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What is a project?

what is a project timeline inforgraphic

Definition: A project is a combination of set objectives to be accomplished within a fixed time span
 
What qualifies an undertaking to be a project?  
You may have already worked on a project without realizing it. 
Here are the four characteristics that define a project. 
  1. Projects Are Bound by Time 
  2. Projects Progress Through a Life Cycle to Accomplish Goals 
  3. Projects Require Cross-Departmental Collaboration 
  4. A Project Is a Single Entity
 

Change Framework

In addition, each project phase has part of the resources exclusively allocated to it to enable effective
All projects typically go through four phases which at UofG are: 
•Prepare 
•Engage
•Change
•Embed 
 
Read more about the Change Framework.
 
 

What is Agile?

Agile is a way to manage projects. It is an umbrella term for a set of globally accepted methodologies. Using it can help deliver value quickly.
 
It breaks down larger projects into smaller, manageable chunks, each of which delivers something of value, which can be put into the world to gain feedback from users or stakeholders.
 
Timescales in Agile
The project will be run in 6 week increments. These increments are further broken down into 2 week sprints

Benefits of Agile

Here’s how Agile can help your challenges, big or small.
•Visibility
•Value-based prioritisation
•Adaptability
•Risk management
 
Read more about Agile.

What are agile ways of working?

Agile ways of working are values and principles that guide how teams work together to deliver projects. They are based on the idea of iterative development, which means that teams work in short sprints to deliver working software. This allows teams to get feedback from customers and stakeholders early and often, and to make changes to the project as needed.
 
Agile ways of working are characterised by the following:
  • Customer focus: Teams are constantly working to understand and meet the needs of their customers.
  • Empowered teams: Teams are given the autonomy to make decisions and solve problems.
  • Continuous improvement: Teams are always looking for ways to improve their processes and products.
  • Adaptive planning: Teams are able to adapt their plans to changing circumstances.
  • Regular communication: Teams communicate with each other and with stakeholders on a regular basis.

Benefits of agile ways of working

There are many benefits to using agile ways of working, including:
  • Increased customer satisfaction: By getting feedback from customers early and often, teams can ensure that they are delivering what customers want and need.
  • Improved product quality: Agile teams are constantly working to improve their products, which leads to higher quality products.
  • Reduced time to market: Agile teams can deliver products to market faster than traditional teams.
  • Increased employee morale: Agile teams are more engaged and motivated than traditional teams.
  • Greater flexibility: Agile teams can adapt to changing circumstances quickly and easily.

Agile ways of working in practice

There are many different agile frameworks, but they all share the same core values and principles. Some of the most popular agile frameworks include Scrum, Kanban, and Lean.
 
Scrum is a framework for managing projects that is based on the idea of sprints. Each sprint is typically 2-4 weeks long, and during each sprint, the team works to deliver a working increment of the product.
 
Kanban is a framework for managing workflow that is based on the idea of a visual board. The board shows the tasks that need to be done, the tasks that are in progress, and the tasks that have been completed.
 
Lean is a set of principles for optimising processes and eliminating waste. Lean principles can be applied to any type of work, including software development.
 
Agile ways of working are a powerful way to deliver projects successfully
 

What is Kanban?

Origin of Kanban
The term "Kanban" originated in Japanese, meaning "visual card" or "sign". 
 
Key Principles of Kanban
Kanban is based on three key principles:
  1. Visualisation: Work items are represented visually on a Kanban board, allowing teams to see the status of each task and identify bottlenecks.
  2. Limiting WIP (work in progress): Teams set limits on the number of tasks in each workflow stage, preventing work from getting overwhelming and ensuring that resources are focused on the most important tasks.
  3. Continuous Improvement: Teams regularly review their workflows and identify areas for improvement, making adjustments to enhance efficiency and productivity.
How Kanban Works
Kanban boards are the central element of Kanban, providing a visual representation of the workflow. Tasks are represented as cards that move through the board as they progress from "To Do" to "Doing" to "Done". This visual representation helps teams identify bottlenecks, optimise task distribution, and ensure that resources are allocated effectively.

Benefits of Kanban

Kanban offers several advantages for teams:
  1. Improved Flow: Kanban promotes a smoother workflow by preventing bottlenecks and ensuring that work is pulled from the backlog as capacity allows.
  2. Reduced WIP: By limiting work-in-progress, teams can focus on completing tasks efficiently, reducing stress and improving morale.
  3. Enhanced Transparency: Visualizing work on a Kanban board promotes transparency and collaboration, allowing teams to communicate effectively and identify areas for improvement.
  4. Flexibility: Kanban is adaptable to changing conditions and priorities, allowing teams to adjust their workflow as needed.

What are benefits and why are they so important?

A measurable benefit should establish a clear direction of improvement, using data to demonstrate the positive change between two-time points that is recognised by all stakeholders.
Benefits are important because they justify the investment of time, money, and resources in a project. They also provide a roadmap for the project team, helping them to stay focused on the desired outcomes.
 
Here are some of the benefits of having clearly defined project benefits:
  • Improved decision-making: By understanding the desired outcomes of a project, the project team can make better decisions about how to allocate resources and manage risks.
  • Increased motivation: When the project team knows what they are working towards, they are more likely to be motivated and engaged.
  • Better communication: Clearly defined project benefits can help to improve communication between the project team and stakeholders. This can help to ensure that everyone is aligned on the project goals and objectives.
  • Greater accountability: When project benefits are measurable, it is easier to hold the project team accountable for their performance.
  • Increased success rates: Projects with clearly defined benefits tend to be more successful than projects without them. This is because the project team has a better understanding of what they are working towards and how to measure their progress.
Overall, project benefits are essential for ensuring that projects are successful. By clearly defining the desired outcomes of a project, the project team can make better decisions, increase motivation, improve communication, and increase the chances of success.

What benefits do we look for at the University?

When defining project benefits, it is important to be specific and measurable. This will help to ensure that the benefits are achievable and that progress can be tracked. It is also important to consider the needs of all stakeholders when defining project benefits.
 
Here are the benefits types at the university:
  • Student Experience: Contribute positively to the overall student experience, progression and employability post-graduation.
  • Staff Experience: Improving staff environments, diversity and inclusion. Making it easier to get things done, improving leadership and succession planning.
  • Supporting Research: Working towards improving the quality of research,  and number of doctoral degrees awarded and research income. Building research community.
  • Supporting Learning and Teaching: Reducing time spent on non-academic activity for academics in teaching, improving learning & teaching strategy
  • Service Excellence: Improve performance in the delivery of our services and quality from a user perspective. Upgrades to facilities or equipment.
  • Efficiency: Achieving more with the same. Making improvements today that enable lower costs in the future, creating capacity, and cost avoidance.
Read more about Benefits in the Stakeholder Benefit Guide

Delivery Plan 101: A Guide for Subject Matter Experts

As a subject matter expert (SME), you might be wondering how to ensure smooth delivery. Worry not, for this guide will equip you with the essential tasks and activities to craft a winning delivery plan.

1. Define Your Deliverables:

What are you delivering? Is it a report, a presentation, a software program, or something else? Clearly define the final output(s) expected from your project.
What are the sub-deliverables? Break down the main deliverables into smaller, manageable chunks. This helps track progress and identify potential bottlenecks.

2. Set SMART Goals:

Specific: Clearly define what you want to achieve with each deliverable.
Measurable: Establish metrics to track progress and assess success.
Attainable: Set realistic goals that are achievable within the given timeframe and resources.
Relevant: Ensure your goals align with the overall project objectives.
Time-bound: Define deadlines for each deliverable and milestone.

3. Timeline & Schedule:

Create a timeline: Map out the key tasks and activities involved in delivering your project. Use a Gantt chart, spreadsheet, or project management software to visualise the schedule.
Allocate time effectively: Assign realistic timeframes to each task, considering dependencies and potential roadblocks.
Buffer in flexibility: Leave room for unexpected delays or changes in scope.

4. Identify Resources:

What resources do you need? This could include personnel, equipment, software, data, and budget.
Who are the key stakeholders? Identify the individuals involved in the project and their roles.
Communication channels: Establish clear communication channels to keep stakeholders informed and engaged.

5. Risk Management:

Identify potential risks: Brainstorm what could go wrong during the project and their impact on delivery.
Develop mitigation strategies: Plan how you will address each identified risk.
Monitor and adapt: Be prepared to adjust your plan as needed to manage risks effectively.

6. Quality Assurance:

Define quality standards: Establish clear criteria for what constitutes a high-quality deliverable.
Implement quality checks: Build in mechanisms to review and assess your work throughout the project.
Get feedback: Seek input from stakeholders and colleagues to identify areas for improvement.

Remember:

Communication is key: Keep stakeholders informed about your progress and any challenges you encounter.
Be flexible and adaptable: Things rarely go exactly according to plan, so be prepared to adjust your approach as needed.
Celebrate successes: Take the time to acknowledge your accomplishments along the way.
By following these steps and tailoring them to your specific project, you can create a delivery plan that sets you up for success. Good luck!

Bonus Tip: Don't hesitate to seek help from your project manager or other experienced colleagues. They can provide valuable guidance and support throughout the delivery process.

Tasks and Subtasks a Delivery Plan

A delivery plan is essentially a roadmap for your project, breaking down its big goals into smaller, manageable tasks. Imagine it like a recipe for building a cake: you wouldn't just say "bake a cake," you'd list out all the steps like preheating the oven, mixing ingredients, and baking the layers.

Here's how a delivery plan can help a subject matter expert (SME) like you on your first project:

1. Simplify the Scope:

  • Start with the main deliverable: What is the ultimate outcome of your project? Is it a report, a presentation, a new product feature? That's your first level.
  • Break it down step-by-step: What tasks need to be completed to achieve that deliverable? Research, analysis, writing, design? These are your second-level tasks.
  • Go deeper if needed: Can you further divide those tasks into even smaller, more specific steps? This helps ensure nothing gets missed.

Example:

  • Main deliverable: Develop a training program for new employees on customer service.
  • Level 2 tasks: Conduct customer service needs assessment, research best practices, create training modules, design visuals, write training materials, pilot test and refine program.
  • Level 3 tasks (optional): For "research best practices," you might list specific tasks like contacting industry experts, reviewing relevant studies, and summarising key findings.

2. Clarify Roles and Responsibilities:

  • Who will do what? Assigning tasks within the delivery plan helps ensure everyone knows their part. You, as the SME, might lead the research and writing, while others handle design or testing.
  • Identify dependencies: Some tasks can only be done after others are finished. The delivery plan shows this order, preventing someone from starting on frosting before the cake is even baked.

3. Track Progress and Stay on Course:

  • The delivery plan is a living document: Update it as the project progresses. Mark tasks as completed, note any changes, and adjust deadlines if needed.
  • Monitor progress at each level: Are you on track for meeting the main deliverable? Identifying bottlenecks within the delivery plan can help you course-correct early.

Remember, the delivery plan isn't a rigid structure. Adapt it to your specific project and needs. Start with the big picture, break it down into manageable chunks, and adjust as you go. This simple tool can be your secret weapon for delivering a successful project as a SME.