be too challenging for you, however, it might still help to have an understanding of what will be expected of you. The following includes some of the key aspects of your role: • Work closely with the NES lead to ensure the project is developing in line with NES requirements and the NES AHP strategy • Co-ordinate the members of the project / working group to ensure all project team members are working together to achieve the project objectives (this is where your motivating, leading and empowering skills can be utilised) • Ensure all project management documents are completed and the project management process is followed according to the project management lifecycle • Back to FAQs Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

23. Frequently Asked Questions Introduction • I’ve been assigned responsibility for a new project which appears quite daunting. Do you have any tips to help get me started? • Any new venture can appear overwhelming whether it is undertaking home improvements, going on a round the world trip or initiating a new project for all NHS Scotland staff. The key to successfully managing all of these things whilst maintaining a modicum of sanity is to worry less about the bigger picture and focus more on the bite-sized chunks. This is what the project management lifecycle helps you with. By completing each of the documents in the ‘Initiate’ and ‘Plan’ phases, you will naturally break down the various aspects of the project and work out what you need to achieve, when you need to achieve it by and how you will go about it. And lets face it, that’s all you really need to know when working out how to go about your project. • Back to FAQs Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

24. Frequently Asked Questions Introduction • The stakeholder action plan and communication strategy look very similar. Is there a difference between them? Do I really need to complete both documents? • Although there are similarities to both of these documents, their purposes are very distinct and separate. It is therefore very important that you complete both. • The stakeholder action plan takes the information you have gathered regarding the power and influence of your stakeholders and whether they have a positive or negative view of the project and helps you develop a plan about how best to engage with them to either harness their positivity or minimise or resolve their negativity. It enables you to identify who you need to focus your attention on to ensure maximum achievement of project objectives. • Whilst the communication strategy is similar in that its focus is also on engagement, the main objective of the communication strategy is to define a plan that ensures all stakeholders, irrespective or role, power, interest or influence, receives the information they require about the project in the most relevant format, time and medium. • Back to FAQs Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

25. Frequently Asked Questions Introduction • I’m still feeling quite confused about how all this will work in practice. Is there anywhere I can go for help? • We appreciate how confusing this can all appear. We are therefore exploring potential support options for you on a long-term basis such as project management surgeries and one-to-one or group training sessions in project management. Unfortunately, the capacity within the NES AHP PEF Programme Team is limited so this is not something we can guarantee. We will certainly update you as soon as we have determined our workplan for the coming years. • In the meantime, should you require any help or advice you can contact Pauline Morrison, Project Officer, on 0141 223 1619 or pauline.morrison@nes.scot.nhs.uk. Please note, Pauline works on a part-time basis so may not be able to respond to your enquiries immediately. • Back to FAQs Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us

26. Contact Us Introduction If you require any further information, or would like to put forward suggestions regarding how this resource could be improved please contact: Pauline Morrison Project Officer NHS Education for Scotland 3rd Floor, 2 Central Quay 89 Hydepark Street Glasgow G3 8BW Tel: 0141 223 1619 E-Mail: Pauline.morrison@nes.scot.nhs.uk Overview of Project Mgt Project Mgt Lifecycle Resources Other useful sites Frequently Asked Questions Contact Us