Take control of your project PV 9 October 25th 2012 Medialogy Lars Peter Jensen, lpj@es.aau.dk Billede: http://www.bvs.zh.ch/ © SLP-gruppen, Aalborg Universitet

© SLP-gruppen, Aalborg Universitet Content Conflict management, presentation from groups Tools for resource management: Traditional timetables, resource plans, milestone schedules Project Management Group work © SLP-gruppen, Aalborg Universitet

© SLP-gruppen, Aalborg Universitet Learning goals To get some ideas about how to handle conflicts In the short term to be able to test a number of tools for project management In the longer term to account for the methods used in the group and reflect on the potentials in relation to your future projects © SLP-gruppen, Aalborg Universitet

© SLP-gruppen, Aalborg Universitet Manage your ressources http://www.primus.com.gr/images/library/timemanagement.gif © SLP-gruppen, Aalborg Universitet

Project management Project goal and environment Management of time Management of people

Project What ? A unique task Have a lot of complex activities Needs several people with different skills Have a final goal/objective Limited resources (time, money, people) Have to deliver a result at a given time: As a minimum a written report

Agree on the goal, otherwise you won’t reach it! The goal statement should be action-oriented, short, simple, straightforward, understandable, and clear to all.

Be aware of your differences YOU ARE STUPID ! WE DON’T KNOW SYSTEM 2004

Time tables Deadline is deadline !

Good advices concerning Time management Make a timetable from the start of the project - at least with milestones. It makes it way easier to organize the project process. Always share all contact information at the start of the project and agree upon a place to set-up meetings etc. Make a plan for assignments, set specific deadlines, and talk about how long it will take to do the assignments. The group should schedule ahead, and make a time line for the process. Implement group meetings, at least once a week 

Planning at different levels Overview (long term) level: Big tasks, few milestones Activity level: Where you are right now Detailed activity plan with many smaller tasks Deadlines Daily level: What are we going to do today

© SLP-gruppen, Aalborg Universitet Activity Plans Determine the necessary activities (activity list = 'to do' list) Type all activities at Post IT notes Then sort the notes in sufficient order (activity diagram = 'to do' list in graphical form, often a flow chart) http://www.impactconsulting.co.uk/Img/planning-operational-activity.jpg © SLP-gruppen, Aalborg Universitet

Example of activity plan

© SLP-gruppen, Aalborg Universitet Ressource Planning Allocate resources – who does what when? Estimate realistic time consumption for each activity - let the involved persons themselves help to make it! Make a time-and resource plan, incl. milestones and work products - take into account holidays, absenteeism, illness, etc. © SLP-gruppen, Aalborg Universitet

© SLP-gruppen, Aalborg Universitet Gantt chart X-axis is the time axis -One unit per project mini module Y-axis is the activity list A column for start-stop time A column for time resources A column of labor resources A column for comments Deadlines / Milestones are clearly identifiable Different signatures for planned and actual time consumption http://www.ganttchart.com/Baseline%20Gannt.png © SLP-gruppen, Aalborg Universitet

Reference: Mikkelsen & Riis (1998:379) © SLP-gruppen, Aalborg Universitet

Example of time schedule Tegnet af Helle Algreen Ussing © SLP-gruppen, Aalborg Universitet

Kilde:P2 procesanalyse B212, juni 2004

BREAK 15 minuts

Time Schedules A concrete example

Control strategy design Analysing controllers Modelling the motor Matlab simulation of motor Matlab simulation of Control system and motor Choose strategy OK? No Yes 2X 3X 2X X 2X TOTAL: 10X

How to find X ? What is X then ? We need 10 X There is 6 members of the group There are 15 half project day until finish of activity What is X then ? X = 15/10 [½project day] = 1½ [½project day]?

How to find X ? What is X then ? We need 10 X There is 6 members of the group There are 15 half project day until finish of activity What is X then ? X = 15/10 [½project day] = 1½ [½project day]? X = (15/10)x6 [½man day] = 9 [½man day]

Analysing controllers 2X Modelling the motor 3X Tasks Week 43 Week 44 Week 45 Week 46 19 20/10 21 27/10 28 3/11 4 9 10/11 11 12 Analysing controllers 2X Modelling the motor 3X Matlab simulation of motor X Choose control strategy 2X Matlab simulation of control strategy and motor 2X

Analysing controllers 2X Modelling the motor 3X Tasks Week 43 Week 44 Week 45 Week 46 19 20/10 21 27/10 28 3/11 4 9 10/11 11 12 Analysing controllers 2X Modelling the motor 3X Matlab simulation of motor X Choose control strategy 2X Matlab simulation of control strategy and motor 2X

Analysing controllers 2X Modelling the motor 3X Tasks Week 43 Week 44 Week 45 Week 46 19 20/10 21 27/10 28 3/11 4 9 10/11 11 12 Analysing controllers 2X Modelling the motor 3X Matlab simulation of motor X Choose control strategy 2X Matlab simulation of control strategy and motor 2X

Analysing controllers 2X Modelling the motor 3X Tasks Week 43 Week 44 Week 45 Week 46 19 20/10 21 27/10 28 3/11 4 9 10/11 11 12 Analysing controllers 2X Modelling the motor 3X Matlab simulation of motor X Choose control strategy 2X Matlab simulation of control strategy and motor 2X

Analysing controllers 2X Modelling the motor 3X Tasks Week 43 Week 44 Week 45 Week 46 19 20/10 21 27/10 28 3/11 4 9 10/11 11 12 Analysing controllers 2X Modelling the motor 3X Matlab simulation of motor X Choose control strategy 2X Matlab simulation of control strategy and motor 2X

Analysing controllers 2X Modelling the motor 3X Tasks Week 43 Week 44 Week 45 Week 46 19 20/10 21 27/10 28 3/11 4 9 10/11 11 12 Analysing controllers 2X Modelling the motor 3X Matlab simulation of motor X Choose control strategy 2X Matlab simulation of control strategy and motor 2X

Project Monitering Why has some activities taken to long time? Can we compensate for the delay by working harder? Is it possible to reorganize the work schedule If we are to cut out some activities, which one? What are the consequences of each of these choices?

Management of people Project management, why and what? Management Tasks Management forms Leadership Roles

Projektledelse - citater We do not want any project manager to determine what to do - we want a democratic leadership no bugbear! Quote from a project group on Tek.-Nat. basis

Good advices concerning Project management Leadership: It is always good to specify a leader in times of arguing/work assignments and other group conflicts. There can be more leaders assigned to special part of the project. The leader should be objective in all conflicts/debates.

Project Management - quotes "It's like being a jumper (lice) between 2 nails. Management wants me to be a leader in the traditional sense. Project participants wants me to be a practical pig. And I myself most want to be a regular team member! " Quote: Project management - in multidisciplinary teams of Michael Karø p. 195

Project Management Distinguish between 2 concepts: Project management - functions The project manager - a person

What is management/leadership? Blake og Moutons 1985 "Leadership means to obtain results - measured according to the organization's goal - through or by means of the staff. "

Leadership qualities Appropriate intelligence Healthy judgments and thinking Confidence and belief in oneself and others Sense of responsibility Social interest in other people Be able to motivate Professional skills Communication skills Withstands stress

Leader tasks Agne Lundquist Instrumental Emotional The management of the professional side of the work including planning and control Is concerned about the relationship with and between employees and their relationship to work tasks

Leader tasks Agne Lundquist Representative Representing the company, department or workgroup

Leadership roles Adizes´leadership roles Producer Role (P) Hear him explain his ideas. Producer Role (P) Administrator Role (A) Entrepreneur Role (E) Integrator Role (I) If one of these roles is not undertaken it leads to "mismanagement".

Producer role The leader must create results Must possess knowledge and power to act and have a strong desire to perform Thorough knowledge of the industry, company and market and the technology needed to create results

Administrator role The leader must establish guidelines for the work, prepare detailed plans and coordinate and control the activities Must possess flair for systematics, order and detail

Entrepreneur role The leader must think long term, set goals and formulate strategies This requires creativity, risk taking and a watchful eye for new opportunities and threats

Integrator role Establish cooperation, consensus and effective teams to solve new tasks The leader must have the interest and attention to interpersonal relationships, empathy, and desire and ability to get others to cooperate

Assignments Make Time schedules on the overview level for your project work Start e.g. by identifying the big activities and plot them in a flow chart How will you handle the project management tasks/issues in your project group: What managerial tasks do you have and who is responsible for them Take e.g. Adize’s leader style test and discuss if any of the leader styles are missing in your group and what to do if that is the case You can get inspiration from the following links – unfortunately only in Danish: Adize’s lederstiltest Ledelsesstiltest på papirform