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Managing a project guide Guide

Overview

A project is a series of activities designed to achieve a specific outcome within a set budget and timescale.

Project Management is a process and a suite of tools that helps people deliver those outcomes effectively.

Approach

You will need to consider the scale and type of project you’re managing when choosing your approach. Remember that each project is unique.

Use the full information and templates in the Project Management Guidance document to help run your project.

Key principles

  1. Make sure your project has a clear definition and direction.
  2. Plan comprehensively.
  3. Have the right training and tools.
  4. Keep relevant parties well informed.
  5. Manage risks and issues.
  6. Be resilient: unexpected things may happen.
  7. End properly: make sure process is well documented and filed.
  8. Celebrate success.

Responsibilities

Project sponsor / Senior Responsible Officer (SRO)

Initiates a project and is the team’s most senior member

  • ensures that the project is relevant to the Department and in line with the Business Plan
  • helps in setting objectives and constraints
  • may provide resources
  • is the project figurehead

Project manager

Responsible for achieving the project’s overall objectives and leading the Project Team

  • produces a detailed plan of action
  • motivates and develops the Project Team
  • communicates project information to stakeholders and other interested parties
  • monitors progress to keep the project on track

Project team member

Assists the Project Manager and has actions to carry out from the project plan

  • contributes to examining feasibility and planning.
  • lends technical expertise when needed or performs a specialised role
  • takes responsibility for completing specific activities as set out in the plan

Stakeholder

Any other party who is interested in, or affected by, the outcome of the project eg ALBs or other bodies

  • contributes to various stages of the planning process by providing feedback
  • might only be involved from time to time
  • may not be a stakeholder for the entire project if his or her contribution is complete

Project board (optional)

For larger projects, there may be a Project Board responsible for the project’s success

  • responsible for all decisions and decides the overall direction of the project
  • agrees all major project plans and authorises any significant deviations from plans
  • makes sure that the project gets the resources it needs and decides on any conflicts between activities in the project

Customer

Internal or external person who benefits from the objectives of the project (may be the Sponsor or Executive Board)

  • influences the objectives of the project and how its success is measured
  • inputs how and when some activities take place
  • can provide direction for the Project Manager

Supplier (optional)

Provider of materials, products or services needed to deliver the project eg IT developer or lawyers

  • can become very involved with, and supportive of the project
  • delivers supplies on time and provides services or goods at fixed costs agreed with the Project Manager at the outset
Key stages