Internet Librarian 2007

1. Internet Librarian 2007 Project management workshop 28th October 2007 Mary Auckland mary.auckland@nsworld.com

2. Topics to be explored • Key factors related to successful project management • Project management methodologies and tools • Proven techniques for managing projects in an information service or library organization • Tips for managing projects

3. Programme • Welcome and introduction • Features of a project • Stages of project management 1 • Project planning exercise • Stages of project management 2 • What makes a project successful?

4. “... an endeavour in which human material and financial resources are organised in a novel way, to deliver a unique scope of work, of given specification, with constraints of cost and time, to achieve a purpose defined by qualitative and quantitative objectives” Turner, 1993 Definition of a project

5. Features of a project • Novel way • Response to a specific opportunity • One off • Nature of change • Unique scope of work /contd…

6. Features of a project contd … • Given specification • Structured • Sequence of activities • Requires resources • Funds • Space • Expertise /contd…

7. Features of a project contd … • Cost constraints • Costs can be identified in advance • Separate budget • Time constraints • Fixed duration • Defined start and end point /contd…

8. Features of a project contd … • Achieves a purpose • Identifiable outputs • Identifiable outcomes • Defined by qualitative and quantitative objectives /contd…

9. SMART objectives • Specific • Measurable • Attainable • Results • Timely

10. Any questions?

11. “A journey of a thousand miles begins with a single step” • Confucius

12. Project stages • Identify the vision • Plan the actions • Identify the resources • Implement the actions • Monitor, review, and evaluate • Conclude

13. Identify the vision • Importance of vision • Conception or initiation stage • What is the context? • What is the need? • Who to involve? • Explore the options • Test the concept • Finalise the vision

14. Project brief • Well defined project vision • Outputs, outcomes and SMART objectives • Clearly articulated features, advantages and benefits (FAB) • See also earlier slides on “Features of a project”

15. Any questions?

16. Project stages • Identify the vision • Plan the actions • Identify the resources • Implement the actions • Monitor, review, and evaluate • Conclude

17. Plan the actions • What specific tasks need to be done? • How long will each step take? • What is the sequence of activities needed? • When do they need to be done by? • Who will be responsible for each step? • Which are key to success?

18. Project plan • Simple list • Post its • Flow charts • Critical path analysis • Gantt charts • Project management software

19. 4 weeks 6 Purchase & install hardware 1 day Determine hardware requirements 2 week 1 week 12 weeks 1 week 1 2 3 4 5 Test equipment in situ Prepare plan Select builders Building works 1 day 1 week Plan opening event Send invites 5 weeks 8 9 Select caterers, Printers etc

21. Project plan • Simple list • Post its • Flow charts • Critical path analysis • Gantt charts • Project management software

22. “using project management software will help the project manager to plan and control his project, but only if he understands and can apply the principles and techniques of project management. The software will not tell him what decisions to make or how they should be implemented, but if implemented effectively it will release him from processing large amounts of data manually”.

23. http://www.mindtools.com/pages/main/newMN_PPM.htm http://WWW.openworkbench.org http://WWW.romankoch.ch/capslock/gantt.htm

24. Project stages • Identify the vision • Plan the actions • Identify the resources • Implement the actions • Monitor, review, and evaluate • Conclude

25. Identify the resources • Skills, expertise • Practical, project, teams, outsourcing • Time • Space • Consumables • Money • Costings, budget

26. Using the case study provided, prepare a draft project plan for the event described. Group exercise - case study

27. Other • Risk assessment • Probability • Severity • Action to manage • Quality • Standards • Accessibility issues

28. “Projects are successfully realised when uncertainty is well managed”. Project Management Institute

29. Project stages • Identify the vision • Plan the actions • Identify the resources • Implement the actions • Monitor, review, and evaluate • Conclude

30. Implement the actions • Project governance • Targets and milestones • Maintain morale • Train • Document • Communicate

31. Project stages • Identify the vision • Plan the actions • Identify the resources • Implement the actions • Monitor, review, and evaluate • Conclude

32. Monitor, review, and evaluate • Look back - tracking • Look forward - reflection • High impact areas • Evaluation • Criteria • Formative and Summative • Iterative

33. Project stages • Identify the vision • Plan the actions • Identify the resources • Implement the actions • Monitor, review, and evaluate • Conclude

34. Conclude • Check requirements & tie up loose ends • Celebration • Dissemination • Publicity • Review and learn • Terminate or sustain

35. Any questions?

36. Features of a successful project • Involvement of everyone affected • Good communication • Clear, shared and realistic vision • Well defined project objectives • Identification of key events

37. Features of a successful project • Understanding and agreement on sequence and duration; deadlines; dependencies • Identification and good estimation of resources required • Clear management and governance structures

38. Features of a successful project • Specified standards with clear measures of achievement • Procedures in place for monitoring progress • An appropriately skilled and effective team • Uncertainty managed well

39. Any questions?

40. “A journey of a thousand miles begins with a single step” • Confucius