Project management

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Information about Project management

Published on March 11, 2014

Author: anastasiiaisakii

Source: slideshare.net

PROJECT MANAGEMENT @DESMIL7 FURTHER DETAILS REFER TO PROJECT MANAGEMENT OF AIESEC IN INDONESIA 13/14 AND PROJECT AUDIT SYSTEM OF AIESEC IN INDONESIA OCP national project virtual summit AIESEC Indonesia

WHAT IS PROJECT ? PRINCE2 (CABINET OFFICE OF UK) • A TEMPORARY ORGANIZATION THAT IS CREATED FOR THE PURPOSE OF DELIVERING ONE OR MORE BUSINESS PRODUCTS ACCORDING TO AN AGREED BUSINESS CASE

PROJECT MANAGEMENT ? IT IS THE APPLICATION OF KNOWLEDGE, SKILLS, TOOLS AND TECHNIQUES TO PROJECT ACTIVITIES IN ORDER TO MEET OR EXCEED STAKEHOLDER NEEDS AND EXPECTATIONS FROM A PROJECT. PROJECT MANAGEMENT INVOLVES PLANNING, DIRECTING, CONTROLLING RESOURCES AT EACH STAGE OF THE PROJECT LIFE CYCLE TOMEET PROJECT OBJECTIVES.

WHAT IS THE DIFFERENCE BETWEEN AD HOC AND PROJECT?

AD HOC & PROJECT REASON PROJECT • BASED ON PROJECT NEEDS (ISSUES) • MULTIPLE STAKEHOLDERS (ROADSHOW AD HOC • TAKING TO ACCOUNT ORGANIZATIONAL NEEDS • FULL WORKING TIMELINE

TNS/PARTNERS CRITERIA (XPP) • ORGANIZATIONS WHICH AIM TO CREATE OR SUPPORT DIRECT POSITIVE IMPACT IN COMMUNITIES THROUGH THEIR ACTIVITIES, INITIATIVES, OR PROJECTS. WITH THESE ORGANIZATIONS, AIESEC CO-CREATES OPPORTUNITIES FOR EPS TO DEVELOP THEMSELVES WHILE PROVIDING DIRECT POSITIVE IMPACT. • CAN BE FROM PUBLIC, PRIVATE, OR SOCIAL SECTOR, OR A PROJECT (WHICH MUST INVOLVE ONE OR MORE ORGANIZATIONS AS AN AIESEC ENTITY CANNOT SOLELY DELIVER A GCDP EXPERIENCE WITHOUT ANY EXTERNAL INVOLVEMENT.

1. ORGANIZING COMMITTEE SELECTION AND EDUCATION Education Plan or Project Coaching Coaching will follow the audit checklist General education from Talent Management Project Transition from former OC Output of Project coaching is Pre – Proposal and Project Budget Selection of OC Team OCP open 24 weeks before Each round of application should take 1-2 weeks OCP and Functional will select the OC OC Structure Proposed Creating Project wiki & Assign their role

2. PLANNING AND CONCEPT DEVELOPMENT Pre – Proposal and Budget Plan Review the pre – proposal and project budget by Project controller Standardization of Pre – Proposal Content Project controller should submit the pre – proposal before project hearing and brand filtering is started

2.1 PLANNING PROCESS OF THINKING ABOUT THE ACTIVITIES NEEDED TO CREATE A DESIRED GOAL ON SOME SCALE

WHY WE NEED A PLAN? • LOOKING AHEAD! bridges between where we are and where we want to go

Keep us on TRACK!

Don`t forget to use S.M.A.R.T rule

2.2 CONCEPT DEVELOPMENT OCP and OC need to know about: - WHY of AIESEC - Market trends (make research) - EP supply You also need to do market research about companies, organizations, schools, and universities, media partners; available EPs for matching etc and submit it in Podio.

3. BRAND FILTERING AND PROJECT HEARING Working Capital will be given depends on the score Minutes of Meeting should be uploaded on Project wiki Record it into minutes of meeting Project hearing and brand filtering should be set 14 days after submission

4. PROJECT TRACKING AND CONTROLLING Ensure the mid audit activity Project Controller should provide financial transparency Project controller will track all of audit checklist Project controller should set weekly meeting (or reporting) with OCP Finance, OCP and OC Finance should have meeting twice a month

4.1 MAIN WORK – PART 1 (2 WEEKS) TEAM ACTIVELY DO TASKS ACCORDING TO PROJECT PLAN AND JD OF EACH OC MEMBER. IT CAN BE A HARD PERIOD OF WORK BECAUSE NOT EVERYTHING WILL BE PERFECT.

4.2 MAIN WORK – PART 2 (2-4 WEEKS) AT THIS POINT, PROJECT SHOULD HAVE SOME CONCRETE RESULTS: • RAISED MONEY, SCHOOLS, PARTICIPANTS, APPLICATION FORMS, HELD INTERVIEWS, MATCHED INTERNS ETC

4.3 MAIN WORK – PART 3 (2-4 WEEKS) PREPARATION FOR REALIZATION: CHECKING PREPARATION OFF AL STAKEHOLDERS (HOST FAMILIES, BUDDIES, PARTNERS, INTERNS) AND FIXING TIMELINE AND SCHEDULES FOR REALIZATION

4.4 OPENING THIS IS STARTING POINT OF PROJECT REALIZATION. YOU NEED TO INSURE THAT SHOWCASING OF IT IS ORGANIZED WELL

4.5 REALIZATION • DURING THE REALIZATION PERIOD YOU NEED TO MONITOR THE SITUATION. IS EVERYTHING OKAY? (CONSTANT EVALUATION OF PROJECT TIMELINE) • CHECK BUDGET • DON’T FORGET ABOUT RECEPTION ACTIVITIES FOR INTERNS, SERVICING YOUR PARTNERS, HOST FAMILIES, TRACKING BUDDIES ETC. • TALK WITH EPS!

5. PROJECT REPORT AND EVALUATION Project Report should be compiled into wiki and reported to Member Committee quarterly Project Report Standardization LC Project Evaluation should be set max 2 weeks after submission Project report submitted 2 weeks after closing Weekly project report to Project Coordinator

CLOSING IT’S NOT THE END! INVITE ALL STAKEHOLDERS TO THE CLOSING EVENT (EPS, PARTNERS, HOST FAMILIES, BUDDIES, PROJECT VOLUNTEERS AND PARTICIPANTS). DURING CLOSING YOU NEED TO: - PRESENT REPORT OF PROJECT (SUM UP OF ALL YOUR RESULTS) - ORGANIZE EVALUATION WITH STAKEHOLDERS AND GIVE APPRECIATION (CERTIFICATES)

PROJECT AUDIT CHECKLISTS

WHAT IS AUDIT? • AUDIT IS AN INDEPENDENT REVIEW AND EXAMINATION OF RECORDS AND ACTIVITIES TO ASSES THE ADEQUACY OF INTERNAL CONTROLS, TO ENSURE COMPLIANCE WITH ESTABLISHED POLICIES AND OPERATIONAL PROCEDURES AND TO RECOMMEND NECESSARY CHANGES IN CONTROLS, POLICIES, AND PROCEDURES. • THE TERM MOST COMMONLY REFERS TO AUDITS IN ACCOUNTING, BUT SIMILAR CONCEPTS ALSO EXIST IN PROJECT QUALITY MANAGEMENT.

WHY? • OBJECTIVELY MEASURE THE PROJECT PERFORMANCE • REACH THE PROJECT GOALS BY REVIEWING THE CURRENT CONDITION WITH THE PLANNING OBJECTIVE • FOCUS TO PREVENT AND/DETECT AND/CORRECT UNLAWFUL EVENT • PREVENT ORGANIZATIONAL COST OF DATA LOST AND BAD DECISION MAKING

WHY? • AUDITING CAN HELP AN ORGANIZATION BETTER UNDERSTAND WHETHER STANDARD PROJECT MANAGEMENT PROCESSES ARE BEING FOLLOWED. • AUDITING CAN HELP DETERMINE THE TRUE STATE OF A PROJECT, AND WHETHER THE PROJECT LOOKS TO BE ON TRACK TO FINISH SUCCESSFULLY.

WHAT TO PREPARE? THERE ARE SEVERAL THINGS THAT NEED TO BE PREPARED BY THE OCP, OCS, PROJECT COORDINATOR, PROJECT/EVENT AUDITOR, AND PROJECT EDUCATION AS WELL FOR AN AUDITING

WHAT RESPONSIBILITIES DOES EACH OF US HAVE?

PROJECT COORDINATOR • PROJECT TRACKING REPORT (DATE, NAME OF TRACKER, NAME OF PROJECT, THINGS TRACKED) • MINUTES OF MEETING OR REPORT BRAND FILTERING • MINUTES OF MEETING OR REPORT OF PROJECT HEARING

OCP • COMPLETE LIST OF OC (NAME, ACTUAL STAGE, PROFILE, CONTACTS) • COMPLETE LIST OF OC IN MYAIESEC.NET (SUBMIT THE PRINT SCREEN FILE FROM MYAIESEC.NET TEAM) • COMPLETE LIST OF JOB DESCRIPTION • PROJECT PRE - PROPOSAL • PROJECT FINAL REPORT • ALL APPLICATION PACKAGES OF OCP ELECTED (PRINTED AND ELECTRONIC) • DOCUMENTS PROVING STATUS OF OCP AND OCS (BASED ON LIST) • MINUTES OF MEETING OF PROJECT MEETING • TEAM MANAGEMENT (EXPECTATION, TEAM VISION BUILDING, BONDING, AND RULES) • TEAM MEMBERS PA FORM (SOFTCOPY) • TEAM MEMBERS AND TEAM LEADER 360O ASSESSMENT (SOFTCOPY)

OC MARKETING AND PROGRAM • SESSION MATERIALS (ALL OF MATERIAL NEEDED SHOULD BE REPORTED TO FINANCE FUNCTIONAL) • LIST OF PROJECT COACHING/TRAINING MEETING (DATE, NAME OF TRAINER AND PEOPLE WHO TRAINED, NAME OF PROJECT, THINGS TRAINED) • LIST OF PROJECT ACTIVITIES (DATE, NAME OF ACTIVITIES, OBJECTIVE, PARTICIPANTS, GOAL, RUNDOWN, REPORT AND TIMELINE) • PROJECT PRODUCT PACKAGE (PROPOSAL) • ACCOUNT MANAGEMENT DATABASE • COMPLETE LIST OF AGREEMENTS AND MOU • COMPLETE LIST OF PARTNERS (NAME, SAFETY OF PROMISES, DATE OF MEDIA, IN KIND, FINANCIAL, AND LEARNING PARTNER) • COMPLETE LIST OF PROJECT PARTNER • SIGNED AND STAMPED PHYSICAL MEDIA PARTNERSHIP AGREEMENTS (BASED ON THE LIST) • POSTER, BANNER, FLYER, BROCHURE • TEASER VIDEO • PROJECT STORY IN OUR WEBSITE OR BLOG • PROJECT EXISTENCE IN MEDIA • PROJECT WIKI • SATISFACTORY SURVEY OF PROJECT PARTNERS (FOR EVERY INTERNSHIP)

OC FINANCE AND LOGISTIC • PROJECT BUDGET • PROJECT BUDGET REALIZATION • LIST OF INVOICES • BILLS IN PHYSICAL FORM AND IN TIME • FUNDRAISING PRODUCT (T-SHIRTS, BAGS, AGENDAS, ETC) • COLLECT ALL DOCUMENTS AND AGREEMENTS FORM OTHER OC AND OCP

OC EXCHANGE + OC SNL • SIGNED AND STAMPED PHYSICAL TN MOU (BASED ON THE LIST AND MYAIESEC.NET) • SIGNED AND STAMPED EXISTENCE OF EP AN AND TN AN (BASED ON THE LIST AND MYAIESEC.NET) • COMPLETE LIST OF TNS AND STATUS (NAME, STATUS, AND DATE OF TNS OF THE PROJECT) • COMPLETE LIST OF EPS (NAME, STATUS, AND DATE) • INTERNSHIP WORKING TIMELINE (NAME, DATE, ACTIVITY, STATUS) • VISA DATABASE/TIMELINE (NAME, DATE, ACTIVITY, STATUS) • LIST OF BUDDY • LIST OF HOST FAMILY • MINUTES OF MEETING OF INCOMING PREPARATION SEMINAR • SATISFACTORY SURVEY OF INCOMING EP (FOR EVERY INTERNSHIP)

CORPORATE RELATIONS • SIGNED AND STAMPED PHYSICAL IN KIND PARTNERSHIP AGREEMENTS (BASED ON THE LIST) • SIGNED AND STAMPED PHYSICAL LEARNING PARTNERSHIP AGREEMENTS (BASED ON THE LIST) • SIGNED AND STAMPED PHYSICAL FINANCIAL PARTNERSHIP AGREEMENTS (BASED ON THE LIST) • SATISFACTORY SURVEY OF TNS (FOR EVERY INTERNSHIP) • PROJECT PRODUCT PACKAGE (PROPOSAL) • ACCOUNT MANAGEMENT DATABASE • COMPLETE LIST OF AGREEMENTS AND MOU • COMPLETE LIST OF PARTNERS (NAME, SAFETY OF PROMISES, DATE OF MEDIA, IN KIND, FINANCIAL, AND LEARNING PARTNER) • COMPLETE LIST OF PROJECT PARTNER • SATISFACTORY SURVEY OF PROJECT PARTNERS (FOR EVERY INTERNSHIP)

PROJECT AUDIT TOOL WILL HELP YOU NOT TO FORGET ANYTHING

PROJECT AUDIT FLOW "The Race for the Quality Has No Finish Line" 1. Project Preparation 2. Project Execution 3. Project Closing In this process we should do audit checklist as requirement to held project hearing In the middle of project we do audit project checklist to know how far project runs well. After Project closed/ all project event has already finished, we doing project final audit to make sure project it self held based on AIESEC Essence and National Standardization

• BEFORE PROJECT HEARING, PROJECT TEAM SHOULD COMPLETES REQUIREMENT AS STATED IN PROJECT AUDIT SYSTEM DATABASE, COLUMN ‘FIRST AUDIT’. • ALL DATA SHOULD BE UPLOADED IN MYAIESEC.NET AND PODIO • WITH COMPLETING ALL CHECKLIST FOR PROJECT HEARING, YOU ALREADY FULFILL 34% OF PROJECT AUDIT. 1. Project Preparation

2. Project Execution • IN THE MIDDLE OF PROJECT EXECUTION, COORDINATOR SHOULD ENSURE PROJECT TEAM COMPLETE LIST AS STATED IN COLUMN MIDDLE AUDIT AT PROJECT AUDIT SYSTEM DATABASE. • THE TO ENSURE ALL PROJECT PROCESS RUNNING BASED ON STANDARDIZATION AND PROJECT COORDINATOR/ PROJECT AUDITOR KNEW THE PROBLEM/ OBSTACLE IN PROJECT. • MIDDLE PROJECT AUDIT CHECKLIST IS 93% OF PROJECT AUDIT LIST COMPLETENESS

• AFTER PROJECT CLOSED, PROJECT TEAM SHOULD FULFILL ALL CHECKLIST AND PACKAGE IT IN PROJECT REPORT FOLDER. • PROJECT REPORT SHOULD BE IN PRINTED AND SOFTCOPY EXCEPT THERE’S CHECKLIST STATED SOFTCOPY OR PRINTED ONLY. • OCP SHOULD MAKE PERFORMANCE APPRAISAL AND COLLECT 360 ASSESSMENT AND GIVE TO ALL OCS 3. Project Closing

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