1. ERASMUS+ PROJECT Re@WBC Project management & Project writing
Enhancement of HE research potential contributing to further growth of the WB region
Project management & Project writing
Isabelle Halleux,
University of Liege, Belgium
Sarajevo, Sept. 2017

2. A project …
… is a temporary endeavour undertaken to create a unique product, service or result … can involve a single person, one or many persons/units/organisations … has a defined beginning and end

3. Stages of a project
Source :

4. Monitoring and controlling
Stages of a project
Initiating
Planning
Executing
Monitoring and controlling
Closing
Source :

5. Monitoring and controlling
Stages of a project
Initiating
Planning
Executing
Monitoring and controlling
Closing
Source :

6. Project initiating
The right project, in the right place, at the right time, for the right purpose
Clarification of the project purpose and background
Stakeholders
Clear and shared objectives
Definition of deliverables
Documentation of the process

7. Stakeholder Management
Effective management of all the participants, be it internal or external contributors
Stakeholder identification
Stakeholder analysis
Needs, interfaces, expectations, authority, relations
Stakeholder relations
Stakeholder engagement
Communication information
Stakeholder agreements

8. Stakeholder analysis Name, position and role Importance (+, ++, +++)
Current level of support (--, -, 0, +, ++)
What is important to the stakeholder
What do you want from the stakeholder
How could the stakeholder block your efforts?
What is your strategy to enhance the stakeholder’s support?

9. Contracting – guiding questions
What is the name of the project?
What is the scope of the project?
What is out of scope?
What is the history of the project so fat?
What attempts to solve the problem have already been made?
Who is the project sponsor?

10. Contracting – guiding questions
What should be delivered? In what time frame? Under what restraints?
What are the consequences of failure / of succcess?
Who will benefit, if the project fails / succeeds?
What do I have to do if it fails / it succeeds?
Are there any taboes/ethical issues to consider?
How committed are the line managers and the board of management?
Who will be help, if things are difficult?
Who can oppose the project goals and why?

11. Monitoring and controlling
Stages of a project
Initiating
Planning
Executing
Monitoring and controlling
Closing
Source :

12. Project planning Define the goals Identify deliverables
List all the tasks needed for each deliverable/staheholder
Estimate time and cost/task
Identify the resources/task
Develop a schedule/task
Define a budget/task
Make a risk plan
Gain formal approval

13. Project planning
A formal approved document that is used to manage and control a project = CONTRACT
Includes :
Brief project summary
Description of the background, the new idea
Work breakdown structure & responsibilities
Gantt chart & schedule
List of identified risks
Budget and cost
List of deliverables
Summary of project requirements

14. Monitoring and controlling
Stages of a project
Initiating
Planning
Executing
Monitoring and controlling
Closing
Source :

15. Project executing Requirements for success: Managing the project team
Managing stakeholders
Managing change
Project reporting
Good communication
Project records

16. Project executing Typical problems: Unanswered request for information
Scope creep
Conflicts

17. Competences needed Communicating Listening Working with others
Analysis and problem solving
Priorisiting and organising
Delivering quality and results
Resilience and flexibility
Conflict management
Negotiating
Leadership
Creativity
Humour

18. Monitoring and controlling
Stages of a project
Initiating
Planning
Executing
Monitoring and controlling
Closing
Source :

19. Monitoring and controlling
Questions that need to be answered:
What should be monitored/controlled?
When should it be?
How should it be done?
Who should do it?

20. About risks Identifying and responding : Probability of occurrence
Possible impact
What triggers the risk?
Who owns the risk?
What response will help?
What could be done to prevent it?

21. Monitoring and controlling
Stages of a project
Initiating
Planning
Executing
Monitoring and controlling
Closing
Source :

22. Closing
Make sure that all project documents and deliverables are collected and available
Get feedback from the project sponsor
Work with your finance and legal teams to ensure that all committments are finalised
Prepare your project report
Communicate the closure to all stakeholders
Celebrate the closing!

23. Project report content
Report on all what was planned/requested
Give an objective evaluation of the success of the project
Outline the project accomplishments
Include important project data (good and bad)
Describe significant project changes and their effect on the project
Describe issues requiring further work and recommend participation by team members
Provide recommendations for future projects

24. What about the team activity?
How did your team organise the tasks?
How have decisions been made?
What helped the team to proceed in difficult situation?
What was your role in the tzam? Did you like it or prefered a different role?
Who was leading the team and why?
What characteristics of typical projects can you find in the team activity?

25. Are research project different?
What do you think that make research project different or specific?
Are all the previous concepts pertinent for research projects ?
What could be the difficulties/risks to face?

26. What about research projects
Focalised on research & knowledge
Dissemination of knowledge is our mission
Ethical issues and IPR are to be managed
Stakeholders : students, PhDs, researchers important turn-over
(Public) Funding organisation dependent

27. What about project writing ?
You have to convince that you have the right project, in the right place, at the right time, for the right purpose and that you are the right person to do it

28. What about project writing ?
So it’s just writing your goals and how you will manage the process to succeed
Brief project summary
Description of the background
Presentation of the goals & idea
Work breakdown structure & responsibilities
Gantt chart & schedule
List of identified risks
Budget and cost
List of deliverables
Summary of project requirements

29. Success in project writing ?
Depends of
Your creativity/originality
Your ability to convince that you can do it
Your understanding of the funders’ needs
Your understanding of the guidelines
Unsuccessful application increase
your competence!