1. Introduction to Project Management
Week 4

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

3. Project Planning Review

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

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

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

7. scheduling

8. 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

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

10. 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?

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

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

13. MS Project Example of Gantt Chart

14. Activity on Node Example DiagramF H C A
Start D B
Arrows Show Precedence Relationships

15. Activity on Node (AON) Explained

16. AON (Activity on Node) Example: of a Precedence Table for
ABC Paper Manufacturing Activities & predecessors

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

18. Workshop 1

19. Workshop 2

20. Workshop 3

21. Workshop 4

22. Write electronic scriptBB 4d
Write electronic script 2d
Finish
MyAlgonuin 3d
Write script 1d
Posters on wall 1d
Posters 5d

23. Workshop 5

24. 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

25. Resource planning

26. 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?

27. RACI Chart Responsible Accountable or Approve Consulted InformedPM
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

28. 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”

29. 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
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:

30. Communication Planning

31. 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.

32. Communication Plan Example

34. Effective communications

35. Communication Rules
Establish communication rules (at the beginning of the project)
For s
For meetings

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

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

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

39. 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

40. Workshop

41. 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

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

43. Quiz Time