1. Project Management

2. Main Phases of Project Development
Start with the End in mind.

3. Project Management Goals are not met if project is not managed
Simple but difficult
Tasks must be assigned
Time limits must be made, reviewed, and adjusted
Issues have to be confronted
Resources have to be allocated and monitored
Alternatives must be planned
Every member is responsible for project management
Simple concept but difficult to implement
Divide up the project into smaller task
Time limits MUST be made, reviewed and adjusted
Issues have to be confronted, do not assume that issues will go away on its own. If some one does not show up in a meeting, that is an issue, that must be dealt with properly and in time, don’t just take assume role for him/her.
Resources has to be.
You signed up in this team because you were interested in it. Now you own the project. Do not anyone ruin it for you, you are responsible for the project management.

4. Good Managers Continually Ask…

5. Project Management Tools
Team contract
Mission/vision/goal statements 
Action register/Task list
Meetings
Project status reports
Timelines/Schedule

6. Task Vs. Action Item Example tasks for client meeting
Research feasibility.
Prepare tentative road map.
Have a list of questions.
Keep client in the loop.
Example Action Items
Each team member will spend 3 hours or more researching the project
The team will prepare a tentative roadmap.
X will compile the questions.
Y will work with client to set next meeting date.
Each task has a single owner
Action Items may have multiple owners

7. Setting the target date
Events/Milestones
Client meeting (Date?)
Due dates (Wikipage, log book, Citizenship etc..)
Snapshots (Dates?)
Design Review (Date?)
Pitch Competition (?)
Set the date
Work back on dates.
Anticipate delays.
Keep some margin for error.
Keep everyone’s calendar handy.
Take account of holidays, rush hours, etc.
Keep some margin for error.

8. Action Register All members must agree and understand actions
Must include Owner(s), Target Date, Completion Date
Keep actions SMART
Simple
Measureable
Action oriented
Relevant
Time based
Allocate action items equitably
Update comment each time item is reviewed
Progress/problems
Next steps
Alternatives
Review action items and adjust
Action Register
# Task
Owner
Action Item
Owner(s)
Target date
Completion date
Comment

9. Meetings All team members must attend
Set a day and time and stick to it
Agenda is required prior to every meeting
Every meeting starts with a review of action items and project schedule
Every meeting concludes with assignment of next action items and review of project status
Keep meeting minutes/notes on discussions

10. Project Status Report
A tool to quickly and effectively communicate project status
Items to report
Schedule
Budget
Quality
Team Dynamics
Client Reactions
Additional items
Next milestones: from timeline
Issues: current problems
Risks: foreseeable problems
Status Items to Report R Y G
Schedule X
Budget
Quality
Team Dynamics
Client Reactions
Next milestones: Complete prototype
Issues: 8 week lead time on electrical parts.
Risks: tolerance stack up might interfere with fit.

11. STATUS REPORT RUBRIC TRACKED ITEM RED YELLOW GREEN Schedule Budget
Behind, missed deadline, no plan to make up time, schedule/timeline grossly inaccurate, no action items.
Slipping, schedule/timeline does not exist or inaccurate, tasks are not being completed.
On time, Schedule /timeline is accurate and project is tracking, tasks are being completed.
Budget
Over budget or budget does not exist, client has not been notified, major changes have driven cost up.
Breakeven, Foreseeable expenses might be over budget, no practical alternatives.
Under budget, All expenses and foreseeable expenses are accurate, alternatives are affordable.
Quality
Members disagree on approach and all solutions, client does not have confidence in team or disagrees with solution.
Some members disagree on solution approach, client is unaware, some issues are missing and some have ill conceived solutions.
All members and client support design and approach, all issues are identified with appropriate solutions.
Team Dynamics
No communication amongst members, client is in the dark, meetings are ignored, members are blaming and judging other members.
Members are present but not engaged, client is not up-to-date, members are taking on tasks individually without communicating to team
Members are engaged, everyone knows what the mission and goals are, client knows what is going on, members are open with progress and tasks are shared.
Client Reactions
Client is in the dark, does not have confidence in outcome or team, is not contributing and/or not being contacted.
Client is skeptical but supportive, does not understand direction, does not interact with team.
Client is confident in team, provides support input and information, interacts regularly with team.

12. Project Timeline/Schedule
Build timeline from start to end or end to start
Highlight milestones
Include dates, resources, owners, etc.
Identify series and parallel items
Identify key development areas, i.e. project learning, experimentation, prototyping, detail design, testing, etc.
Gantt Chart