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Undertaking a Project

Undertaking a Project

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Published by Francis Appah

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Published by: Francis Appah on Feb 10, 2012
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Undertaking a project
Stage 1
1.
 
Establish a Project Management Committee to represent users
.
Identify the need to makeimprovements to the existing facility
.
Consider not only existing need but potential futureneed, eg
.
are there any plans to provide additional housing in the area
.
 2
.
 
Prioritise the shopping list
.
 3
.
 
Consult residents/organisations connected with the project
.
Establish local support
.
 
Stage 2
1.
 
Consult potential funding agencies for advice on grants and timescale of applications
.
 2
.
 
S
ubmit 'marker' applications with outline proposals
.
 3
.
 
D
etermine timescale for project to be undertaken (this will depend on availability of grants and fundraising efforts)
.
 4
.
 
H
ave detailed plans prepared and request tenders for the work 
.
 5
.
 
S
ubmit planning applications and building regulation application (if required)
.
 6
.
 
B
egin fundraising campaign (note:
S
tatutory funding agencies can only provide amaximum of 75% of the total cost
.
The other 25% should be raised by other means)
.
 7
.
 
S
elect successful tenderer 
.
 8
.
 
S
ubmit formal grant applications enclosing tender prices and detailed plans
.
 9
.
 
Prepare the tenderer to begin work as soon as fundraising is complete
.
 
Stage 3
1.
 
U
ndertake the project and claim grant aid
.
 
 
Undertaking a Successful Project Audit
 byMichael
S
tanleighA project auditprovides an opportunity to uncover the issues, concerns and challenges encountered in the execution of a project
.
It affords the project manager, projectsponsor and project team an interim view of what has gone well and what needs to be improvedwith the project to successfully complete it
.
If done at the close of a project, a project audit can be used to develop success criteria for future projects by providing a forensic review
.
Thisreview will provide an opportunity to learn what elements of the project were successfullymanaged and which ones presented some challenges
.
This will help the organization identifywhat it needs to do so that mistakes are not repeated on future projects
.
Regardless of whether the project audit is conducted mid-term on a project or at its conclusion, the process is similar 
.
Itis generally recommended that an outside facilitator conduct the project audit
.
This ensuresconfidentiality but also provides the team members and other stakeholders with the opportunityto be candid
.
They know that their input will be valued and the final report will not identifyindividual names, rather it will only include facts
.
It is common that individuals interviewedduring the project audit of a particularly badly managed project will find speaking with anoutside facilitator provides them with the opportunity to express their emotions and feelingsabout their involvement in the project and/or the impact the project has had on them
.
This³venting´ is an important part of the overall audit
.
 
 A project audit consists of three phases:
 
y
 
Phase
1
:
S
uccess Criteria and Questionnaire
D
evelopment 
y
 
Phase 2: In-depth Research 
y
 
Phase 3: Report
D
evelopment Phase
1
-
S
uccess Criteria and Questionnaire
D
evelopment
1.
 
S
uccess Criteria
D
evelopment
o
 
Interview the core project sponsor and project manager to determine their ³success criteria´ for the project audit
.
This ensures that their individual andcollective needs are met
.
 2
.
 
Questionnaire
D
evelopment
o
 
D
evelop a questionnaire to be sent to each member of the core project team andselected stakeholders
.
We find that individuals will often complete thequestionnaire in advance of an interview
.
It helps them to focus their thoughts
.
 The actual interview provides the facilitator with the opportunity to gain deeper insights into the interviewee¶s comments
.
The questionnaires help them to reflecton the project¶s successes, failures, challenges and missed opportunities
.
 3
.
 
Project Audit Questions
 
o
 
There are many questions that can be asked
.
It is easiest to develop open-endedquestions for the interviews
.
These questionnaires can be used for team membersand/or other stakeholders who cannot attend an interview
.
 
o
 
D
evelop the questions so that they will help to identify the major projectsuccesses; the major project issues, concerns and challenges; how the teamworked together; how vendors were managed; how reporting and meetings werehandled; how risk and change was managed, etc
.
 Phase 2 - In-
D
epth Research
1.
 
Conduct individual research interviews with the Project
S
 ponsor, Project Manager andProject Team members in order to identify the past, current and future issues, concerns,challenges and opportunities
.
 2
.
 
Conduct individual research interviews with stakeholders including vendors, suppliers,contractors, other project internal and external resources and selected customers
.
 3
.
 
Assess the issues, challenges and concerns in more depth to get to the root causes of the problems
.
 4
.
 
Review all historical and current documentation related to this project including;
o
 
Team
S
tructure
o
 
S
cope
S
tatement
o
 
B
usiness Requirements
o
 
Project Plan
o
 
Milestone Report
o
 
Meeting Minutes
o
 
Action Items
o
 
Risk Logs
o
 
Issue Logs
o
 
Change Logs5
.
 
Review the Project Plan to determine how the Vendor Plan has been incorporated into theoverall project plan
.
 

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