/ Market Basket Virtual Student Collaboration Model Beezr PM - TEAM / Market Basket Virtual Student Collaboration Model 5 fundamental Project Management tools to get your Beezr project started Course Material Please contact me for any open questions and comments! 03.08.2015 – Christian Steinreiber (christian.steinreiber@fh-vie.ac.at)

Goal and Agenda Goal Overview of the fundamental terms of project management Agenda What is a project and project management? What are the 5 key PM tools to get a Beezr project started

(c) UAS bfi Vienna What is a project? Project Definition by IPMA (ICB 3.0) „A project is a time and cost constrained operation to realise a set of defined deliverables (the scope to fulfil the project‘s objectives) up to quality standards and requirements.“ Project Definition by PMI (PMBOK) „A project is a temporary endeavor undertaken to create a unique product, service, or result.“ ICB 3.0, p. 13; PMBOK, p. 3

Projects are used for relatively unique processes

Project Design influenced by several factors… (c) UAS bfi Vienna Project Design influenced by several factors… Project content Customer/ project owner Level of difficulty Classification criteria Degree of repetition Involved organisation entities cf. Patzak / Rattay, 2014, pp. 20-21

…and can be structured in several ways Project type: Construction Project type: Event organization Project Management Engineering Procurement, Finance & Insurance Production of Components Transport of Components ... Construction and Installation Implementation organisation, personnel Commissioning Pilot operations Project Management Planning Preparation first announcement First Marketing Preparation final announcement ... Preparation Performance and follow-up

Tasks of Project Management (c) UAS bfi Vienna Tasks of Project Management Planning  the definition of what is aimed for Organizing  bringing it to function Leading  the goal-oriented guidance of others Controlling  the tracing with regard to a successful project execution Planning project definition, project strategy, planning the relationship with the stakeholders, identifying risks, planning of results, defining tasks, scheduling, QM, ressource and cost plan, finance plan Organising, communicating and coordinating  defining roles, arranging duties, ensuring the communication flow, designing the communication within the project team and with the stakeholders, project marketing, designing a project culture Leading selecting personnel, encouraging the acceptance of goals, formulating clear project objectives, encouraging the development of the team members, improving working conditions, decision making, dissolving the team after the end of the project Controlling  gather information on the project progress and analyse it; integral controlling of quality, deadlines, resources, costs, financial resources; planning measures to control the project; detecting risks/chances; plan corrective measures cf. Patzak / Rattay, 2014 pp. 24-25

The 3 Key Elements of Project Management (c) UAS bfi Vienna The 3 Key Elements of Project Management The „magic“ triangle – integrated depiction: Output & Quality of Output The „magic“ triangle  to sum up: project planning refers to all 3 factors in a project! This is an integral depiction because all 3 models of the „magic triangle“ (Burghardt, Gareis & Patzak/ Rattay) have been integrated in this depiction, which means that this is an integrated depiction Input (resources & costs) Time (duration & schedule) cf. Patzak / Rattay, 2014, p. 219

Differences in the Management of Projects and Small Projects There are a lot of PM methods available Beezr projects only require a few PM tools because of quite short project duration and no business risks involved no project cost and ressource management required The following slides present the 5 key PM tools for Beezr projects: Project Assignment Project Objectives Plan Work Breakdown Structure Project Milestone Plan Project Organization Chart

PM Tool 1 – Project Assignment (c) UAS bfi Vienna PM Tool 1 – Project Assignment High level summary of the project design what is inside and outside of the project boundary Often only rough estimations possible Basis for detailed project design in the project start phase

Example: Beezr Project Assignment (c) UAS bfi Vienna Example: Beezr Project Assignment

Example: Beezr Project Assignment (c) UAS bfi Vienna Example: Beezr Project Assignment

PM Tool 2 - Project Objectives Plan „Objective“: A desired future state which should be achieved by the project Ensurance of holistic project view Consideration of all closely coupled objectives Priortization of the objectives, non-objectives Operationalization of objectives to assure that reaching the objective can be measured at the project end

Example: Beezr Project Objectives Plan   PROJECT OBJECTIVES Type of objective Project objectives 1. Main objectives 2. Additional objectives

PM Tool 3 – Work Breakdown Structure (WBS) Hierarchical depiction of the project scope Systematic gathering of all required project tasks Phase-oriented structure recommended Segmentation of the scope into sub-units, so called work packages, which can be planned and controlled

Example: Beezr Work Breakdown Structure (WBS) (c) UAS bfi Vienna Example: Beezr Work Breakdown Structure (WBS)

PM Tool 4 – Milestone Plan 6-9 milestones per project which show important events to be reached within the project 2 standard milestones Project assigned Project approved Event-oriented definition of the milestones Scheduling by assigning dates to milestones

Example: Project Milestone Plan etc.

Tool 5 – Project Organization Chart (c) UAS bfi Vienna Tool 5 – Project Organization Chart Presentation of roles (and communication structures), not persons A communication instrument Symbolic project management The chart is an artefact of the project culture Boxes or bubbles, size of boxes, shadows behind boxes, ... Quality standards: Date, version, responsible person Adaption over time, as the project evolves

Example: Standard Project Organization Chart (c) UAS bfi Vienna Example: Standard Project Organization Chart

Role: Project Sponsor (Lecturer) (c) UAS bfi Vienna Role: Project Sponsor (Lecturer)

(c) UAS bfi Vienna Role: Project Manager

Role: Project Team Member (c) UAS bfi Vienna Role: Project Team Member

/ Market Basket Virtual Student Collaboration Model Beezr PM - TEAM / Market Basket Virtual Student Collaboration Model Good luck with your Beezr project! Please contact me for any open questions and comments! 03.08.2015 – Christian Steinreiber (christian.steinreiber@fh-vie.ac.at)