internet librarian 2007 project management workshop 28 th october 2007 mary auckland...
TRANSCRIPT
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Internet Librarian 2007 Internet Librarian 2007
Project management workshop
28th October 2007
Mary [email protected]
Project management workshop
28th October 2007
Mary [email protected]
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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
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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?
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Definition of a project“... 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
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Features of a project• Novel way
• Response to a specific opportunity
• One off• Nature of change
• Unique scope of work
/contd…
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Features of a project contd …• Given specification
• Structured• Sequence of activities
• Requires resources• Funds• Space• Expertise
/contd…
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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…
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Features of a project contd …• Achieves a purpose
• Identifiable outputs
• Identifiable outcomes
• Defined by qualitative and quantitative objectives
/contd…
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SMART objectives
Specific
Measurable
Attainable
Results
Timely
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Any questions?
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“A journey of a thousand miles begins with a single step”
• Confucius
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Project stages
• Identify the vision
• Plan the actions
• Identify the resources
• Implement the actions
• Monitor, review, and evaluate
• Conclude
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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
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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”
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Any questions?
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Project stages
• Identify the vision
• Plan the actions
• Identify the resources
• Implement the actions
• Monitor, review, and evaluate
• Conclude
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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?
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Project plan
• Simple list
• Post its
• Flow charts
• Critical path analysis
• Gantt charts
• Project management software
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1
9
32 4
8
6
52 week 1 week 12 weeks 1 week
Determine hard
ware
require
ments
1 week
Test equipmentin situ
1 dayPurchase & install hardware
Prepare plan
4 weeks
Select builders Building works
Plan opening
event
5 weeksSelect caterers,
Printers etc
1 da
ySe
nd in
vite
s
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Project plan
• Simple list
• Post its
• Flow charts
• Critical path analysis
• Gantt charts
• Project management software
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“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”.
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http://www.mindtools.com/pages/main/newMN_PPM.htm
http://WWW.openworkbench.org
http://WWW.romankoch.ch/capslock/gantt.htm
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Project stages
• Identify the vision
• Plan the actions
• Identify the resources
• Implement the actions
• Monitor, review, and evaluate
• Conclude
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Identify the resources• Skills, expertise
• Practical, project, teams, outsourcing
• Time
• Space
• Consumables
• Money• Costings, budget
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26
Group exercise - case study
Using the case study provided, prepare a draft project plan for
the event described.
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Other
• Risk assessment
• Probability
• Severity
• Action to manage
• Quality
• Standards
• Accessibility issues
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“Projects are successfully realised when uncertainty is well managed”.
Project Management Institute
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Project stages
• Identify the vision
• Plan the actions
• Identify the resources
• Implement the actions
• Monitor, review, and evaluate
• Conclude
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Implement the actions
Project governance
Targets and milestones
Maintain morale
Train
Document
Communicate
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Project stages
• Identify the vision
• Plan the actions
• Identify the resources
• Implement the actions
• Monitor, review, and evaluate
• Conclude
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Monitor, review, and evaluate• Look back - tracking
• Look forward - reflection
• High impact areas
• Evaluation• Criteria
• Formative and Summative
• Iterative
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Project stages
• Identify the vision
• Plan the actions
• Identify the resources
• Implement the actions
• Monitor, review, and evaluate
• Conclude
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Conclude
• Check requirements & tie up loose ends
• Celebration
• Dissemination
• Publicity
• Review and learn
• Terminate or sustain
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Any questions?
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• Involvement of everyone affected
• Good communication
• Clear, shared and realistic vision
• Well defined project objectives
• Identification of key events
Features of a successful project
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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
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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
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Any questions?
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“A journey of a thousand miles begins with a single step”
• Confucius