Project Management, Bus 4017. Wk. 8 Agenda. Mid Term Test Review New learning – process (the SCIENCE): Resources considerations Ch. 8 Project management software review – applied to Resources Software concerns and considerations as per reading Pp. 409-418 Enter data into MS Project as per Ch. Soft skills development (the ART) 3M the movie. Use movie content as bridge to new learning. The Project manager Ch. 10 Communication (Art) and Documentation (Science) Ch. 12 Effective meetings – Group work in class. Design a Status Report with your Group. Complete during week. Submit next Wk. (9) for marks.

Project of the week. Salt Lake City, Mormon Temple

Mid Term Test review. Lessons learned. Focus on remainder of course Questions and answers feedback Risk management for weeks 8-13 Focus on 2nd half term material

Focus Wk. 8-14 The people (art) side of projects Controlling the project (science) p.199+ Understand and use various control documents Control of Info systems. (IS) p.210 +p.236 Using software to control: pros and cons and practice The Project Manager personality and skills The Teams: development and dynamics Types of organization Negotiation and conflict resolution Apply learning's to your Final Group Projects: e.g. communication and documentation

Resources on the project Ch. 8 Define resources – make a list: People, equipment, machines, tools, facilities and space. P. 241 Differentiate from materials? Where do these get assigned on MS Project or on your Group forms? Relationship/affect on estimates Availability and affect on schedules

Current news items related to Project Management and your project. Sheila Fraser-Auditor General advises re: Canadian Govt. new info. system. She advises to go slow and budget resources by phase. See Gido textbook example.P.73 RR.Donnelly I.T. project. What advise does she give about the requisition and allocation of resources? Class discussion. What resources have you identified and allocated for your Final Group project? Do you have a document that identifies them, their AVAILABILITY and appropriate allocation based on your schedule?

P. M. software review-it’s on G. Brown server-. See server in lab P.M. software review-it’s on G. Brown server- * See server in lab., Room 376. Library Software provides: Calendars WBS structures Network diagrams Gantt charts Tasks/usage Resource graphs! Resource sheet! Resource usage! And much more to explore. Plus these reports: Overview/status Current activities Costs Assignments Workloads Custom Project summaries Top level tasks Critical tasks Milestones Working days.

Movie – bridge and key learnings Note organizational culture and type Is this a project oriented organization? Note decision criteria for projects Path from R.F.P. to proposal to operations? Note politics at work Presentation skills needed. see Gido p. 370 Create a checklist and evaluate the final presentation in the movie.

Gido software case – Consumer Market Study Continue to add data to MS Project for your Consumer Market Study-note the Reports that can now be generated as per pages: 190-195: Tasks list, Gantt chart, PERT, Schedule, Critical tasks, Calendar View 223-226: Current activity Report, Variance Table, Tracking Table 246 and 251: Resource sheets, Work Assignment Reports, Over allocated Resources, Resource Usage, Resource leveling, and Resources Summary

The Project Manager. Ch. 10. P.292 on Strengths/skills & Responsibilities are: Leadership-plan, organize, control Communicate- objectives Develop people Interpersonal skills Cope with stress Problem solve Time management

Action checklist for P.M. Proactive Inspires by example. Stays calm Has systems in place Participative style Delegates Gives recognition Creates learning environment Make work fun

Communication Right information, to the right people at the right time Meetings. Status reviews, Technical design review or problem solving Face 2 Face. Active listening p. 358-359 Electronic One minute meetings. Written Discuss Case #1 on Page 379 – Office Comm.

Communication Matrix – in final Exam Who Method e.g. Email What: e.g. Status reports How frequently - weekly Joe R W Bill w Mary

Effective Meetings. Use these guidelines for your project group meetings. If you are leading a meeting remember: Define the purpose of the meeting. Why is this meeting necessary? What will happen if the meeting isn't held? Keeping the objective in mind, who should attend the meeting? The ideal committee size is four to ten. Prepare an agenda. A written agenda not only guides everyone through the meeting, but helps people prepare During the meeting be sure to: Start the meeting on time. People who are late will make more of an effort to be on time for the next meeting Follow the agenda. Introduce the action that needs to be taken for each item Keep the meeting moving. Focus the group on the matter at hand and keep the discussion on track. Get everyone to participate. Ask questions of people who aren't contributing to bring them into things Don't let people keep on talking if the discussion is going nowhere. Close the discussion when a consensus has been reached. Try to end the meeting on a positive note. After the meeting remember to send out minutes to all those who attended. Include: Date, time, place, and names of those who attended Brief summary of the discussion of each item on the agenda Results of any votes that were taken What action will be taken as a result of the meeting Time, date, and place for the next meeting.

Team Meeting in Class Using the Delegation checklist provided discuss and evaluate your Team’s effectiveness in communication, etc. Submit a copy of your scoring to the Instructor with names of all persons who were present

Team progress to date? Executive overview completed? Assembling all document templates blanks. R.F.P. criteria specified. Responsibility Matrix for team Communication Matrix for team Risk management I.D. and strategy WBS hi level planning Each Team Member has a: WBS, Task list, schedule, network diagram Estimates and resources list from each Team member. New learning: Contribute current info. to the Team Status Report -

Status Reports – are essential documentation on the project In class; use these guidelines to start your Group Status Reports. Create a template for future use. These are sample info. – add on as per discussion and your research. Define the reporting periods Accomplishments since last report Current deviation from baseline. Cost and time. Resolution of previously I.D’d items? New potential or real problems Plan for action for I.D.’d items Achievements aimed for (milestones) re: goals

Next Week 9 Read Ch. 9 Cost Planning Apply to your Final Group project Monitoring and control Scope control methods Reporting variances from plan Forms Resource leveling

Home assignments: Work with group on Final Project Use your Team’s Status Report template complete it with current status info. Each Team Member provides Status Report data using the Team’s template and gives it to Project Manager Project Manager summarizes inputs on a Team Status Report and gives all documents to Instructor for posting marks (2)