Introduction to Project Management Week 4

Agenda Phase 2 Con’t: Planning Communication Plan Scheduling Preparation Build an AON Diagram Determine Critical Path Resource Planning Build a RACI Chart

Project Planning Review

Planning Projects “Planning is laying out the project groundwork to ensure your goals are met“ Initiating Planning Executing Controlling Closing

Project Planning Processes Scope Planning Preparing a Work breakdown structure (WBS) Project Schedule Development Source of the worksheet:

Project Planning Processes Cont. Communication Planning Resource Planning Risk Planning Source of the worksheet:

scheduling

Purpose of Scheduling Encourages the setting of realistic time and cost estimates for each activity Helps make better use of people, money, and material (aka resources) by identifying critical bottlenecks in the project

Purpose of Scheduling Shows relationships of each activity to others in the whole project Identifies the precedence relations among activities

Determining Precedence What activities must be finished before the current one can start? What activities may be constructed concurrently with the current one? What activities must follow the current one?

Scheduling Techniques Common tools Gantt charts Project calendars Milestones charts Critical Path Method (CPM) Program Evaluation and Review Technique (PERT)

Sample Gantt Chart Time J F M A M J J A S Design Prototype Test Revise Production

MS Project Example of Gantt Chart

Activity on Node Example Diagram F H C A Start D B Arrows Show Precedence Relationships

Activity on Node (AON) Explained

AON (Activity on Node) Example: of a Precedence Table for ABC Paper Manufacturing Activities & predecessors http://project-management-knowledge.com/definitions/a/activity-on-node/

AON (Finished Product) G E F H C A Start D B Arrows Show Precedence Relationships

Workshop 1

Workshop 2

Workshop 3

Workshop 4

Write electronic script BB 4d Write electronic script 2d Finish MyAlgonuin 3d Write script 1d Posters on wall 1d Posters 5d

Workshop 5

Determining the Project Schedule Perform a Critical Path Analysis The critical path is the longest path through the network The critical path is the shortest time in which the project can be completed Any delay in critical path activities delays the project

Resource planning

Resource Planning Questions to be answered when planning resources: What needs to be done? Who or what can do the work? Is this resource available? How will this resource affect schedules and costs?

RACI Chart Responsible Accountable or Approve Consulted Informed PM Director Service Mgr. Legal Dept. A1 R A A2 C I A3 RA A4 Responsible Accountable or Approve Consulted Informed Roles along the top Tasks down the side

RACI Analysis May be Overdue .... If you hear these types of comments in your organization: “my boss always overrules my decisions whenever she wants” “It seems everyone is putting together a spreadsheet on the same data” “The approval process for even the simplest thing takes forever now”

RACI Model Steps in a RACI process Identify all the activities Avoid terms such as attending meetings instead use action verbs like, evaluate, record, monitor, collect Identify the roles Complete the cells accordingly (R,A,C,I) Resolve overlaps & gaps Every process must contain at least one R http://www.valuebasedmanagement.net/methods_raci.html By Identifying the functions and processes within the organization or department and describing the key activities taking place. Avoid obvious or generic activities such as; attending meetings.By Describing each activity or decision by using a suitable action verb. Examples: Evaluate, Record, Monitor, Collect, Develop, Publish, Authorize, Schedule, Determine, Prepare, Approve, Inspect, Report, Decide, Write, Operate, Update, Conduct, Train, Review or Plan. When the action implies a judgment or decision (for example, evaluate, monitor, inspect, and review) create a phrase to indicate the primary outcome. Examples: Monitor service desk customer requests to identify training needs. Analyze call statistics to identify product problems. The activities or decisions to be made should be short and apposite and apply to a role or need, not to the specific person currently carrying out the task.Create a Matrix with roles along the top and activities or tasks down the left side and in each of the table cells enter the appropriate RACI code. Article Source: http://EzineArticles.com/1765560

Communication Planning

Communication Plan Objectives Objective is to determine: Who? What? When? Where? A good communication plan should serve as a road map, guiding your work toward specific outcomes—nothing more and nothing less. But as simple as that may sound, it’s critical to your effectiveness. A good plan ensures you’re doing the right work, pursuing the right goals, and doing it the best way when there are always other options and choices for the use of your limited resources.

Communication Plan Example http://ethelemmons.com/wp-content/uploads/2010/06/communication.jpg

Effective communications

Communication Rules Establish communication rules (at the beginning of the project) For emails For meetings

Meetings Prepare agendas Send out agendas to allow for preparation time Minutes/action items

Emails Create standardized email distribution lists Cc’s to team members (especially on client emails) Use “Out of Office” option

Instant Messaging Good for client calls Good for out of office team members

Individual Exercise Search the web to find more information on effective meetings Create a list with 5 things you can do to organize effective meetings 5 things to lead effective meetings Pick one item from your list and explain why you feel it is so important Submit your lists to the Wk5 Effective Meetings Journaling

Workshop

Group Work Activity Each group is to create the following for the fundraising day project Communication Plan AON (for advertising) RACI (for advertising) Use the templates provided

Hybrid / Homework Chapter/Lesson 2 of e-Text Establish the various types of resourcing

Quiz Time