Project Planning and Management

Contact Day I28 Oct 2013

What is a project?

• Has a beginning and an end.• Happens only once.• Consists of a set of activities.• Has its own resources.

Many kinds of projects• Product development (client pays)

– Engineering– IT– Advertising

• Co-financed projects– Regional development– E.g. in education, welfare, business development, etc.– Research projects

• Internal development (organisation pays itself)– Process or operation development

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Components of a project plan

With what resources?

Who is involved?

Tasks, activities?

Why?What is

the aim?What

results?

To whom?

When?

Results

Background

Partners, outsourcing

Target group

Activities Budget

Aims and objectives

Schedule

How to make a project plan

With what resources?

Who is involved?

Tasks, activities?

Why? What is the aim?

What results?To whom?

When?

ResultsBackground

Partners, outsourcing

Target group

Activities

Budget

Aims and objectives

Schedule

Schedule I: Organising a seminarACTIVITIES TASKS WORKING HOURS

/ TOTAL TIME SPENT

PARTNERS &COSTS

BOOKING THE VENUE

- Searching for possibilities- Making enquiries- Bids / tenders- Taking decision and

booking

2 h1 h2 h0,5 h

Total: 5 days

Who works or how is it done?

How much does it cost?

PLANNING PROGRAMME

- Agreeing on topics- Finding speakers - Finding catering- Bids / tenders

8 h4 h1 h2 h

Total: 3 weeks

PRODUCING MARKETING MATERIAL & MARKETING

- Concept- Layout and copy- Bids /tenders on printing- Marketing

2 h5 h2 h 5 h

Total: 4 weeks

PREPARING THE PRESENTATIONS

- Planning content- Composing presentation

10 h4 h

Total: 2 weeks

Schedule II: Organising a seminar

Making enquiries (1 h / 2 d)

Bids/tenders (2 h / 3 d)

Decision and booking (0,5 h)

Searching for possible venues

(2 h)

Finding catering (1 h)

Bids/tenders (2 h / 3 d)

Agreeing on topics

(8 h / 1 w)

Finding speakers (4 h / 2 w)

Making presentation (4 h / 1 w)

Planning presentation (10 h / 1 w)

Marketing concept

(2 h / 1 w)Layout and copy of marketing material

(5 h / 2 w)

Bids/tenders and printing

(2 h / 1 w)

Schedule: GANTT chart

Schedule and follow-up

• Schedule should include check-points / milestones– Is the project proggressing as planned?– If not, why not?– Should the plan be adjusted?

• Allows follow-up on proggress• Main component of project management

Outsourcing / Partners

• My possibilities in completing the activities?– Competences– Resources

• Who could help me?– Partners– Outsourcing

Budgeting

• Budgeting is based on planned activities– Human resources– Equipment, rooms, etc.– Travel– Office costs (printing, phone)– Experts

• The form of the budget is given by the one with the money– Cost part (expenses)– Funding part

Follow-up & Team work

• Project management (coordination)– Implementation of the project plan– Follow the progress

• How to manage a project? Team work (next contact day)

What is project expertise?

• Ablity to analyse a set of aims and turn it into a full project plan.

• Ability to turn the plan to results.– Get the team working– Follow the plan– React to changes– Adjust the project plan– Keep the team working

Challenges?

• Easy to solve:– Lack of good planning

• Out of your reach, just prepare yourself!– Changes– Lack of time of key personnel– Personalities and cultural differences

Risk analysis!

Thank you!

More informationhttp://Projektiassat.fi