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A PROJECT MANAGEMENT FRAMEWORK Dennis Trewin Australian Bureau of Statistics

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OUTLINE OF TALK Reasons for needing a Project Management Framework Illustration of ABS Project Management Framework Key Learnings – successes and lessons learnt

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KEY MESSAGES You should have an agreed Project Management Framework to ensure consistent, effective management of project It doesn’t have to be the ABS Framework Project Management software project is available (eg Microsoft Project)

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WHY DID THE ABS IMPLEMENT A PROJECT MANAGEMENT FRAMEWORK? Too many projects running over time and over budget Project scope creep Project management responsibility not clear Too much emphasis on outputs rather than outcomes Insufficient emphasis on risks Not a universal approach to project management

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KEY ELEMENTS OF THE PROJECT MANAGEMENT FRAMEWORK Project Planning Project Administration Management of Risk Management of Issues Management of Change Project Quality Project Governance Project Financial Management It is not rocket science!

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PROJECT PLANNING Sets out the business case Clearly defines project outcomes and links with project outputs Project initiation

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MANAGEMENT OF RISK Should identify significant risks Develop Risk Mitigation Strategies Decide whether to adopt Risk Management Strategy or take the risk

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MANAGEMENT OF ISSUES Issues crop up all the time. All issues need to be recorded because you can’t deal with them all immediately (may be a pattern) As issues are processed they become tasks, risks or are dropped as no longer an issue

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MANAGEMENT OF CHANGE Must be planned for Not always welcome – identify people affected by change and ensure that you have a plan to address their needs

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PROJECT QUALITY For each output, define how you are going to assess the output as “fit for purpose”

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PROJECT GOVERNANCE Establish milestones/project phases Define the roles and responsibility of all stakeholders Key roles - project manager - project owner (usually Chair of Project Board) Be prepared to make hard decisions that may curtail original project plans

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PROJECT FINANCIAL MANAGEMENT Need an itemised budget (project component x expenditure category) Track all expenditure on the project Analyse significant variations to plannedexpenditure

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FACILITIES AVAILABLE IN PROJECT MANAGEMENT FRAMEWORK Software Package (Lotus Notes) Templates (eg Issues Management, Risk Management) Guides Best practice examples Support arrangements Supported by classroom training and on-line training package

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SUCCESSES ABS has noted Better control of projects at all levels Increased identification and control of project risks More effective use of corporate finances Quality built into project outputs – fit for purpose Improved information flows Earlier identification and resolution of problems Clearer project scope; reduced “scope creep”

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LESSONS Getting the scale of the project management in proportion to the size and impact of the project Better monitoring of milestones (and remedial action when milestones are not being met) Project Boards not micro-managing Killing off projects that won’t deliver (or making major amendments)

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