Project planning Randy Smith ASM Program Course Overview

Learning Objectives Upon completion of this presentation you will be able to: Identify the five stages of team-based project planning Prepare an effective project overview related to your patrol exhibits Understand the importance of selecting an appropriate approach or method Avoid the “activity trap” Develop a work breakdown structure Implement and track a project plan Most of what we do in Scouting can be considered team-based projects of a small to moderate size. A five-stage approach has been shown to be particularly effective for such projects. These stages include: Prepare a project overview that summaries the specific goals and objectives of the project. Develop a work breakdown structure that identifies the tasks to be completed and the order in which they should be done. (This leads to the writing of a detailed project plan.) Assign responsibilities for specific activities or tasks to each project team member. Put the plan into action and track its progress Prepare a closeout report that compares the original goals and objectives to the final outcome Course Overview

5 6 Stages of Team-Based Project Planning Enthusiasm Disillusionment Panic Search for the guilty Punishment of the Innocent Praise and honors for the non-participant Most of what we do in Scouting can be considered team-based projects of a small to moderate size. A five-stage approach has been shown to be particularly effective for such projects. These stages include: Prepare a project overview that summaries the specific goals and objectives of the project. Develop a work breakdown structure that identifies the tasks to be completed and the order in which they should be done. (This leads to the writing of a detailed project plan.) Assign responsibilities for specific activities or tasks to each project team member. Put the plan into action and track its progress Prepare a closeout report that compares the original goals and objectives to the final outcome Course Overview

5 Stages of Team-Based Project Planning Project Overview. Work Breakdown Structure Activity Assignments. Putting the Plan into Action Project Close Most of what we do in Scouting can be considered team-based projects of a small to moderate size. A five-stage approach has been shown to be particularly effective for such projects. These stages include: Prepare a project overview that summaries the specific goals and objectives of the project. Develop a work breakdown structure that identifies the tasks to be completed and the order in which they should be done. (This leads to the writing of a detailed project plan.) Assign responsibilities for specific activities or tasks to each project team member. Put the plan into action and track its progress Prepare a closeout report that compares the original goals and objectives to the final outcome Course Overview

STAGE ONE PROJECT OVERVIEW Course Overview

Project Overview Identifies the problem or opportunity States the scope of the project Establishes project goals Lists important objectives Explains how success is measured Determines the approach or methods Identifies the assumption and risks 2006- pg 151 The first thing to do is identify the problem, opportunity or situaiton Scope – just what is the team trying to accomplish? How big is the project? How long will it run? One or Two clearly stated goals and a limited number (three or four) high level objectives. The goals and objectives drive the planning process. What will success look like? Consider the approach or method – how you will do the project And finally consider the assumptions you made and the risks that might prevent success. Course Overview

Project Overview Problem, opportunity, or situation to be changed: _______________________ ______________________________________________________________ Project goals: ___________________________________________________ Objectives:_____________________________________________________ Measure of success:_____________________________________________ Approach or method: ____________________________________________ Assumptions and risks:____________________________________________ It can be helpful to have this outline with you when you start looking at a potential project. The goals may not be as obvious to all as you thought. LETS DO A project together. You have all joined our training staff and the council office has received lots of requests for a New Leaders Essential course.. Course Overview

Project Goals and Objectives Specific: Measurable: Attainable: Relevant: Time-based: M A R Before we jump into the details of the project plan let’s create the goals. Important – straight forward, easily understood, MEANINGFUL goals What is our goal of running a NLE course? To train x% of the newly registered leaders in NLE. Or Provide NLE x times per year with a class enrollment of at least yy OBJECTIVE: Publicize the training – all leaders get email – announced at all roundtables – flyers in all unit mailboxes by some date. Personal invitations to new leaders. T Course Overview

Measure of Success Goals and objectives should be measured to help determine success. Examples of measurable criteria: # of participants Change in behavior Change in frequency of a given activity Course Overview

Approach or Method Focus on project goals and high-level objectives. Challenge assumptions regarding previously employed approaches and methods. Explore out-of-the-box solutions. Do not hesitate to invent new methods when appropriate. Course Overview

Tools of the Trade Let’s go to the video Course Overview

Tools of the Trade N5=347=11=1 Course Overview

Approach or Method Case Study Goal: Put a man on the moon What approaches did the team consider? What assumptions were challenged to arrive at the final selection? What was necessary for the novel approach to be seriously considered? Obviously this team was dealing with a never-before-attempted project although it had an experience base with certain phases of the project. APPROACHES = direct ascent, earth orbit, rendezvous, lunar surface rendezvous ASSUMPTIONS CHALLENGED = lunar orbit rendevous NECESSARY = a champion. While we aren’t trying to send anyone to the moon, our task of trying to get adult leaders trained often seems just as difficult. What will be our approach or method? Course Overview

Assumptions and Risks Assessment What resources are required to realistically complete this objective? What risks are associated with obtaining these resources in a timely manner? What problems or delays are likely to occur in completing this objective? What effect will delays have on the overall project plan and schedule? Course Overview

Checklist What is the value of the project overview? It can determine the problems before starting so they can be worked. It can be used to “sell” the project to the powers that be. It gives an idea of how feasible the project is. It helps ensure success by eliminating “activity traps” and “scope creep”. It is the basis for more detailed plans. Course Overview

WORK BREAKDOWN STRUCTURE STAGE TWO WORK BREAKDOWN STRUCTURE Course Overview

Work Breakdown Structure Network of High-Level Objectives The WBS is just what is says – TEAMS use it to breakdown and divide-up the work. The activities yield the objective The objective are all required to meet the project goals Course Overview

Work Breakdown Structure Activities should pass the “SMART” test. Each activity must have a definite start and stop time. Activities may be linked. Time and cost should be easy to define. Each activity should be assigned to someone. Each activity must be easily accomplished by one team member if not decompose the activity into smaller pieces. What activities must we accomplish in presenting the New Leader Essentials Training? Course Overview

What do we need to do to deliver Leader Specific Training? Course Overview

Steps to deliver L.S.T. Train Staff Determine Expenses Set the Fee ID Time-place Train Staff Determine Expenses Set the Fee Recruit STaff Get a GOOD AV person Have a meeting Pick the date Make A Flyer Put date On the Calendar Reserve The Training room Get copies Of syllabus Get the New leaders list Photo-copy Handouts Buy Food Draft Larry As CD Mail flyers Course Overview

Project Schedule and Critical Path Draw the network diagram from the linkages. Determine what activities can start now. Determine what activities need other activities to complete before starting. Assign a time to complete to each activity. The critical path is the longest path. Watch the activities on the critical path; if they are late the project will be late. What activities must we accomplish in presenting the New Leader Essentials Training? Course Overview

Sample Project Schedule & Critical Path Identify place Identify time/date Acquire audiovisual support Determine Fee Promote Training Run Course Recruit CD and Staff Staff Training Determine who teaches what Post Course Staff Meeting What activities must we accomplish in presenting the New Leader Essentials Training? Course Overview

Work Breakdown Structure Case Study See how the small team: Tackles the problem of the weight of the windows on the lunar module Sells their ideas to others Challenges assumptions Thinks out of the box to generate new ideas Helps people “see” their ideas * NE-II-177 23 Course Overview 23

NE-II-177

What were the solutions to weight problems that the team encountered? Work Breakdown Structure Case Study Review What were the solutions to weight problems that the team encountered? What are the lessons for us? We must challenge assumptions. We must think outside the box. Course Overview

STAGE THREE ACTIVITY ASSIGNMENTS Course Overview

Activity Assignments What is important for us to remember when assignments are made? Each member must understand his or her assignment. The leader must be sure that everyone understands the purpose of the project, the details of each assigned activity, the availability of resources, and the project’s duration. Team members’ skills and resources must be matched to activities. Goals to be accomplished and regular reporting times must be established so that the team leader is informed as to the project’s progress. What is important for us to remember when assignments are made? 27 Course Overview 27

Activity Assignments When making assignments to team members it is important to consider: Each team member must have a clear understanding of the purpose of the project. Each member must understand exactly what his or her assignment is, the details of each assigned activity, and the availability of resources (including how much time the activity is expected to take). To match of each team member’s skills, talents and resources to the activities. What is important for us to remember when assignments are made? 28 Course Overview 28

PUTTING THE PLAN INTO ACTION STAGE FOUR PUTTING THE PLAN INTO ACTION Course Overview

Don’t forget to celebrate success!!! Let the Project Begin! Once the project starts the team leader must: Provide leadership to the team. Provide information about resources or further clarify the assignments or project. Support and encourage. Make decisions or solve problems. Focus on the activities on the critical path. Once the project is in the hands of the team members, it is vital for the team leader to provide leadership to the team. There may be times when it is important for the team leader to provide information about resources or further clarify the assignments or project. Support and encouragement may be needed at one time or another, and it may be necessary to help with decision making or problem solving when asked. To remain on schedule, the team leader should focus on the activities that are on the critical path and provide additional resources when needed to help ensure timely completion. Don’t forget to celebrate success!!! Course Overview

Let the Project Begin! Trust is one of the most important characteristics of a high-performance team. The team leader should monitor the performance and the results. Team members should have the freedom to work within their own boundaries. Micromanaging or monitoring the work method implies that the team member is not trusted. Course Overview

STAGE FIVE: PROJECT CLOSEOUT Course Overview

Project Closeout When the project is complete there are still two important things to do. Remember, celebration is an important part of a high-performance team. Produce a postmortem report. When the project is complete there are still two important things to do. Course Overview

Postmortem Report This evaluation should be written and include an analysis of several things. Were the goals and objectives met? Was the project completed on time? How might we make things run better the next time? (update templates and processes) This written report will enable you or your successor to remember what happened and how to avoid some of the pitfalls you may have encountered. Course Overview

Summary What are the 5 stages of project planning for a team? Project Overview Work Breakdown Structure Activity Assignments Putting the Plan into Action Project Closeout Course Overview

Learning Objectives Review Can YOU? Identify the five stages of team-based project planning Prepare an effective project overview related to your patrol exhibits Understand the importance of selecting an appropriate approach or method Avoid the “activity trap” Develop a work breakdown structure Implement and track a project plan Most of what we do in Scouting can be considered team-based projects of a small to moderate size. A five-stage approach has been shown to be particularly effective for such projects. These stages include: Prepare a project overview that summaries the specific goals and objectives of the project. Develop a work breakdown structure that identifies the tasks to be completed and the order in which they should be done. (This leads to the writing of a detailed project plan.) Assign responsibilities for specific activities or tasks to each project team member. Put the plan into action and track its progress Prepare a closeout report that compares the original goals and objectives to the final outcome Course Overview

Thank You! Thank you for your attention. I’ll now open up the floor for any questions that you might have. Course Overview