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Course Project Management


    

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Course Project Management
Status and Action Plan
What is a project ?
A project is defined by THREE KEY ELEMENTS:
“a project is any type of activity with a clearly defined beginning and end (TIME) and the aim to produce defined RESULTS, making use of RESOURCES”

The three elements of Project:
- Time
- Results
- Resources

What is Project Management as a practice?

Project Management is the discipline of planning, organizing, securing, managing, leading, and controlling resources and activities to achieve specific goals and results within a defined timeframe.

The three key elements of a project

TIME: start and end of the project. 
RESULTS to be produced by the end of the project with clearly defined qualitative and quantitative features. 
RESOURCES to be used during implementation (Financial, staff, time, etc)

Project management trinagle
Beneficial impact of Project Management techniques 

Increase the number of projects delivered
Increase the quality of products
Prevent cost overruns 
Deliver to agreed timelines
Reduce scope creep and risks
Improve communication between stakeholders and project team

5 Steps, 3 Phases
Step 1: Initiating the project

The first step of the project cycle, relates to one main issue: deciding what projects are worth doing for your organisation.

Produce a “Statement of work” (SOW), a short document describing the main objectives and guidelines of the project. It is useful for internal and external communication, search of funding, discussion and presentation to stakeholders.

Identification of the stakeholders

Stakeholders are all those who have an interest in the project and its results.

Key stakeholders are those with a more relevant role in the project: the project manager, the project team, the board of the organisation, the funders. 

Step 2: Planning
The purpose of this step is to plan carefully all the elements of the project and to draft a “Project plan”- the document that will serve as a guideline for the Project Manager and the project team

A good Planning is Key to the success of a project!!! 
Use all the time and resources you need to ensure your plan is carefully designed, with all the necessary attention to details. 

The structure of the Project Plan
While there are no standard forms nor templates on how to structure a Project Plan, the following elements are typical of all projects:

Project Objectives: WHY are we planning this project?
Project Results: WHAT are we producing?
Project team: WHO is involved?
Work Plan: WHEN/HOW 
Responsibilities
Timing
Risks analysis
Resources and budget: HOW MUCH 

Workplan

For more efficient planning, and for a better controlled implementation, the workload is broken down into separate «Work Packages». 

A Work Package (WP) represents the work needed to achieve each of the Main Results of the Project.
Work Packages are further split into TASKS, simpler work units easier to implement and check.

Example of WorkPlan
The project relof interviews to defin the precise needs of the pupils on a specific field (e.g. no smoking campaing). 
3 MAIN WORKPACKAGES, SPLIT INTO TASKS
                     Introducing the Gantt chart

The Gantt chart shows the tasks into which the work is divided, and their start, duration and end. 


Step 3: Executing 


The actual implementation of the project: the actual work is carried out and activities are implemented, following the Project Plan. 

One of the best ways to ensure success to a project is to ensure a successful kick-off meeting and a good communication mechanism.

Kick-off meeting

The kick-off meeting is the formal start of the project and requires the presence of all people involved in its implementation;

the main Project Management tools and means are defined;

a complete stock-taking of objectives, timing and resources is carried out to ensure that all key elements of the project are available

The Project Manager shares the vision of the project with all team members

Communication

Communication is a key and essential element in the execution of the project.  


Usually, communication has two dimensions: internal and external communication.


Communication
Internal communication
Internal Communication serves the purpose of keeping all the people involved in the project on the same page and up to date on all relevant issues.
Most commonly, group emails and Skype conf calls are an effective means of securing internal communications, though team members (and Project Managers first of all) should make appropriate use of internal communication systems not to overwhelm project participants

External communication
External communication focuses on supporting the dissemination and visibility of the project. 
tools commonly used: dedicated websites or web-pages, press releases, events…...
An important element is the use of logos so as to provide immediate visibility to a specific activity
            
Step 4: Monitoring and controlling


During project Execution, project progress must be monitored to keep under control all project components (starting from the three key components - time, results, resources-).


Monitoring and controlling allows the Project Manager and the team to identify possible problems in Project execution, anticipate risks and define and carry out corrective measures. 
 

To monitor the project, a number of tools can be used, such as:

Regular meetings between the Project Manager and (key) members of the team

Internal reports 

Checking the schedule of activities carried out against the project’s Gantt chart

Keeping records of the money spent compared to the budget planned

    It is important to share the tools with all members of the team, and to use them regularly to ensure a systematic control  of activities.
Milestones


A milestone is a significant event in the project, often the accomplishment of a main result or the end of a task.  They are identified during the planning phase and are used as opportunities for internal evaluation. 

Step 5: Closing the project

Projects can be closed in many ways, with a different degree of formalism, depending on their size and scope. 


In smaller projects, one or more of the following are often used:
o A (short) final report stating what has been accomplished
o A meeting with the whole project team
o A presentation of major results to the final users or to key stakeholders



 Course Project Management

Course Project Management

  Status and Action Plan Clic to read

  What is Project Management as a practice? Clic to read

  Project management trinagle Clic to read

  5 Steps, 3 Phases; Step 1: Initiating the project Clic to read

  Step 2: Planning Clic to read

  Step 3: Executing Clic to read

  Step 4: Monitoring and controlling Clic to read

  Step 5: Closing the project Clic to read

Course Project Management
Status and Action Plan
What is a project ?
A project is defined by THREE KEY ELEMENTS:
“a project is any type of activity with a clearly defined beginning and end (TIME) and the aim to produce defined RESULTS, making use of RESOURCES”


The three elements of Project:
- Time
- Results
- Resources


What is Project Management as a practice?


Project Management is the discipline of planning, organizing, securing, managing, leading, and controlling resources and activities to achieve specific goals and results within a defined timeframe.


The three key elements of a project


TIME: start and end of the project. 
RESULTS to be produced by the end of the project with clearly defined qualitative and quantitative features. 
RESOURCES to be used during implementation (Financial, staff, time, etc)


Project management trinagle
Beneficial impact of Project Management techniques 


Increase the number of projects delivered
Increase the quality of products
Prevent cost overruns 
Deliver to agreed timelines
Reduce scope creep and risks
Improve communication between stakeholders and project team


5 Steps, 3 Phases
Step 1: Initiating the project


The first step of the project cycle, relates to one main issue: deciding what projects are worth doing for your organisation.


Produce a “Statement of work” (SOW), a short document describing the main objectives and guidelines of the project. It is useful for internal and external communication, search of funding, discussion and presentation to stakeholders.


Identification of the stakeholders


Stakeholders are all those who have an interest in the project and its results.


Key stakeholders are those with a more relevant role in the project: the project manager, the project team, the board of the organisation, the funders. 


Step 2: Planning
The purpose of this step is to plan carefully all the elements of the project and to draft a “Project plan”- the document that will serve as a guideline for the Project Manager and the project team



A good Planning is Key to the success of a project!!! 
Use all the time and resources you need to ensure your plan is carefully designed, with all the necessary attention to details. 


The structure of the Project Plan
While there are no standard forms nor templates on how to structure a Project Plan, the following elements are typical of all projects:


Project Objectives: WHY are we planning this project?
Project Results: WHAT are we producing?
Project team: WHO is involved?
Work Plan: WHEN/HOW 
Responsibilities
Timing
Risks analysis
Resources and budget: HOW MUCH 


Workplan


For more efficient planning, and for a better controlled implementation, the workload is broken down into separate «Work Packages». 


A Work Package (WP) represents the work needed to achieve each of the Main Results of the Project.
Work Packages are further split into TASKS, simpler work units easier to implement and check.


Example of WorkPlan
The project relof interviews to defin the precise needs of the pupils on a specific field (e.g. no smoking campaing). 
3 MAIN WORKPACKAGES, SPLIT INTO TASKS
                     Introducing the Gantt chart


The Gantt chart shows the tasks into which the work is divided, and their start, duration and end. 




Step 3: Executing 




• The actual implementation of the project: the actual work is carried out and activities are implemented, following the Project Plan. 


• One of the best ways to ensure success to a project is to ensure a successful kick-off meeting and a good communication mechanism.


Kick-off meeting


• The kick-off meeting is the formal start of the project and requires the presence of all people involved in its implementation;


• the main Project Management tools and means are defined;


• a complete stock-taking of objectives, timing and resources is carried out to ensure that all key elements of the project are available


• The Project Manager shares the vision of the project with all team members


Communication


• Communication is a key and essential element in the execution of the project.  




• Usually, communication has two dimensions: internal and external communication.




Communication
Internal communication
• Internal Communication serves the purpose of keeping all the people involved in the project on the same page and up to date on all relevant issues.
• Most commonly, group emails and Skype conf calls are an effective means of securing internal communications, though team members (and Project Managers first of all) should make appropriate use of internal communication systems not to overwhelm project participants


External communication
External communication focuses on supporting the dissemination and visibility of the project. 
tools commonly used: dedicated websites or web-pages, press releases, events…...
An important element is the use of logos so as to provide immediate visibility to a specific activity
            
Step 4: Monitoring and controlling





• During project Execution, project progress must be monitored to keep under control all project components (starting from the three key components - time, results, resources-).




• Monitoring and controlling allows the Project Manager and the team to identify possible problems in Project execution, anticipate risks and define and carry out corrective measures. 
 


To monitor the project, a number of tools can be used, such as:


• Regular meetings between the Project Manager and (key) members of the team


• Internal reports 


• Checking the schedule of activities carried out against the project’s Gantt chart


• Keeping records of the money spent compared to the budget planned


    It is important to share the tools with all members of the team, and to use them regularly to ensure a systematic control  of activities.
Milestones




• A milestone is a significant event in the project, often the accomplishment of a main result or the end of a task.  They are identified during the planning phase and are used as opportunities for internal evaluation. 


Step 5: Closing the project


• Projects can be closed in many ways, with a different degree of formalism, depending on their size and scope. 




• In smaller projects, one or more of the following are often used:
o A (short) final report stating what has been accomplished
o A meeting with the whole project team
o A presentation of major results to the final users or to key stakeholders









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PM_COU - English

Project Management


Training Fiche: 4

Online Course: 5

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Status and Action Plan



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