Introductory Project Management Module. Mansfield Adult Continuing Education 1 Inc

Transcription

1 Managing Your Project: Planning & Time Introductory Project Management Module Mansfield Adult Continuing Education 1 Inc

2 Project Management Learning Objectives Develop a working knowledge of basic project planning and scheduling skills Learn how to use several basic tools Work breakdown structures Resource allocation Gantt charts Mansfield Adult Continuing Education 2 Inc

3 Appreciating Project Management Studies report that nearly half of all projects initiated are not completed Engineering projects are multifaceted they consist of complex interdependent tasks Mansfield Adult Continuing Education Inc 3

4 What is a Project? A project has a single objective that must be accomplished through the completion of tasks that are unique and interrelated Projects are completed through the deployment of resources Projects have scopes, schedules, and costs and are accomplished within specific deadlines, budgets, and according to specification Mansfield Adult Continuing Education Inc 4

5 In the beginning, we know we can manage our projects, but before long. Time Money Mansfield Adult Continuing Education Inc 5

6 What is a Project? A project is a sequence of unique, complex, and connected activities having one goal or purpose and that must be completed by a specific time, within budget, and according to specifications.

7 Project Management Criteria Projects are oriented towards a goal. There is something unique about every project. Projects have a finite duration. Projects require coordination of interrelated activities.

8 What is Project Management? Project management is a set of principles and tools for Defining Planning Executing Controlling... and Completing a PROJECT

9 Why is Project Management Important? Organise your approach Generate a credible schedule Track progress and control your project Identify where to focus your efforts Identify problems early before they are crises Saves you TIME.MONEY If you fail to plan, PLAN TO FAIL

10 Scoping the Project Launching the Plan Closing Out the Project Developing the Plan Monitoring & Controlling Adapted from Weiss, J.W., and Wysocki, R.K Phase Project Management: A Practical Planning and Implementation Guide. Reading, MA: Addison Wesley. Five Phases of Project Management

11 Scoping the Project Launching the Plan Closing Out the Project Developing the Plan Monitoring & Controlling Adapted from Weiss, J.W., and Wysocki, R.K Phase Project Management: A Practical Planning and Implementation Guide. Reading, MA: Addison Wesley. Five Phases of Project Management

12 State the Problem/Opportunity Define the Project Objectives List Assumptions, Risks, Obstacles Establish the Project Goal Identify the Success Criteria Adapted from Weiss, J.W., and Wysocki, R.K Phase Project Management: A Practical Planning and Implementation Guide. Reading, MA: Addison Wesley. Scoping The Project

13 A short, crisply phrased piece of information covering -- what is to be done -- why it is to be done -- value it provides if it is done Do not use technical language! Scoping Document

14 Scoping Document Example Problem/opportunity Project name, sponsor, manager Singular Project Goal Objectives that are Specific, Measurable, Assignable, Realistic, Time based (SMART) Success criteria Assumptions, risks, obstacles

15 Scope the Project: Problem/Opportunity A statement of fact that everyone in the organization will accept as true Should communicate why the project should be accomplished

16 Scope the Project - Goal A project has one primary goal: to give purpose and direction Defines the final deliverable and outcome States in clear terms what is to be accomplished Is a reference point for questions about scope and purpose of the project

17 SMART Objectives Specific Measurable Assignable Realistic Time-related Success Criteria Clearly states the bottom-line impact Quantifies outcomes so success can be measured Scope the Project Objectives & Success Criteria

18 Identify factors that might affect the outcome or completion of the project Used to alert management to factors that may interfere with project work Types of assumptions and risks Technological Environmental Interpersonal Cultural Political Scope the Project: Assumptions, Risks

19 Project Name Project Scoping Form Project Manager Team Members Problem / Opportunity (Why do this project?): Project Goal: Objectives (Specific, Measurable, Assignable), Duration? Cost? Success Criteria (Outcomes): Assumptions, Risks, Obstacles:

20 Scope the Project Create a scoping document for your project ACTIVITY #1

21 Project Planning Activity Identify a class project to use as we move through this lesson What is your project name? What is the main goal of your team s project? Mansfield Adult Continuing Education Inc 21

22 Phases of Project Management Define the project s scope Develop the project s plan Implement the plan & control the process Close out the project Mansfield Adult Continuing Education Inc 22

23 Develop the Project s Plan 3 Break Down Project Tasks (WBS) Review & adjust Time Estimation & Dependencies Determine Resource Needs Develop Gantt Chart Mansfield Adult Continuing Education Inc 23

24 What is a Work Breakdown Structure (WBS)? A hierarchical representation of activities It starts with the major project areas to be accomplished It breaks the project areas into actionable pieces of work, segmenting elements into appropriate sublevels Mansfield Adult Continuing Education Inc 24

25 WBS Activity Levels Level 1 Identify major objective areas or categories Level 2 Begin to divide the areas into sub-tasks Level 3 Continue to break down the sub-tasks into actionable items The lowest level associated with a branch in the hierarchy is referred to as a work package # of levels depends on Mansfield Adult Continuing Education Inc 25 project complexity

26 WBS: Crane Example Level 1 Activities 1. Design support columns 2. Analyze fasteners 3. Design trolley hoist 4. Design beams and crane span 5. Produce final report Mansfield Adult Continuing Education Inc 26

27 WBS: Crane Example (cont d) 1. Design support columns (Level 1) 1.1 Select final material (Level 2) Design for compression (Level 3) Design for buckling (Level 3) Calculate deformation (Level 3) Mansfield Adult Continuing Education Inc 27

28 WBS: Crane Example (cont d) 6. Produce the final report 6.1 Write text 6.2 Produce drawings 6.3 Exhibit simple calculations 7. Perform analysis of class model crane Mansfield Adult Continuing Education Inc 28

29 How much detail do you need? 1,3 Does the WBS contain enough detail to evaluate progress? Do you have clear accountability for each work package? Are there start & end events? Can you easily estimate time & cost? Is there a clearly defined deliverable? Mansfield Adult Continuing Education Inc 29

30 Project Planning Activity Create a work breakdown structure for your project Mansfield Adult Continuing Education Inc 30

31 Time Duration Managing a project requires awareness of two time frames 1. The amount of effort a task will take (in time), e.g., 3 hours to write a report 2. The calendar span over which the activity will occur, e.g., the report will be done within a week Mansfield Adult Continuing Education Inc 31

32 Time Estimation If feasible, have person responsible make the estimate Should take into account the resources needed for the activity Do not overestimate to account for everything that can go wrong Keep in mind the concept of selffulfilling prophecy Mansfield Adult Continuing Education Inc 32

33 Uncertainty in Time Estimates Some activities will take longer and others will go faster than expected Sources of uncertainty: Varying knowledge and skills Individual difference in approaching work Mistakes or misunderstandings Unexpected events (!!) Mansfield Adult Continuing Education Inc 33

34 Project Planning Activity For each work package, estimate the time duration in days Determine then determine the time duration of each higher level activity Mansfield Adult Continuing Education Inc 34

35 Identifying Resources 1,3 To accomplish each activity identified in the WBS requires the use of resources: Personnel (who, how many, their skills) Space (meeting location, lab facilities) Equipment (rent, own, purchase, how long needed) Money (budget limitations) Mansfield Adult Continuing Education Inc 35

36 Assigning Resources Assign resources to the appropriate tasks (personnel, space, equipment, money) Be realistic no one can be in two places at one time Mansfield Adult Continuing Education Inc 36

37 Project Planning Activity What are the resources needed for each task in the WBS? Mansfield Adult Continuing Education Inc 37

38 Dependencies Dependencies are the relationships between activities Finish to Start example A B Examples of other dependency Predecessor Task: A types: Successor Task: B -start to finish -start to start Arrow head indicates dependency relationship: Task B cannot begin until Task A is complete -finish to finish Mansfield Adult Continuing Education Inc 38

39 Project Planning Activity Number all tasks in your WBS Identify the dependencies between each task Notice at what level you are identifying the dependency. How does the dependency affect higher or lower level activities? Mansfield Adult Continuing Education Inc 39

40 The Gantt Chart: A Visual Scheduling Tool Graphically represents WBS information Shows dependencies between tasks, time duration, personnel, and other resource allocations Tracks progress towards project completion Mansfield Adult Continuing Education Inc 40

41 Building a Gantt Chart - Axes List all tasks and milestones from the WBS along the vertical axis List time frame along the horizontal axis Tasks: Design support columns Select final material Design Time Frame: day 1 day 2 day 3 Mansfield Adult Continuing Education Inc 41

42 Building a Gantt Chart Dependencies Depict dependencies between activities using arrows For example: Design for compression cannot begin until materials are chosen Design support columns Select final material Design for compression Design for buckling Calculate deformation Time Frame: day 1 day 2 day 3 day 4 day 5 day 6 Mansfield Adult Continuing Education Inc 42 Submit selection

43 Project Planning Activity Based on the WBS (tasks, durations, and dependencies), create a Gantt Chart Mansfield Adult Continuing Education Inc 43

44 Next Step: Implement the Plan After the plan is complete, everyone should know who is responsible for each activity and when each task must be complete to ensure project success Mansfield Adult Continuing Education Inc 44

45 Responsibility Matrix Creates accountability by assigning each task to a person Task Joe Mary Renee Activity 1 x Activity 2 x Activity 3 x Mansfield Adult Continuing Education Inc 45

46 Project Planning Summary Create WBS to identify activities Estimate time durations Identify resource needs Note dependencies between tasks Schedule activities using a Gantt chart Review plan until you reach agreement Put plan into action! Mansfield Adult Continuing Education Inc 46

47 Managing Your Projects: Time What does it take to create something bigger than yourself? Mansfield Adult Continuing Education Inc 47

48 Learning Objectives Understand the need for tracking personal time management Conceptualize the difference between managing commitments and managing time Mansfield Adult Continuing Education Inc 48

49 What characterizes a project? Comprised of orchestrated activities performed by people to bring something into existence that would not occur naturally Possesses creation and causation Calls people to action Mansfield Adult Continuing Education Inc 49

50 How We Think Projects Evolve Action Goal Start Time Mansfield Adult Continuing Education Inc 50

51 When Reality Demonstrates Action Goal Start Time Mansfield Adult Continuing Education Inc 51

52 Methods to Track Time Time management books or schedulers PDAs A piece of paper to write things down Memory What problems do you have in the area of time management? What do you want to get out of this conversation on time management? Mansfield Adult Continuing Education Inc 52

53 History of Time How was time measured? Began with light and dark Evolved to Solar and Lunar calendars Humans developed mechanical clocks Mansfield Adult Continuing Education Inc 53

54 Nature of Time Q: Is time like a sail boat or a motor boat? A: It s more like a sail boat in a shifting wind --Tennis example --Vacation Example Mansfield Adult Continuing Education Inc 54

55 What Do You Manage? You do not manage time You manage your commitments Mansfield Adult Continuing Education Inc 55

56 Managing Commitments 1. Determine time 2. Specify place 3. Identify the appropriate resources Mansfield Adult Continuing Education Inc 56

57 Structures for Time Management Where is the last place you should put your commitments? In your memory Why? How many things can you keep in your memory? What do you remember when you are upset? How long does it take to get upset in your normal day? Need some structure outside of your memory in which commitments can exist Mansfield Adult Continuing Education Inc 57

58 Commitment Management Exercise List ALL of the commitments you have for the next week. (Look in all areas of your life) What to track? to-dos/meetings/calls Projects/themes Now put everything into a schedule with time/place/resources Mansfield Adult Continuing Education Inc 58

59 Open Item List Date What Who Resources Date Due Mansfield Adult Continuing Education Inc 59

60 Weekly Schedule 7AM 9AM 11AM 1PM 3PM 5PM 7PM Sun Mon Tue Wed Th Fr Sat Mansfield Adult Continuing Education Inc 60

61 Planning Time Windows short-term medium-term long-term Each Window has a different level of clarity and detail Missing any one of these alters how you act Working within these windows will influence engineering project teams Mansfield Adult Continuing Education Inc 61

62 Discussion Mansfield Adult Continuing Education Inc 62