Educational Solutions for Workforce Development Essentials Skills in Project Management Day 1...

Educational Solutions for Workforce Development

Essentials Skills in Project

Management

Pauline Morrison, Project Improvement Advisor

Welcome and Introductions

Housekeeping

• Fire Alarm• Toilets• Mobile Phones

Structure of the Day

• Morning Refreshments 11.20 – 11.30 • Lunch 12.30 – 13.30• Afternoon Refreshments 14.45 – 15.00• Finish 16.00

Learning Outcomes

By the end of today’s session, you will be able to:– Define a project and describe its characteristics– Identify the key stages in project management and describe the activities

associated with each stage– Identify key techniques to use when planning, managing and closing

projects– Develop key project management documents

Group Exercise Ice-BreakerDo you know your movies?

Famous Movie Quotes - Instructions

• Split into your groups• Match the famous quote to the relevant movie• Use the answer sheet provided to note down your answer• Watch out for the red herrings – there will be some movies left

over!• Feedback your answers and see how many you get right

Do you know your movies?

Quotes Answers

“You had me at hello”

“I’ll get you my pretty, and your little dog too!”

“I see dead people”

“Houston, we have a problem”

“Mother’s not feeling very well at the moment”

“Who’s the more foolish? The fool or the fool who follows him?”

“I think you’re trying to seduce me Mrs Robinson”

“Yipee Ki Yay!”

“Its showtime!”

Jerry Maguire

The Wizard of Oz

The Sixth Sense

Apollo 13

Psycho

Star Wars

The Graduate

Die Hard

Beetlejuice

Quotes Answers

“So why don’t you make like a tree and get out of here?”

“He’s not the messiah, he’s a very naughty boy!”

“That’s not a knife….THAT’S a knife!”

“You're one groovy baby... baby”

“Here’s looking at you kid”

“We’ll make him an offer he can’t refuse”

“This house is so full of people it makes me sick. When I grow up and get married, I'm living alone”

Back to the Future

The Life of Brian

Crocodile Dundee

Austin Powers

Casablanca

The Godfather

Home Alone

Quotes Answers

“They may take our lives but they will never take our freedom”

“You’re gonna need a bigger boat”

“You lookin’ at me?”

“Nobody puts baby in a corner”

“With great power comes great responsibility”

“I’ll have what she’s having”

“Frankly my dear I don’t give a damn”

Braveheart

Taxi Driver

Dirty Dancing

Spiderman

When Harry Met Sally

Gone with the Wind

Projects & Project Management

Introduction

Which of these is a Project?

1. Responding to a request from the Scottish Government to design a training course by March 2009, for 250 medical staff with a budget of £50,000.

2. Responding to a request from the Director of Finance & Performance Management to email her a NES wide performance report, on the last Friday of each month for the foreseeable future.

3. Responding to a request from the Business Group to design an internal project management training course, for all staff to have been trained by March 2010.

4. Completion and submission of Sickness/Absence forms to HR on a monthly basis

5. Organising a yearly NES team building day.

What is a project?

• A project features the following characteristics;

– Specific start and end date

– Series of tasks to achieve a defined outcome or objective

– Uses people or resources to achieve that objective

What is project management?

The planning, organising, directing, and controlling of…

…activities, people and money…

…to achieve a specific objective.

Project objective….

You need to do these main things…..

Or else this will happen…..

It’s a balancing act!

Expectations

Money/Resources

Quality

What is the project life-cycle?

• Logical sequence of activities to accomplish the project’s goals or objectives

What is the project life-cycle?

Initiate Plan Deliver Review Close

Project Life-cycle

How does this compare with NES?

Create Manage CloseProject

Management in NES

Project Life-cycle

What do you do at each stage?

• Define scope

• Develop business case

• Identify milestones and outputs

• Identify required funding and resources

• Identify and analyse risks

• Identify and analyse stakeholders

• Undertake impact assessment

• Communicate with stakeholders

• Identify project governance requirements

• Undertake commissioning exercises

• Monitor and report on progress

• Manage risks

• Record lessons Learned

• Hold post project review meeting

• Close project

• Define scope

• Identify milestones and outputs

• Identify required funding and resources

• Identify and analyse risks

• Identify and analyse stakeholders

• Undertake impact assessment

• Develop business case

• Communicate with stakeholders

• Establish project governance structures

• Identify and undertake commissioning exercises

• Monitor and report on progress

• Manage risks

• Record lessons Learned

• Hold post project review meeting

• Close project

Management in NES

What will we focus on in this course?

Project Scoping

How are projects started within NES?

• Initiated from outwith the organisation e.g.– Requested by the Scottish Government

– Requested from NHS Boards through strategic engagement processes etc

– Requested from other stakeholders such as Scottish Funding Council

• Initiated from within the organisation e.g.– As a result of new policy being introduced in the service

– As a result of changes in clinical practice/education processes

– The outcome of survey/research findings

– Workforce planning

How do you scope a project?

• You need to:– think about what the project is trying to achieve

– Establish what is included within the project as well as what isn’t

– Consider how the project fits with NES’s strategic objectives

– Identify the objectives of the project

– Determine who the project will affect

– Research what has been done previously

Why do you scope a project?

• Clarifying your objectives helps information the planning process

• Establishes boundaries for the project• Reduces or eliminates ambiguity • Reduces the chance of something going wrong

further down the line

Scoping Document Template

Any questions?

Project Planning

What is project planning?

• Working out:– What you have to do and when do you have to do

it by– Who is going to do it– What it will cost – What might stop you from doing it well (or at all)

Working out what you have to do

Identifying Milestones, Tasks & Deliverables

Milestones

• Key stages in the project that need to be met in order to achieve overall objective

• Similar to objectives – SMART (specific, measurable, achievable, realistic, timeous)

• State what needs to have been achieved and by what date

Examples:• Writer commissioned by 15th February 09• Consultation complete by 21st July 2009

• Activities/steps required to achieve a milestone

• Manageable chunks of work

• Take place over a duration of time i.e. have start and end date

• Will be undertaken by a person

• May cost money to undertake

Examples:• Draft and finalise tender specification• Distribute tender specification• Draft consultation questionnaire

Identifying tasks

• Start by breaking the project down into chunks or phases e.g. consultation, research, design, development, implementation

• Think about the tasks that need to take place within each phase e.g. undertake scoping exercise, hold national launch event, commission designer

• Keep breaking tasks down until they are manageable e.g. design questionnaire, agree distribution list, distribute questionnaire, collate responses, analyse responses, write report.

An Example

• Consultation– Hold consultation event

• Draft letter of invitation• Identify invite/distribution list• Identify speakers• Invite speakers• Distribute invitation• Gather delegate packs• Collate delegate list … and so on….

Task durations

• Duration should quantify the length of time it will take to complete the task

• Need to estimate accurately – own previous knowledge– other examples as a guide– Asking other people– Best guess

• Consider the most optimistic estimate• Consider the most pessimistic estimate• Go for the middle

Estimating Techniques

• Bottom-up estimating– Breaking the project down to its lowest level of detail

and estimating accordingly

– More precise – easier to estimate when you have more information

– More time consuming – need to invest the time to break the project down to the required level

– More appropriate for staff less experienced in estimating or where less knowledge exists to inform estimating

Estimating Techniques

• Top-Down Estimating– Estimating based on higher level detail and making

‘best guesses’– Less precise as information is less defined– Therefore more risky as higher likelihood that

estimates are inaccurate– Less time consuming as only need to break project

down to a small degree– More appropriate for experienced project managers

or where excellent knowledge exists regarding previous project

Tasks/Milestones

• Important to correctly identify tasks and milestones as will help determine how project will be achieved

• Provide a measure to monitor progress – if tasks or milestones are not achieved as specified, chance that the project will not succeed

Dependencies

• Also known as ‘Predecessors’

• Identifying dependencies helps determine the order that tasks need to take place

• Helps inform progress reporting – if the completion of one task slips this could impact on the next task in line

• Example - in a building site the walls cannot be constructed until the foundations have been laid – if there is a delay in laying foundations the construction of the walls cannot begin. This may have an impact on future tasks…

What are deliverables/outputs?

• Tangible products you will produce throughout duration of project

• Include final project output e.g. educational resource, website etc

• Also includes documents, data, reports etc that you produce as a result of completing each task or milestone.

Why is it important to identify deliverables?

• It helps inform the business case • Helps you plan your tasks and milestones • Provides physical evidence of what the project and

the organisation has achieved

What is a project plan and why do we need one?

• Provides a graphical picture of the tasks required to complete the project

• Used as guide to see what tasks are due and those outstanding

• Can be broken down by team member so can help serve as a task list

• Helps you monitor progress and

highlight any deviations

What does a project plan look like?

Any questions?

Refreshment Break

Group Exercise

Developing a Project Plan

Feedback on reflective log

Did you think about…?

• The overlap between the content of the site being developed and the website being produced? What are the dependencies with these tasks?

• To be able to work out the timescales for commissioning exercises you should really know firstly how much the work is going to cost as this will determine the timescales for the commissioning process…since you don’t have this information at this point how would you build it in to the project plan?

• At the moment this stops at implementation…when does the project really stop?

• Would you build in a milestone for evaluating the effectiveness of the project?

Lunch and Refreshment Break

Working out who is going to do it

Identifying and estimating resources

Project Resources

• People who will work on the project• Can be internal or external to the organisation• Includes people who are part of the project team• Also includes other people in organisation who will

help out in delivering the project e.g. Procurement Officer, Events Co-ordinator

• Important part of project planning – if you don’t identify and secure the staff you need to help you, you might not be able to deliver the project

Roles and Responsibilities in Project Management

• Sponsor – strategic responsibility for project (usually at organisational level)

• Accountable Project Leader – accountable to Sponsor for project delivery, design project strategy

• Project Leader – often seconded staff brought in to provide educational/clinical expertise

• Programme Manager – responsible for programmes of work• Project Manager/Co-ordinator – responsible for project

managing at operational level • Project Administrator – provide administrative support to

projects

Roles vs Job Titles

• Sponsors – usually Director level (can also be external e.g. Scottish Government)

• Accountable Project Leaders – e.g. Programme Directors, Educational Project Managers

• Project Leaders – usually secondees• Project Managers – also known as Project Officers,

Project Co-ordinators, Management Assistants• Project Administrators – as it says on the tin!

What staff do you need to deliver the project?

• Consider each task in turn• Brainstorm which staff you think you will need to help

you with each task (internal and external)• Estimate the amount of time they will need to spend

on each task• Total these across the entire project

An example

Any questions?

Group Exercise

Identifying and Estimating Project Resources

Feedback on reflective log

Did you think about…?

• You as a resource?• Whether you would need any administrative support?• External people? Facilitators for the event perhaps?• How can you accurately estimate resource time?

Project Costing

What is costing a project?

• Working out how much money you need to deliver the project

• Working out when you are going to spend that money

Why is it important to cost accurately?

• If you underestimate how much you need you may not have enough to do everything you wanted to within the project – risk of project then failing

• If you overestimate how much you need you may have surplus at the end

How do you estimate costs?

• Consider each task in turn – will you need any funding to undertake that task?

• Need to think about all possible costs – includes consultancy fees, event hire costs, catering costs, travel costs, salaries, on-costs…

• If you do need funding, how much do you need? Work out by:– Using previous knowledge

– Ask Management Accountants

– Asking other people

– Learning from other similar projects

– Guidance on intranet

An Example

Task Estimates/Breakdown Total

Establish steering group Catering costs - £50 per meeting x 6 meetings £300.00

Travel costs – Average of £50 per meeting x 6 meetings £300.00

Develop Steering Group Role and Remit

Developed by internal resources therefore no associated costs

£0.00

Plan and hold national consultation event

Event hire costs - £40 per delegate x 80 delegates £3,200.00

Travel costs – Average of £15 per delegate x 80 delegates

£1,200.00

Undertake scoping exericse Online questionnaire used so no associated costs £0.00

Analyse consultation responses Analysed internally therefore no associated costs £0.00

Commission educational resource writer

Commissioning processes undertaken internally therefore no associated costs

£0.00

Commission website designer Commissioning process undertaken internally therefore no associated costs

£0.00

Develop educational resource Based on costs of previous resource developments, estimate fee of £900 per day at no more than 20

£18,000.00

Develop website Based on costs of previous web site development, estimate fee of £750 per day at no more than 40

£30,000.00

Profiling your budget

• Working out what you are going to spend when

Why is it important?

• As you progress through your project you need to know how much you have actually spent in comparison to what you had estimated

• Ensures you have enough money to do everything you set out to achieve

• If you are under spent helps NES identify this and if appropriate vire into other areas

• If you are over spent you can put measures in place to make sure this doesn’t affect the delivery of the project e.g try and secure more funding

• If you budget is slipping i.e. you will still spend your budget but later than expected, you can identify whether you need to carry funding forward into the next financial year

An Example

Refreshment Break

Group Exercise

Profiling Your Finances

Feedback on Reflective Log

Did you think of…?

• How you would profile the costs for the Steering group/focus groups?

• Phasing the payments to the web designer and writer?

• How important is it to forecast properly? Would this impact on how your progress would be reported?

• If your tasks had changed would this impact on when you would spend your budget?

• When would you actually spend the event/travel costs? When would the invoice actually be received for these?

Any questions?

Team Quiz

Team Quiz - Instructions

• In your groups, think of 5 questions relating to what you have learned today (the recap will be displayed shortly to remind you of what was covered)

• Nominate a spokesperson to pose the questions to the other team

• Take it in turns to ask the opposing team your question (teams are permitted to confer before answering)

• The team posing the question must confirm whether the answer is correct or incorrect.

• 5 points will be awarded for each question answered correctly

• Scores will be totalled at the end and carried forward for use in day 2 of the course

• The trainer as the judge will have the final say in any disputes

Recap on topics covered today

• Project life-cycle and project management process• Project planning • Project resources• Project costing• Financial Profiling

Topics for day 2

• Project risks• Project Governance• Stakeholder identification• Commissioning in Projects• Progress reporting• Lessons Learned• Project Review• Project Close

Thanks for your time

See you on Day 2!

Educational Solutions for Workforce Development Essentials Skills in Project Management Day 1...

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