PROJECT MANAGEMENT TRAINING

Department of Training and Development

Council of Organizations of the Ateneo July 12, 2010

Project Management
What comes to mind whenever Project Management is mentioned? What issues or problems were experienced in project management?

Project Management
Project Management is the discipline of planning, organizing and managing resources to bring about the successful completion of specific goals and objectives.

Project Management
Primary challenge of PM is to achieve goals and objectives overcoming the constraints:
Scope, Quality, Time and Budget

PM applies in everything:
Academics [thesis] Extra-curriculars [org activities] Personal [birthday parties or anniversary dates]

Project Management
How will we do a project in the most effective and efficient way?

Project Management
How is this project different from all the others done in the past/being done? BRING SOMETHING NEW TO THE TABLE

Project Management Cycle

PROJECT PLANNING

PROJECT CONTROL

PROJECT CLOSURE

PROJECT IMPLEMENTATION

YOUR TEAM.

YOUR AUDIENCE.
What is the culture of your audience? What workshop formats will work for them?

Project Planning
COMMITTEES
Programs Logistics Promotions Secretariat Marketing Finance

Project Planning: Committees

PROGRAMS
Crafting of the modules Identifying proper hosts/speakers/facilitators Operations schedule Invites to hosts, speakers Hosts Spiel Lights and sounds coordination with the tech booth Tokens

Programs: Ops Sched

Programs: Ops Sched

Programs: Ops Sched

Project Planning: Committees

LOGISTICS
Reservations (venue, equipment) Layout Aesthetics (stage design, decors) Lights and sounds coordination with Programs

Project Planning: Committees

PROMOTIONS
Design of invites and marketing packages Online and non-trad promos

Project Planning: Committees

SECRETARIAT
Invite to participants/delegates Information dissemination Registration Pre and post project documentation (files and photos)

Project Planning: Committees

FINANCE and MARKETING
Manage funds Proper budgeting In charge of reimbursements Craft marketing packages Contact sponsors Provide additional funding

Project Planning

LEVEL-OFF.
BACK TO BASICS: Vision-Mission Objectives (NEEDS ASSESSMENT) Goals Impact Core Competencies Identification of Roles

Project Planning

BRAINSTORM!!
Dont be restricted too much to constraints. Is there something new we can bring to the table? Is it aligned with our vision? Is this needed?

Project Planning

PUT IT INTO WRITING.

Calendaring Setting specific goals and objectives per committee Deliverables CONTINGENCY PLAN

Project Planning

DO NOT LOSE SIGHT OF THE BIGGER PICTURE.

Project Management Cycle

PROJECT PLANNING

PROJECT CONTROL

PROJECT CLOSURE

PROJECT IMPLEMENTATION

Project Control

FOLLOW-UPS.
Regular meetings Yahoogroups Committee updates Empowerment of the team

Project Control

COMMUNICATION.
PROJECT HEAD COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY

COMMITTEE HEAD/DEPUTY

Project Control
BREAK IT DOWN.

PROJECT HEAD

COMMITTEE HEAD/DEPUTY

COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY

COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY

COMMITTEE HEAD/DEPUTY COMMITTEE HEAD/DEPUTY

COMMITTEE HEAD/DEPUTY

Project Control

RE-ASSESS.
Are we still on track? Are the plans we are carrying out still in line with the projects objective? Are we still working within the budget and other constraints?

Project Management Cycle

PROJECT PLANNING

PROJECT CONTROL

PROJECT CLOSURE

PROJECT IMPLEMENTATION

Project Implementation

RE-GROUP.
Meet as a team and have a run through of the whole program. Recap of tasks delegation. Accomplish last minute tasks.

Project Management Cycle

PROJECT PLANNING

PROJECT CONTROL

PROJECT CLOSURE

PROJECT IMPLEMENTATION

Project Closure

EVALUATION.
Post-project evaluation forms Documentation Archive of committee data Executive summary Recommendations

Key Points
Forming your team Leveling-off Brainstorming Calendaring Updates Re-assessment Re-group Documentation and evaluations

Case Study
CASE 1
Situation:
The Ateneo Chemistry Society is the home organization of chemistry majors. They have a very efficient set of officers, but the problem is that the officers cant make sense of the advocacy of Aches (promoting the relevant application of chemistry for social involvement toward progressive nation-building) as a chemistry org in terms of social relevance development.

Need:
Craft a training program for the Aches officers to address their problem of not being able to understand the concept of advocacy building.

Constraints:
Planning time: 1 month Budget: PhP 5,000

Case Study
CASE 2
Situation:
The Ateneo Junior Marketing Association has trouble with the level of maturity of their working arm, the AJMA Force. The AJMA Force is composed of more than 100 members who are tasked to head projects and committees of the various events of AJMA.

Need:
Identify the needs of AJMA and craft a training program that will address these needs.

Constraints:
Planning time: 1 month Budget: PhP 5,000

Case Study
PRESENTATION
Task delegation Calendar Target venue and date Plan for each committee Operations schedule Profile of speakers/facilitators Logistical layout List of equipment to be used Promotional plan Financials