NICE TO MEET YOU ALL!!

My name is Alexandra!
 Who am I and Why am I
here?
I am coordinating a Caritas Day Center for roma
families and children where we are providing social
services for a roma community (of about 800 people) in
Baia Mare city, Romania.
I have 6 years of experience in working with Roma
Communities. (maybe that’s why I’m here, but let’s just say
that somebody trusted me to do this )
 Enough about me…who are
YOU?
 Choose a small paper from my box, read it and think about
the answer.
 Please tell us your name, and what do you do. Then, tell us

something personal about you by responding at the

question you found on the note.
 For example: Hi, my name is Alexandra, I work in social

field and I really love long coffees with friends, but also
spending time alone!
Now that we got to know
each other better…
Today, I will present you a
short introduction in…
 Project Development and Project
Management
In this presentation, you will see...

What’s a “Project” in general?

What’s Project Management and
how does it work?
...some funny stuff about this subject and some
exercises
This is how the program
looks:

 Workshop duration: 09:00-12:00

 Coffee break @ 10:30 until 11:00
 Defining -Project-

PROJECT: It's a temporary effort made to create a
unique product, service or result.

A project is temporary because it has a defined
beginning and end in time, and therefore a defined
scope and resources.

And a project is unique in that it is not a routine
operation, but a specific set of operations designed to
accomplish a singular goal.
WHY DO WE NEED PROJECT
PLANNING???
 That's why you need a
plan...
A poorly planned project stands little chance
of success.
Things that can go wrong:
- Running out of time (very common)
- Bad choice of development methodology
- Reinventing the wheel
 What's in a project plan?
 1. Context WHAT?
 2. Problem WHY?
 3. Related work WHO?
 4. Solution HOW?
 5. Scope and Objectives

 6. Tasks and timetable WHEN?

 CONTEXT and PROBLEM
 - Background
 - What's the problem?

 - Why it is interesting?

 - Set the scene, lay the foundations

 - Common mistake: technical details!

 - Assume that the reader knows nothing

 RELATED WORK

You need to show that you have an understanding of what
has already been done. (so that you don't reinvent the wheel)

Doesn't have to be completely specific to your particular
problem, but related.

A tip would be to tag or quote other related works done,
because it shows that you searched informations and
literature.
 SOLUTIONS
 How are you going to solve the problem?
- what is your aproach?
 How will you measure your succes?

- what is vital?
 Who are the stakeholders?

- who will participate?

 What is your plan B?

- how will you manage risk?

 SCOPE & OBJECTIVES

 SCOPE- General statement about what you

are trying to achieve.

 OBJECTIVES- More specific description of

how the scope will be achieved.
 TASKS AND TIMETABLE

It’s important to ensure that you remain in
schedule.

Some milestones (major progress points) are
fixed and some are more flexible.

Break your project in broad phases and each
phase in specific tasks.

Estimate how long each one will take (weeks).

Draw a Gantt Chart to show this graphically.
Example of simpleGantt
Chart
 PROJECT COSTS
1. Project budget- a detailed plan divided into categories as
salaries, benefits, travel, supplies, equipments and overhead
costs (called "indirect costs") that will be associated with the
project.
2. Budget Narrative- the budget narrative is basically a list of
commentary needed to clarify and justify the figures on your
budget.
3. Additional Financial Statements: some project proposals
may require additional financial statements, such as a profit
and loss statement, a recent tax return, an annual report, or a
list of funding sources.
Exercise time!
 What about Project
Management?
It is the application of
KNOWLEDGE+SKILLS+TOOLS+TECHNIQUES=
meeting the project requirements

AND...
Organizing an managing resources so the
project is completed within defined
SCOPE, QUALITY and TIME.
 Project Management
Principles & Practices
 Define Project Objectives;
 Develop Project Execution Plan ;

 Build and Maintain Relationships ;

 Manage Risk;

 Close Out Effectively .

 The 5 phases of Project
Management
1. DEFINE- state the problem, identify project goals, list the
objectives, determine resurces, identify risks.
2. PLAN- identify activities, estimate time and cost, write project.
3. ORGANIZE- personnel needs, recruit project manager, recruit
project team, organize, assign work.
4. CONTROL- establish control tools, prepare reports, review
schedule, change if needed.
5. CLOSE- obtain results, document the project, final report,
achieve success.
 What about „Who” ?
To use/implement Project Management you have to have:

1. A PROJECT MANAGER.

2. A TEAM.

3. A COMMON SCOPE/GOAL.
 Characteristics of a Good
Project Manager
 Ability to inspire trust & confidence;
 Communication skills;

 Interpersonal skils;

 To promote empowerment;

 Ability to motivate and to offer mentoring;

 To have a vision;

 To take risks & show courage;

 Having knowledge & competency.

 What about a Good Team?
Listening Skills - showing support of others when they speak,
along with better understanding the ideas they share
Persuasion - a knowledgeable team member must often use his
skills of persuasion to convince others to go along with his
suggestion
Accountability - the skill of accountability means that you
acknowledge and take responsibility for mistakes
Cooperation - Work teams succeed only when all members are
fully engaged in sharing ideas and performing tasks
 If something goes bad !?

You can use RISK MANAGEMENT!

 What is risk? a situation involving exposure to danger or loss.


Sources of risk? Management (ex: bad planning), external
(predictible (negative media), unpredictible (natural disasters)),
technical (technology changes) and legal ( violation of trade market,
logo).
Example of risk.
Exercise
 RISK MANAGEMET
PROCESS
What should we do?
Step 1: Identify the Risk
Step 2: Analyze the risk

Step 3: Evaluate or Rank the Risk (how bad, what

consequences)
Step 4: Treat the Risk

Step 5: Monitor and Review the risk

 Short exercise time

Based on the project management COMPETENCIES

written in the next slide...
1. Split in groups.
2. Rate and write on a flipchart paper the competencies you
will find in the slide (the first one you choose is the most
important, until the last one that is not so important)
3. Please talk with your group colleagues about these
competencies while you decide.
TIME FOR REVIEW

1. WAS IT HARD TO RATE THE

COMPETENCIES IN ORDER OF THE
IMPORTANCE? WHY?

2. WHAT COMPETENCE IS THE MOST

IMPORTANT FOUND IN EACH GROUP?
FINAL EXERCISE!
Thank you all for
your attention!