Z26 Project Management Definitions Lecture 1 Graham Collins, UCL

1. Z26 Project ManagementDefinitionsLecture 1Graham Collins, UCL graham.collins@ucl.ac.uk

2. Purpose of the course • Help plan projects • Understand how the process selected is important and is often the basis for project management • How the selection of project management methods is an asset not an overhead • Create ‘buy-in’ from your team, supervisor and potential employers and research funding bodies.

3. What is a project? • Typically a unique set of activities. Although many of the activities may not be new it is however the combination of activities makes this unique. • Projects are instigated to achieve beneficial change • Limited by time, cost and performance (the term specification is sometimes used) • Typically delivered by team with a project manager. Although projects are delivered by individuals as well this course concentrates on small team dynamics.

4. Project Management, a Definition ‘Planning, monitoring and control of all aspects of a project and the motivation of all those involved in it to achieve the project objectives on time and to the specified cost, quality and performance.’ British Standard 6079 -1: 2000

5. Project management is regarded as the most efficient way to introduce beneficial change Defining what has to be accomplished, generally in terms of time cost and various technical and quality parameters. Developing a plan and working through this ensuring progress is maintained. Using appropriate project management techniques and tools to plan, monitor and maintain progress. Employing skilled project management staff, including a project manager who are given responsibility for introducing the change and are accountable for the successful implementation. Based on Project Management pathways edited by Stevens, M. APM, 2002

6. Roles and Responsibilities - Project Sponsor • Appoint project manager • Ensuring the project is and continues to be a viable proposition • Signing off / accepting the outputs of the project • Resolving issues outside the mandate of the project manager • Chairing the Project Board or Steering Committee.

7. Roles and Responsibilities - Project Manager • Benefit focused • Build in quality • Manage risks and issues • Exploiting enablers and removing blockers • Exploiting resources available Key responsibilities: • Provide single point of responsibility • Define and plan the project • Create the temporary organisation • Manage stakeholders • Monitor and control all aspects including risk, opportunities, issues, scope change, benefits etc. • Ensure project objectives are delivered on time, to specified cost and quality • Manage the hand-over and close down the project

8. Fundamental steps in Project Management • Define the project • Design the project • Develop / build the solution • Test the solution • Implement the solution • Review the project • Close the project

9. Your presentation • 30 minutes presentation covering the background, the approach and the evaluation of your project • This is a group presentation, everyone attends and contributes to the delivery of the presentation. • This is important, as employers often use a presentation, often a final year university project, as part of the interview process. A group project is often preferred as it shows that you can work effectively as a team and have learnt from this process. • Immediately after your presentation up to 20 minutes will be allocated for questions. • The presentation needs to be credible and include some key technical and project management aspects such as schedule, risk management and metrics. Project management aspects need to be integrated carefully with the project. For example if an architectural risk is identified, this needs to be linked to the schedule and the person responsible. In addition actions and status need to be outlined.

10. Assessment dates • The presentation will be in front of your peers. It is a requirement that all students attend all presentations which will be scheduled for Thursday 11th May 2006 • Optional tutorial 4th May 2005 1-3pm, ie a week before the presentation • Assessment will be by staff assessing both the technical aspects (50% of the presentation marks) and the project management aspects (also 50% of the presentation marks). The presentation will account for 60% of the total marks with the remaining 40% being allocated to references and the abstract. The grade will be given one week later, with a feedback of both technical and project management areas. • Questions at presentation may cover aspects that are unclear or are asked to give an opportunity to expand on the approach, algorithms selected, metrics or evaluation methods. Questions will also be asked on the project management processes selected and their possible improvement.

11. Submission at time of presentation You are required to submit: • E-mail submission (PowerPoint slides, abstract and references) to myself graham.collins@ucl.ac.uk and the course director by 1pm of the day of the presentation. • Bring a CD with your PowerPoint presentation • Two printed copies of the PowerPoint slides, typically 6 to a page (unless diagrams require an individual page for clarity) • Two printed copies of your intended abstract • Two printed copies of your references • All groups last year included technical background details and relevant project management schedules and logs as part of an additional report. Although this is optional, it is advisable to submit this to help you achieve the highest marks possible. This again is to be submitted as two printed copies. • Ideally all printed documents are collated in two slim folders or stapled.

12. Team-work • On your presentation it must be clear who is the project manager, i.e. overall in charge. For some groups in the past responsibility has been sub-divided into communications, architecture and coding etc. • Ensure that roles and responsibilities are clearly identified. • Communications plan (which is linked to the schedule) may also be necessary.