PM 440 November 9, 2009 DePaul University PMO Please Make Us an Offer

Team Members Keith Townsend – Project Manager Keith Townsend – Project Manager Responsible for keeping everything and everyone on track Responsible for keeping everything and everyone on track Zainab Alkhalifah – Research Analyst & WebMaster Zainab Alkhalifah – Research Analyst & WebMaster Responsible for research, archive analyst, gathering information and the web Master Responsible for research, archive analyst, gathering information and the web Master James Kempski – Presenter James Kempski – Presenter Responsible for the presentation Responsible for the presentation

Tools Used MindMeister, PBWorks MindMeister, PBWorks Document collaboration Document collaboration Standard meeting invites Standard meeting invites Scheduling Scheduling Skype Skype For communication For communication

Meetings Meeting times were Friday evenings at 9:00 PM CST weekly to accommodate everyone's schedule Additional meetings scheduled as needed Detailed notes were kept from each Skype call

Project Management Definitions: The leadership role which plans, budgets, co-ordinates, monitors and controls the operational contributions of property professionals, and others The leadership role which plans, budgets, co-ordinates, monitors and controls the operational contributions of property professionals, and others A methodical approach to planning and guiding project processes from start to finish A methodical approach to planning and guiding project processes from start to finish

Writing a book - Use Case Stated Goal Stated Goal Enabling students to collaborate on writing books Enabling students to collaborate on writing books Person Person Aaron, a 45 year old, works in technology department in University of Chicago who has 10 years of experience in that technology Aaron, a 45 year old, works in technology department in University of Chicago who has 10 years of experience in that technology Constraints Constraints Groups of student have time zone issues Groups of student have time zone issues Compatibility with existing equipment/software Compatibility with existing equipment/software Sharing information Sharing information

Writing a book - Scenario A group of students from different universities are trying to write a book about the healthcare industry Ten (10) Students are from three (3) universities Ten (10) Students are from three (3) universities Five (5) students attend The University of Chicago Five (5) students attend The University of Chicago Three (3) attend KFUPM in Saudi Arabia Three (3) attend KFUPM in Saudi Arabia Two (2) attend MANIPAL University in India Two (2) attend MANIPAL University in India Ages range between 23 and 25 years old Ages range between 23 and 25 years old Last year the three (3) universities published a book but faced several problems Last year the three (3) universities published a book but faced several problems Specifically in communication between students due to distance Specifically in communication between students due to distance This made meetings difficult, caused delays and often lead to misunderstandings about ideas and concepts This made meetings difficult, caused delays and often lead to misunderstandings about ideas and concepts

Writing a book – Scenario This year, the University of Chicago spoke to its technology department in order to find a reliable solution that would help them to reach an adequate level of communication. The technology department chose Aaron who has ten (10) years of experience working in the field of information technology and in dealing with these types of situations. He has found that the software that the students at the University of Chicago use does not have all the features that fulfill their needs like notifications features and sharing documents.

Writing a book - Problems Excel spreadsheets Program was not sufficient enough Program was not sufficient enough Realized that they were consuming too much time inputting data into Excel Realized that they were consuming too much time inputting data into Excel There was not a notification feature to remind the students about special events, meetings or updates There was not a notification feature to remind the students about special events, meetings or updates Program was not web-based Program was not web-based Didn’t allow multiple users at one time Didn’t allow multiple users at one timeScheduling No efficient way to keep track of the different holidays, events, time zones and vacation times No efficient way to keep track of the different holidays, events, time zones and vacation times Was not automate and it was missing a common calendar that combined different time zones Was not automate and it was missing a common calendar that combined different time zones use Students were sharing information, articles, documents and ideas Students were sharing information, articles, documents and ideas Caused major lack of discussion, feedback and comments Caused major lack of discussion, feedback and comments Time consuming Time consuming Difficult to share sources of news and knowledge on the subject with others Difficult to share sources of news and knowledge on the subject with others Opportunity to forget a team member Opportunity to forget a team member

Writing a book - Requirements Aaron is thinking about collaboration tools that are sufficient enough to meet the following; A scheduling tool that will include tasks and meetings A scheduling tool that will include tasks and meetings Needs to be automated to save them time and also create notifications about changes that have been made via to avoid missing appointments Needs to be automated to save them time and also create notifications about changes that have been made via to avoid missing appointments A tool to discuss concepts, articles and updated news in order to avoid misunderstanding and conflicts A tool to discuss concepts, articles and updated news in order to avoid misunderstanding and conflicts Aaron also wants to include a second tool for researchers to hear the voices of other audiences that may be interested in their research Aaron also wants to include a second tool for researchers to hear the voices of other audiences that may be interested in their research

Writing a book – Software Huddle Huddle Multiple workspaces Multiple workspaces Whiteboard & discussion forums Whiteboard & discussion forums RSS feeds RSS feeds Document sharing Document sharing Live collaboration Live collaboration Online Editing Online Editing Track tasks, deadlines and milestones Track tasks, deadlines and milestones notification notification iphone apps iphone apps Blogging Blogging Social networking Social networking

Building a house – Use Case Stated Goal Stated Goal Collaborate with Client and Builder Collaborate with Client and Builder Person Person Chicago Arc (Chicago Architectural Firm) Chicago Arc (Chicago Architectural Firm) Constraints Constraints Limited client travel schedule, remote construction site Limited client travel schedule, remote construction site

Building a house - Scenario Samantha and Tom are planning a wedding and plan on moving into their dream home after their marriage Samantha and Tom are planning a wedding and plan on moving into their dream home after their marriage Samantha lives in New York Samantha lives in New York Tom lives in San Francisco Tom lives in San Francisco Their dream home is being built in Atlanta Their dream home is being built in Atlanta Samantha and Tom have hired a world famous architectural firm located in Chicago to design and manage the building of the home named Chicago Arc

Building a house - Scenario Chicago Arc will be utilizing the general contracting services of A&B Construction located in the Atlanta area. A&B is an excellent builder but has a history of not being very customer friendly when it comes to the home owner. Chicago Arc wants to filter any questions between the builder and client. They would also like to track any issues and assign tickets for the issues to the assigned resource. Chicago Arc will be utilizing the general contracting services of A&B Construction located in the Atlanta area. A&B is an excellent builder but has a history of not being very customer friendly when it comes to the home owner. Chicago Arc wants to filter any questions between the builder and client. They would also like to track any issues and assign tickets for the issues to the assigned resource. As with any high end construction project there are risks to the schedule when it comes to materials. Chicago Arc would like to identify these risks upfront and track them as the construction progresses. This is also why it’s critical that changes to the design are limited and identified. As with any high end construction project there are risks to the schedule when it comes to materials. Chicago Arc would like to identify these risks upfront and track them as the construction progresses. This is also why it’s critical that changes to the design are limited and identified. Ex. - A simple change of color in a fixture can adversely affect the entire project. Ex. - A simple change of color in a fixture can adversely affect the entire project. The client has also requested that they be able to view a virtual walk-thru of the project at different stages. The client has also requested that they be able to view a virtual walk-thru of the project at different stages.

Building a house – Scenario The project will be broken down into phases: The project will be broken down into phases: Foundation Foundation Framing Framing Infrastructure Infrastructure Dry walling Dry walling Fixtures Fixtures Prior to moving to new phase, each phase needs to be approved by all three (3) groups Prior to moving to new phase, each phase needs to be approved by all three (3) groups This approach supports the phased approach This approach supports the phased approach

Building a house - Problems Work schedule & budget Work schedule & budget Due to the couples work schedule they will not be able to travel Due to the couples work schedule they will not be able to travel Will have to check on the physical progress of the home by relying on photos via the Architectural firm’s web site to monitor the progress and the budget Will have to check on the physical progress of the home by relying on photos via the Architectural firm’s web site to monitor the progress and the budget Samantha has a wild imagination and often changes her decisions on design attributes of the home Samantha has a wild imagination and often changes her decisions on design attributes of the home It’s critical to the budget and schedule that the type of changes are controlled and limited as the project progresses It’s critical to the budget and schedule that the type of changes are controlled and limited as the project progresses Either on site or back offices issues Either on site or back offices issues Permits Permits

Building a house - Requirements Chicago Arc is thinking about collaboration tools that are sufficient enough to meet the following; Accessible to remote external clients Accessible to remote external clients Task manager/Resource manager/Issue manager Task manager/Resource manager/Issue manager Support assigning tasks to individuals and monitoring of overall project Support assigning tasks to individuals and monitoring of overall project Database capable of storing large photos Database capable of storing large photos Also hold blueprints Also hold blueprints Schedule monitoring Schedule monitoring Scope management system Scope management system Security for external access Security for external access Nice to have; Nice to have; Video feed Video feed

Building a house - Software BrightWork - Sharepoint Template BrightWork - Sharepoint Template Scheduling Scheduling Issue management Issue management Resource management Resource management Reporting Reporting Flexible reporting Flexible reporting Gantt Charts Gantt Charts User login User login File sharing via Sharepoint File sharing via Sharepoint Photos and videos Photos and videos

Questions