Ganaxa case study & assignment: Project Management Ganaxa case study & assignment: a project plan neil@minkley.fr

Project: creating the Ganaxa website (1)

Project: creating the Ganaxa website (2)

Assumptions: Work to do YOU (the PM) must now establish a PROJECT PLAN to be given to the CO (on May 16, 2017 at the latest...). The plan must cover everything to be done in order to complete the project following the agreement on the requirements (already obtained, as stated on the previous page...), ie from content creation and site design to project closure, not forgetting overall project management. The plan must clearly show the project's tasks, task sequencing, resources and resource allocation, schedule and cost.

Assumptions: WBS Content creation Site development Project management Call for content Write bios Design site Install & configure Wiki Translate bios Review, adjust & agree on design Write other texts Code site Translate other texts Manage/Supervise project Produce diagram Integrate content Procure other pictures Test site, fix bugs, re-test Accept site Deploy site & go live Close project

Assumptions: Resources * CO € Staff Company Owner / Project Sponsor PM Project Manager (& major contributor) TC Translator/Tester – Chinese (& English) TC OC group member TJ Translator/Tester – Japanese (& French) TJ OC group member PM (YOU!) OC group member OC CO Other (minor) Contributors (group of 4) OC group member Thibault de la Rivière DD External contractor Graphic Designer & Web Developer * No more, no less!

Assumptions: Costs * Not taken into account Staff € 500 per day PM € 500 per day TC € 320 per day TC OC group member TJ TJ € 300 per day OC group member PM (YOU!) OC group member OC CO OC group member Not taken into account Thibault de la Rivière DD External contractor € 650 per day * No costs other than labour!

Assumptions: Resource assignment CO € Approves* site design; writes his own bio & other texts (in FR); procures pictures; accepts website; participates in closure. Staff Manages the project part-time [25%]; issues "call for content"; installs wiki; approves* site design; writes his own bio (EN & FR); translates texts (FR <-> EN); draws GPP diagram (EN & FR); participates in testing; accepts website; participates in closure. PM TC Writes her own bio (CH & EN); translates texts (EN -> CH); participates in testing part-time [25%]; participates in closure. TC OC group member TJ Writes her own bio (JA & FR); translates texts (FR -> JA); participates in testing part-time [25%]; participates in closure. TJ OC group member PM (YOU!) OC group member OC CO OC group member Thibault de la Rivière Write their own bios (in FR). Designs the site, enhances GPP diagram & approves* site design; codes the site; integrates content; fixes technical bugs; deploys the site; participates in closure. DD External contractor * "approves" is short for "reviews, adjusts and agrees on"

Assumptions: Content 17 pages of text in total to write and/or translate: 8 biographies ("bios") (written in FR by each person concerned, translated by PM, TC & TJ) 8 other pages of text (written in FR by CO, translated by PM, TC & TJ) 1 page of text in GPP diagram (written in FR & EN by PM, translated by TC & TJ) Pictures: GPP diagram (prepared by PM, translated by TC & TJ, then enhanced by DD for the site) Other pictures (procured by CO) Editorial specifications are included in the Requirements Specification ("editorial design" task not required in the plan).

Assumptions: Task workloads/durations * (* Including proofreading when relevant, formatting and uploading to the wiki) Writing or translating 1 page of text 1 person-hour (on average) Writing 5 of the 8 bios (the CO's + the OC's) 5 person-hours spread over 3 days Drawing (with text in EN & FR) then enhancing the GPP diagram (after translation into CH & JA, and after site design) 4 person-hours 4 person-hours (drawing, with text, by PM) (enhancing, by DD) Procuring other pictures 1 person-day spread over 4 days Project management 25% of PM's time from day 2 through to deployment

Other assumptions (1) The PM launches the editorial part of the project by issuing a "call for content" (ie an e-mail to all contributors) on day 1. Editorial contributors other than the PM start work on day 2. A wiki is installed & configured (by the PM) on day 1 and used for delivery of content to the DD (upload/download). Final content (fully proofread, therefore bug-free, and properly formatted) is uploaded to the wiki as it is produced by editorial contributors, then, after the site has been coded, is downloaded by the DD and integrated into the site ("container"). (Sample content was already given to DD at the preliminary meeting, so there is no need to include "Sample content preparation/delivery" in the plan.)

Other assumptions (2) CO has committed to writing the "other 8 pages of text" (in French) on day 2. CO has committed to "procuring pictures" (other than the GPP diagram) but cannot work on the task full time, which is why the assumed 8-person-hours workload is spread over 4 days (starting whenever possible...). CO & OC (the group of 4 "Other (minor) Contributors") are not readily available for "writing their own bios" (in French), which is why the assumed 5-person-hours workload is spread over 3 days (starting on day 2). TC & TJ are available as of day 2. PM and DD are available as of day 1.

Constraints Start date = May 29, 2017 Total duration of project no longer than 3.5 weeks (Finish date no later than June 21, 2017) 8 hours per working day (standard setting in MS Project) 5-day weeks (no work on weekends) Public holidays not taken into account (to keep things simple!) Nobody to work more than 100% of her/his time, except for the PM and the CO, who may work up to 130% of their time Total labour cost of project no greater than € 18,000

Assignment instructions (1) Imagine YOU are the PM for this project! Take into account the relevant information given on the previous pages of this document. Download, copy & complete the project plan (.mpp/.pod): define resources (with unit costs) in the "Resource sheet" (use the given 2-letter abbreviations to name resources!); enter appropriate "Resource Names" information in the "Gantt chart"; enter appropriate "Predecessors" information in the "Gantt chart", featuring parallelism between tasks whenever possible. PM using MS Project or ProjectLibre Note: you may need to adjust durations at the lowest level of the WP/task hierarchy to their initial values (as they appear in the incomplete plan provided).

Project GANAXA – Plan to complete (.mpp) ? ? Durations at the lowest level should have the same values in the completed plan as they have here. Will be (re)calculated automatically

Project GANAXA – Plan to complete (.pod) ? ? Durations at the lowest level should have the same values in the completed plan as they have here. Will be (re)calculated automatically

Assignment instructions (2) Check & double-check your project plan!! Send your plan (a single ".mpp" or ".pod" file) to neil@minkley.fr as soon as possible before Wednesday May 17, 2017. Failure to meet the deadline will result in a 0 (zero) grade! Name your file as follows: "YOURNAME_GX_PLAN...", where... "YOURNAME" is your "FAMILY NAME" (eg "SINGH_GX_PLAN.mpp") Failure to comply with this file naming convention will result in a penalty! (Failure to comply with the resource naming convention ( 2-letter abbr.) will also result in a penalty!)

Reminder: Project phases (1) Advisability study Feasibility study Business case Charter Planning Execution Closure Budget Project supervision Schedule Project plan Plan implementation Scope Requirements Product creation Summary requirements Product launch

Reminder: Project phases (2) Advisability study Feasibility study Business case Charter Planning Execution Closure Budget Project supervision Schedule Project plan Plan implementation Scope Requirements Product creation Summary requirements Product launch Content creation Testing & Acceptance Requirements Design Integration Deployment Software coding

Project phases relevant to assignment Done by the Project Manager Advisability study Feasibility study Business case Charter Planning Execution Closure Budget Project supervision Provided by the Company Owner Schedule Project plan Plan implementation Scope Requirements Product creation Summary requirements Product launch Produced in preliminary meeting/workshop Content creation Testing & Acceptance Requirements Integration Deployment Software coding Design

Project phases to be covered by the plan Advisability study Feasibility study Business case Charter Planning Execution Closure Budget Project supervision Schedule Project plan Plan implementation Scope Requirements Product creation Product launch Content creation Testing & Acceptance Requirements Integration Deployment Software coding Design

Reminder: Project planning processes Define scope & collect requirements Create WBS Plan risk management, identify & analyze risks Define tasks Plan procurements Sequence tasks Estimate task resources Develop human resource plan Plan quality Estimate task durations Plan communications Determine budget Estimate costs Develop schedule

Processes relevant to assignment Define scope & collect requirements Create WBS Plan risk management, identify & analyze risks Define tasks Plan procurements Sequence tasks Estimate task resources Develop human resource plan Plan quality Estimate task durations Plan communications Determine budget Estimate costs Develop schedule

Reminder: Interdependent processes Sequence tasks Develop schedule Estimate task resources Estimate task durations

Questions?

A project plan

Assumptions: WBS Content creation Site development Project management Call for content Write bios Design site Install & configure Wiki Translate bios Review, adjust & agree on design Write other texts Code site Translate other texts Manage/Supervise project Integrate content Produce diagram Procure other pictures Test site, fix bugs, re-test Accept site Deploy site & go live Close project

Content creation diagram (1) Call for content Create Wiki done on day 1 PM PM

Content creation diagram (2) Write own bio in English & French Draw diagram Create Wiki Call for content CO PM Write 5 bios in French Write other 8 pages of text in French Write own bio in Japanese & French Write own bio in Chinese & English TJ TC OC done on day 2 started on day 2, spread over 3 days done on day 2

Content creation diagram (3) Write own bio in English & French Draw diagram Create Wiki Call for content CO PM Write 5 bios in French Write other 8 pages of text in French Translate diagram text into Japanese Translate diagram text into Chinese TJ TC Write own bio in Japanese & French Write own bio in Chinese & English OC done on day 2 done on day 2 started on day 2, spread over 3 days done on day 2

Content creation diagram (4) Write own bio in English & French Draw diagram Create Wiki Call for content PM CO Write 5 bios in French Write other 8 pages of text in French Translate 8 pages into English Translate 8 pages into Japanese TJ Translate diagram text into Japanese Translate diagram text into Chinese TC Write own bio in Japanese & French Write own bio in Chinese & English Procure other pictures OC started on day 2, spread over 3 days done on day 3 started on day 3, spread over 4 days

Content creation diagram (5) Write own bio in English & French Draw diagram Create Wiki Call for content PM CO Write 5 bios in French Write other 8 pages of text in French Translate 8 pages into English Translate 8 pages into Chinese Translate 8 pages into Japanese TC TJ Translate diagram text into Japanese Translate diagram text into Chinese Write own bio in Japanese & French Write own bio in Chinese & English Procure other pictures OC completed on day 4 done on day 4 started on day 3, spread over 4 days

Content creation diagram (6) Write own bio in English & French Translate 7 bios into English (or French) Draw diagram Create Wiki Call for content PM CO Write 5 bios in French Write other 8 pages of text in French Translate 8 pages into English Translate 8 pages into Chinese Translate 8 pages into Japanese TC TJ Translate diagram text into Japanese Translate diagram text into Chinese Write own bio in Japanese & French Write own bio in Chinese & English Procure other pictures OC done on day 5 started on day 3, spread over 4 days

Content creation diagram (7) Write own bio in English & French Translate 7 bios into English (or French) Draw diagram Create Wiki Call for content PM CO Write 5 bios in French Write other 8 pages of text in French Translate 7 bios into Chinese Translate 8 pages into English Translate 8 pages into Chinese Translate 8 pages into Japanese TC TJ Translate 7 bios into Japanese Translate diagram text into Japanese Translate diagram text into Chinese Write own bio in Japanese & French Write own bio in Chinese & English Procure other pictures OC done on day 6 completed on day 6

Content creation diagram (8) Call for content Create Wiki Draw diagram Translate diagram text into Japanese TJ PM PM PM Translate diagram text into Chinese TC Write own bio in English & French Enhance diagram PM DD Write own bio in Chinese & English TC Write own bio in Japanese & French TJ PM TC Translate 7 bios into English (or French) Translate 7 bios into Chinese Write 5 bios in French OC CO Translate 7 bios into Japanese Write other 8 pages of text in French Translate 8 pages into English Translate 8 pages into Chinese TJ TC PM CO Translate 8 pages into Japanese CO TJ Procure other pictures

Project network diagram (1) Call for content Create Wiki done on day 1 PM PM Design site started on day 1 DD

Project network diagram (2) Call for content Create Wiki Overall project management PM TC, TJ PM PM PM [25%] Draw diagram Translate diagram done on day 2 as of day 2 PM Write bios started on day 2, spread over 3 days for CO & OC TC, TJ, OC CO Write other texts done on day 2 CO Design site continued on day 2 DD

Project network diagram (3) Call for content Create Wiki Overall project management PM TC, TJ PM PM PM [25%] Draw diagram Translate diagram PM PM, TC, TJ Write bios Translate bios done on day 5 and day 6 TC, TJ, OC CO Write other texts Translate other texts done on day 3 and day 4 CO PM, TC, TJ Procure other pictures CO started on day 3, spread over 4 days Design site continued on day 3 DD

Project network diagram (4) Call for content Create Wiki Overall project management PM TC, TJ PM PM PM [25%] Draw diagram Translate diagram PM PM, TC, TJ Write bios Translate bios TC, TJ, OC CO Write other texts Translate other texts CO PM, TC, TJ Procure other pictures CO Design site completed on day 3 DD Enhance diagram DD

Project network diagram (5) Call for content Create Wiki Overall project management PM TC, TJ PM PM PM [25%] Draw diagram Translate diagram PM PM, TC, TJ Write bios Translate bios TC, TJ, OC CO Write other texts Translate other texts CO PM, TC, TJ Procure other pictures CO Design site Review, adjust & agree on design done on day 4 DD PM, DD, CO Enhance diagram DD

Project network diagram (6) Call for content Create Wiki Overall project management PM TC, TJ PM PM PM [25%] Draw diagram Translate diagram PM PM, TC, TJ Write bios Translate bios TC, TJ, OC CO Write other texts Translate other texts CO PM, TC, TJ Procure other pictures CO Design site Review, adjust & agree on design Code site DD PM, DD, CO DD Enhance diagram DD

Project network diagram (7) Call for content Create Wiki Overall project management PM TC, TJ PM PM PM [25%] Draw diagram Translate diagram PM PM, TC, TJ Write bios Translate bios TC, TJ, OC CO Write other texts Translate other texts CO PM, TC, TJ Procure other pictures CO Design site Review, adjust & agree on design Code site Integrate content DD PM, DD, CO DD DD Enhance diagram DD

Project network diagram (8) Write other texts Translate other texts Draw diagram Enhance diagram Code site Integrate content Create Wiki Test, debug, re-test site Accept site Translate diagram Review, adjust & agree on design Call for content Overall project management Design site Deploy site Close project Write bios Translate bios PM DD CO PM [25%] PM, TC[25%], TJ[25%], DD PM, TC, TJ, DD, CO PM, CO TC, TJ, OC PM, TC, TJ TC, TJ PM, DD, CO Procure other pictures

Questions?

A plan using MS Project (or ProjectLibre)

List of tasks (in MS Project)

List of tasks (in ProjectLibre)

Resource sheet (.mpp & .pod)

Gantt view (.mpp) – Resource assignment

Gantt view (.pod) – Resource assignment

Gantt view (.mpp) – Task sequencing

Gantt view (.pod) – Task sequencing

Gantt view (.mpp) – Complete plan

Gantt view (.pod) – Complete plan

Gantt view (.mpp) – Diagram

Gantt view (.pod) – Diagram

Resource usage (.mpp)

Resource usage (.pod)

Resource costs for project (.mpp & .pod)

Questions?

A plan using Excel

Project plan (with Excel) – List of tasks

Project plan – Resources & unit costs

Project plan – Durations

Project plan – Schedule

Project plan – Costs

Questions?

Risk analysis

Assumptions & risks - 1 Assumption: the site design needs to be reviewed and agreed upon by both the PM and the developer, as well as by the project owner. Risk: none (there would have been a significant risk if these tasks had not been performed!). The PM and the project owner should approve the design before development starts. The PM and the project owner should also both validate the website before it is opened to the public.

Assumptions & risks - 2 Assumption: 20 hours for design, 40 hours for coding, 16 hours for content integration, 32 hours for testing and bug fixing, 4 hours for acceptance, 4 hours for deployment, etc. Risk: these duration estimates may be optimistic or pessimistic. Possible negative or positive impact on schedule The risk is low because the assumptions are reasonable and the figures result from the cooperative requirements analysis and discussion with the developer and other people involved.

Assumptions & risks - 3 Assumption: people supposed to provide content are available to do so. Risk: people may not be available as expected. Possible negative impact on schedule The PM should… check the actual availability of contributors, make a call for content as early as possible, set a deadline for contributions and send reminders as necessary, ask the project owner for help in motivating contributors to respond without delay, make a provision for this risk in the schedule.

Assumptions & risks - 4 Assumption: a wiki needs to be installed to upload/download content; this should take 7 hours. Risk: creating the wiki may take longer than planned. Possible negative impact on schedule The risk is low because the estimated duration of this task is based on experience. If a wiki had not been created, some other mechanism for uploading/downloading content would have had to be set up.

Assumptions & risks - 5 Assumption: the use of a wiki to upload/download content does not present any problem as regards text in Chinese and Japanese. Risk: Chinese and Japanese text may be corrupted. Negative impact on quality of content A test should be performed with representative samples of Chinese and Japanese text. If necessary, an alternative method should be devised for sending content in Chinese and Japanese to the developer.

Assumptions & risks - 6 Assumption: the translators proofread their own translations. Risk: translation errors and typos may be overlooked. Possible negative impact on quality of content With this particular project, the risk may be considered minor, given the relatively small quantity of text and the quality of the persons involved. As a rule, text should be reviewed by a qualified professional proofreader for each language.

Assumptions & risks - 7 Assumption: apart from proofreading, only one person (the PM) is involved full-time in the testing tasks, and there is only one bug-fixing task. Risk: some bugs may be overlooked or not fixed. Negative impact on quality of website With this particular project, the risk is very low, given the relative simplicity of the website. As a rule, a website (or any other product) should be tested (after "internal testing" by the developer) by more people than just the PM, and there should be more than a single sequence of "testing, bug-fixing, re-testing".

Questions?