Essentials Skills in Project Management Day 2 Pauline

Essentials Skills in Project Management Day 2 Pauline

Essentials Skills in Project Management Day 2 Pauline Morrison Project Improvement Advisor Educational Solutions for Workforce Development Structure of the Day

Morning Refreshments Lunch Afternoon Refreshments Finish

11.20 11.30 12.30 13.00 14.40 14.50 16.00 Educational Solutions for Workforce Development Recap on day 1

Project life-cycle and project management process Project planning Project resources

Project costing Financial Profiling Educational Solutions for Workforce Development Topics covered today

Project risks Project Governance Stakeholder identification

Commissioning in Projects Progress reporting Lessons Learned Project Review Project Close Educational Solutions for Workforce Development What might stop us from achieving it?

Project Risk Identification & Analysis Educational Solutions for Workforce Development What are risks? The occurrence of something which may impact negatively on the project Can be measured by: What will cause it to happen

What the effect will be How likely it is to happen What could reduce the likelihood of it happening or stop it happening altogether Educational Solutions for Workforce Development Organisation vs Project Risks Organisational risks

Anything that might impact on the organisations ability to function/deliver its services Normally very high-profile projects with high risks Project risks Anything that might impact on the projects ability to function/deliver its services Educational Solutions for Workforce Development

How do you identify and analyse risks? Consider each task in turn could anything happen that would stop you from being able to complete that task? What would be the cause? What would be the effect? What could you put in place to stop that from happening (the control)? Educational Solutions for Workforce Development

How do you identify and analyse risks? Consider the likelihood of that risk happening after you have put the control in place. Score on a scale of 1-5 (1 being remote chance and 5 being almost certain) Now consider the impact of that risk happening, again after the control has been put in place. Score on a scale of 1-5 (1 being negligible impact and 5 being catastrophic)

Lastly, who will make sure the control is put in place to manage the risk? Educational Solutions for Workforce Development An example Educational Solutions for Workforce Development

Educational Solutions for Workforce Development Any questions? Educational Solutions for Workforce Development Group Exercise Developing a Risk Register

Educational Solutions for Workforce Development Feedback on reflective log Educational Solutions for Workforce Development Did you think about? Whether there are there any organisational risks in doing the project?

How would you prioritise the risks? Would you invest any time or effort in a risk which had an overall risk score of 4? Are there any problems with using this approach to identify your risks? How do you know all risks have been identified? What do you do now that you have created your risk register? Is it enough just to identify the risks? Do you need to do more?

Educational Solutions for Workforce Development Project Governance Educational Solutions for Workforce Development What do we mean by governance? A formal structure which defines the accountability lines and responsibilities for strategic decisionmaking within the project

Normally in the form of: Project Board Steering group Working Group Reference Group Educational Solutions for Workforce Development What does a governance structure do?

Provides strategic advice and guidance to Project Team Responsible for making strategic decisions around how the project will be delivered Signs off the project initiation document and monitors the progress of the project If project is at risk of failing, provides support to Project Team to get project back on track Often in a position to provide support if required i.e.

influencing problematic stakeholders Educational Solutions for Workforce Development Why is it important to put a project governance structure in place?

Ensures stakeholders retain ownership of project Can help influence wider stakeholder groups Provides support to Project Team Auditable trail of decisions that have been made All contribute to ensuring successful project delivery! Educational Solutions for Workforce Development

How do you go about agreeing a Governance Structure Create a Terms of Reference Include diagram depicting reporting lines Define roles and responsibilities Identify membership constitution Describe reporting requirements e.g. quarterly progress reports including milestones and budget,

quarterly meetings Educational Solutions for Workforce Development An example Educational Solutions for Workforce Development Steering Group

Working Group Programme Director Project Leader Project Officer

Project Administrator Educational Solutions for Workforce Development Important to remember. Not line-management structures Demonstrates lines of accountability for the project

Structure can vary between projects should be designed to accommodate characteristics of project Important to define roles and responsibilities for each person/group Avoids confusion Everyone understands what is expected of them Helps identify if there are gaps which need to be filled Educational Solutions for Workforce Development

Any questions? Educational Solutions for Workforce Development Stakeholder Identification & Analysis Educational Solutions for Workforce Development

What do we mean by stakeholders? Literally speaking people who have a stake in the project Formal definition - a person or group interested in or affected by the project Internal and external to the organisation Educational Solutions for Workforce Development

What is stakeholder engagement? Asking the people who are affected by the project their views about the project/service we are delivering Ensuring those views are integrated into the delivery of the project Formal communication mechanism to listen to stakeholders, feedback to them and update them as the project progresses

Educational Solutions for Workforce Development Why is stakeholder engagement important?

For legislative purposes under principles of Patient Focus Public Involvement (PFPI) Helps to ensure that what we do is relevant to end users and of a high quality Reassures our customers that NES is a listening organisation and that services will be fit for purpose Supports the implementation process if people are engaged

with the project they are more likely to support the project when it is implemented Helps identify any potential negativity or barriers and overcome those Educational Solutions for Workforce Development Types of Internal Stakeholders Senior management

Members of the project team People who are involved in delivering the project e.g. web team, events team, procurement team People who need to know about the project but arent involved in the delivery e.g. other departments doing similar work Educational Solutions for Workforce Development

Types of External Stakeholders Customers/end users e.g. NHS staff groups/NHS boards Scottish Government Regulatory bodies/professional organisations Trade Unions Suppliers/contractors The public Auditors

People who will support or maintain the final product Educational Solutions for Workforce Development Project Communication Strategy Document detailing: Who you need to communicate with Why you need to communicate with them When you will communicate with them How you will communicate with them

Educational Solutions for Workforce Development What does a communication strategy look like? Educational Solutions for Workforce Development Educational Solutions for Workforce Development

Educational Solutions for Workforce Development Any questions? Educational Solutions for Workforce Development Refreshment Break

Educational Solutions for Workforce Development Group Exercise Identifying and Analysing Stakeholders Educational Solutions for Workforce Development Feedback from Reflective Log

Educational Solutions for Workforce Development Did you think about? Whether you have identified all stakeholders? How can you make sure you havent missed any? How you would monitor your communication strategy how would you know it was being effective? Educational Solutions for Workforce Development

Commissioning in Projects Educational Solutions for Workforce Development What do we mean by commissioning? The process of contracting someone to develop or deliver goods or services on our behalf Examples include:

Hiring a venue to hold an event Ordering catering for a meeting Contracting a writer to write a report Contracting a consulting firm to undertake research Educational Solutions for Workforce Development Commissioning in Projects Most projects will require some form of

commissioning Pieces of work/services which NES: Do not have the expertise to do internally Do not have the capacity to do internally Are physically unable to do e.g. hiring of venues for large events Educational Solutions for Workforce Development

How do you commission within NES? Different process depending on: Type of goods/services you are commissioning Value of order Educational Solutions for Workforce Development Processes for goods/services being commissioned

Design of publications use corporate contract with Shandwick Design (currently under review) Printing of publications obtain 3 quotes from 9 nationally approved printers Stationery through national contract with Lyreco Travel through national contract with Chambers Travel Find out more on intranet site

Educational Solutions for Workforce Development Processes for goods/services based on value of order 10k demonstrate best value e.g. obtain 3 quotes 10k to 25k Obtain Competitive Written Quotations (CWQ) 25k to 90k Obtain Expressions of Interest followed by Invitations to Tender

>90k Advertise in Official Journal of European Union (OJEU) Educational Solutions for Workforce Development Identifying Commissioning Exercises Identify what work needs to be done externally to help you deliver each milestone Based on your budget estimates identify which

threshold(s) the work falls under Review your project plan to make sure all stages have been incorporated update if necessary Educational Solutions for Workforce Development Any questions? Educational Solutions for Workforce Development

Group Exercise Identifying Commissioning Exercises Educational Solutions for Workforce Development Feedback from Reflective Log Educational Solutions for Workforce Development

Did you think of? The events as commissioning exercises? If you did identify an event, did you consider booking the Beardmore Hotel (NHS Scotland venue of choice for event hire) Whether you would need to update your project plan? Educational Solutions for Workforce Development

Lunch & Refreshment Break Educational Solutions for Workforce Development Progress Reporting Educational Solutions for Workforce Development

What do we mean by progress reporting? Keeping track of how your project is progressing If you arent on track: being able to explain why identifying any impact on future tasks or overall project objectives Highlighting areas which need additional support

Educational Solutions for Workforce Development Why is it important to monitor progress?

Allows you to congratulate achievements which helps maintain motivation among project team Keeps key stakeholders informed about how the project is progressing Enables project team members to identify their responsibilities Helps other people involved in delivering the project forward plan their workload Allows you to see at an early stage whether there are any

issues that may stop you from delivering the project Helps highlight whether additional support is needed Educational Solutions for Workforce Development How do you report progress? Progress against milestones Green will achieve Amber will achieve but not by date

specified Red will not achieve at all Actual budget spent against forecasted spend Educational Solutions for Workforce Development How regularly should I report progress? Depends on: The size of the project

The complexity of the project The profile of the project The number of projects you are managing Recommend at least every month If you leave it too late things may have already gone drastically wrong! Educational Solutions for Workforce Development

Defining progress reporting information Review milestones Are they accurate Do you know of anything at this point that might stop you from achieving that milestone? Do you need to make any changes? Review profiled finances Are they accurate?

Do you know of anything at this point that you havent budgeted for or wont need funding for? Educational Solutions for Workforce Development What does a RAG report look like? Educational Solutions for Workforce Development Any questions?

Educational Solutions for Workforce Development Reviewing Your Project Recording Lessons Learned Educational Solutions for Workforce Development What is a lessons learned log?

Document which helps you record: What worked well in the project What didnt work well in the project Includes: Any issues that have arisen when delivering the project Techniques that have been adopted that worked out well

Educational Solutions for Workforce Development Why is it important to record lessons learned? Enables you to learn from previous projects and inform future project design Enables others to learn from previous projects Encourages NES to operate as a learning organisation and continually improve performance

and effectiveness Ensures future projects are fit for purpose and delivered effectively Educational Solutions for Workforce Development Other things to think about Review lessons learned at least every quarter Complete as project team likely everyone will have

different views around what worked well and what didnt Once completed important to share with others Educational Solutions for Workforce Development Examples of lessons learned log Educational Solutions for Workforce Development

Educational Solutions for Workforce Development Any questions? Educational Solutions for Workforce Development Refreshment Break

Educational Solutions for Workforce Development Closing a Project Post-Project Review Educational Solutions for Workforce Development What is a post-project review meeting? Reviewing whether:

Outcomes have been achieved as expected Anticipated benefits have been realised Processes were followed as required Costs were as expected If any of these werent achieved, documenting why not Educational Solutions for Workforce Development

Why is it important to hold one? Recognises project achievements and acknowledges peoples contributions Where benefits or outcomes havent been achieved allows the organisation to identify whether additional work is required Where variations were experienced, captures the reasons why so as to inform the accuracy of future forecasts Determining the processes that worked well helps to

establish best practice Educational Solutions for Workforce Development Project Closure

Distributing any final project outcomes Finalising project documentation Reviewing project delivery and progress Sending thank you letters to actively involved stakeholders Formally recording project as closed Educational Solutions for Workforce Development

Why is it important to close a project? Resources only allocated for project duration likely project team will be allocated to another project so will not have capacity to continue to support project No more funding will be available to help you deliver the project No finalisation of documentation/distribution of project outcomes no way of knowing whether project

achieved what it set out to do Educational Solutions for Workforce Development Any questions? Educational Solutions for Workforce Development Other things you need to think about

Equality & Diversity Procurement Educational Solutions for Workforce Development Equality & Diversity As a public body, NES is subject not only to antidiscrimination legislation but also to public sector equality duties. Have statutory obligation to be proactive in promoting

equality and diversity in all our projects. Educational Solutions for Workforce Development What does this mean for Project Management?

Each project must consider the equality and diversity implications of the work Take action where possible to promote equality and diversity and to take account of the needs of diverse groups Complete Rapid Equality Impact Assessment to demonstrate

you have considered the groups affected by the project and identified actions to promote equality and diversity If required, complete Full Equality Impact Assessment Integrate any recommendations into the project plan Educational Solutions for Workforce Development Why is it important to do this? Have a legal obligation as a public body

Ensures NES is an organisation which promotes equality and diversity Ensures what we deliver is to a quality standard, fit for purpose and meets the needs of diverse range of stakeholders Educational Solutions for Workforce Development For further information:

Contact Kristi Long, NES Equality & Diversity Adviser Access the NES Equality & Diversity section on the intranet Educational Solutions for Workforce Development Any questions? Educational Solutions for Workforce Development

Procurement Procurement is often an integral part of project management As public body NES has a duty to comply with certain legislative requirements As NES employee, staff are required to comply with Standing Financial Instructions (SFIs) which set out the processes and governance arrangements for

procurement processes Educational Solutions for Workforce Development Added Benefits Adhering to NES procurement procedures ensures: Best value is achieved when commissioning goods or services Ensures the good or services your procure will be

delivered to a quality standard Enables NES to be accountable for the money it spends Educational Solutions for Workforce Development How to find out more Attend a procurement training course Access the NES commissioning and contracts

section under the NES intranet Contact the procurement team in the Corporate Governance Unit Educational Solutions for Workforce Development Any questions? Educational Solutions for Workforce Development

What do you do with all this information? Develop a Business Case Develop a Project Initiation Document (PID) Educational Solutions for Workforce Development PID vs Business Case

Business Case Provides high-level project information Provides justification for why project should go ahead Details what is needed (finance/resources) to be able to support the project

PID Provides detailed project information as to how project will be delivered Acts as reference throughout duration of project to ensure project is being delivered as initially set out Both should be developed!! Educational Solutions for Workforce Development

Business Case Example Educational Solutions for Workforce Development Educational Solutions for Workforce Development Educational Solutions for Workforce Development PID Example An Excerpt

Educational Solutions for Workforce Development Educational Solutions for Workforce Development Any questions? Educational Solutions for Workforce Development

Helping you in practice. Project Management Workflow System (PMWS) Educational Solutions for Workforce Development Other tools and templates available

What is a project? toolkit Starting a Project checklist Business case Project initiation document Project plan/Gantt Chart Resource Analysis toolkit Risk Register Financial forecast Commissioning log

Lessons Learned log Post Project Review Meeting Educational Solutions for Workforce Development Recap on areas covered - day 1

Project life-cycle and project management process Project planning Project resources Project costing Project risks

Educational Solutions for Workforce Development Recap on areas covered Day 2

Project Governance Stakeholder identification Commissioning in Projects Progress reporting Lessons Learned Project Review Project Close

Educational Solutions for Workforce Development Any final questions? Educational Solutions for Workforce Development Educational Solutions for Workforce Development

Blockbuster Rules Each team takes it in turn to choose a letter and answer a question If you answer correctly you will be awarded one point If you do not answer correctly you will be awarded no points. The question will then be deferred to the opposing team giving them to opportunity to steal the point The team that has the most points at the end of game

wins If both teams score equal points a tie-breaker will be asked the first team to provide the correct answer will win the game Educational Solutions for Workforce Development Feedback forms Educational Solutions for Workforce Development

Thank you for your time! Educational Solutions for Workforce Development

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