Management of Projects & Change

Management of Projects & Change
Project Management
Joe Houghton
Change Management
Tel 086 384 3670 Email [email protected]
Online link - unknown link
Course Structure
What is Project Management?
Study skills & time management
AI for college & PM (ZOOM)
Ethics
TBC
Project Planning (ZOOM)
Teams & Leadership
Project Feasibility & Stakeholders
Testing Risk Management
Managing virtual teams (ZOOM)
Project methodologies
Module Review
What we'll cover today
Module Expectations
We will explore the expectations for this module, outlining the key goals and outcomes.
Learning Objectives
We will clarify the specific learning objectives you'll achieve by the end of this module.
What is a project?
We will define what constitutes a project and its key characteristics, distinguishing it from ongoing work.
Plagiarism
Passing off someone else’s work as your own
Very easy to do, especially if checks are not made on your work – but that doesn’t make it right
At Smurfit, this is regarded as one of the MOST SERIOUS offences
Serious instances result in the student failing the class or even being expelled from the institution – in Feb 2013 Harvard expelled around 70 students for plagiarising
It ruins your personal and professional credibility
The next slide is a great way to assess if you are guilty of plagiarising, and how avoid it!
Academic Integrity Course
Everyone must complete this course and include their certificate with each assessed piece this semester. See BrightSpace for more details.
Assessment
Fully continually assessed - no exams
50% group, 50% individual
You should plan your work schedule carefully this semester noting the various delivery dates. NOTE: A deadline is the LATEST date an assignment may be handed in.
Earlier submissions are fine and can free up valuable mental space for remaining work - it is YOUR responsibility to manage your time and spread it appropriately across different modules, assignments and group/individual work
The Module Overall
Articles & Readings
Reading…
There is quite a bit of reading associated with this module, which complements the material in the slide decks. Everyone should try to read all the articles.
Practice presenting…
Class members are invited to prepare and present on any of the articles, especially ones aligned with the week's material. This will give those who wish to an opportunity to do an ungraded presentation in safe surroundings to get feedback and help develop their communications and presentations skills.
Introduction to the Course
Aimed at Insight & Skills for career
Balance of 'Hard technique' skills and 'Soft' team leadership skills
Grounded in practical, applied Project Management
Aimed at understanding Best Practices
Aimed at understanding Common Pitfalls
Applies to both Project Managers and team-members
Attendance is expected at all sessions of this module
Group and individual work will be affected if you miss classes. Miss more than 3 and you may be asked to retake.
BrightSpace
All course materials will be available via BrightSpace
This is the online VLE (virtual learning environment) you will use throughout the programme
All work for graded submission should all be submitted via the Assessment submission section on BrightSpace
Learning Approach
Textbook, Cases and Videos
Suggested preparation before each session:
Read the relevant textbook chapter(s) before the lecture
Video Cases
While watching, prepare notes based on at least the following headings:
Risks, Stakeholder Issues, Project Challenges, Project Control
1 team picked at random at the start of next session to present (5 mins, max 3 slides) their key learnings & critical analysis of the project and its key players to the class
Learning Approach
Course Assessment
Group project assignments (50%)
Individual Assignments (50%)
40% Individual website & project plan report (max 2,000 words)
10% Personal Learning Journal & Critique – (max 2,000 words)
Peer Review
Group assignments may take peer reviews into account when allocating grades
Class Participation
Some class members may have PM & other experience. Everyone will benefit if experiences and critiques are shared, so please make this as interactive as possible!
Universal Design for Learning (UDL)
We try to make modules at Smurfit as accessible and UDL centred as possible.
UDL is based around 3 key principles. We seek to offer where possible, multiple means of:
engagement
representation
action & expression
So, you may see course materials in different formats. Some assignments will give you choices, or an open brief. You may get options on how you can present your work.
The idea is that everyone learns and creates differently, so the learning space tries to support and encourage this.
Universal Design for Learning (UDL)
Multiple Means of Engagement
Stimulate motivation and sustained enthusiasm for learning by promoting various ways of engaging with material.
Multiple Means of Representation
Present information and content in a variety of ways to support understanding for students with different learning styles/abilities.
Multiple Means of Action/Expression
Offer options for students to demonstrate their learning in various ways (e.g., allow a choice of assessment type).
This Learning Environment
Many of you come from different backgrounds, levels of experience, countries and cultures
Your prior learning experiences may well have been individually focussed
Your assessments may well have been primarily around examinations
Your prior expectations regarding participation and challenging others in the classroom may differ widely
You may be used to sitting in class but not focussing on the material, but more on Facebook, IM or Twitter etc.
This Learning Environment
Group Work is Essential
You must work effectively in your groups to gain top marks. You cannot do this alone. Spend time getting to know your group, create a charter, and manage yourselves effectively.
Effort is not Enough
I don't care how hard you work, I care how smart you work. You are marked on results, not effort.
No Exams
There is NO exam. You are assessed on your performance over the assessed pieces delivered - either as part of your study group or individually.
Why Group Work?
Because learning is not a spectator sport!
“Tell me and I forget.
Show me and I remember.
Involve me and I understand”
We expect and require our students to interact effectively and properly with others in a variety of settings. This includes, where appropriate, working cooperatively and productively within a group or team towards a common outcome. It also includes showing respect to others and to their ideas and perspectives, and learning to negotiate and resolve conflict or difficulties constructively
(borrowed from Flinders University, Australia)
This Learning Environment
Take good note of all the following!
Challenge, Discussion and Dis-Agreement in the Classroom is Encouraged!
Never be afraid to express a differing view or ask a question — you are here to learn and sitting mute for the semester won't help!
I Will Never Penalise You for This
I want you to contribute, especially if this is counter to your previous cultural experience.
Be Pro-Active
Volunteer to present, especially if the thought of presenting fills you with terror! Effective communications is a key learning outcome here, in a safe and supportive environment.
Presenting in class...
Presentation Skills
We will do quite a bit of work with you during the programme on presentation skills, both individually and in your teams.
Technical Requirements
You will need to be able to connect your device to the classroom consoles, which have VGA and HDMI connectors
Tools to be aware of
We’ll be using a number of tools in the module & programme, so check these all out, get familiar with them and install them as needed on your devices
MS Office – Word, Powerpoint, Excel, MS Teams
Monday.com / Gantter / ClickUp / Wrike - PM tools
ChatGPT, Perplexity, Claude, Huggingchat
Zoom - conferencing
Mentimeter – online polling
LucidChart – online charts & diagrams
MIRO – online collaboration & whiteboard
CANVA – online document design
PRINCE2 Definition of a Project
"A temporary organisation that is created for the purpose of delivering one or more business products according to a specified Business Case"
Project Leadership
Planning
Project SWOT
Organizing
Project Team
Controlling
Project Control
Commanding
Project Adjustments
Directing
Project Communication
The Project Management Institute
The world's premier project management organisation
Created and maintains the PMBOK - Project Management Book of Knowledge currently in 7th edition (2021)
Website at www.pmi.org
Student membership US$ 32 – JOIN!
Professional qualifications such as CAPM & PMP are increasingly sought after in the market
PMI Processes and Areas
PMBOK® Guide 5th
Integration
4.1 Develop Project Charter
4.2 Develop Project Management Plan
4.3 Direct and Manage Project Execution
4.4 Monitor and Control Project Work 
4.5 Perform Integrated Change Control
4.6 Close Project or Phase
Scope
5.1 Plan Scope Management
5.2 Collect Requirements
5.3 Define Scope
5.4 Create WBS
5.5 Validate Scope
5.6 Control Scope
Time
6.1 Plan Schedule Management
6.2 Define Activities
6.3 Sequence Activities
6.4 Estimate Activity Resources
6.5 Estimate Activity Durations
6.6 Develop Schedule
6.7 Control Schedule
Cost
7.1 Plan Cost Management
7.2 Estimate Costs
7.3 Determine Budget
7.4 Control Costs
PMI Processes and Areas
Process Groups
Initiating
Planning
Executing
Monitoring & Controlling
Closing
Knowledge Areas
Quality
Human Resources
Communications
Risk
Procurement
Stakeholder
PMI Processes
1
Initiating
Develop Project Charter, Identify Stakeholders
2
Planning
Develop Project Management Plan, Define Scope, Create WBS, Define Activities, Sequence Activities, Estimate Activity Durations, Estimate Activity Resources, Develop Schedule, Estimate Costs, Determine Budget, Plan Risk Management, Identify Risks, Perform Qualitative Risk Analysis, Perform Quantitative Risk Analysis, Plan Risk Responses, Plan Communications, Plan Quality, Plan Procurements
3
Executing
Direct and Manage Project Work, Manage Project Team, Develop Project Team, Acquire Project Team, Distribute Information, Manage Information, Manage Stakeholder Expectations, Conduct Procurements
4
Monitoring & Controlling
Monitor and Control Project Work, Perform Integrated Change Control, Control Scope, Control Schedule, Control Costs, Control Quality, Report Performance, Monitor & Control Risks, Administer Procurements, Perform Quality Assurance
5
Closing
Close Procurements, Close Project or Phase
Project Management Process
The PM process is a distinct process that applies whatever is the underlying project technical methodology and stages
1
Identify Need
2
Concept and Feasibility Study
3
Definition and Preliminary Design
4
Detailed Design
5
Construction
6
User Training
7
Roll-out into Operation
8
Learning Review & Development
Robert Buttrick - Survey of Companies - Recommended Practices
At the start of a project
Place high emphasis on the early stages of development because the decisions here will roll on to affect the whole project.
In the middle of a project
Build the business case for the project into the company's forward plan and budgets as soon as the project is formally approved. This establishes the project's importance and relative priority and commits top management support.
At the end of a project
Formally close the project to build a bridge to the future, to ensure a clean handover and to learn the lessons from the project.
Robert Buttrick - Survey of Companies - Recommended Practices
Ensure your projects are driven & focused at benefits which support the company's business strategy.
Use the same project framework of stages & procedures, with a stage-gate review process, for all the company's projects.
Address and revalidate at each stage-gate or milestone, the feasibility and viability of the project, looking at four specific aspects - market, commercial / financial, operational and technical.
Robert Buttrick - Survey of Companies - Recommended Practices
Build excellence in project management skills, techniques & controls across the company.
Incorporate selected users & customers into the project 
Break down functional boundaries by using cross-functional teams.
Plan & use dedicated resources for each category of development task and prioritise within each work module or task.
Causes of Project Failure
1
2
3
1
Level 1: Project Management Context
Inappropriate approach & Unsupportive management
2
Level 2: Project Management System
Wrong PM, methodology not used, misused techniques
3
Level 3: Planning and Control Process
Poor communication, lack of user involvement, inadequate planning & definition, bad estimating, poor scheduling & resources, changes, lack of control, poorly planned rollout
Elements Of A Project Goal
Scope
Performance or quality of the deliverable.
Time
Delivering it on schedule.
Cost
Delivering it within budget.
Characteristics of Project Management
The project manager leads the project and acts as the focal point for bringing together all the team effort.
The project work will require input from different skills and resources, which the project manager must be capable of integrating.
The project manager negotiates and contracts all the resources for the projects, plans and oversees the start and completion of activities.
The project manager has sole responsibility for bringing the work of the team to a successful outcome.
Some highly cited PM papers…
You should try to read widely during the programme - don't just stick with the material we give you!
Useful IJPM Journal Articles
Locatelli et al - Corruption in public projects and megaprojects: There is an elephant in the room - April 2017
Serra & Kunc - Benefits Realisation Management and its influence on project success and on the execution of business strategies - 2015
Muller and Turner - 2010 - Leadership competency profiles of successful project managers
Fisher - 2010 - What practitioners consider to be the skills and behaviours of an effective people project manager.
Helgadottir - 2008 - The ethical dimension of project management
Int. Journal of Project Management - https://www.journals.elsevier.com/international-journal-of-project-management
From Fisher - 2010 - What practitioners consider to be the skills and behaviours of an effective people project manager
The Project Management Framework
1
2
3
4
5
1
Goal
2
Project Manager
3
Project Team Members
4
Sponsor
Functional Units
Client
5
Users
Context
Suppliers
Core Project Management Activities
Planning
Organising
Leading
Controlling
Achieving
Summary
Learning approach
Assessment and learning environment
Course text and Topics
Definition of a Project
Three Aspects
Scope, Cost, Time
Causes of Project Failure
Survey recommendations
Model of Generic Project Stages
Framework of Project team Leadership
Project Manager Core activities
Planning
Organising
Leading
Controlling
Achieving
Session Summary
Now you know why we're here, and what the next 11 weeks are going to cover
There’s a lot of material, but it’s interesting and useful in all areas of business as well as much of life in general
For next week...
Please watch the video on the building of the Brooklyn Bridge
Prepare a 5-minute, team presentation on your learnings & critical analysis - teach us something - add value
I will pick 2 teams at random to deliver their presentations at the start of class…
A complex project, with technical challenges, 3 project managers, fraudulent suppliers, high risk work practices, cutting edge development and stakeholder pressures...