1. Project Management
Developed by Narelle Stoll
May 2013

2. Overview of the session
The purpose of this guide is to provide an
overview of the process of project planning.
The presentation covers the following topics
 Initiation
 Planning
 Implementation
 Monitoring and review
 Finalisation

3. Useful resources
 Project Management Templates
Copy and paste if link is not working
https://www.box.com/shared/djyzl8bldq

4. Videos
View the following
Getting started in Project Management
Communications plan
Risk Management
Road runner-risk management
Herding cats
Copy and paste if link is not working
http://www.flickr.com/photos/communityleasership/sets/72157633733984686/

5. Definition of a Project
 A temporary endeavour
 Defined beginning and end
 Undertaken to meet defined goals and
objectives
 Designed to bring about beneficial, change or
added value

6. Project Themes
Project Themes
 Education
 Health
 Law and Justice
 Economic
 Safety
 Environment
 Cultural
Location or Focus
 International
 Area
 Local

7. http://en.wikipedia.org/wiki/Project_management
Phases of Project Management

8. Skills required
 Planning
 Budget
 Personnel Management
 Time Management
 Problem Solving
 Negotiation
 Communication
 Team Player
 Self Starter
 Crisis Management
 Governance

9. Project Phases – General Timeframes

10. Initiating
The first step in project planning is establishing the purpose of the project. If
the project purpose is not clear than it will be extremely difficult to obtain
support. Here are some prompt questions to ask when project planning.
 What are the main issues in this community that need to be resolved?
 Why do we think they have happened?
 Why are they important to us?
 What are the ones that we are interested in taking action on?
 What will happen if we don’t address them?
 What are the benefits of us getting involved?
 What are some possible actions we can take to address these issues?
 What is the best possible action/s?
 Do we have sufficient resources to complete the identified action/s?
 If not what areas do we need help in?
 What further action do we need to take? Where can we go to for support?

11. Project Proposal
 The Project Proposal details the objectives and
purpose of the project but also provides an outline of
the resources required, costs and timeframes.
 Must go to the board for approval prior to the
commencement of project
 Monitored and reviewed throughout the life of a
project
 When completing your project proposal allow about
six months from the writing of the proposal to the
implementation of the project.

12. Project Proposal- Questions to ask
 What issue is this project addressing. -note try and keep to one issue
per project?
 What type of events will this project involve- (ball, luncheon etc)?
 What groups will be involved in the event, impacting on the event
and target audience? (Stakeholders)
 What will be the location and time of day the event will be held in?
 What roles and tasks will be involved in the organising of the event?
 How will this project benefit the Club or community?
 What are the project assumptions and constraints?
 What are some potential risks and existing controls?
 What media do we need to target?

13. Activity- Outdoor food and wine
cultural festival
 You have been asked to organise a food and
wine cultural festival with the objective to
promote local business in the area as well as
raise money for local charity. Event to take
place in 8 months time

14. Areas need to be considered
 Implementation- overall management
 Scope- Location, Target audience
 Cost
 Quality- deliver on plan, corrective actions
 Resources- volunteers, contractors
 Time- critical timeframes
 Risk
 Procurement – (sourcing suppliers, equipment)
 Communication- internal and external

15. Planning Phase
Involves the following activities
 Selecting the planning team;
 identifying deliverables
 Identifying the activities needed to complete those deliverables
 Schedule and Time
 Determining project and resource roles
 Financial Management
 Risk Management
 Stakeholders & Communication
 Reporting

16. First Meeting Allocating Roles and Activities
The first meeting should occur within a fortnight of the
Project Plan being approved at council The purpose of the
first meeting is to provide an outline of the purpose of the
project and establish roles. The meeting should cover the
following activities
 Project Plan is circulated to all members and objectives of the
Project explained
 Roles and activities determined and allocated to committee members
 Each member should be given a copy of the implementation schedule
template which they should complete and return prior to the next
meeting.
 The Project Coordinator should also complete the organisational
chart with the positions and associated activities

17. Deliverables
What the project needs to achieve. Must be
measurable
Examples include
 Generate $xxx in income for the club
 Completed by (Date)
 Have xxx persons in attendance

18. Projects Events Activities
•A Project may have a number of events
•These should be identified and scheduled
as part of the Project schedule
•Each event should be individually costed
and risk assessed
•Example of Project Event and Activities
are shown in the attached diagram
Project
(Violence Against
Women)
Event
Community Rally
Event
Fundraising Dinner
Speaker
Event
Selling White
Ribbons
Activities
Venue
Catering
Activities Activities

19. Event
 Happens at a determined time and place
 Unique initiatives to deliver a project or
service

20. Example of Event
 Dinner meeting
 Fundraising event
 Promotional event
 Community Forum

21. Activity/ Task
 Specific work needs to be done to achieve a
particular result some examples include
 Catering- provision of food
 Marketing/ Promotion- Communication of
event
 Venue Hire- Organise space to hold the event
 Activities should be grouped under event and
factored into the schedule

22. Examples of key activities
 Book venue
 Arrange insurance
 Contact Speakers, Participants
 Organise Sponsors
 Develop Flyers, Promotional Material
 Organise Equipment
 Organise Catering
 Recruit volunteers
 Contact Media, VIP, Stakeholders
 Execute event
Refer to Event Planning Template

23. Scheduling
 Critical activities are
documented in process
diagram in order they
occur with their
timeframes
 Gant or a pert chart is
used for tracking
 Monitored and
reviewed throughout
the project
Gant chart
PERT Diagram
http://en.wikipedia.org/wiki/Project_management

24. Key Project Roles
 Project Sponsor- Club Board of
Directors
 Project Director- Portfolio of
projects
 Project Manager
 Treasurer – (Risk, Licenses)
 Marketing/Promotion
 Logistics/Resources
 Governance Officer (Record
Management, Monitoring)
 Other roles (Technical
specialists)
Project Sponsor
Project Director
Project Manager
Treasurer
Marketing/ Promotion
Logistics/ Resources
Governance Officer
Other Technical Specialists

25. Level of Resource effort

26. Activity- Food and wine festival
 Refer to your project plan and complete the
following
 Activities and schedules
 Roles and Responsibilities required

27. 2nd Meeting Risk Management and Financial
Plan
The purpose of the second meeting which should occur a
maximum of a fortnight from the first meeting is to confirm
the roles and activities, construct a project budget and
determine what potential risks and impacts may occur. The
following tasks should be conducted during this meeting
 Confirmation of roles and activities onto the Master template
and Organisation Chart from previous meeting
 Discussion of project budget and estimated areas of income
and expenses
 Potential risks and areas of impact
 Potential controls and assigned responsibility for managing
controls

28. Income and costs
Income
 Registration
 Entry fees
 Raffles
 Sponsorship
 Sales
Costs
 Insurance
 Venue Hire
 Speaker Fees
 Equipment Hire
 Catering
 Wages
 Accommodation
 Promotion and Marketing
 Stationery
(Note even if a item is sponsored or
gifted should be factored in as a
cost)
Budget established and monitored throughout life of Project

29. Risk Management
 Important a Risk Management Plan
completed for the event
 May be required to be provided to the venue
and other organisations to meet their
Governance requirements
 For projects with multiple events a risk
management plan must be completed for each
event

30. Information for a risk Management
Plan
 Details of Project- Location, Activities
 Key contact persons
 Details of key stakeholders- interested parties
(councils)
 Insurance requirements
 Equipment needed
 Permits or Licences
 Equipment
 Risk assessment on the activities undertaken

31. Risk Assessment Steps
 1. Write down all the activities associated with the project.
 2. Identify potential risks they can include the following
 Environmental. fire, explosion, flood,rain, heat
 Security
 Biological (exposure to toxic materials)
 Resignation of committee members
 Resignation of sponsors
 Energy (collision, explosion, electrocution, trips, falls, crush)
 Low attendance
 Equipment failure
 Tasks not completed in time
 3. Identify potential sources of risk (SECRET Formula)
 Self-Committee members and Club
 Environment
 customers ,sponsors ,stakeholders
 equipment
 tasks (physical nature, time of day)

32. Risk Assessment Steps (cont)
 4. Identify potential consequences
 Loss of income
 Injury to people
 Loss/damage to property
 Loss of reputation
 Damage to the environment
 5. Identify risk rating in terms of severity and frequency ( refer to matrix)
 6. Identify stakeholders most impacted by the risk
 Members / Volunteers
 public
 contractors
 7. Identify actions and position responsible for controls
Reference Community Risk Assessment Checklist

33. Activity 3- Food and wine festival
 Complete a risk assessment for the event
 Complete a budget for the event

34. 3rd
Meeting- Communication Plan
Why is communication important
 Meet governance requirements
 Meet stakeholder expectations
 Ensure activity kept to schedule
 Effective management of risks and issues
Consider both internal and external influences

35. Stakeholders
Internal
 Project Sponsor
 Board
 Project Director
 Project Team
 Club Members
 Technical specialists
External
 VIP (Members of
Parliament, Sponsors,
Patrons)
 Media
 Target audience/ end user
 Members of public
 Partner
organisations/Persons
 Contractors/Suppliers
 Regulators

36. Communication schedule
 Activity
 Stakeholders
 Type of communication (newsletter, email, meeting)
 Frequency
 Commencement dates and deadlines
 Position responsible
Activity should be added to project schedule
Reference: Communication plan

37. Activity 4 Food and Wine Festival
 Complete the communication plan

38. Further Meetings
Further meetings should be scheduled at least a fortnight to a
month depending on the nature of the project and stage in the
project life-cyle. An Agenda should be sent one week prior to
the meeting and minutes should be taken of all activities and
actions discussed during the meeting. Topics to be discussed
during a meeting should comprise of the following areas
 Previous minutes
 Financial status
 Reports from positions
 Further action and priorities

39. Implementation
This is the date or series of dates that the
Activities are executed
 Important everyone assigned to activities
understands their role and timeframes
 Project Members should also report regularly
on activity progress and issues

40. Monitoring and Reporting
Should be conducted throughout the Project Lifecylce
A report of the project must be presented at every Board meeting by either the
Project Chairman or designated Vice President of the area. The report
should be brief and focused on the following key points
 Activities completed to date
 Current financial status
 Issues and risks
 Further actions
 Assistance required
The Project Chairman must feedback advice and comments from the board to
the project committee by the next meeting and any comments and actions
should be documented in the minutes and kept as a record

41. Finalisation and Evaluation
This is the final phase of the project after
the project has completed. It is important
that the project is finalised not only so
that both the project chairman, members
and Chapter has a sense of completion
but to ensure all stakeholders
expectations and commitments have been
met.
 Activities should include the following
 Finalisation of all outstanding payments
and banking of all incoming monies
 Return of all equipment
 Site clean up
 Return of all feedback forms from
stakeholders and members
 Summation of all activities and issues,
what was achieved and failed
 wrap up party
 Final report to board meeting