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Project Managementand Evaluation

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Session Outline

Managing a project Skills for project manager

Steps for completion of project Self assessment task 

Evaluation principles

Design your own evaluation

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What is a project

Has a clear beginning and end Is directed at achieving a defined

output or outcome

Has a set of constraints that limit anddefine what can be achieved

Has outputs that can be measuredagainst agreed indicators.

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More simply, a project mustachieve something……

By a certain time To a defined quality

With a given level of resources

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Project management

The skill of successfully balancing time,quality and resources in order toproduce a particular product or change.

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Critical skill areas for projectmanagers

Behavioural skills – negotiation, conflictresolution and interpersonal problemsolving.

Use of project management tools tomanage project tasks and resources.

Effective communication skills.

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Project disasters

What can go wrong? – tell us about yoursuccesses and failures

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Managing your project

What do you have to manage?

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Planning

Requires major investment of time Gain commitment from those important

to the success of the project

Establish task list with associated timeframe

Identify risks Design evaluation now!

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Governance

Provides a management structure Sets roles and responsibilities

Enables interaction betweenparticipants

Example: Steering committee with

terms of reference (larger project)

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Change

Communicate necessary change to allinvolved

Develop an approach to manage thechange

Consider wider impact of project on

people and resources

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People

Identify people and organisations withan interest in the process or outcomes.

Involve them early

Regular communication

Plan for long – term sustainability

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Risk 

Identify as many risks as possible andhave contingency plans:

Loss of staff 

Changes to policies

Loss of partner agencies

New evidence emerging

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 “Issues” 

Monitor issues throughout the life of theproject

Review regularly

Consider a register for issues

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Resources

People

Finances Physical resources

Information management resources

Time considerations

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Time

 Allow more time for planning phasethan expected

Get advice from experienced mentors

Take into account other stakeholderdecision processes (timing of meetings)

Review regularly and report slippageearly so changes can be made

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Quality

Evidence based approach Staff with appropriate skills

Resolve issues quickly Monitor progress

Good record keeping and reporting

Keep to timelines and budget

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Sustainability

Project funds will run out Sustained change may/ may not be

achieved during life of project

Plan early for life beyond the project

Regular feedback of results

EVALUATION

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Reports

Provide regularly and on time Include milestones

Report against agreed outcomes Include budget report

Detail risks and issues and how they are

handled.

Use a template if possible.

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Project Closure

 “Handover” to the funder/sponsor Review overall outcomes

Re-deploy staff if required Provide follow-up for stakeholders

Complete any outstanding tasks

 Aim for sustainable change!

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Self-assessment task 

Think of any project (large or small,work or personal) and complete theself-assessment task – 10 minutes

Groups of 3-4 will discuss these resultsand define their most common

successful and unsuccessful strategies Groups will report back 

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Think of your own projects

Which steps do you think you did well? Which steps did you not do so well?

How did this affect the outcome? What would you do differently?

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EVALUATION

Death, taxes and…………..

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Evaluation - definitions

Evaluation is the process by which you make a judgement about the worth of something comparedwith a standard or criterion (Hawe, Degeling and Hall1995)

 A process of description and judgement, conductedfor the purpose of determining programeffectiveness, and/or improving the program.

Systematic investigation of the worth or merit of anobject.

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Evaluation – why bother?

Will provide evidence of success Will show whether the initial plan was

appropriate and feasible.

Essential for sustained funding.

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Evaluation – what’s important

Plan evaluation process at the start Have clearly defined criteria and

questions to answer

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Levels of Evaluation

Inputs Process

Outputs

Outcomes

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Inputs – things that go into theproject

Human resources Financial resources

Physical facilities

Equipment

Operational policies

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Process – what was done

 Activities carried out to achieve theobjectives of the project

Includes “what” and “how well” 

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Outcomes – what differencedid it make

 Actual effects of the project on thetarget or wider population

Intermediate or long-term outcomes

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Indicators

Defined measures of inputs, process,outputs and outcomes.

Turn your examples into well definedindicators

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Which data could you use?

For each of your examples think of what data sources you could use

Where might you use quantitativeversus qualitative?

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Planning a project - group

exercise

 Your district health service wants topilot a new community based programto deliver health promotion in the

primary schools, with a focus onphysical activity.

 You have $500,000 for 12 months

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For the purposes of this exercise, decide

on a simple project strategy.

Example: if you can’t find your own!

Employ four health promotion staff towork with teachers and students onincreasing the amount of physical

activity in the four primary schools inthe region.

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Discuss each of the planning stepsoutlined at the start of this workshop

Gain commitment from those importantto the success of the project

Establish task list and associated time

frames

Identify risks

Design evaluation

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Present the following informationto the larger group

From whom do you need commitment? What tasks have to be done by the

project managers and what are the

timeframes?

What are the risks to your project?

How will you measure (evaluate) itssuccess?

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Useful Resource

Quick guide to project management:Tasmanian Government website(publications)

www.egovernment.tas.gov.au/themes/project_management/project_management/resources