200Canada Bridges Page 1 07/11/2009. Project Management: Trainee Guide Module 1 INTRODUCTION

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1 200Canada Bridges Page 1 07/11/2009 Project Management: Trainee Guide Module 1 INTRODUCTION Bridges Social Development Project Management Training Program /09/2009 1

2 Module Topic Highlights Learning Resources Estimated Time Requirements 1. Introduction to Project Management A. Key learning principles B. Introductions and logistics C. What is a project? D. Elements of a project E. Project management toolkit and case study F. Personal experience with projects G. Individual commitment to learning 2. Project Proposals A. Project proposals B. Evaluating alternatives C. Getting approvals D. Team creation Trainer s Guide and Trainee s Guide are resources available to support the entire training program Project Proposal Tool 1.5 hours 3 4 hours 3. Project Design and Plan A. Project Charter Plan first, then do! What is a project charter? Key elements of a project charter B. The Project Plan Introduction to the Detailed Project Plan Using the milestones Setting tasks Completing the Project Plan C. Budgeting Introduction to Cash Budgets Creating a budget D. Risk Management Anticipating and mitigating risks 4. Plan Implementation A. Implementing the Project Plan Tasking and tracking Scope management Risk monitoring B. Change Management The human dynamics of change and transition Leading change Building change into your project plan Project Charter Tool Case Study Project Charter Tool Detailed Project Planning Tool Cash Budget Template Budget Detail Worksheet Template Risk Matrix Tool Project Charter Tool; Detailed Project Planning Tool; Variance Analysis Report; Risk Management Status Report 3 hours 1 2 hours 2 hours 1 hour 1.5 hours 2 hours 5. Post Implementation Review A. Evaluating projects B. Lessons learned C. Project management training evaluation Post Implementation Review Tool 1.5 hours Module 1: Introduction Page 2

3 TABLE OF CONTENTS MODULE 1: INTRODUCTION TO PROJECT MANAGEMENT... 4 MODULE 1A: KEY LEARNING PRINCIPLES... 4 MODULE 1B: WHAT IS A PROJECT?... 5 MODULE 1C: ELEMENTS OF A PROJECT... 6 MODULE 1D: PERSONAL EXPERIENCE WITH PROJECTS... 8 MODULE 1E: INDIVIDUAL COMMITMENT TO LEARNING... 9 Module 1: Introduction Page 3

4 Preparation Recommended Reading List is available at MODULE 1: INTRODUCTION TO PROJECT MANAGEMENT MODULE 1A: KEY LEARNING PRINCIPLES What is the Purpose of this Training? These training materials are intended to give you a basic understanding of project management and an example of one framework that can be used. The materials have been compiled based on common practices and are meant to be used a guideline. The templates can and should be adjusted to meet the needs of the individual project you are working on. It has been said that failing to plan is like planning to fail. The use of the project management skills and tools taught in this course should help your projects to better achieve the results they were intended to achieve, and help you to stay on schedule and within budget. Individual Commitment to Learning At the end of Module 1: Introduction to Project Management, you are asked to commit to learning, by agreeing to: 1. Respect the need for a learning environment 2. Respect confidentiality 3. Respect a diversity of opinions and experiences 4. Be on time for training 5. Participate positively Getting Prepared INTRODUCTIONS AND LOGISTICS You have a name tag You have notepaper and pen Cell phone turned off or on vibrator or silent mode Module 1: Introduction Page 4

5 1. Explain the key characteristics of a project LEARNING OBJECTIVES FOR MODULE 1 2. Demonstrate ability to differentiate between projects and an ongoing activity 3. Describe the project in progressive steps 4. Demonstrate ability to explain problems or issues with projects their causes and adverse impact 5. Identify the most important issue/s with a project and list the solutions and alternatives 6. Identify priority issues in managing a project by using brain storming and consensus building techniques MODULE 1B: WHAT IS A PROJECT? The word project is used to describe many different activities. So, what exactly is a project? Here are is definition for us to review: A project is a temporary endeavor undertaken to create a unique product or service. It is s a one time, multi task initiative that has clearly defined starting and ending dates, a specific scope of work to be performed, a budget, and a specified level of performance to be achieved. As we can see three key points in this definition: 1. A project is temporary. 2. A project is unique. 3. A project is the result of a multi task job that performs specific goals Project is temporary: means that a project is something that has a specific start date and a specific end date. This start and end date must be understood, and accepted, by the people in charge of the project. Project is unique: this doesn t mean that any given project cannot have key similarities to other projects or must be something done for the first time in the world; it does mean, however, that the process to create your project is unique, and therefore, the product of the project (the thing the project creates) is unique. A project is the result of a multi task job that performs specific goals: This means that what you do involves a series of interconnected processes that are performed progressively to achieve a specific goal. Discussion Question: Is this a project or an ongoing operation? How do the 3 key criteria for a project (temporary, unique, multi task job that performs specific goals) apply? Hiring 2 new staff at your hospital or clinic? Module 1: Introduction Page 5

6 Replacing your existing computer systems? Putting a training program in place to use a new accounting system? Running a maternity ward? Selecting and putting in place new human resources systems in your organization? Evaluating a protocol on the use of antibiotics in the Ministry of Public Health? MODULE 1C: ELEMENTS OF A PROJECT Now that we understand what a project is, we need to learn how to manage a project step by step as shown in the following diagram: Module 1: Introduction Page 6

7 Elements of a Project Chart Pre Project Stage 1. Project Design and Plan 2. Plan Implementation 3. Post Implementation Why? What? How? Do! Monitor Revise Review Celebrate Create the Project Proposal Create the Project Charter and Project Plan Monitor and Report on the Project Conduct a Post Implementation Review Pre Project Stage This is the beginning the conception of the proposed project. Why you need the project? What is the current situation and what you like to achieve through the new initiative? You need to organize your thoughts and put them into a format so that your superiors, sponsors and collaborators can understand what you want to do. You need a preliminary yes or no to do further work on the project. Before starting to design and manage a project (including the development of elaborate budgets and detailed plans), we have to know if we have a project! During the pre project stage, projects are proposed for approval. In general, no work should begin on the project until it is approved. Supporters of projects must answer the question: why are we doing this project? Once the Project Proposal is completed, you will need to ask for approval from your management. They are asked to make a decision about whether the project should go ahead as you suggest. A go/no go decision must be obtained from the Project Sponsor. You need this sign off on the Project Proposal before proceeding to the next step of Project Design and Plan using the Project Charter Tool. There may be a number of iterations (edits and changes) to the project proposal before it is approved. This is normal. Ensure you have a Project Sponsor and a Project Manager designated. Required funding should be arranged to allow you to expend resources needed to develop the Project Charter. Now that we have a Project, how do we manage the Project? Once approval to proceed with a project is given, planning for a new project can be launched. Management of this project requires management of three separate phases: 1. Project Design and Plan: what and how questions 2. Plan Implementation: the doing, monitoring and revising of the plan 3. Post Implementation: reviewing and celebrating Module 1: Introduction Page 7

8 MODULE 1D: PERSONAL EXPERIENCE WITH PROJECTS Think back to projects that you have been involved with over the past few years as project team leader, project champion and/or a member of the project team. List 2 or 3 of these projects, large and small, and your role: Project My Role Were all of these projects effective? Were all the outcomes positive? Which project Discussion did you Question:What enjoy the most and do you want why? to learn about project What management? What will help you to initiate a plan and implement projects more effectively? Module 1: Introduction Page 8

9 Discussion Question: It is often said that successful projects have many mothers and fathers failure is an orphan. Why is it critically important for project roles and responsibilities to be clearly understood? MODULE 1E: INDIVIDUAL COMMITMENT TO LEARNING Are you ready to commit to training? By participating in this training program, I commit to: 1. Respect the need for a learning environment 2. Respect confidentiality 3. Respect a diversity of opinions and experiences 4. Be on time for training 5. Participate positively Signature: Module 1: Introduction Page 9