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

14. Critical Path Schedule:

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