Project Management Framework May 2010

1. ProjectManagement Framework May 2010 Ciaran Whyte Risk Administrator Planning & Strategic Projects Unit

2. Project Management Framework OR..... Ciaran Whyte

3. Agenda • Objectives of Seminar • What is a project? • What is PMF? • PRINCE2 • Project Lifecycle • Stage 1 – Scoping and Approval • Project Governance • Stage 2 – Project Planning • Stage 3 – Start Up the Project • Stage 4 – Deliver the Project • Stage 5 – Close the Project • Stage 6 – Post Project Review Project Management Framework

4. Objectives of Seminar At the end of the seminar you should - • Know what the Project Management Framework is • Know what the stages in a project life cycle area • Within each stage know what steps to take • Realise that a Project Manager’s job is not really for dummies!

5. Project management challenges How the funder explained it External partners understanding Project team’s understanding Admin Depts perception How HoS/HoD described it How it was documented What was delivered How SMT described it Perception from other Schools What the funder really needed

6. What is a project? Definite beginning and definite end Reached when project objectives met or project terminated • “a temporary endeavour undertaken to create a unique product or service” Product or service is different from all other products or services

7. What is PMF? • “Project Management Framework provides a basic structure for understanding project management as it is deployed at Swansea University” Application of knowledge, skills, tools, and techniques to meet project requirements

8. Directing A Project Starting Up a Project Controlling a Stage Managing Stage Boundaries Initiating a Project Managing Product Delivery Closing a Project Planning PRINCE2 Directing a Project Starting Up a Project Controlling a Stage Managing Stage Boundaries Initiating a Project Managing Product Delivery Closing a Project Planning

9. Project Stages

10. Stage 1 – Scoping and Approval Ensure project includes ALL the work required AND ONLY the work required to complete successfully define Breakdown to lower levels document Business Case Project Definition High Level Project Plan Key stakeholders SMG Research approval

11. Stages 1-3 – Other things to do what standards apply roles, resps and reporting get the team specify & identify potential sources what, how much & when stakeholder needs Pre-RA check to assess risk level Risk Assessment Review for high risk projects

12. Project Governance • Direction & guidance • Provide resources • Secure funding • Liaison to Exec groups • Approve outputs • Resolve issues • Manage risks • Policy decisions • Scope changes • Contingency “owns” Project Appoints chair Delegate accountability to chair of sub-group

13. Stage 2 – Project Planning establish dependencies MS Project task schedule specify activities Pull together & document with ALL assumptions estimate work periods determine -people -kit -materials to perform each activity allocate to periods Translate to £s

14. Stage 2 – Project Planning

15. Stage 3 – Start Up the Project • Negotiating and receiving funding • Carry out initiation tasks • Secure resources • Initiate contracts • Finance systems setup • Engage project manager • Handle changes • Revisit Stages 1 & 2 if scope or plan changes

16. Stage 4 – Deliver the Project CONTROL EXECUTION • Collect information • status – current position against plan • progress – achievements • forecasts - prediction • Document • Steering Group Highlight Report • External reports to Funder • Major Project Monitoring Report • Issue Log / Risk Register • Meetings • Steering Group Meeting • Sub-Group Meetings • Project Team Meetings • Claim Meetings perform all activities in project plans

17. Stage 4 – Other activities “health check” Project Assurance Review timely provision to stakeholders enhance performance managing supplier delivery getting quotes / bids choosing supplier review risks & track actions conduct sampling & agree actions to eliminate unsatisfactory performance requests  assess impact & estimate cost  approvals

18. Stage 4 – Project Assurance Review • Are all stakeholders fully committed and effectively involved? • Will the project deliver the desired outputs and costs, and is tracking ongoing and meaningful? • Is the project plan accepted and maintained and is there confidence in reporting and estimates to complete? • Are the project team high performing with clear roles and responsibilities? • Is the scope realistic and are the project boundaries being clearly managed? • Are all risks being mitigated? • Does the project help or endanger Swansea University’s reputation, finances or staff development?

19. Stage 5 – Close the Project • Close contracts • verify completed successfully • final invoices • Close financial systems • Project Completion Report • plan versus actual with variances explained • finances • milestones • outputs • resources • lessons learned – what went well? what went badly? • recommendations • archiving of project files • Release resources • Celebrate achievements!

20. Stage 6 – Post Project Review • SMT Owner appoints independent reviewer • Review achievement of benefits • Review management of project • Lessons learned • Identify potential follow-up projects

21. And if it all goes wrong...