Yini conferencing project rev0
- 1. YINI Conferencing/screen share Project
- 2. Areas to consider:: • Stakeholder Analysis; • Defining the project scope; • Work Breakdown Structure; • How to create the project schedule; • Managing Project Quality; • Managing Project Communications; and • Managing Project Risk. Creating a Project Management Plan
- 3. • Identify all parties that will be impacted by the project i.e. the stakeholders; • Identify stakeholder interest, involvement and impact on the project; • Collect project requirements (from identified stakeholders plus any other relevant source); and • Create stakeholder register. Stakeholder Analysis approach
- 4. • Sponsor • Project Manager • YINI Personnel, identify any subsets; • Students; • Mentors • Venue’s where training normally takes place; • IT • Conference facility provider Stakeholder Analysis – identify stakeholders
- 5. Stakeholder Register Stakeholders Stakeholder Interest Various thoughts based on subset but assume positive? Should all have access, will see cost/time benefit A – Will see time/cost benefit. B – may not be technically uncomfortable so may push back? Maybe neutral, best to understand their thoughts Probably neutral, just need to understand what is required Interested in making the solution work Sponsor Project Manager YINI Personnel Students Mentors (A&B) Previous venue reps IT Conference Provider Sees benefits in time/cost reduction for all stakeholders Keen to meet all deliverables to required standard
- 6. Stakeholder Analysis “Power/Interest” matrix: Keep Satisfied Manage Closely Monitor Keep Informed Interest HighLow Low Power High Their lack of interest/power means they are most likely to accept what is communicated and follow instructions . If communicated and presented in a logical way, will generally provide support and often ignore dissenters. Need to keep satisfied enough to avoid them getting too interested and unnecessarily involved. Reassuring them of outcomes usually achieves this. Major supporter (or dissenters). Potentially major driver of change. Need to provide regular updates and provide reassurance of outcomes.
- 7. Create stakeholder “power/interest” matrix: Keep Satisfied Manage Closely Monitor Keep Informed Interest HighLow Low Power High IT Departmental Personnel B Mentor (Sponsor) A Mentor (Students Conference Provider Previous Venue Provider
- 8. • Define project scope description/characteristics: • Perform cost benefit analysis; • Identify courses that can be performed online via conf; • Identify courses that can’t be performed online via conf; • Identify how many people can dial in to conference trg; • Install conferencing facility; • Identify and train users to use conf product; and • Release conf calling as a YINI offering. Define scope:
- 9. • Define product acceptance criteria: • Cost/benefit analysis determines go or no go; • All conf features have been listed and are operational; • System tested; • Training documentation in place; and • All users trained as per training criteria. Define scope:
- 10. • Project exclusions: • Project does not include responsibility for the actual presentation detail quality; • Project constraints: • Project cannot start before; and • Project must complete by. Define scope:
- 11. How to create a WBS (Work Breakdown Structure): Create high-level WBS: Identify courses for conf Identify conf supplier Cost/benefit analysis Test System Train users Provide conf/screenshare training facility
- 12. How to create a WBS (Work Breakdown Structure): Identify Activities: Identify courses for conf Identify conf supplier Cost/benefit analysis Test System Train users Provide conf/screenshare training facility • Review with All presenters • List course for online conf • Identify potential Training/ resource needs • Identify Requirements • Identify provider Based on Requirements • Document analysis • Develop Acceptance test • Perform & Document Acceptance test • Develop Training Plan Select Provider Decide Go/NoGo Develop User training list Train users Go Live
- 13. How to create a Project Schedule: Gantt Chart
- 15. Plan Quality: • Define quality requirements/standards (how compliance will be demonstrated) • List of each function available; • Conf call trg material and how trg standard verified; • Develop system test plan; and • Who has been trained and when. Perform Quality Assurance: • Performing quality audit. Perform Quality Control: • Spreadsheets etc. Managing Project Quality
- 16. Identify what information needs to be communicated: • Activity Progress against schedule and plan; • User training plan; • Where will project documentation be stored; and • Revision control. o Rev A, Rev 1, Rev A1 etc Identify when required information needs to be communicated: • i.e. every Friday etc. Plan Communications
- 17. Decide who to distribute to: • Progress detail to all stakeholders except external contractor; and • Schedule progress, all stakeholders. • Report performance/progress: • Total people trained; and • % complete by status. Plan Communications:
- 18. Decide who to distribute to: Plan Communications: Stakeholder Schedule Doc progress reports Sponsor Yes Yes YINI Personnel Yes Yes Students Yes No Mentors Yes Yes IT Yes No Previous venue rep No No Conf provider Yes No
- 19. Plan risk management: • Start with what might happen, chances and impact; and • Add new risks as they are discovered. Identify and categorise risks: • High – work with sponsor to resolve or halt project; • Medium – try and resolve immediately; and • Low – do nothing but monitor. Respond to risk: • Continually review and audit. Risk Planning
- 20. Track risk: Risk ID Description Prob H/M/L Impact Response Date Logged Owner 1 May not get all Mentor M May have to continue as is on some courses Work with all Mentors to overcome any potential issues 19 Sept 13 2 Broadband speed PC access may be an issue L Could possibly prevent or limit online trg PM to identify liaise with potential affected parties 19 Sept 13 3 Potential IT issues L Could prevent project IT to review/monitor 19 Sept 13 Risk Planning