Project Planning A2 ICT Edexcel

Learning Objective To look at ways of breaking down a project into manageable stages To produce a project plan with suitable software

Planning your project You must identify the phases of the project. This should cover the sequence of:- – analysis, – initial design, – prototyping, – formative testing, – summative testing, – documentation – handover to the customer/client. You should divide each of these phases into a series of subtasks, listed in a logical order.

Using the Project Plan The plan should be updated throughout the project period, incorporating changes to the different phases thus enabling the target handover date of the product and deliverables to the client to be met. Take into account possible risks to the implementation of the project by making provision in the plan. – A variety of risks should be considered and you should be able to categorise whether they are likely to happen or not. The plan is used at review meetings with stakeholders to ensure the project is kept on track.

Project Management Software You should use Project Management Software to produce a Gantt chart to show the following: – The start and end dates of each activity – Dependencies (which tasks are dependent on other tasks being completed) – Resources required for each activity – Dates of key milestones – Risks, the likelihood of these risks and how they can be minimised – Contingencies for overruns Throughout the project, this plan must be used to monitor progress. The plan should be updated where necessary.

Gantt Chart A diagram that shows each distinct activity as a block of time. Each block is labelled with a title to show what the task is and also the amount of time that the block represents. Aids planning – shows how long each activity is expected to take and the order in which activities should occur. – Allows you to model how long the overall project will take and where the pressure points in the project will occur. – These may be times when a number of tasks need completely or all members of any team with which you are working are involved in tasks.

Example

Creating your plan You will be using Project Management Software. Before you get started you need to decide what tasks you need to complete and have an idea of your timescales. Create a mindmap which breaks down the main headings into smaller subtasks. This should be produced electronically either using Word or PowerPoint or one of the online mindmapping tools ( make sure that the one you are using can be printed off easily ). You will find it easier to have your document in landscape rather than portrait. You are now ready to plan your project. For each task shade in the week or weeks when you intend to work on the task. Think about which tasks need to be completed before you can start the next task – e.g. you have to acquire your images before you can edit or optimise them.

Gantt chart - details Milestones Major deadlines that you must make sure that you meet. – Typically a project will have 3 or 4 milestones. – Usually sign-off points e.g. Terms of Reference, Design Sign-off,, Draft website, Final Handover. – Denote your milestones with a diamond – In industry if a milestone is missed it is a sign that the project is seriously behind schedule. Contingency This is extra time that you allow at the end of a task or series of tasks in case you get delayed. – Make sure that you include some contingency before any milestones ( use a different colour / shading pattern to show the extra time you have added ). Key You should have different colours / shading / symbols for planned time, contingency, holidays and milestones. – Make sure you have a key which explains what each means.

Free online project management software BASECAMP Allows you to create 1 project for free ANDhttp://basecamphq.com/ WHODO Allows you to create multiple projects TEAMGANTT WRIKE TOMS PLANNER And many more!

Zoho Projects

Risks were usually included in the form of slippage in the plan/s but not always in appropriate places. Some candidates included this after the handover date as one chunk of time. More thought needs to be given to where contingency time should be placed and how much time given. Few candidates categorised the risks which is a requirement if accessing all the marks in mark band 2. It was good to see some of the stronger candidates demonstrating well how risks are used by a project manager by listing, ranking and describing them in a table and then adjusting them at each review meeting with key stakeholders and showing the results in the updated plans. This is very good practice. [June 2010] Some candidates produced diaries and progress logs explaining each version of the plan and changes which was good practice. Some diaries and logs also recorded all contact with other stakeholders which helped evidence informal communication well. [June 2010] There were still instances of candidates moving the handover date forward in each plan which is not correct and does not show the product being implemented using project management methods. Most candidates included slippage/contingency time in the plans to take risks into account. However, many did not include this in a sensible manner and there were instances of this appearing after the agreed handover date! [January 2011]