1. 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
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.

2. Project of the week. Salt Lake City, Mormon Temple

3. 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

4. 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

5. 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

6. 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?

7. 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.

8. 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.

9. 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: :
Tasks list, Gantt chart, PERT, Schedule, Critical tasks, Calendar View :
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

10. 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

11. 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

12. 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
Electronic
One minute meetings.
Written
Discuss Case #1 on Page 379 – Office Comm.

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

14. 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.

15. 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

16. 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 -

17. 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

18. 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

19. 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)