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Project Management Tools

Project Management Tools. Workshop on Gender Statistics Training Programmes Geneva, 9-10 October 2008. Objectives. What makes a project Key components of a project Some useful management tools. Project Management. proj·ect ( noun) 1 : a specific plan or design

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Project Management Tools

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  1. Project Management Tools Workshop on Gender Statistics Training Programmes Geneva, 9-10 October 2008

  2. Objectives • What makes a project • Key components of a project • Some useful management tools

  3. Project Management proj·ect (noun) 1: a specific plan or design 2: a planned undertaking man·age·ment (noun) 1 : the act or art of managing: the conducting or supervising of something 2 : judicious use of means to accomplish an end man·age (verb) 1: to handle or direct with a degree of skill 2: to work upon or try to alter for a purpose 3: to achieve one's purpose

  4. Project characteristics • Beginning and End • Agreed, well defined outputs and outcomes • Balance between time, cost and quality • Interrelated tasks grouped into phases • Temporary, often multidisciplinary project team brought together for the project • Might entail involvement of people from other units or organizations

  5. Programme Project 2 Project 3 Project 1 Component 1 Subcomponent Project components

  6. Projects in Gender Statistics:Types of Projects

  7. Projects in Gender Statistics:Areas of work

  8. Projects in Gender Statistics:Some innovative topics • Database on Arab Women and Technology • Mapping Women’s Empowerment • Workshop to Assess the Economic Contribution of Women and the Factors Affecting Contribution • Research on Reconciliation of Professional and Family Life

  9. Project Management Cycle I. Concept Phase IV. Evaluation Phase II. Development Phase III. Implementation Phase

  10. Project Identification Option Appraisal Scoping the Project Concept Phase Assemble the Project Team Stakeholder Identificationand Analysis Project Finance Risk Management The Project Document I IV II III

  11. Option appraisal • Is there an identified need for this project? -Look for good entry points • What is the main objective of this project? • What are the specific benefits of the project? • Are there potential conflicts between this project and other current projects? • Will the project receive the support it requires? • If it is successful-will the benefits be measurable? • Do we have (even rough/estimated) delivery dates and a budget for it? • What are the risks for failure?

  12. Scoping the Project • Gives clarity of the boundaries, objectives and success criteria of the project • Consultation with relevant stakeholders upfront

  13. Objectives High level objectives to which the project contributes The project’s central objective The products of undertaken activities Tasks executed as part of the project to produce the project’s outputs Impacts Outcome Outputs Activities / Tasks Means

  14. Project Team • Project Manager • Project Board/Steering Group Members • Team Members

  15. Stakeholders • Individual/s, groups, institutions or firms that may have a relationship with the project • They may – directly or indirectly, positively or negatively – affect or be affected by the process and the outcomes of the project

  16. Relevant Stakeholders • Beneficiaries (impact level) Benefit from the implementation of the project • Target group/s (outcome level) Group/entity who will be immediately and positively affected by the project • Project Partners (output level) Those who help to implement the project

  17. Target groups

  18. Tool: Stakeholder Analysis • Who should contribute Who is the target group? Who are the beneficiaries? Who are the project partners? • Where assets and barriers might be Who might have a positive/negative impact on the project? • Actions to be taken before detailed planning Manage expectations

  19. Totally supportive Moderately supportive Neutral Moderately Against Strongly Against X Y A Q Z Tool: Stakeholder Analysis -Identifying assets and risks Stakeholder Support

  20. Tool: Stakeholder Analysis -Managing expectations

  21. Milestones • Important, clearly defined events in the course of a project • End of a task • Decision taken • End of a project phase • Represent the project progress • Should take place on a specific date • Crucial to the success of the project

  22. Tool: Milestone Chart

  23. Tool: Milestone Report

  24. Tool: Project definition form Project Name: Project Goals and Deliverables: (what is the project designed to produce and to achieve?) Scope: Constraints: (What‘s out of scope?) Team/ Resource roles: (Who does what?) Project Risk Assessment: (Which ones have we anticipated?) Project Milestones: (What needs to happen when? Include project review dates in this section) Achievement Measurement: (How will we know if we‘ve succeeded?)

  25. Tool: Checklist What is the rationale for the project? Are the project objectives clear and unambiguous? What actions need to be done? When are those actions going to be done? Who is going to do them? What resources are required? What is not going to be done? Are outputs and outcome measurable? If so what measures should be used? Is everything feasible and realistic?

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