Project management 项目管理 Topic 8 第八讲 : Project management 项目管理 Marshall Breeding Director for Innovative Technologies and Research Vanderbilt University.

Topic 8 第八讲 : Project managementProject management项目管理项目管理

Marshall BreedingMarshall BreedingDirector for Innovative Technologies and Director for Innovative Technologies and ResearchResearchVanderbilt UniversityVanderbilt Universityhttp://staffweb.library.vanderbilt.edu/breedinghttp://staffweb.library.vanderbilt.edu/breeding

Redefining Libraries:Web 2.0 and other Challenges

May 2007 Xiamen, China

Project managementProject management项目管理项目管理

Why do projects succeed?Why do projects succeed?

项目为甚么会成功？项目为甚么会成功？ Why do projects fail?Why do projects fail?

项目为甚么会失败？项目为甚么会失败？

Objectives Objectives 目标目标

Better skills in managing projectsBetter skills in managing projects提高项目管理技巧提高项目管理技巧

Develop realistic timelines Develop realistic timelines 建立实际时建立实际时间表间表

Manage expectations Manage expectations 管理期望管理期望 Avoid problems with mismanaged Avoid problems with mismanaged

projectsprojects避免因项目管理不当而产生问题避免因项目管理不当而产生问题

Better delegation of responsibilitiesBetter delegation of responsibilities更有效地授予责任更有效地授予责任

Project characteristicsProject characteristics项目特式项目特式 Task of finite durationTask of finite duration

有限时间内的任务有限时间内的任务– Not a permanent activityNot a permanent activity

并非永久的活动并非永久的活动 Produces a new product, service Produces a new product, service

or other resultor other result制造一个新的产品，一项新的服务或其制造一个新的产品，一项新的服务或其它成果它成果

Project managementProject management项目管理项目管理 Applies structured techniques to Applies structured techniques to

facilitate a more efficient approach facilitate a more efficient approach to planning an executing a projectto planning an executing a project运用建构技巧以助采取更有效的方法去运用建构技巧以助采取更有效的方法去计划和执行项目计划和执行项目

Applies organizational structureApplies organizational structure运用组织架构运用组织架构

A more analytic approachA more analytic approach更着重分析的方法更着重分析的方法

Organizational Organizational structurestructure组织架构组织架构 Project leader – the person Project leader – the person

responsible for the overall planning responsible for the overall planning execution of the projectexecution of the project

项目领导 ─ 负责整体计划执行项目的人项目领导 ─ 负责整体计划执行项目的人 Project team – Other individuals Project team – Other individuals

assigned to work on the projectassigned to work on the project

项目组 ─ 其它获分派项目工作的成员项目组 ─ 其它获分派项目工作的成员

Project PlanProject Plan项目计划项目计划 A document that guides the execution of the A document that guides the execution of the

project. project. 执行项目的指引文件执行项目的指引文件

Approved by stakeholders or persons in authorityApproved by stakeholders or persons in authority由相关利益者或当权者批核 由相关利益者或当权者批核

States the desired outcomes, assumptionsStates the desired outcomes, assumptions由此项目希望得到的结果、假设由此项目希望得到的结果、假设

General timeline or scheduleGeneral timeline or schedule一般时间表或进度表一般时间表或进度表

Varies in detail according to the complexity of Varies in detail according to the complexity of the projectthe project因项目的复杂程度而有所不同因项目的复杂程度而有所不同

StakeholdersStakeholders相关利益者相关利益者 Individuals or organizations with a Individuals or organizations with a

direct interest in the outcome of the direct interest in the outcome of the projectproject与项目结果有直接利益的个人或机构与项目结果有直接利益的个人或机构

May or may not have authority in how May or may not have authority in how the project is carried outthe project is carried out可能有或没有权力影响项目如何进行可能有或没有权力影响项目如何进行

Source of important information about Source of important information about the potential impact of the projectthe potential impact of the project关于项目潜在影响的重要资料来源关于项目潜在影响的重要资料来源

ChampionChampion项目负责人项目负责人 An individual with a vested interest in the An individual with a vested interest in the

projectproject项目的既得利益者项目的既得利益者

May be the person who initiates the May be the person who initiates the projectproject可能是倡议项目者可能是倡议项目者

May have high-level oversightMay have high-level oversight可有高层次的监督权限可有高层次的监督权限

May be the project leaderMay be the project leader可能是项目领导可能是项目领导

CustomerCustomer顾客顾客

The persons or group that The persons or group that benefits from the outcome benefits from the outcome of the projectof the project

受益于项目结果的个人或受益于项目结果的个人或圑體圑體

Project Management Project Management Fundamentals Fundamentals 项目管理的基项目管理的基础础 Planning time on the font end yields benefits Planning time on the font end yields benefits

throughout the course of the projectthroughout the course of the project事前的时间策划可为整个项目过程带来好处事前的时间策划可为整个项目过程带来好处– Avoids delays Avoids delays 避免延误避免延误– Reduces overall effort Reduces overall effort 降低整体付出降低整体付出– Increases probability of on-time deliveryIncreases probability of on-time delivery

增加按时交付的机会增加按时交付的机会 Involve customers from the inception of the Involve customers from the inception of the

projectproject从项目开始起容入顾客的参与从项目开始起容入顾客的参与

Iterative planning: be flexible enough to make Iterative planning: be flexible enough to make adjustments and mid-course correctionsadjustments and mid-course corrections互动计划：足够的弹性以作调整及中期修正互动计划：足够的弹性以作调整及中期修正

Avoid Scope CreepAvoid Scope Creep避免范围扩大避免范围扩大 Develop a clear idea of the Develop a clear idea of the

parameters of the project parameters of the project 订立清晰订立清晰的项目范围的项目范围

Avoid the temptation to add new Avoid the temptation to add new components or expand the tasks components or expand the tasks 避免尝试加进新的成分或扩展任务范围避免尝试加进新的成分或扩展任务范围

Be clear about what tasks are Be clear about what tasks are beyond the scope of the projectbeyond the scope of the project清楚知道甚么任务超越了项目的范围清楚知道甚么任务超越了项目的范围

Stages of a managed Stages of a managed projectproject管理得当项目的各阶段管理得当项目的各阶段 Start-up: Analysis and planning Start-up: Analysis and planning 创办：分析和规创办：分析和规

划划– Determine requirements Determine requirements 确定要求确定要求 – Create project plan Create project plan 创立项目计划创立项目计划

Execution Execution 实施实施– Carry out plan Carry out plan 执行计划执行计划– Track progress Track progress 追赶进度追赶进度– Address changes Address changes 处理转变处理转变

Close-down Close-down 完成完成– Completion of tasks Completion of tasks 完成任务完成任务– Transfer control Transfer control 移交管理权移交管理权– Final documentation Final documentation 最终文档最终文档– Disband project team Disband project team 解散项目组解散项目组

Project Plan Project Plan componentscomponents项目计划的组成部份项目计划的组成部份 Scope Scope

范围范围 Team CollaborationTeam Collaboration

圑队合作圑队合作 ScheduleSchedule

进度表进度表 CommunicationsCommunications

沟通沟通

Scope ManagementScope Management范围管理范围管理

Define the outcomes Define the outcomes 确定结果确定结果 Structure and subdivide the project into smaller Structure and subdivide the project into smaller

manageable tasks manageable tasks 把项目组织或细分成较小的可管理的把项目组织或细分成较小的可管理的任务任务

Articulate project requirements Articulate project requirements 清晰列明项目要求清晰列明项目要求 Develop a project summary statement Develop a project summary statement 设立项目概要设立项目概要 Identify issues that need to be addressed during the Identify issues that need to be addressed during the

course of the project course of the project 确定项目过程中需要处理的问题确定项目过程中需要处理的问题– Question, problems, obstacles Question, problems, obstacles 问题，难题，障碍问题，难题，障碍

Vetting of the Project Vetting of the Project activities activities 检查项目活动检查项目活动 Interview stakeholders and champion to Interview stakeholders and champion to

gather input and solicit suggestionsgather input and solicit suggestions采访项目的相关利益者及主管以便收集建议及征求采访项目的相关利益者及主管以便收集建议及征求意见意见

Identify sensitive issues Identify sensitive issues 找出敏感的议题找出敏感的议题 Develop interview questions in advance but Develop interview questions in advance but

ask open-ended questions and invite any ask open-ended questions and invite any relevant informationrelevant information事先订立采访问题，但作开放性提问并邀请受访者事先订立采访问题，但作开放性提问并邀请受访者提供相关数据 提供相关数据

Broad consultation improves likelihood of Broad consultation improves likelihood of successsuccess广泛的咨询可增加成功的机会广泛的咨询可增加成功的机会

Developing Project Developing Project Requirements Requirements 订立项目要订立项目要求求 Relevant background and history Relevant background and history 相关背景和历相关背景和历史史

Define deliverables Define deliverables 设定项目成果设定项目成果 Identify schedule and timing requirementsIdentify schedule and timing requirements

确定进度和时间上的要求确定进度和时间上的要求 Create communications strategy Create communications strategy 设立沟通策略设立沟通策略

– Ensure all stakeholders, champions, and Ensure all stakeholders, champions, and participants receive the appropriate level participants receive the appropriate level and frequency of information and frequency of information 确保所有相关利确保所有相关利益者、主管、和参与者收到适当层次的及频密的信益者、主管、和参与者收到适当层次的及频密的信息息

Project summary Project summary statementstatement項目概要項目概要 Project name Project name 项目名称项目名称 Description Description 项目描述项目描述 Stakeholders Stakeholders 相关利益者相关利益者 Project need: Articulate the problem being Project need: Articulate the problem being

addressed addressed 项目需求：清晰列明需处理的问题项目需求：清晰列明需处理的问题 Deliverables: Define the specific desired Deliverables: Define the specific desired

accomplishments, products, servicesaccomplishments, products, services项目成果：订立特定的欲达成的成就、产品、服务项目成果：订立特定的欲达成的成就、产品、服务

Requirements Requirements 需求需求 Success factors Success factors 成功因素成功因素 Initial schedule and target dates Initial schedule and target dates 初步计划及目标初步计划及目标日期日期

Team Collaboration and Team Collaboration and organization organization 团队合作及组织团队合作及组织 Identify roles and responsibilities Identify roles and responsibilities 确定角色和确定角色和

责任责任 Determine how the team will communicate Determine how the team will communicate

and share information and share information 决定团队如何沟通及分决定团队如何沟通及分享信息享信息– E-mail – wiki – collaborative toolsE-mail – wiki – collaborative tools电邮 电邮 – – 维基 维基 – – 协作工具协作工具

External reporting relationships External reporting relationships 对外联系方式对外联系方式 Identify resources needed Identify resources needed 找出需要的资源找出需要的资源 Meeting schedule Meeting schedule 会议时间表会议时间表

Schedule managementSchedule management进度管理进度管理 Define tasks Define tasks 明确任务明确任务 Prioritize tasks and determine prerequisitesPrioritize tasks and determine prerequisites排列任务优先次序和决定必要条件排列任务优先次序和决定必要条件

Assign start and stop dates to each taskAssign start and stop dates to each task定出每项任务的开始和完成日期定出每项任务的开始和完成日期

Delegate team members to each taskDelegate team members to each task分派组员予各项任务分派组员予各项任务

Analyze volume of effort relative to each sub-Analyze volume of effort relative to each sub-task and overall project timelinetask and overall project timeline分析每项子任务的工作量及整体项目时间线分析每项子任务的工作量及整体项目时间线

Avoid unrealistic estimates of timeframesAvoid unrealistic estimates of timeframes避免不现实地估计时间范围避免不现实地估计时间范围

Tools for Managing Tools for Managing Scheduling Scheduling 进度管理工具进度管理工具

Microsoft Project Microsoft Project 微软项目管理软件微软项目管理软件 Gantt Charts Gantt Charts 甘特图甘特图 PERT Charts PERT Charts 计划评核术图 计划评核术图 Excel spreadsheets Excel spreadsheets 电子表格电子表格 Microsoft Visio Microsoft Visio 建立流程图、组织图、建立流程图、组织图、

时间表等的软件 时间表等的软件

Focus on Focus on communicationscommunications集中注意力于沟通方面集中注意力于沟通方面 External vs Internal External vs Internal 对外与对内对外与对内 Within the project team Within the project team 项目组内项目组内 Regular updates to stakeholders, Regular updates to stakeholders,

champions, and managers champions, and managers 定期给予定期给予利益相关者、项目主管、及经理最新的信息利益相关者、项目主管、及经理最新的信息

Develop and distribute adequate Develop and distribute adequate documentation documentation 建立和传阅足够的文件建立和传阅足够的文件

Changes and Changes and correctionscorrections改变与修正改变与修正 Negotiate any changes requested to the project Negotiate any changes requested to the project

requirements requirements 商谈对项目要求提出的改变商谈对项目要求提出的改变 Changes that involve a possible extension of the Changes that involve a possible extension of the

project should be well-vetted and approved by project should be well-vetted and approved by everyone with an interest in the projecteveryone with an interest in the project

可能引致项目延展的改变，应由所有与项目有利益关系可能引致项目延展的改变，应由所有与项目有利益关系的人仔细审批的人仔细审批

Additional resources Additional resources 额外资源额外资源 Possible trade-off of activities Possible trade-off of activities 可能的交易活动可能的交易活动

Project Close-downProject Close-down项目完成项目完成 Validate the successful completion of the projectValidate the successful completion of the project

确证项目已成功地完成确证项目已成功地完成 Distribute any required documentationDistribute any required documentation传阅任何必须的文件传阅任何必须的文件

Transfer from project team to any persons or Transfer from project team to any persons or groups that will be responsible for maintenancegroups that will be responsible for maintenance由项目组调配人员或小组负责维修保养工作由项目组调配人员或小组负责维修保养工作

Document any outstanding issues or problemsDocument any outstanding issues or problems记录所有未解决的议题或问题记录所有未解决的议题或问题

Communicate any recommended next steps or Communicate any recommended next steps or follow-up that may be neededfollow-up that may be needed传达有关下一步的建议或作需要的跟进传达有关下一步的建议或作需要的跟进

Group ExerciseGroup Exercise 小组研习小组研习 In reviewing the projects that your library has In reviewing the projects that your library has

undertaken in the last two years, describe undertaken in the last two years, describe one that might have been more successful one that might have been more successful had the library followed a more structured had the library followed a more structured approach with formal project management approach with formal project management methodologies? Describe specific measures methodologies? Describe specific measures that you would have done differently if you that you would have done differently if you were approaching the same task today.were approaching the same task today.重温一下贵馆过往两年展开过的项目，描述一个若图重温一下贵馆过往两年展开过的项目，描述一个若图书馆用正常项目管理的方法更有效地组织而可能会更书馆用正常项目管理的方法更有效地组织而可能会更加成功的项目。说出一些若你今天要执行同样的任务加成功的项目。说出一些若你今天要执行同样的任务时，你会用到的不同的特别方法。 时，你会用到的不同的特别方法。