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Project Management Project Management Skills & Tools Skills & Tools Michelle Sced Research Development Coordinator Division Research Skills Day – 9 March 2007
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Page 1: Project Management

Project ManagementProject Management

Skills & ToolsSkills & Tools

Michelle Sced

Research Development Coordinator

Division Research Skills Day – 9 March 2007

Page 2: Project Management

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

Page 3: Project Management

Phases of a ProjectPhases of a Project

ENTHUSIASMENTHUSIASM

DISILLUSIONMENTDISILLUSIONMENT

PANICPANIC

EXHAUSTIONEXHAUSTION

EUPHORIAEUPHORIA

Page 4: Project Management

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.

Page 5: Project Management

Phases of Project ManagementPhases of Project Management

Scoping

Planning

Implementing

Finalising

Page 6: Project Management

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.

Page 7: Project Management

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

Page 8: Project Management

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.

Page 9: Project Management

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!

Page 10: Project Management

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

Page 11: Project Management

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

Page 12: Project Management

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

Page 13: Project Management

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!

Page 14: Project Management

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.

Page 15: Project Management

Project Management ToolsProject Management Tools

Page 16: Project Management

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.

Page 17: Project Management

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

Page 18: Project Management

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

Page 19: Project Management

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

Page 20: Project Management

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)

Page 21: Project Management

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