Introduction to Projects & Project Management

1. Introduction to Projects & Project Management Pauline A. Morrison Project Officer

2. Aim of Session Provide an overview and create a basic awareness of general project management principles Introduce standard processes and templates to use when managing projects

3. Which of these is a project? • Responding to a request from the Scottish Government to design a training course by March 2011, for 250 medical staff with a budget of £50,000 • Responding to a request from your manager to e-mail them a departmental-wide performance report, on the last Friday of each month for the foreseeable future • Organising a yearly team building day • Completion and submission of Sickness Absence forms to HR on a monthly basis • Responding to a request from your manager to design an internal project management training course, for all staff to have been trained by March 2011

4. What is a project? • A project features the following characteristics; • Specific start and end date • Series of tasks to achieve a defined outcome or objective • Uses people or resources to achieve that objective

5. Which of these is a project? • Responding to a request from the Scottish Government to design a training course by March 2011, for 250 medical staff with a budget of £50,000 • Responding to a request from your manager to e-mail them a departmental-wide performance report, on the last Friday of each month for the foreseeable future • Organising a yearly team building day • Completion and submission of Sickness Absence forms to HR on a monthly basis • Responding to a request from your manager to design an internal project management training course, for all staff to have been trained by March 2011

6. What is project management? The planning, organising, directing and controlling of.... ....activities, people and money.... ....to achieve a specific objective

7. Project objective….an example Have a relaxing holiday and return to work refreshed and energised...

8. You need to do these main things….. Or else this will happen…..

9. It’s a balancing act! Time Expectations Money/ Resources Quality Scope

10. What is the project life-cycle? Logical sequence of activities to accomplish the project’s goals or objectives Initiate Plan Deliver Review Close

11. What do you do at each stage? • Initiate • Define scope • Develop outline business case * • Plan • Identify milestones and outputs • Identify required funding and resources • Identify and analyse risks * • Identify and analyse stakeholders • Undertake E&D impact assessment * • Develop project initiation document

12. What do you do at each stage? • Deliver • Communicate with stakeholders • Identify project governance requirements • Identify and undertake commissioning exercises * • Monitor and report on project progress • Manage risks • Record lessons learned • Review • Hold post project review meeting • Close • Close project

13. Tools to help you in practice • ‘How To’ Guides • Starting a Project checklist • Project initiation document • Project plan/Gantt Chart template • Resource Analysis toolkit • Risk Register template • Progress Reporting (RAG) template • Financial forecast template • Lessons Learned log template • Post Project Review Meeting template

14. Any questions?

15. Burning Issues & Troubleshooting