Project Management and Budgeting for Communicators MPPR Office hours: By appointment and before class

Transcription

1 Course: Project Management and Budgeting for Communicators MPPR Fall 2014 August 28 December 11 Thursdays 8pm to 10:30 pm Downtown Campus Professor Eileen Marcus Office hours: By appointment and before class Course Description: This course teaches students to manage all phases of a communication project and provides practical information on managing project scope, teams, schedule, resources and contracts. Students learn how to translate a communication project plan into a budget. Concepts such as the definition of a project, the makeup of a project team and the role and function of the project manager, are presented. Students gain experience with spreadsheets, Gantt charts and S curves, and apply techniques and tools to a project simulation of their own, from initiation to close. Guest lecturers offer insights on real- world management issues, costs (e.g. with respect to professional staff, opinion research and advertising) and get the benefit of helpful critiques of their presentation skills from leaders in the field. Note: As proficiency with Microsoft Excel (or another spreadsheet program) is essential to completing course assignments, you will need to access online training modules available through Georgetown University s Lynda training portal via the university library. Learning Objectives: Upon completion of this course, students should be able to 1. Understand the Project Life Cycle and the language of project management and budgeting 2. Define the scope of a project and effectively manage changes in scope 3. Establish and track schedules 4. Form, lead and serve on effective communication project teams 5. Develop accurate, comprehensive budgets 6. Negotiate and manage contracts 7. Evaluate and achieve project success 8. Apply techniques and tools to a communication project simulation Required Readings: Fundamentals of Project Management, Fourth Edition, Joseph Heagney Useful Resources: Project Planning, Scheduling & Control, Fifth Edition, James P. Lewis PhD management- resources

2 Teaching Philosophy: The course is designed around a project management simulation, detailed below, where students will apply information from the lectures and readings. Guest lecturers will present real- world data, pricing and techniques to provide students with key insights about various aspects of communications and public affairs ranging from advertising sales and event planning to contract negotiations. My role is to not only instruct the class, but also to act as your client, bringing you the same problems, questions and complaints that arise when organizations undertake major projects and invest significant resources in an expected outcome. Your active and engaged participation is essential. Peer- to- peer feedback and student- to- instructor commentary is key and will be sought regularly. Attendance and Participation: Students are expected to attend every class and arrive on time. If circumstances preclude you from attending a class or arriving on time, it is your responsibility to notify me via e- mail prior to the start of class. Missing more than two classes will result in a final grade reduction of one level (for example an A will be converted to an A- ). Special circumstances should be discussed with me ahead of time. As stated above, your active and engaged participation is essential and will be reflected in your final grade. Course Blog: All course materials, including the syllabus, presentations, assignments templates and announcements will be This is also a forum for you to post questions, share comments, offer helpful links and generally stay connected to the class as a whole. On the first day of class I will gather your addresses, add you as a contributor and share the password. You can then post by ing marcuse46@gmail.com (drive). 1. Students will automatically receive notifications when new posts are made, unless our class, by majority vote, votes not to. Other ways to stay in touch with the blog are by subscription, RSS feed or regular visits to it. 2. Please begin your post with your name so we can easily identify the contributor (e.g. FROM EILEEN MARCUS ). 3. To add tags to your posts, in the subject of your use the syntax (tag: Handout, Budgeting). In general, I will us tags describing the type of document and its content. Assignment Submissions: Assignments are expected to be of professional, client- ready quality and submitted on time. All assignments will be completed individually with grades individually awarded (i.e. no group grades); however peer input will be used to help provide a real- world and human component to the simulation. Assignments will be evaluated for content and presentation; given that project management demands clear communication with all project stakeholders. Assignments should be ed to me prior to the start of class (8:00 pm) on the day the work is due. Work will be graded based on accuracy, clarity and professionalism. Late work will lose one letter grade per day late. If you are to miss a class, you must still turn in your assignments due that day. Extenuating circumstances should be discussed with me ahead of time to receive consideration; however job demands will not warrant extensions. Overview of Assignments: As stated above, this course is designed around a project management simulation a two- month single- city- focused public affairs or communications campaign where students will apply information from the lectures and readings through all project phases, from initiation to close. In the simulation, students will experience the major facets of process execution and, within certain parameters, experience results that will inform the next stage of decision making, execution and/or interaction with your

3 client. Below are the assignments and their point value with respect to your course grade, which is based on a total of 180 points. 1. Project Plan/Client- ready Summary Proposal of Your Simulation (20 points): Projects are designed around solving a problem, and excellent execution begins with a strong project plan. However, this is not a planning course, but an implementation- phase course, so I will provide you with a template proposal during the first class. You will identify a single- city- oriented public affairs or communications need and, within the confines of the template, endeavor to solve it over the next two months through media relations, events, social media, advertising and so on. This plan and summary proposal, with your client s acceptance, will serve as a foundation for the balance of the course. Submit in Microsoft Word or PDF format, and bring a printed copy to class. 2. Work Breakdown Structure (20 points): This assignment will deal with the scope of your project simulation. Content, organization and presentation will be graded. Submit in Microsoft Word or PDF format, and bring a printed copy to class. 3. Project Timeline/Gantt Chart (20 points): This assignment will deal with the scheduling and sequencing of your project simulation essentially, who s doing what and when and what comes after that? For this assignment, both content and presentation is key, as this is the document that keeps the entire project team s work synchronized. Submit in Microsoft Word, Excel or PDF format, and bring a printed copy to class. 4. Draft Project Budget and S Curve (20 points): This assignment will communicate to your client the level of financial resources required, what your proposed allocation is and at what rate resources will be consumed. Content and presentation will be graded, alongside the underlying formulae you use. Therefore, only submissions in Microsoft Excel format will be accepted. Bring a printed copy to class. 5. Risk management and Quality Management Plans (10 points each): These two assignments serve both the client and internal teams allowing for the realities of swift changes, agile client conversations and budgeting reserves. 6. Final Project Budget and Profitability Projection (30 points): This will not only be your final submission of the draft budget above, but it will also analyze your firm s anticipated profitability on this project, given what your client is willing to pay, the outside costs associated with this project and your firm s internal costs. Again, content and presentation will be graded, alongside the underlying formulae you use. Therefore, only submissions in Microsoft Excel will be accepted. Bring a printed copy to class. 7. Project Evaluation and Case Study of Your Project (40 points): As important as implementation is evaluation. For this two- part assignment, 1) you will be honestly and comprehensively evaluate your project processes and results for your client and for your team and 2) you will write- up your project as a case study for generating future business for your firm, identifying what the problem was and what solution you offered and the results you achieved. Oral presentation to

4 class as your client audience and as a wrap on all work done and lessons learned. Bring a copy to class. 8. Class Participation (10 points): As stated above, because this is a hands on course, your active and engaged participation is essential. Class participation will be evaluated based on your questions and insights in class, as well as the peer feedback you offer in one- on- one settings with fellow students. Grading: A: points B- : points A- : points C: points B+: points F: 125 points and below B: points Ethics Statement: As signatories to the Georgetown University Honor Pledge, and indeed as good scholars and citizens you are expected to uphold academic honesty in all aspects of this course. You are expected to be familiar with the letter and spirit of the Standards of Conduct outlined in the Georgetown Honor System and on the Honor Council website. As faculty, I too am obligated to uphold the Honor System and report all suspected cases of academic dishonesty. For more information, please visit: Honor System: Students are expected to abide by the Georgetown University Honor System. If you have not already done so, please familiarize with the material and information posted on the Honor Council s web site: Accessibility Statement: If you believe you have a disability, then you should contact the Academic Resource Center (arc@georgetown.edu) for further information. The Center is located in the Leavey Center, Suite 335, and is the campus office responsible for reviewing documentation provided students with disabilities and for determining reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and University Policies. Georgetown University Writing Center Please contact the Writing Center for support in preparing your written assignments. The SCS Writing Center is located in SCS Student Services Suite C106. Students can make appointments at writingcenter.georgetown.edu. The main campus Writing Center staff is located in Lauinger Library, 217A or at or Counseling and Psychiatric Services

5 Class Date Topics to Cover Assignments Due Week 1 8/28 Introduction What is a project PMBOK What is a project manager Assembling a Team Defining problems & planning projects Identifying stakeholders Managing scope Introduction of simulation Read Fundamentals 1-54 Week 2 9/4 Reasons for project failure Using the Work Breakdown Structure (WBS) What is the critical path Sequencing tasks and estimating time Producing a workable schedule GANTT charts Week 3 9/11 S curves and Earned Value Analysis from GANTT charts Client/Agency Class timeline and budget simulations Attitudes toward risk Managing risks How to shift risks Risk management plans Add risks to simulation Profitability and Quality Management discussions Group discussion on types of projects i.e. RFQ, RFP, government and commercial Samples provided for discussion Create a project plan for your simulations in class and class discussion Project plan homework due Read Fundamentals WBS homework due Read Fundamentals Week 4 9/18 Defining quality Establishing quality targets Coping with change Project evaluation GANTT homework due, budgets due, Risk Management Plan due

6 Stakeholder mapping Stakeholder communications Projects reports and tracking Guest Lecturer Jason Young, APA Week 5 9/25 S curves and Earned Value Analysis from GANTT charts Client/Agency Class timeline and budget discussion; add risks Profitability and Quality Management discussions Week 6 10/2 Public opinion research: an in- depth look, including digital options Quality Management Plan homework due, S curve homework due, revised GANTT homework due Read Fundamentals ways- to- avoid- scope- creep.php management- webinar Revised budgets and S curve homework due Read Fundamentals Managing and planning public affairs events Guest speakers - TBD Week 7 10/9 Procurement overview Types of contracts, advantages and disadvantages Managing contracts Negotiating 101 Bidding systems and procedures Types- Govt- Contracts pdf encyclopedia/contract- negotiation- 11- strategies html Guest speaker TBD Week 8 10/16 Mid semester review of class objectives, those met and still to accomplish. Continue profitability discussions Re read Fundamentals haden/8- things- truly- outstanding- leaders- do- without- thinking.html?utm_content=buffer2606e

7 Leadership discussion Week 9 10/23 Production issues in project management Guest speaker - TBD No additional readings 69.htm Download issue management template for discussion Week 10 10/30 Advertising: an in- depth look Real world ad negotiation Frequency and placement Guest speaker- TBD Week 11 11/6 Allocating resources Estimating v. budgeting Real- world opinion research, advertising, event, etc. costs Understanding profitability No additional readings Media- Buying What- you- need- to- know Proposal draft for class discussion and presentation (orals); critiques and comments prior to live panel presentation Read Fundamentals , Guest Lecturer TBD

8 Week 12 11/13 Evaluating the program Guest panel critique TBD No assigned reading Panel will critique team presentations based on current planning status (first draft). Input should be utilized to enhance: Final Project Budget and Profitability Projection (30 points) Project Evaluation and Case Study of Your Project (40 points) Week 13 (No class 11/29) 11/20 Lessons learned from panel and discussion on edits and alterations evaluation and case study of your project using measurement pyramid Class will review selected presentations for all hands discussion Review presentation below g- public- relations- campaigns Week 14 12/4 Being a better informed client understanding project management from the other side No additional readings Discussion on grading First round of team presentations No additional readings Week 15 12/11 No additional readings Second group final presentations