Download - Project Management
Project ManagementProject Management
Skills & ToolsSkills & Tools
Michelle Sced
Research Development Coordinator
Division Research Skills Day – 9 March 2007
OverviewOverview
What is project management?What is project management?The phases of project managementThe phases of project managementTools of project managementTools of project managementTips to better manage your projectTips to better manage your project
Phases of a ProjectPhases of a Project
ENTHUSIASMENTHUSIASM
DISILLUSIONMENTDISILLUSIONMENT
PANICPANIC
EXHAUSTIONEXHAUSTION
EUPHORIAEUPHORIA
What is Project Management?What is Project Management?
The planning, organising, monitoring and The planning, organising, monitoring and controlling of all aspects of a project in a controlling of all aspects of a project in a continuous process to achieve its continuous process to achieve its objectives, both internal and external. It is objectives, both internal and external. It is a discipline requiring the application of a discipline requiring the application of skills, tools and techniques and the skills, tools and techniques and the balancing of competing demands, time balancing of competing demands, time and cost.and cost.
Phases of Project ManagementPhases of Project Management
Scoping
Planning
Implementing
Finalising
Scoping the ProjectScoping the Project
Scoping is the process through which the Scoping is the process through which the desired outcome of the project is agreed, desired outcome of the project is agreed, once all factors impacting on the project once all factors impacting on the project have been identified.have been identified.
Scoping provides the opportunity to clarify Scoping provides the opportunity to clarify and define the boundaries of the project, and define the boundaries of the project, its objectives and benefits. its objectives and benefits.
Scoping ChecklistScoping Checklist Related projects (Literature review)Related projects (Literature review) ObjectivesObjectives Benefits and outcomesBenefits and outcomes Constraints: Time, budget, resourcesConstraints: Time, budget, resources Assumptions, exclusionsAssumptions, exclusions Skills requiredSkills required Required facilities, access, travel, equipmentRequired facilities, access, travel, equipment Critical success factors (targets that must be Critical success factors (targets that must be
achieved)achieved) Supervision arrangementsSupervision arrangements
Planning the ProjectPlanning the Project
Planning involves producing a prioritised Planning involves producing a prioritised list (schedule) of what needs to be done to list (schedule) of what needs to be done to complete the project.complete the project.
The project plan will assist you and your The project plan will assist you and your supervisor to understand the project, the supervisor to understand the project, the strategy for completing the project, and will strategy for completing the project, and will act as the baseline against which progress act as the baseline against which progress and achievement can be measured. and achievement can be measured.
Why Plan?Why Plan? Project plans:Project plans:
Provide direction and focusProvide direction and focus Give orderGive order Minimise the risk of errorMinimise the risk of error Facilitate the identification of problems Facilitate the identification of problems beforebefore they they
occuroccur Allow the monitoring of progressAllow the monitoring of progress Provide motivation and satisfactionProvide motivation and satisfaction
The ability to plan a complex project and manage The ability to plan a complex project and manage this plan is a transferable skill that is attractive to this plan is a transferable skill that is attractive to future employers!future employers!
The Planning ProcessThe Planning Process
Identify the phases of your projectIdentify the phases of your project Design, data collection, data analysis, write-upDesign, data collection, data analysis, write-up
Know your milestones (targets) & their due datesKnow your milestones (targets) & their due dates Project plan, ethics proposal, performance review etc.Project plan, ethics proposal, performance review etc. Why? - Dictate your planning priorities and timelineWhy? - Dictate your planning priorities and timeline
Conduct a work breakdown for each milestoneConduct a work breakdown for each milestone Understand the requirements of the milestone = goalsUnderstand the requirements of the milestone = goals List the associated tasks (in completion order) for List the associated tasks (in completion order) for
each goaleach goal
Work Breakdown - ExampleWork Breakdown - Example
PhasePhase TargetTarget GoalsGoals TasksTasks Time Time RequirementRequirement
DesignDesign Ethics proposalEthics proposal Brief literature Brief literature reviewreview
Conduct literature searchConduct literature search
Identify key publicationsIdentify key publications
Read publicationsRead publications
Summarise publicationsSummarise publications
Proposed Proposed methodologymethodology
EtcEtc
EtcEtc
DUE DATEDUE DATE ?? / ?? / 2007?? / ?? / 2007
Work Breakdown - ExampleWork Breakdown - Example
PhasePhase TargetTarget GoalsGoals TasksTasks Time Time RequirementRequirement
DesignDesign Ethics proposalEthics proposal Brief literature Brief literature reviewreview
Conduct literature searchConduct literature search 1 day1 day
Identify key publicationsIdentify key publications 2 days2 days
Read publicationsRead publications 10 days10 days
Summarise publicationsSummarise publications 10 days10 days
Proposed Proposed methodologymethodology
EtcEtc
EtcEtc
DUE DATEDUE DATE ?? / ?? / 2007?? / ?? / 2007
Implementing the ProjectImplementing the Project
Implementing the project involves:Implementing the project involves:1)1) Undertaking the identified tasks to achieve Undertaking the identified tasks to achieve
the goals and milestones;the goals and milestones;2)2) Regularly monitoring your progress against Regularly monitoring your progress against
the planthe plan3)3) Reviewing the plan if necessaryReviewing the plan if necessary
It is not enough to plan a project – you It is not enough to plan a project – you also have to stick to it!also have to stick to it!
Finalising the ProjectFinalising the Project
The finalisation phase of a project entails The finalisation phase of a project entails considering what has to be done to hand considering what has to be done to hand over the ‘deliverable’ (i.e., thesis) and how over the ‘deliverable’ (i.e., thesis) and how you will disengage from the project.you will disengage from the project.
Project Management ToolsProject Management Tools
Gantt ChartsGantt Charts A Gantt chart is a graphical representation of the A Gantt chart is a graphical representation of the
duration of tasks against the progression of time. duration of tasks against the progression of time. It allows you to:It allows you to:
1) assess how long a project should take;1) assess how long a project should take;2) lay out the order in which tasks need to be 2) lay out the order in which tasks need to be carried out;carried out;3) manage the dependencies between tasks; 3) manage the dependencies between tasks;
4) see immediately what should have been 4) see immediately what should have been achieved at a point in time; achieved at a point in time; 5) see how remedial action may bring the project 5) see how remedial action may bring the project
back on course.back on course.
MS ProjectMS Project
Pros:Pros:Allows the detailed planning and monitoring of Allows the detailed planning and monitoring of
projectsprojects
Cons:Cons:Not included in standard Microsoft Office Not included in standard Microsoft Office
packagepackageTime consuming to learnTime consuming to learnDesigned to assist the management of large-Designed to assist the management of large-
scale projects with multiple resource scale projects with multiple resource requirements and budgetsrequirements and budgets
MS Project Gantt ChartMS Project Gantt ChartExampleExample
ID Task Name
1 Ethics Proposal
2 Brief Literature Review
3 Conduct literature search
4 Identify key publications
5 Read publications
6 Summarise publications
7 Proposed Research Methodology
8 etc
9 etc
10 etc
11 Ethics Proposal Due 16/04
W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W5 Mar '07 12 Mar '07 19 Mar '07 26 Mar '07 2 Apr '07 9 Apr '07 16 Apr '07
Gantt Charts in ExcelGantt Charts in Excel
ProsPros AccessibleAccessible Easy to useEasy to use Less time consumingLess time consuming
ConsCons Not designed for project management so Not designed for project management so
doesn’t have all the bells and whistles of MSdoesn’t have all the bells and whistles of MS
Excel Gantt ChartExcel Gantt ChartExampleExample
Activities 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36Ethics ProposalBrief Literature Review Conduct literature search Identify key publications Read publications Summarise publicationsProposed Research Methodology etc. etc. etc.Ethics Proposal Due
Days (Weeks/Months)
Tips to better manage your projectTips to better manage your project
Get into a routineGet into a routine Set ‘stretch’ goalsSet ‘stretch’ goals Think realisticallyThink realistically Don’t procrastinate!Don’t procrastinate! Know your procrastination behavioursKnow your procrastination behaviours Beware of busy workBeware of busy work Limit interruptionsLimit interruptions Organise your work spaceOrganise your work space Document, document, documentDocument, document, document Don’t second guess your judgementDon’t second guess your judgement Tackle your weaknessesTackle your weaknesses