Project Management Because a few hours spent now will save weeks of frustration later Jon Patrick Student Director

We will learn how to successfully plan and execute a Collaboratory project, including: Overview… Defining a projectPractical planning Work breakdownsManaging resources Staying on track

Throughout today’s session, we will be using an example mock project A PLAYGROUND! Mock Project

Background… An established missions school in Honduras notes that its children do not smile enough. An initial Collaboratory exploration Site Team has decided that a PLAYGROUND will be the best solution. Our task is to develop this project from this point, the initial exploration trip, through to completion. Mock Project

Results of the exploration Site Team 50yd x 50yd plot of land The school is powered through the local grid and through a solar power plant, and has local well water The school has 50 students age 6-15 years The school can only finance the project up to $5000 Laborers in the surrounding community can be hired for $3/day There is a market ~10 miles from school with some (limited) supplies The primary building material is mud-brick, which can be produced very cheaply Mock Project

The presenter should be treated as the client with any further questions! Mock Project

Multi-year vision Year-to-year details Project Definition

Application Projects aim to provide specific deliverables to a known client within a given timeframe. These differ from Staff Projects, which aim to provide internal services to meet the needs of the Collaboratory. A Team is all of the students and educators who work together to complete a specific Project. For the duration of the Project the Team members serve the team and measure success by the quality of the team’s work and their collective success in serving the client. Project Definition

Clients are organizations that sponsor Projects and collaborate with the Project Team for mutual benefit. ALL Collaboratory Projects exist to serve a specific client. WHO is the client? WHAT is the client’s need? Project Definition

Communicate well with your client! Project Definition

WHAT need is the project trying to solve? WHY does the project exist? Purpose Statements

Should be specific. Similar to a mission or vision statement, but of a limited scope May reference broader mission/vision of the Group. 1-3 sentences long, not a list! Purpose Statements

Activity 1: Define the project and create a purpose statement for the Playground project in your small groups. We will then choose two to read and critique out loud. Purpose Statements

A Goal is a specific objective required to accomplish the project. Goals should be formulated in conjunction with your client and related directly to your purpose statement SMART Goals

Goals should be SMART… Specific Measurable Attainable Results - oriented Time - based SMART Goals

Specific Who is involved? What will they do? When must it be done? Why do this? SMART Goals

Measurable Explicit deliverables Quantitative results SMART Goals

Attainable Not easy, but doable! Big goals produce motivation SMART Goals

Results-Oriented Without an explicit result, the goal cannot be met Goals often serve as benchmarks of success SMART Goals

Time-Based Establish a timeframe and deadline Deadlines establish needed commitment levels SMART Goals

Activity 2: Create a number of SMART goals in your small group that are necessary to complete the project. We will then choose two to read and critique out loud. SMART Goals

NOT planning results in... Falling behind schedule Lack of resources Doing unneeded work Not doing needed work STRESS Practical Planning

Common reasons (excuses) for not planning… Project is too easy… doesn’t require planning Too busy to plan “I can do it later” Planning is a reduction of creativity Plans will change so why plan at all? Practical Planning

A practical plan requires… A Purpose Statement SMART Goals A practical plan includes… A Work Breakdown Structure A list of needed resources A timeline Practical Planning

A practical plan has these features Created in collaboration with a client Follows project goals closely Well organized Realistic (even cynical) Easy to adapt to changing circumstances To be practical, a plan must be followed! Practical Planning

A visual hierarchy showing everything that needs to be done to complete a project. Useful in listing needed resources and creating a timeline. Milestone 1 Task 1 Subtask 1 Subtask 2 Task 2 Milestone 2 Task 1 Task 2 Subtask 1 Subtask 2 Work Breakdown Structure

Milestones Major steps in the completion of the project Often follows directly from the project’s goals Often too large to estimate a timeframe Examples Conduct a Site visit Construct a prototype Draft a newsletter Work Breakdown Structure

Tasks Specific chunks of a milestone that can be completed within a specific timeframe Examples Buy plane tickets Purchase construction materials Interview Dr. Vader for the cover story Work Breakdown Structure

Subtasks Weekly or daily assignments Examples Evaluate flight dates Compile materials list Develop interview questions Work Breakdown Structure

Start with your project’s goals What is needed to reach your goals (Milestones) What is needed to reach what is needed to reach your goals (Tasks) What is needed to reach what is needed to reach what is needed to reach your goals (Subtasks) …You get the point Work Breakdown Structure

Activity 3: Decide which aspect of your project (which SMART goals) will be worked on or completed this year. Include a rationale in your decision. Then, for each SMART goal, create a work breakdown structure. Do not include materials or other resources at this time. We will then choose two to read and critique out loud. Work Breakdown Structure

Materials Begin by BRAINSTORMING a list of needed materials for each milestone. Remember… Anything goes Evaluate after Afterwards, attach these to tasks and subtasks where needed. Reevaluate. Managing Resources

Personnel Your most important asset! You must ACTIVELY ENCOURAGE your members. Remember, they are volunteers and work under different motivations as paid employees Managing Resources

Personnel If people feel overworked, they QUIT If people feel unneeded, they QUIT If people don’t like working together, they QUIT Managing Resources

Personnel Remember to… Balance team members with and without experience Take team member desires and relationships into account Balance teams according to workload Managing Resources

Expenses Include everything! Prioritize! You might not have enough revenue to support ALL of your expenses. Know what can be cut. Be generous! Unknown expenses are bound to creep up. Managing Resources

Activity 4: Create a detailed materials list and personnel needs for the year. Be sure to attach materials and personnel to specific milestones and tasks, and be sure to note what recruitment needs you'll need for the year! We will then choose two to read and critique out loud. Work Breakdown Structure

Consider all time restraints Holidays/Breaks Special events High stress dates (exams, ect) Are there any absolute due dates for your project? Do any needed resources present new time constraints (i.e. shipping time) Timeline

Be aware of dependencies! Some tasks cannot be completed before others Some tasks depend on the availability of materials Be sure to plan adequate time for documentation Evaluate your result Is your project feasible within the given time constraints? Do you have any resource conflicts? Timeline

Activity 5: Using your work breakdown structure, materials, and personnel lists, create a timeline for the year in your small group. We will then choose two to read and critique out loud. Timeline

Watch out for scope creep! Communicate! Audit your project. Stay alert! Staying on Track

Communication with your team members Communication amongst your team members Communication with your client Staying on Track

What to do if you fall behind? Contingency planning Tell your team Gap analysis Look ahead and move work up Ask for help! Staying on Track