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Project Management

16th November 2011

John Patterson
Commercial Development Manager,
Sage (UK) Limited
What is a project?
• Wikipedia says:
• A project is a temporary endeavor with a
defined beginning and end (usually time-
constrained, and often constrained by funding
or deliverables), undertaken to meet unique
goals and objectives, typically to bring about
beneficial change or added value.
Project Management

Quality of

Project Cycle
• Initiating
• Planning
• Executing
• Controlling
• Closing

(or Define, Detail, Develop, Deploy, Debrief, or…)

Phase 1: Initiation
• What is the project aiming to achieve?
• Why is it important to achieve it?
• Who is going to be involved and what are
their responsibilities?
• How and when is it all going to happen?
Phase 1: PID (Project
Initation Document)
• Background
• Objectives
• Scope
• Constraints
• Assumptions
• Risks
• Deliverables
• Investment
• Stakeholders
Phase 2: Planning
• When should activities be done, by whom
• What order?
• Estimating duration and effort
• Agreeing quality control activities
• Calculating overall cost
• Producing project budget
• Assessing the risks
• Identifying management control points
 Key: What? When? Who? What needs to happen
2. Planning tasks:
Sample Gantt Chart
2. Planning: Evaluating Risk
• Identify - what is the risk?
• What is the probability of the risk happening?
1=Low, 5=High
• What is the impact if the risk happens?
1=Low, 5=High
• What is the product of probability x impact?
1-9: green
10-19: amber
20+: red
2. Planning: Responses to risk
• Probability
Response v Impact Description
Prevention Complete removal of the risk
– E.g. null hypothesis
Transference Specialist e.g. insurance
Reduction Reduce likelihood or limit the
Contingency Actions planned if risk happens
Acceptance Tolerate the risk – perhaps
because of cost to treat, or
because likelihood and / or
impact are low
Phase 3: Execution
Managing a Project is about making things
happen. The Project Manager must:
• ensure that the project resources are focused
upon delivery of the expected outcomes
• keep risks under control, keep the Business
Case/PID under review
• carefully monitor any movement away from
the project scope and outcomes
3. Execution:
What does this really mean?
• Leading the team
• Meeting with team members
• Communicating with stakeholders
• Fire-fighting
• Securing necessary resources
• …..doing the work!
3. Execution: Managing Self
• Single consolidated to do list
• Switch off the yellow envelope!
– Schedule email sessions in Outlook
• Body clock
• Group (‘chunk’) and schedule similar tasks
• OHIO / 4 Ds
• Prioritise
– Urgent v Important! Outlook?
– Avoid Student Syndrome… Don’t waste your buffer…
3. Execution:
Managing through others
• Influencing
• Specification
– Move the chair!
• SMART objectives
– Specific
– Measurable
– Attainable
– Relevant
– Timebound
• Clarity – roles and responsibility
• Communicate, communicate, communicate
3. Execution:
The importance of the spec…
The ability to use a pen in space The ability to write in zero gravity

Space pen Pencil

$1 Million A little bit less…..

Phase 4: Controlling
• Managing the plan
• Managing issues
• Managing risks
• Managing scope and exceptions – deviation
from plan
• Monitoring results
• Reporting
Controlling: Managing
Phase 5: Closing
• Completion…
– Or not!
– Emotional investment, letting go
• Review and learn
• Documentation
• Handover
Try to avoid…
• Overcomplicating
• Overpromising and underdelivering
• No contingency
• Bad news late
• Glossing over the planning stage
• Assumptions around other people’s level of
understanding / buy-in (communication)
• Six Sigma / Lean manufacturing
• Waterfall
• Agile
• QA
Useful Resources
Thank you!

Any questions?