Transcript Writing good milestones

Setting up your
project for success
Afternoon session
The project management process
P
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D
M
Plan
Do
Monitor
Improve
•Milestones
•Implement plan
•Budget
•Evaluate options
•Budget
•Action
•Milestones
•Systems
•Coordination
•Feedback
•Revise plan is
necessary
•Contracts
•Communication
•Research
•Mgt team
•Liaison
•Mgt review
Key areas
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Management setup (i.e Committee, chairperson, project
manager, finance manager)
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Contracts with providers
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Communication – within and outside of the project group
group
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Monitoring & review (i.e. Having the right systems that enable
you to assess how well you are doing)
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Reporting (e.g 1/4 reports) – to SFF & Mgt committee
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Capacity – does your group have the people with the skills
and the time to manage the project?
Management Committee role
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Governance/oversight
Carry overall responsibility for the project
Set and approve policies / operating
procedures etc
Approve delegations
Approve budget/budget variations
Approve accounts for payment
Act as link with different stakeholders
Chairperson’s role
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Uphold the rules/constitution of the group
Ensure the milestones are being achieved
Act as chair at meetings
Ensure that office bearers are for filling their
roles
Represent the organisation to the outside world
Have co-responsibility for sign-off of financial
reports/media releases
To act on behalf of group in interval between
meetings
Project Manager's role
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Research & development of initial project
Set milestones & prepare timeline
Set up project/systems etc
Source and contract suitable contractors
Manage contracts
Organise & oversee works programme
Monitor progress
Monitor budget in association with Finance
Manager
Project communication/liaison
Project reporting
Authorise all accounts & co sign-off
Keep management committee informed
Finance Manager’s role
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Control of bank account
Budget preparation
Pay accounts for approved expenditure
Operate accurate cash book
To be aware of current financial position
To keep Project Manager & management team
informed on financial matters
GST returns
Produce a set of annual accounts
Contracts
Why do you need them?
 Gives you control over your project
 They clearly define what you expect of
your contractors/consultants
 Give you a mechanism for negotiation
on price.
 Basis of dispute resolution
Communications strategy
Why do you need one?
 To ensure that the projects key aims and messages are
delivered & are consistent & understood by all parties
 To build awareness of the project among a wider audience
and user group
 To secure commitment of key stakeholders to the project
aims
 To influence specific policies & policy makers
 To encourage participation among researchers and partner
bodies
Communication principles
 To produce honest, succinct, credible & cost effective
communications
 To ensure that all communication is planned, timely and
consistent with key message
 To ensure all project communication is approved by the
appropriate person
Monitoring & review
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For effective monitoring & review you must
have the right systems in place.
It can take a while to set up right systems
up but when you do the advantages will out
way the disadvantages.
Good systems enable you to maintain
control of your project & make adjustments
where necessary.
Good systems give your project credibility
Reporting
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Your management group requires good information to
be able to make the right decisions and effectively
manage the project.
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SFF need to know that their funds are being used well
That the work contracted will be delivered within the
timeframe, quality & $ promised.
If work is not on track the right actions are undertaken
to rectify the problem.
If contract variation is required it is not a surprise.
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The ¼ Report
The ¼ report should include:
 Milestone progress
 Additional results
 Proposed activities next ¼
 Milestone variations
 Financial update
 Other
 Management group feedback
 Stakeholder liaison
 Linkages with other projects
 Information dissemination
 Upcoming events
Capacity
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Does your group have the necessary
expertise or people with time to
manage the project??