2.2 | Use Planning Tools

2.2 AS 91355 Select and use planning tools to manage the development of an outcome 4 credits Internal The outcome you will use planning tools on is the booklet/brochure for 2.43 Implement advanced procedures to produce a specified digital media outcome

Review existing planning tools to inform selection of planning tools   2.2 AS91355 Select and use planning tools to manage the development of an outcome Review existing planning tools to inform selection of planning tools Use planning tools to set achievable goals Critical review points (goals/resources use of planning tools) at achieved These are the three important components of this assessment

Planning for Practice Critically analyse own and others use of planning tools and project management practices to inform the selection of planning tools that are suitable for own practice and reviewing Planning tools used to achieve goals, manage all resources, plan critical view points Revise your goals and resources where necessary to ensure effective completion of an outcome Keep a record of the various versions to clearly show that you have reviewed along the way and made changes as necessary

Guidance Ensure that there is a brief against which planning to develop an outcome can occur Critically analyse a range of planning tools and project management practices that have been used in past Technological Practice to give you information on PMI of various types of tools from your experience. You could look at a range of online tools and case studies http://www.smashingapps.com/2010/02/15/10-free-tools-for-effective-project-management.html To support students to undertake planning for practice at Level 7, teachers could:

During the Process select and use planning tools to make effective planning decisions, establish and manage all resources (including time, money, stakeholder/s, materials, components, software, equipment, tools and/or hardware etc). select and use planning tools which will allow for the efficient recording of justifications for key planning decisions made.

Examples of planning tools: Brainstorms, mind-maps, idea banks, reflective journals, scrapbooks, action plans, Gantt charts, PERT charts, flow diagrams, graphical organisers, spreadsheets, and databases. Must show resources (time, $$, stakeholder meetings, components, software, equipment, tools and/or hardware etc.) Should allow for the recording of justifications for key planning decisions made.

Key Stages Plan Project Name ………………. Date ……………………………. Need/Opportunity ………………………………………………………. Brief……………………………………………………………………….. …………………………………………………………………………..... 1 2 3 4 5 6

PERT: Project Evaluation Resource Techniques PERT chart example

Case Studies: http://www.smartdraw.com/examples/project-charts/ http://www.projectsmart.co.uk/case-studies.html http://www.projectsmart.co.uk/how-gantt-charts-can-help-avoid-disaster.html http://www.techlink.org.nz/Case-studies/Technological-practice/index.htm

GANTT chart

Tutorial video introduction into Gantt_Project. Check it out on Teacher Tube.

Use planning tools to set achievable goals manage all resources plan critical review points revise goals and resources as necessary to ensure the effective completion of an outcome Look the use of planning tools and determine the likely accuracy/validity of projections made based on findings obtained from them.

Select suitable planning tools Analyse existing planning tools. These may include those used by you and other students, managers, industry mentors, and practising technologists. Identify appropriate planning tools to help : set, review, and revise and/or confirm achievable goals Determine and manage critical review points Establish and manage resources to develop the outcome Make detailed notes explaining how the planning tools helped to manage the development of the outcome AND how the techniques applied resulted from the analysis of existing planning tools. Look at other’s use of planning tools and determine the likely accuracy/validity of projections made based on findings obtained from them.

Analyse existing planning tools: Look at others or their own previous planning tools Identify appropriate planning tools Discuss what tools are best and why – I noticed that Ms Technologist used a Gantt chart to help her meet key milestones…..blah blah so I have Explain how the planning tools helped to manage the development of the outcome

Use the analysis to help Set goals, list resources, and determine critical review points Use selected planning tools to do the following: Establish a schedule for the project, include: the key stages of the development process the tasks to be completed at each stage. Set achievable goals and determine progress review points to help achieve the goals.

Make notes on how decisions were made [tech journal and progress review] Add the critical review points to established schedule, include expected/predicted outcomes for each stage, production plans, for example, equipment lists, constraints or enablers. · Select and list the resources required to complete the development of the outcome . Week What I did What worked well What I need to work on or fix Plan for next step Resources needed

Session outline/ stakeholder feedback Date What am I going to do? Resources I need How did I go? Stakeholder Feedback Reflection: Am I where I want to be? So what? Now what?

Review progress Use selected planning tools to manage resources and develop the outcome Regularly, particularly at identified critical review points, evaluate progress by: revising and/or confirming goals, resources, and planning tools – update calendars/journal/Gantt chart (actual and predicted) considering how to optimise use of time and materials to ensure completion of the outcome · Document the development process

Reviewing planning tools Students could ask: Is this planning tool relevant at this stage of my project? Does it help me effectively prioritise and manage resources? Does it help me plan the actions required for each stage? Does it help me to make key project management decisions that ensure the completion of my outcome?

Planning for Practice Some things I should think about when What resources might I need and how could I manage them? Will I use oral, graphic, written, electronic methods or models to show my ideas? What are the opportunities or constraints on my practice and the outcome? Some things I should think about when planning the development of my outcome What have others done or are doing? What are the ethical, environmental, legal issues or codes of practice I should consider? Who will be developing and using it? What new skills and knowledge will I need and where will I get this? Where will the outcome be developed and used? Planning… Guides the development of the outcome and ensures fitness for purpose Makes sure resources are available and sustainable

Planning for Practice

Achieve | You have to Select and use planning tools to manage the development of an outcome Select planning tools informed by a review of existing planning tools Use the selected planning tools to: establish a schedule for the project set achievable goals select and list resources determine critical review points. Manage the development of the outcome Review progress as planned to ensure the completion of the outcome

Merit | You have to selecting planning tools informed by an analysis of existing planning tools reviewing progress at critical review points to revise and/or confirm goals, resources and planning tools to ensure completion of an outcome.

Excellence | You have shown evidence of: On-going reflection on goals, resources and planning tools to optimise time and material use to ensure completion of an outcome.

Brainstorming and PERT Charts Identify all tasks or project elements Identify the first task that must be completed. Identify any other tasks that can be started simultaneously with task #1. Identify the next task that must be completed Identify any other tasks that can be started simultaneously with task #2 Continue this process until all tasks are sequenced Identify task durations. Construct the PERT chart Determine the critical path and Key Milestones. Details Identify all tasks or project components. Brainstorm all component tasks needed to complete the project. Document the tasks on small note cards or brainstorming software Identify the first task that must be completed. Place the appropriate card at the extreme left of the working surface. Identify any other tasks that can be started simultaneously with task #1. Align these tasks either above or below task #1on the working surface. Identify the next task that must be completed. Select a task that must wait to begin until task #1(or a task that starts simultaneously with task #1) is completed. Place the appropriate card to the right of the card showing the preceding task. Identify any other tasks that can be started simultaneously with task #2. Align these tasks either above or below task #2 on the working surface. Continue this process until all component tasks are sequenced. Identify task durations. Determine the most likely amount of time each task will require for completion. Duration time is usually considered to be elapsed time for the task, rather than actual number of hours/days spent doing the work. Document this duration time on the appropriate task cards. Construct the PERT chart. Number each task, draw connecting arrows, and add task characteristics such as duration, anticipated start date, and anticipated end date. Determine the critical path and Key Milestones. The project’s critical path includes those tasks that must be started or completed on time to avoid delays to the total project. Critical paths are typically displayed in red.