Anatomy of a Project A project has a beginning and an end. A.M. Ruskin and W.E. Estes (1995) What Every Engineer Should Know About Project Management, New York: Marcel Dekker. A project has a beginning and an end. The major phases of a project include: Concept Phase Definition or Proposal Phase Planning and Organizing Phase Plan Validation Phase Performance or Work Accomplishment Phase Post-Accomplishment Phase EGR 312 - 20

Your Turn Work in groups of 3 or 4 You are a consulting team hired to design the structure of a calculus course. Your client would like to provide a calculus course that maximizes the learning of key concepts among engineering students. Your deliverables will include: a set of learning objectives a syllabus lectures, instructional method, class activities, etc. a set of assignments, tests, and other means of assessing learning Project manager: ___________________ each group select a manager … (don’t worry, you’ll find out your responsibilities later!) EGR 312 - 20

Anatomy of a Project Concept Phase Initial idea is born. Idea is stated as an objective (e.g. Need a means for 1,500 cars to cross a river each day.) Defines what, but not how. Need a new high-end front-load washer and dryer for the global market. Take a couple of minutes. What is the one-sentence statement of your team’s objective? EGR 312 - 20

Project Definition Phase Anatomy of a Project Project Definition Phase Characterize the project in terms of assumptions about the situation, alternative ways of achieving the objectives, decision criteria and models for choosing among viable alternatives, practical constraints, significant potential obstacles, and resource budgets and schedules needed to implement the viable alternatives. Clearly define the scope of the project. Tentatively select the overall approach that will be used to achieve the objectives. EGR 312 - 20

Anatomy of a Project Project Definition Phase- cont. Unambiguous project description including How the work will be done How the project will be organized Who the key personnel are A tentative schedule A tentative budget Duet – base product on the existing European front-load platform, engineering design, industrial design, & manufacturing shared between Europe and North America. Cross-functional core team, ambitious development schedule, and budget established. EGR 312 - 20

Your turn … Define your project What can you say right now? What assumptions? What else would you need to know? EGR 312 - 20

Anatomy of a Project Planning and Organizing Phase Detailed plans are prepared by responsible parties Tasks identified Task milestones are determined Detailed budgets are determined Resource requirements are established for each task Organization is established (personnel hired or assigned) Duet – Team leaders assigned and tasked with defining detailed budgets & timing plans, and filling teams. EGR 312 - 20

Your turn … Plan the project Identify 3 tasks: Define 1 or more milestones for each: What resources and budget would be needed for each? take 5 minutes – identify 3 tasks, set milestones, identify resource/budget needs EGR 312 - 20

Anatomy of a Project Plan Validation Phase Validate the plan through various means Literature searches Field reconnaissance Experiments Interviews Other Duet – product development project based on established C2C process. Schedules and budgets based on past experience with similar platform development projects. New or OEM technology particulars researched through vendors, benchmarking, and other research. Revenue estimates through market research. How would you validate your plan? EGR 312 - 20

Anatomy of a Project Performance of Work Accomplishment Phase Doing the work Reporting the results Trouble shooting Staying on time and within budget Altering plans Duet – design, development, and launch of product less than 2 years after project initiation. What challenges might you see as you look ahead? How might you overcome them? EGR 312 - 20

Anatomy of a Project Post- Accomplishment Phase Confirming the customer is satisfied Documenting successes and failures as reference for future projects Close out project accounts Re-assign personnel Transition to on-going support and maintenance phase Duet – post-launch audit. Rapid response to minor problems with product. What’s the ‘end’ of your project? How will you know when you’re done? What follow-up will be needed? EGR 312 - 20

Roles and Responsibilities of the Project Manager Project management involves a set of duties that must be performed and are no one else’s prime responsibility. Ensure customer satisfaction Direct and control all day-to-day activities necessary to accomplish the project Take initiatives as required in order to accomplish the project Negotiate commitments with the customer Ensure collection of the fee Inherent duties EGR 312 - 20

Roles and Responsibilities of the Project Manager Ensure Customer Satisfaction Often considered the most important responsibility of the project manager Good customer service procedures: Confirm key issues during the course of the project Maintain good informal relationships with the customer Reread project requirements on several occasions Keep the customer informed so that they can help respond to or influence project results and timing (no surprises) Not all customers are good customers If all else fails, legally terminate relationship What customer satisfaction issues might arise in your project? How will you address them? EGR 312 - 20

Roles and Responsibilities of the Project Manager Direct and Control all Day-to-Day Activities Direction and control may vary depending on staff capability and motivation (set goals and deliverables for some and micro-manage others). Constantly use foresight to predict if project is staying on time and within budget Maintain appropriate back-up plans when necessary. EGR 312 - 20

Roles and Responsibilities of the Project Manager Take Initiatives as Required In Order to Accomplish The Project Problems will occur, when they do, the project manager needs to initiate corrective action. Do no hesitate to seek advice (from supervisor, peers, employees, consultants, other.) EGR 312 - 20

Roles and Responsibilities of the Project Manager Negotiate Commitments with the Customer Ultimate responsibility for commitments to the customer resides with the project manager. If assigned to a project after commitments have been made, evaluate if commitments can actually be achieved. You may have to negotiate new terms if un-achievable, or report to management if no resolution possible. As project progresses, some give and take may be necessary with customer. Take your neighbor’s plan – can you meet these milestones? If not, what needs to be renegotiated? How would you do this? EGR 312 - 20

Roles and Responsibilities of the Project Manager Ensure Collection of Fee Ensure customer meets their obligation of delivering fees for service (this is often handled by other parts of an organization). Ensure all obligations are met by project team so that customer has no reason to withhold payment. EGR 312 - 20

Roles and Responsibilities of the Project Manager Inherent Duties Interpret the statement of work to supporting elements. Prepare and be responsible for an implementation plan. Define, negotiate and secure resource commitments. Manage and coordinate interfaces created by subdividing the project. Alert management to difficulties beyond one’s control. Maintain standards and conform to established policies and practices. Monitor and report progress and problems (informal.) Organize and present reports and reviews (formal.) Develop personnel as needed to accomplish the project. Motivate!! Project Managers – do you still want the job? EGR 312 - 20