Basics in Project Management

Transcription

1 Project Use of effective teaching methods in improving qualifications in the library sector training course Tools of Project Management

2 2 Introduction If you feel a need for change in your organization which may arise for any of various reasons it is entirely possible a project will be proposed. The project is a tool which will allow the necessary changes to be made.

3 3 What is a Project? A Project is a unique process with an objective that must be reached within a limited amount of time, finances and other resources (people, materials, space, etc.). At times it is difficult to define what is and what isn't a project. For this reason, the basic principles in project planning and management will also be useful during tasks that are not defined as projects.

4 4 What is a Project Leader? The Project Leader is the person who uses their knowledge and skills during project activities in order to fulfill or exceed the needs and hopes of all aprties involved by observing the limits on project resources.

5 5 Goals, Tasks and Deliverables of the Project Project goals are to be reached during the project. Often, project goals are numerous and expansive. In order to fulfill them, a project's tasks must be defined. Several tasks must be completed in order to reach the goal. Project tasks are usually divided further into activities. Not every activity has its own deliverable, but each activity does have a person responsible for it.

6 6 Project Tasks, Deliverables In order for all project participants to understand if project goals have been achieved, the task deliverables must be clearly indicated. If a deliverable has been created, then no participant should be in doubt that the task has been completed.

7 7 Project Resources Each project activity needs resources in order to be completed. For easier monitoring of resources, they are often separated into categories. Each resource group in the project may have a different supervisor and a different owner. All resources are limited.

8 8 Types of Resources: people directors, consutants, monitors, leaders; materials used to complete the final product; equipment technology, vehicles necessary to accomplish goals; premises where work and activities occur; documents - licenses, permits, ownership rights.

9 9 Resource Limit Triangle Every project has limited resources. Money, time and quality are quantities juggled by the project leader. These quantities are reflect in the resource limit triangle. Quality Time Money

10 10 Schedule To create a project schedule, tables and graph diagrams may be used. Each project leader selects those available to them.

11 11 PDM diagram PDM (precedence diagramming method) is a method for combining project activities into a diagram in order to simplify the sequence of deadlines and simultaneous activities for project participants. A simple example of a PDM diagram:

12 12 Critical Path Method Some activities in the project have very strict deadlines. In order to analyse activities from this perspective, the critical path method is used. The critical path method uses a diagram similar to the PDM diagram. With this diagram, it is possible to analyse each activity and its ability to influence important dates, for example the end of the project, the beginning of a project phase or its end, or the beginning or end of the following set of sequential activities.

13 13 Critical Path Method This is a simple project diagram, using the critical path analysis.

14 14 Milestones Project leadership often wishes to verify that the main important dates are observed without delving into details. These dates are called milestones. Each milestone represents a specific large portion of the project. Most often, these parts are called phases.

15 15 Milestones The exit criteria of one phase are usually the entrance criteria of the next phase: submitted reports; documents signed; submitted products or services; completed intermediate results.

16 16 Gantt diagram The Gantt diagram is named after Henry Gantt. It is a graph that shows, very demonstratively, which activities occur at which times, and helps in the comparison of the plan with actual activity completion. The Gantt diagram uses several important scheduling principles: simultaneous activities planning mandatory breaks; sequence of activities and duration.

17 17 Gantt diagram A typical Gantt diagram, created with the help of ProjectLibre or Microsoft Project, looks like this.

18 18 IT Tools in Project Management Various aids and tools can be used in processing project data tools that provide information that can be easily reviewed, analysed and changed. Depending on the project, technical availability and knowledge, these can be: PMIS project management information systems such a MS Project, ProjectLibre; Unspecialised user programs for calculations such a MS Office Excel; Systems to format document, such as MS Office Word.