ProjectManagement Framework May 2010
Ciaran Whyte
Risk AdministratorPlanning & Strategic Projects Unit
Project Management Framework
OR.....
Ciaran Whyte
Agenda
Objectives of Seminar
What is a project?
What is PMF?
PRINCE2
Project Lifecycle
Stage 1 – Scoping and Approval
Project Governance
Stage 2 – Project Planning
Stage 3 – Start Up the Project
Stage 4 – Deliver the Project
Stage 5 – Close the Project
Stage 6 – Post Project Review
Project Management Framework
Objectives of Seminar
• Know what the Project Management Framework is
• Know what the stages in a project life cycle area
• Within each stage know what steps to take
• Realise that a Project Manager’s job is not really for dummies!
At the end of the seminar you should -
Project management challenges
How the funder explained it
What the funder really needed
Perception from other Schools
How SMT described it
What was deliveredHow it was documented
Project team’s understanding
Admin Depts perception
How HoS/HoD described it
External partners understanding
What is a project?
“a temporary endeavour undertaken to create a unique product or service”
Definite beginning and definite end
Product or service is different from all other products or services
Reached when project objectives met or project terminated
What is PMF?
“Project Management Framework provides a basic structure for understanding
project management as it is deployed at Swansea University”
Application of knowledge, skills, tools, and techniques to meet project requirements
PRINCE2
Directing A Project
Starting Up a Project
Initiating a Project
Planning
Controlling a Stage
Managing Product Delivery
Managing Stage Boundaries
Closing a Project
Directing a Project
Initiating a Project
Starting Up a Project
Planning
Closing a Project
Managing Product Delivery
Controlling a Stage
Managing Stage Boundaries
Project StagesPlanning
Scoping & Approval
Stage 1
The P ro ject L i fecyc le
Delivery Close Post
Stage 2 Stage 3 Stage 4 Stage 5 Stage 6
Project Planning
Start Up the Project
Deliver the ProjectClose the
Project
Post Project Review
Identify need & scope of project
Write business case
Identify owning HOS/D
Secure planning resources
Agree governance
SMG Research approval
Create project plan
Prepare full bid
Conduct risk review
Plan all resources
Negotiate agreements
Secure SMT approval
Initiate contracts
Secure all resources
Engage PM
Setup finances
Secure funders approval
Execute project plans
Deliver outputs
Manage exceptions
Manage contract delivery
Submit Claims to funder
Project Steering Group control
SMT Monitoring Reports
Project Assurance Review (if requested)
Funder/PWC Audits (if requested)
Close contracts
Close finances
Write Project Completion Report
Release resources
Review benefit delivery
Identify follow-up projects
Stage 1 – Scoping and Approval
Scope Planning
Scope Initiation
Scope Definition
Scope Verification
define
Key stakeholders
Breakdown to lower levels
document
SMG Research approval
Ensure project includes ALL the work required AND ONLY the work required to complete successfully
Business CaseProject DefinitionHigh Level Project Plan
Stages 1-3 – Other things to do
Risk Identification
Communications Planning
Quality Planning
Procurement Planning
Organisation Planning
Staff Acquisition
Solicitation Planning
Risk Evaluation
Risk Mitigation
what standards apply
stakeholder needs
roles, resps and reporting
what, how much & when
get the team
specify & identify potential sources
Pre-RA check to assess risk levelRisk Assessment Review for high risk projects
Project Governance
Direct Management Responsibilities
Administrative Departments
External Project Steering Group
School Resources External Suppliers or Partners
Project Steering Group
- Head of School(s)- Principal Investigator (PI)- Project Manager (PM)- Key SU stakeholders
University Senior Management Team (SMT)
SMT Owner
Finance Infrastructure R&D Business Marketing
Academic Activity External/OutputsBudget Building/ICT Communications
Sub-Group Management
• Direction & guidance• Provide resources• Secure funding• Liaison to Exec
groups• Approve outputs• Resolve issues• Manage risks• Policy decisions• Scope changes• Contingency
“owns” ProjectAppoints chair
Delegate accountability to chair of sub-group
Stage 2 – Project Planning
Activity Definition
Cost Estimating
Resource Planning
Activity Duration
Estimating
Activity Sequencing
Schedule Development
Cost Budgeting
Project Plan Development
specify activities
determine -people -kit -materialsto perform each activity
establish dependencies
estimate work periods
task schedule
Pull together & document with ALL assumptions
allocate to periods
Translate to £s
MS Project
Stage 2 – Project Planning
ID Task Name Duration Start Finish
2 Main Project 3 days? Mon 29/06/09 Wed 01/07/09
3 Bid Dev/Approval 2 days? Mon 29/06/09 Tue 30/06/09
4 Bid Approval 1 day? Wed 01/07/09 Wed 01/07/09
5 Project Completion 1 day? Fri 29/06/12 Fri 29/06/12
6
7 New Facility 543 days? Wed 24/06/09 Fri 22/07/11
8 Planning/Design 1 day? Wed 01/07/09 Wed 01/07/09
9 Procurement Framework 100 days Wed 24/06/09 Tue 10/11/09
10 Planning Approval 1 day? Wed 01/07/09 Wed 01/07/09
11 Site Clearance 45 days Fri 01/01/10 Thu 04/03/10
12 Construction 300 days Fri 05/03/10 Thu 28/04/11
13 Commissioining 60 days Fri 29/04/11 Thu 21/07/11
14 'Opening' 1 day? Fri 22/07/11 Fri 22/07/11
15
16 Equipment 567 days Wed 01/07/09 Thu 01/09/11
17 Scoping 50 days Wed 01/07/09 Tue 08/09/09
18 Procurement/Order 195 days Wed 09/09/09 Tue 08/06/10
19 Installation 45 days Fri 29/04/11 Thu 30/06/11
20 Commissioning 45 days Fri 01/07/11 Thu 01/09/11
21
22 Tech Transfer 1 day? Wed 24/06/09 Wed 24/06/09
23 Team Establishment 1 day? Wed 24/06/09 Wed 24/06/09
24
25 CRF 783 days? Wed 01/07/09 Fri 29/06/12
26 Phase 1 (Inform.) 1 day? Wed 01/07/09 Wed 01/07/09
27 Phase 2 (Clin Start) 400 days? Thu 02/07/09 Wed 12/01/11
28 Equipment Procurement 60 days Wed 09/09/09 Tue 01/12/09
29 CRF Fitout 20 days Fri 29/04/11 Thu 26/05/11
30 CRF 'Opening' 1 day? Fri 22/07/11 Fri 22/07/11
31 Phase 2 (Clin full) 245 days Mon 25/07/11 Fri 29/06/12
32
33 ERDF Outputs/Monitoring 1 day? Thu 02/07/09 Thu 02/07/09
34
35 Project Management 795 days? Mon 20/04/09 Fri 04/05/12
36 Evaluation (proc) 60 days Sun 01/01/12 Fri 23/03/12
37 Evaluation 20 days Mon 26/03/12 Fri 20/04/12
38 Eval Review 10 days Mon 23/04/12 Fri 04/05/12
01/07
29/06
01/07
22/07
22/07
20/04 03/08 16/11 01/03 14/06 27/09 10/01 25/04 08/08 21/11 05/03 18/06 01/10 14/01 29/04 12/08 25/11 10/03 23/0601 February 01 September 01 April 01 November 01 June 01 January 01 August 01 March 01 October 01 May
Stage 3 – Start Up the Project
Negotiating and receiving funding
Carry out initiation tasks Secure resources Initiate contracts Finance systems setup Engage project manager
Handle changes Revisit Stages 1 & 2 if scope or plan changes
Stage 4 – Deliver the Project
perform all activities in project plans
EXECUTION
CONTROL
Collect information status – current position against plan progress – achievements forecasts - prediction
Document Steering Group Highlight Report External reports to Funder Major Project Monitoring Report Issue Log / Risk Register
Meetings Steering Group Meeting Sub-Group Meetings Project Team Meetings Claim Meetings
Stage 4 – Other activities
Solicitation
Quality Assurance
Team Development
Information Distribution
Source Selection
Contract Administration
Schedule Control
Scope Verification
Scope Changes
Risk Monitoring
Cost Control Quality Control
“health check” Project Assurance Review
conduct sampling
& agree actions to eliminate
unsatisfactory performance
enhance performance
timely provision to stakeholders
getting quotes / bids choosing supplier
managing supplier delivery
requests assess impact & estimate cost approvals
review risks & track actions
Stage 4 – Project Assurance Review
1. Are all stakeholders fully committed and effectively involved?
2. Will the project deliver the desired outputs and costs, and is tracking ongoing and meaningful?
3. Is the project plan accepted and maintained and is there confidence in reporting and estimates to complete?
4. Are the project team high performing with clear roles and responsibilities?
5. Is the scope realistic and are the project boundaries being clearly managed?
6. Are all risks being mitigated?
7. Does the project help or endanger Swansea University’s reputation, finances or staff development?
Stage 5 – Close the Project
Close contracts verify completed successfully final invoices
Close financial systems Project Completion Report
plan versus actual with variances explained– finances– milestones– outputs– resources
lessons learned – what went well? what went badly? recommendations archiving of project files
Release resources Celebrate achievements!
Stage 6 – Post Project Review
SMT Owner appoints independent reviewer
Review achievement of benefits
Review management of project
Lessons learned
Identify potential follow-up projects
And if it all goes wrong...