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
7 October 2008

3. Project Management proj·ect (noun) man·age·ment (noun) man·age (verb)
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
7 October 2008

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
7 October 2008

5. Project components Programme Project 1 Project 2 Project 3 Component 1
Subcomponent
7 October 2008

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
III. Implementation Phase
II. Development Phase
IV. Evaluation Phase
7 October 2008

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

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?
7 October 2008

12. Scoping the Project
Gives clarity of the boundaries, objectives and success criteria of the project
Consultation with relevant stakeholders upfront
7 October 2008

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
7 October 2008

14. Project Team Project Manager Project Board/Steering Group Members
Team Members
7 October 2008

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

20. Tool: Stakeholder Analysis -Managing expectations
Their interest
/ requirement
What the project needs from them
Perceived assets / risks
Actions to take

21. Risks
Scope related risks: Risk that the project will not meet its specifications (quality, quantity)
Schedule related risks: The project will not meet its deadlines
Cost related risks: Risks of exceeding the specified budget

22. Tool: Risk Assessment Matrix
LIKELIHOOD
IMPACT
Major
Medium
Low
Insignificant
Almost certain
Likely
Moderate
Almost zero

23. Tool: Risk Management Plan

24. 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

25. Tool: Milestone Chart
7 October 2008

26. Tool: Milestone Report
7 October 2008

27. Tool: Critical Path Analysis
Activity
Duration
Required Predecessor A
Design guide on history teaching
5 months
None B
Identify schools to participate in testing of the new guide.
1 month C
Translate preliminary guide
2 months D
Print and distribute guide to pilot schools.
3 months
A, B E
xxxx F
Train sample of trainers G
yyyyy
4 months H
zzzz
B,E I
oooo J
Write project report
F,G,I 27

28. Tool: Gantt Charts
They are bar graphs that help plan and monitor project development or resource allocation on a horizontal time scale.

29. 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?)
Concise and clear framework that summarizes the work done in the concept phase of the project.

30. 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?