200Canada Bridges Page 1 07/11/2009
Bridges Social Development Project Management Training Program www.canadabridges.com http://training.canadabridges.com/ 09/09/2009
Project Management:
Trainee Guide
Module 1 INTRODUCTION
Module Topic Highlights Learning Resources Estimated Time Requirements 1. Introduction to Project Management A. Key learning principles B. Introductions and logistics C. What is a project? D. Elements of a project E. Project management toolkit and case study F. Personal experience with projects G. Individual commitment to learning Trainer’s Guide and Trainee’s Guide are resources available to support the entire training program 1.5 hours 2. Project Proposals A. Project proposals B. Evaluating alternatives C. Getting approvals D. Team creation Project Proposal Tool 3‐4 hours 3. Project Design and Plan A. Project Charter Plan first, then do! What is a project charter? Key elements of a project charter Project Charter Tool Case Study 3 hours B. The Project Plan Introduction to the Detailed Project Plan Using the milestones Setting tasks Completing the Project Plan Project Charter Tool Detailed Project Planning Tool 1‐2 hours C. Budgeting Introduction to Cash Budgets Creating a budget Cash Budget Template Budget Detail Worksheet Template 2 hours D. Risk Management Anticipating and mitigating risks Risk Matrix Tool 1 hour 4. Plan Implementation A. Implementing the Project Plan Tasking and tracking Scope management Risk monitoring Project Charter Tool; Detailed Project Planning Tool; Variance Analysis Report; Risk Management Status Report 1.5 hours B. Change Management The human dynamics of change and transition Leading change Building change into your project plan 2 hours 5. Post Implementation Review A. Evaluating projects B. Lessons learned C. Project management training evaluation Post‐Implementation Review Tool 1.5 hours
Bridges Project Management: Trainee Guide
TABLE OF CONTENTS
MODULE 1: INTRODUCTION TO PROJECT MANAGEMENT ... 4 MODULE 1A: KEY LEARNING PRINCIPLES ... 4 MODULE 1B: WHAT IS A PROJECT? ... 5 MODULE 1C: ELEMENTS OF A PROJECT ... 6 MODULE 1D: PERSONAL EXPERIENCE WITH PROJECTS ... 8 MODULE 1E: INDIVIDUAL COMMITMENT TO LEARNING ... 9
Preparation
Recommended Reading List is available at http://training.canadabridges.com/MODULE 1: INTRODUCTION TO PROJECT MANAGEMENT
MODULE 1A: KEY LEARNING PRINCIPLES
What is the Purpose of this Training? These training materials are intended to give you a basic understanding of project management and an example of one framework that can be used. The materials have been compiled based on common practices and are meant to be used a guideline. The templates can and should be adjusted to meet the needs of the individual project you are working on. It has been said that “failing to plan is like planning to fail”. The use of the project management skills and tools taught in this course should help your projects to better achieve the results they were intended to achieve, and help you to stay on schedule and within budget. Individual Commitment to Learning At the end of Module 1: Introduction to Project Management, you are asked to commit to learning, by agreeing to: 1. Respect the need for a learning environment 2. Respect confidentiality 3. Respect a diversity of opinions and experiences 4. Be on time for training 5. Participate positivelyINTRODUCTIONS AND LOGISTICS
Getting Prepared You have a name tag You have notepaper and pen Cell phone turned off or on vibrator or silent modeBridges Project Management: Trainee Guide
LEARNING OBJECTIVES FOR MODULE 1
1. Explain the key characteristics of a project 2. Demonstrate ability to differentiate between projects and an ongoing activity 3. Describe the project in progressive steps 4. Demonstrate ability to explain problems or issues with projects—their causes and adverse impact 5. Identify the most important issue/s with a project and list the solutions and alternatives 6. Identify priority issues in managing a project by using brain storming and consensus‐building techniquesMODULE 1B: WHAT IS A PROJECT?
The word “project” is used to describe many different activities. So, what exactly is a project? Here are is definition for us to review: A project is a temporary endeavor undertaken to create a unique product or service. It is s a one‐time, multi‐task initiative that has clearly defined starting and ending dates, a specific scope of work to be performed, a budget, and a specified level of performance to be achieved. As we can see three key points in this definition: 1. A project is temporary. 2. A project is unique. 3. A project is the result of a multi‐task job that performs specific goals Project is temporary: means that a project is something that has a specific start date and a specific end date. This start and end date must be understood, and accepted, by the people in charge of the project. Project is unique: this doesn’t mean that any given project cannot have key similarities to other projects or must be something done for the first time in the world; it does mean, however, that the process to create your project is unique, and therefore, the product of the project (the thing the project creates) is unique. A project is the result of a multi‐task job that performs specific goals: This means that what you do involves a series of interconnected processes that are performed progressively to achieve a specific goal. Discussion Question: Is this a project or an ongoing operation? How do the 3 key criteria for a project (temporary, unique, multi‐task job that performs specific goals) apply? Hiring 2 new staff at your hospital or clinic? _________________________________ Replacing your existing computer systems? ___________________________________________________________________________ Putting a training program in place to use a new accounting system? ___________________________________________________________________________ Running a maternity ward? ________________________________________________ Selecting and putting in place new human resources systems in your organization? ____________________________________________________________________ Evaluating a protocol on the use of antibiotics in the Ministry of Public Health? __________________________________________________________
MODULE 1C: ELEMENTS OF A PROJECT
Now that we understand what a project is, we need to learn how to manage a project step by step…as shown in the following diagram:Bridges Project Management: Trainee Guide
Elements of a Project Chart
Pre‐Project Stage 1. Project Design and Plan 2. Plan Implementation 3. Post Implementation
Why? Create the Project Proposal What? How? Create the Project Charter and Project Plan Do! Monitor Revise Monitor and Report on the Project Review Celebrate Conduct a Post Implementation Review Pre‐Project Stage This is the beginning – the conception— of the proposed project. Why you need the project? What is the current situation and what you like to achieve through the new initiative? You need to organize your thoughts and put them into a format so that your superiors, sponsors and collaborators can understand what you want to do. You need a preliminary yes or no to do further work on the project. Before starting to design and manage a project (including the development of elaborate budgets and detailed plans), we have to know if we have a project! During the pre‐project stage, projects are proposed for approval. In general, no work should begin on the project until it is approved. Supporters of projects must answer the question: “why are we doing this project?” Once the Project Proposal is completed, you will need to ask for approval from your management. They are asked to make a decision about whether the project should go ahead as you suggest. A “go/no go” decision must be obtained from the Project Sponsor. You need this “sign off” on the Project Proposal before proceeding to the next step of Project Design and Plan using the Project Charter Tool. There may be a number of iterations (edits and changes) to the project proposal before it is approved. This is normal. Ensure you have a Project Sponsor and a Project Manager designated. Required funding should be arranged to allow you to expend resources needed to develop the Project Charter. Now that we have a Project, how do we manage the Project? Once approval to proceed with a project is given, planning for a new project can be launched. Management of this project requires management of three separate phases: 1. Project Design and Plan: what and how questions 2. Plan Implementation: the doing, monitoring and revising of the plan 3. Post Implementation: reviewing and celebrating
MODULE 1D: PERSONAL EXPERIENCE WITH PROJECTS
Discussion Question:What do you want to learn about project What management? What will help you to initiate a plan and implement projects more effectively? _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ Think back to projects that you have been involved with over the past few years as project team leader, project champion and/or a member of the project team. List 2 or 3 of these projects, large and small, and your role: Project My Role 1. 2. 3. Were all of these projects effective? Were all the outcomes positive? Which project did you enjoy the most…and why?Bridges Project Management: Trainee Guide
Discussion Question: It is often said that “successful projects have many mothers and fathers…failure
is an orphan.” Why is it critically important for project roles and responsibilities to be clearly understood? _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
