Teaching Project Management Jane Hunter, University of Arizona Pamela Dexter, EPICS High Coordinator

Outline 1.Integrating design and project management 2.Team Roles 3.Flow charts 4.Materials lists 5.Chronogram 6.Follow up meetings 7.Adjustments

Project Plans Among the many questions that can be addressed with a plan are: 1.What do you and/or your team do first? 2.What should come next? 3.How many people do you need to accomplish your project? 4.What resources do you need to accomplish your project? 5.How long will it take? 6.What can you get completed by the end of the semester or quarter? 7.When will the project be finished? 8.How will we know we are done with the project?

Creating a Project Charter First Phase of the Design Process The elements of a charter include:  Description Objectives  Outcomes or deliverables  Duration  Community Partners  Stakeholders  Team member roles  Planning information Revisit periodically

SMART Objectives S pecific M easurable A chievable R ealistic T ime-constrained

Project Objective - Example Water Purification System Project Objective (Initial Draft) The purpose of this project is to create a system to purify water. The system should produce a sufficient supply of clean water for use in science classes and should be low- cost, energy-efficient, compact, durable, easy- to-use and safe.

Project Objective - Example Water Purification System Project Objective (Improved Draft) The purpose of this project is to create a system to remove undesirable material such as chemicals, biological matter and other contaminants from water to make it suitable for use in low-sensitivity science experiments in middle school science classes. The system must: Produce a minimum of 1 gallon of clean water (< xx ppm of contaminants) per day. cost $500 or less (excluding donated hardware/software/equipment) Derive all required energy from the sun. Not exceed 42” in width and weigh less than 50 lbs. Withstand outdoor weather conditions including temperatures of 20°F - 120°F, high winds and heavy rain. Operate without continuous supervision. Contain safety features such that operator is at a remote risk of injury.

Team Roles: Students Team Leader/Co-Leaders – Organization of the team and project tasks Project Leaders – If you have multiple projects you may need to break the leadership down into project leaders Liaison – Primary contact with the community partner Financial Officer – Manages the team’s budget Webmaster – If your team would like to create a webpage you might want to assign a webmaster

Network Diagrams Items are listed in blocks (nodes)  Task name  Duration  Who is responsible Used to determine what tasks can be done in parallel and what have to be done in series  Predecessor/successor relationships Identifies the critical path  Longest path through the network

Network Diagram – Organizing Tasks Task 1 Define reqm’ts (4 days) Task 3 … Task 8 … Task 7 … Task 2 … Task 6 … Task 4 … START FINISH Task 5 …

Network Diagram – Critical Path Task 1 (4 days) Task 3 (3 days) Task 8 (6 days) Task 7 (10 days) Task 2 (4 days) Task 6 (12 days) Task 4 (5 days) START FINISH Task 5 (6 days)

Network Diagram – Critical Path Task 1 (4 days) Task 3 (3 days) Task 8 (6 days) Task 7 (10 days) Task 2 (4 days) Task 6 (12 days) Task 4 (5 days) START FINISH Task 5 (6 days)

Flow Chart This is similar to the Network Diagram but easier for H.S. students. Leave space for notes on the side.

Flow Chart Objective ____ or Task ____ Steps to complete

Flow Charts It helps you not do everything at the same time = disorganization. It gives you order. It will help you make less mistakes. You will manage your time better. It will give you a chance to look back on your project and find a mistake in one of your steps. Others will be able to duplicate your project easier.

Task 01 FLOW CHART Step 01 Step 02 Step 03 Step 04 write materials on the sides

Gantt Charts Gantt charts are used to organize projects Rows represent tasks Columns represent time Visually show sequences and timing  Assigns responsibility Shows progress relative to planning

Timelines - The Gantt Chart

Timelines - Tracking Gantt Chart

Calendars

*Students should know where they are in the design process throughout their projects*

Revisit charts/calendar weekly Students check progress of tasks Adjustments should be made if needed; new due dates set; unforeseen events clarified; new resources considered; etc.

Good Planning Check points/milestones/gates  At this time, the following will be working…  Provides accountability and process checks  Are we on time? Being honest with the team  Is a subgroup behind  “Not behind if we are ahead of the others…”  Honest appraisals Short tasks that break things up

Accountability Short tasks allow team members to be accountable Weekly tasks - what is due this week?  Prevent delays that span several weeks  Prompts students to seek help Project managers can track % tasks completed by the week.  Keeps projects moving and shifting resources as needed

Questions?