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Whose job is it anyway? Once were 4 people named: –Everybody, Somebody, Nobody and Anybody. There was an important job to be done and Everybody was asked.

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Presentation on theme: "Whose job is it anyway? Once were 4 people named: –Everybody, Somebody, Nobody and Anybody. There was an important job to be done and Everybody was asked."— Presentation transcript:

1 Whose job is it anyway? Once were 4 people named: –Everybody, Somebody, Nobody and Anybody. There was an important job to be done and Everybody was asked to do it.

2 Whose job is it anyway? Everybody was sure Somebody would do it. Somebody got angry about that, because it was Everybodys job Everybody thought Nobody could do it but Nobody realised that Everybody wouldnt do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have done! Anybody could have done it, but Nobody did it.

3 Establishing a projects success and failure criteria

4 Accepting a limited amount of failure A man who makes no mistakes does not usually make anything. EDWARD JOHN PHELPS, 12 January 1899

5 Definition of success A unique set of coordinated activities With definite starting and finishing points, Undertaken by an individual or organization To meet specific objectives within defined time, cost and performance parameters

6 Why Project Management The purpose of modern project management is to conduct a successful project Historically, project management responded to the need to create civil and building works of some complexity In the 1950s project management achieved greater prominence when the planning and control concepts were applied to much more complex projects such as those of the US navy and, subsequently, NASA space projects

7 Why Project Management In the last couple of decades, project management has emerged as a business process tool with broad application in the corporate world. It is seen as the management approach of choice for dealing with an ever- shifting business environment, rapid technological change In days gone by, the old axiom "On time, on budget" was deemed the mark of success. Yet the literature is rife with examples of projects that were either completed late or finished over budget, and were still considered successful. Less well documented are all those projects that were completed on time and within budget

8 Success or failure The Concorde aircraft programme was budgeted at £175m and came in at £800m; The Channel Tunnel costs more than doubled from £4.8bn to £10.9bn The Scottish Parliament building costs rose from £40m to £374m.

9 Success or failure A review of 1,000 projects by the UK Office of Government Commerce (OGC) found that technology was one of the least likely reasons for a project to fail. Programmes fail for management reasons, not technical reasons.

10 Success or failure The OGC found the main reasons for failure to be: –Lack of leadership –Lack of knowledge at the top of the organization about what the technologists are trying to explain - and lack of knowledge among technologists about what business users want. –Poor risk management - not in terms of whether program code is accurate but rather in terms of whether, for example, unions will accept the proposed changes –Underestimation of the complexity of business process change and human change

11 Success Factors So what is needed to make change projects successful? In complex projects the management must come from the very top, because such programmes threaten the entire organization. So those involved must have the attention of the chief executive, or the government minister.

12 Success Factors Clear leadership from the top is especially important if some of the stakeholders are less than enthusiastic. Stakeholders must be kept engaged throughout, especially the customers or business users. The need for hybrid managers who can build communication bridges between technologists and top management was articulated many years ago and is still best advice. The stakeholders who are going to benefit financially must be committed, and there must be a contract of some sort with them, otherwise it will just be seen as an IT project - and you should forget it.

13 Success or failure criteria Success means (gaining) advantage, superiority, victory, accomplishment, achievement, added value. But all of these are perceptions, so how can they be related to project work?. If a project is to be perceived as successful, then its stakeholders must be satisfied Since this encompasses a wide range of people, they may not all be equally satisfied but at least they should be satisfied in some degree, or in the majority.

14 Success or failure criteria There are three main elements to consider regarding a projects success or failure criteria: Is it well managed from a Project management view point –How successful was the project team in meeting its schedule objectives? –How successful was the project team in meeting its budget objectives? –How successful was the project team in managing any other resource constraints

15 Success or failure criteria Are the Specialist products being delivered on time, within budget, and to the required quality –Did the product meet its specified requirements of functional performance What –Does the customer actually use the product, and are they satisfied with it? –Does the project's product fulfill the customer's needs, and/or solve the problem?

16 Success or failure criteria Will the Specialist Products provide the expected Business or organisational benefits

17 Success or failure criteria Projects are launched for a variety of reasons: to construct buildings or infra-structure, to establish manufacturing processes, to upgrade existing products, or to build defence related systems for example. No matter what the motivation for the project, the question of project success is strongly linked to the organizations effectiveness and its well-being in the long run. Yet, there is still no generally agreed framework with which project success is being measured and assessed.

18 Start with the business case The initial Business case is a good starting point for establishing if a project is a success or failure. The business case will go through many updates during the life of the project. THE REASON FOR THESE CHANGES, SUPPORTED BY A CHANGE CONTROL MECHANISM, MUST BE DOCUMENTED TO PROVIDE AN AUDIT TRAIL.

19 When to review success or failure The analysing of the success or failure of a project must be an ongoing process throughout the project Life cycle. A lot of time, effort, resources, and money can be wasted if a detailed analysis of the projects success or failure criteria is only undertaken during the Project Closure phase. The use of Project Management stages is one method for formalising the ongoing monitoring of a projects Success/failure criteria

20 When to review success or failure Projects are best managed as a series of structured phases. Phase management provides a logical flow for project execution, providing for periodic review and reflection. To take full advantage of these potential benefits, each phase must include checkpoints for management control, also known as stage gates or exits. Checkpoints provide a basis for analysis and evaluation, to determine whether the project is proceeding as planned, and to take corrective action as needed.

21 When to review success or failure Does the project have a control system? Do we check planned time and cost against actual duration and expenditure? Are checks carried out early enough to detect problems and correct them? Do we feedback progress to the team? Do we check that action on feedback is effective?

22 When to review success or failure You will need progress reports from project team members. You should record variations between the actual and planned cost, schedule and scope. You can adjust the plan in many ways to get the project back on track but you will always end up juggling cost, scope and schedule.

23 When to review success or failure If the project manager changes one of these, then one or both of the other elements will inevitably need changing. It is juggling these three elements - known as the project triangle This typically causes a project manager the most headaches!

24 Success/failure criteria Is the project: Meeting the required timescales Within budget Going to meet the operational/business objectives Meeting the quality requirements Still needed by the customer

25 Success/failure criteria Is the project: Avoiding ill-defined Scope creep –The inching forward of scope to introduce more requirements that are not included in the initial planning of the project –whilst maintaining the same time frame for project delivery –This can occur when the scope of a project is not properly defined, documented, or controlled

26 Scope creep Typically, the scope increase consists of either new products or new features of already approved products. Hence, the project team drifts away from its original purpose. Scope creep can also result in a project team overrunning its original budget and schedule Scope creep is a risk in most projects.

27 Change management Stakeholders often change their mind about what must be delivered. Sometimes the business environment changes after the project starts, so assumptions made at the beginning of the project may no longer be valid. This often means the scope or deliverables of the project need changing. If a project manager accepted all changes into the project, the project would inevitably go over budget, be late and might never be completed

28 Change management By managing changes, the project manager can make decisions about whether or not to incorporate the changes immediately or in the future, or to reject them. This increases the chances of project success because the project manager controls how the changes are incorporated, can allocate resources accordingly and can plan when and how the changes are made. Not managing changes effectively is often a reason why projects fail.

29 Success/failure criteria Is the project: Management Proactive concerning the management of risk rather then Reactive Estimates for cost, time and resources realistic or should they start Once upon a time Change control mechanism providing a true reflection of events

30 Project Triangle Is there the correct balance between: The definitive guide to project management Nokes and Greenwood time Money scope

31 Project Triangle If time, money, or what your project accomplished were unlimited, you wouldn't need to do project management. Unfortunately, most projects have a specific time limit & budget and risk We refer to this as the project triangle and It is a combination of these elements If you adjust any one element (side of the triangle), the other two sides are affected.

32 Project Triangle For example, if you decide to adjust the project plan to Bring forward the scheduled finish date you might end up with increased costs and decreased scope. The definitive guide to project management Nokes and Greenwood time Money scope

33 Project Triangle Or Increase scope, your project might take more time and cost more money in the form of The definitive guide to project management Nokes and Greenwood time Money scope

34 Success/failure criteria Team performance Commitment to team work Individual participation and leadership Oral and written communication, within and on behalf of the team Collaboration

35 Success/failure criteria Team performance Conflict resolution Willing to change and take risks Individual and team learning Planning and goal setting Decision making

36 Success/failure criteria Team performance Problem solving Credibility and trust Adherence to agreed procedures Building and sustaining interpersonal relationships

37 Success/failure criteria It is especially important today that organizations have formal processes in place to select team members. Project teams are often thrown together in a disorganized fashion, Organizations need to put some thought and planning into the selection process because the success of project teams and their ability to work well together can improve an organizations bottom line.

38 Success/failure criteria Factors enhancing communication, relationships and control –Authority and responsibility matched by reliability and accountability –Consistent sense of purpose and direction –Open cross-functional communications –Open access to process information –Group decision-making by consent –Visibility and recognition of accomplishments

39 Success/failure criteria Major influences on team performance include –Stimulating and interesting work –Opportunity for experience and growth –Solid team leadership and technical direction –Good communication and interpersonal relationships –Qualified and high-energy team colleagues –Recognition of accomplishments

40 Success/failure criteria Major influences on team performance include –Convincing and committed project goals –Shared team objectives, values, and ownership –Distributed leadership based on expertise and respect –Open information sharing –Participation in project development, definition and planning –Self-managed team and work effort –Flexible working conditions –Minimal "ceremony" and "politics

41 Success/failure criteria Use of performance metrics –Measured goals and objectives –Measured performance and recording of results –Acceptance of innovative and creative solutions –Emphasis on quality of performance –Emphasis on quality in the product –Tracking and containment of cost and schedule

42 Success/failure criteria Is being involved with the project very similar to working in a mushroom farm? Everyone is constantly kept in the dark and fed a load of Rubbish This could be a very good indication that the project has not followed the Projects Communication Plan or such a plan never existed

43 Success/failure criteria Correct selection of the Project approach Bought off the shelf Made to measure Developed In House Contracted to a third party Based on existing products Built from scratch Based on a specific technology

44 Success/failure criteria Correct selection of the Project approach Common failure causes being; The Not invented here syndrome –What matters is who makes a decent product that does what it claims to do Not getting independent verification of suppliers products or services Projects driven by a technology interest not a business requirement Being too tied to a limited number of suppliers

45 "Success is how high you bounce when you hit bottom. 'gen george patton' Continued next week

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