Project Management Fact Sheet - E-government

1 Project Management fact Sheet : Managing Small Projects Version: , November 2008. Department of Premier and Cabinet This fact Sheet has been developed to Why do small projects need to be provide additional material that is managed? specifically relevant to managing small projects to complement other Project The value of good Project Management is Management resources. that you have standard processes in place to deal with all contingencies, regardless of It outlines tips for managing small projects, the Project size, complexity or impact on questions you should ask yourself during a your organisation. Project and lists a set of resources for managing small projects. Using sound Project Management techniques and processes will give you a What is a Project ? higher likelihood that your small Project will be completed on time, within budget, to an A change of any kind in or for an acceptable level of quality, and will have organisation needs to be managed to achieved its objectives.

2 Ensure the change process is as smooth and successful as possible. That Consider all aspects of how to manage a organisational change process is usually Project , and build the right processes for managed as a Project . your small Project . Projects involve a group of planned, inter- How do I determine if my Project is related activities that create a new or small or large? improved product or service, to meet the stated Project objectives. A Project should Project size can be based on the Project 's be achievable within a relatively fixed timeframe, complexity, strategic and timeframe and resource constraints, and political importance, total cost, the size and the scope of the Project should take these skill levels of Project Team and the level of into consideration. change the Project will create.

3 However in the end it is up to you as the Project What is an activity versus a small Manager, and your Project Sponsor/Line Project ? Manager to determine whether the Project is classified as small, medium or large. An activity may be something that requires no structure or planning to Knowing the Project size will allow you to execute, or may be an ongoing or determine the Project Management repetitive process. In the initial stages, or processes that best suits the requirements the first time an activity is performed, it for successful Project completion. may be useful for it to be treated as a Project to allow the learnings to be The Project Sizing Calculator may also be recorded. This structure may assist the used as a tool to assist you in determining organisation in ensuring that the second the size of your Project .

4 And subsequent execution of the activity is efficient and effective. A small Project on the other hand is one where there is a Project team of 2 or less, the Project 's schedule is flexible, of internal interest only, has a budget of less than $25K, impacts a single business unit, and has no major dependencies or inter-related projects. Page 2 Tasmanian Government Project Management Framework Project Management fact Sheet : Managing Small Projects, Version: , November 2008. What are the main things I need to Review & Closure Report Template - is consider in managing my small the final document produced for the Project ? Project and is used by senior Management to assess the success of No matter what the size and complexity of the Project , inform future projects, tidy a Project , there are 11 key elements up' any loose ends and formally close (areas) that the Project Manager needs to the Project .

5 Consider: planning and scoping, In addition to the above resources, governance, outcome realisation, Appendix 1 contains a list of questions stakeholder Management , risk (as a checklist) that you may find Management , issues Management , useful when you think your planning is resource Management , quality complete, but before you start your Management , status reporting, evaluation Project . and closure. Tips from Project Managers The extent to which these areas are addressed depends upon the size and Several Small Project Management complexity of the Project . It is not Forums were held in 2003. As part of these appropriate for all projects to do all Project forums, Project Managers and participants Management activities to the same level of were asked about their experiences in detail and with the same degree of managing small projects.

6 The resulting discipline. For small projects, it is very learnings have been included in this fact important to scale down the Project Sheet . You may find their advice and Management processes and comments useful when you are managing documentation to suit your needs. a small Project yourself. Managing Small Projects Resources: Resourcing: o Don't be shy to ensure adequate Resources that are specifically designed to resourcing assist in managing small projects have been developed. These include: o Resource the Project through the whole cycle Project Proposal Template - is usually o Determine risks for the Project and the first document outlining what prioritise the resources change is proposed. It is the document o There needs to be a commitment that converts an idea or policy into the from Management to provide details of a potential Project .

7 Adequate resources Project Business Plan Template - is o Need for flexibility and goodwill the Management document for the when projects are under-resourced Project . It is owned, maintained and o Size of budget does not always utilised by the Project Sponsor/Line determine the importance of the Manager to ensure the delivery of Project Project outputs and the realisation of Project outcomes. It is also the Documentation: Management document for the Project o Do not write too much no-one will Manager. read it! Risk and Issues Registers, and Status o Keep documentation relevant and Report Templates. short o Know your audience! o Tailor the Project Management methodology to suit your Project Page 3 Tasmanian Government Project Management Framework Project Management fact Sheet : Managing Small Projects, Version: , November 2008.

8 O Use templates and delete what you o You need the right skill set in the don't want Project team to deliver the Project outputs o There will always be something you haven't thought of review and o Need to have a champion' of the update constantly cause (might not be the Project Manager). Size and Scope of Project : o Stand back and judge the scope of the Project o Does not matter what size the Where to get additional help Project is the same key elements Refer to the Tasmanian Government are present Project Management Guidelines General and Team Learnings: Reference: Mike Watson (1998). o There is no such thing as a perfect Managing Small Projects: a practical Project ! guide, Project Manager Today publications, GB. ISBN1900391023. o Projects can go wrong Further information and resources are o Feel reassured re shortcomings.

9 Available from others experience difficulties, and face similar lack of support o There is more personal interest from the Project Manager with small projects o Get the commitment of the Project team Acknowledgements This fact Sheet contains elements of the Tasmanian Government Project Management Guidelines prepared by the Department of Premier and Cabinet. Page 4 Tasmanian Government Project Management Framework Project Management fact Sheet : Managing Small Projects, Version: , November 2008. Appendix 1 Questions You Should Ask Yourself Planning & Do you know why you are doing the Project and how your organisation will gain the . Scoping benefits? Do you know what you have to produce, and by when? . Have you worked out what is included in your Project , and what is NOT included in.

10 Your Project ? Are you documenting your planning eg in a Project Business Plan? . Governance Is it clear to whom you will hand over the products/services delivered by the Project . and do you know who is responsible for producing each of these? Is everyone clear on their roles and responsibilities? . Outcome Have you considered how the changes on the organisation that may come about as . Realisation a result of the Project will be communicated and managed? Have you developed meaningful measures for your target outcomes? Stakeholder Have you made a list of all of the people who may be affected by or may affect the . Management progress and successful completion of the Project ? Have you decided how you are going to let the stakeholders know about the . progress of the Project , or involve them in the Project itself?