APPENDIX C. The following items are included in this appendix: Project Planning (POAM) Example. Project Schedule (ET-A Sample)
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1 APPENDIX C Additional Examples for Project Management Introduction This appendix presents some additional examples based on the job aids presented in Appendix A and the suggested worksheets and templates presented in Appendix B. There is not a one-to-one relationship since not all jobs need a standard way of capturing the associated data. However, there is at least one completed example for each suggested standard template for Project Management. Table of Contents The following items are included in this appendix: Example Number Example Title EX C.1 EX C.2.A EX C.2.B EX C.3.A EX C.3.B EX C.3.C EX C.4.A EX C.4.B EX C.4.C EX C.4.D Project Planning (POAM) Example Project Schedule (ET-A Sample) Project Schedule (ET-A Detailed Sample) Gantt Chart Box Schedule Simple Data Gantt Chart Traditional Data Gantt Chart Managing the Project Status Collections, Communications and Updating (Example 1) Managing the Project Status Collections, Communications and Updating (Example 2) Managing the Project Status Collections, Communications and Updating (Example 3) Managing the Project Status Collections, Communications and Updating (Example 4) APPENDIX C C-1 September 2012
2 This page intentionally left blank. APPENDIX C C-2 September 2012
3 EX C.1: Project Planning (POAM) Example APPENDIX C C-3 September 2012
4 EX C.1: Project Planning (POAM) Example, Continued APPENDIX C C-4 September 2012
5 EX C.1: Project Planning (POAM) Example, Continued APPENDIX C C-5 September 2012
6 EX C.1: Project Planning (POAM) Example, Continued APPENDIX C C-6 September 2012
7 EX C.1: Project Planning (POAM) Example, Continued SOP, Vol. 5: Resident Instruction APPENDIX C C-7 September 2012
8 EX C.1: Project Planning (POAM) Example, Continued APPENDIX C C-8 September 2012
9 EX C.1: Project Planning (POAM) Example, Continued SOP, Vol. 5: Resident Instruction APPENDIX C C-9 September 2012
10 EX C.1: Project Planning (POAM) Example, Continued APPENDIX C C-10 September 2012
11 EX C.1: Project Planning (POAM) Example, Continued APPENDIX C C-11 September 2012
12 This page intentionally left blank. APPENDIX C C-12 September 2012
13 EX C.2.A: Project Schedule (ET-A Sample) Applicability Higher level project schedule for meeting project milestones. APPENDIX C C-13 September 2012
14 EX C.2.A: Project Schedule (ET-A Sample), Continued APPENDIX C C-14 September 2012
15 EX C.2.A: Project Schedule (ET-A Sample), Continued SOP, Vol. 5: Resident Instruction APPENDIX C C-15 September 2012
16 This page intentionally left blank. APPENDIX C C-16 September 2012
17 EX C.2.B: Project Schedule (ET-A Detailed Sample) SOP, Vol. 5: Resident Instruction Applicability Use of a more detailed project schedule, maintained by project lead assists in tracking of project details (partial sample shown below). APPENDIX C C-17 September 2012
18 EX C.2.B: Project Schedule (ET-A Detailed Sample), Continued APPENDIX C C-18 September2012
19 EX C.3.A: Gantt Chart Box Schedule Applicability The box schedule below displays a bar timeline with high-level start/completion dates. Source: The image below describes the boxes displayed in the Gantt chart example above. APPENDIX C C-19 September 2012
20 EX C.3.B: Simple Data Gantt Chart Applicability The sample Gantt Chart below shows the timeline along the top of the chart, the tasks listed on the far right, and color-coded bars depicting completion and in-progress status per task. TOOLS: Gantt Charts can be created in many software applications, including Visio, Excel, MS Project, to name a few. Source: APPENDIX C C-20 September2012
21 EX C.3.C: Traditional Data Gantt Chart Applicability The sample Gantt Chart below shows the timeline in two columns START DATE and FINISH DATE as well as displays the timeline in bar format. The tasks are listed in the far left column, in sequence. Duration per task is also captured in a separate column, and there is a column to track percentage of completion. In some instances, projects cannot be tracked using percentages as it is difficult to quantify and assess the percentage of the project completed. Note: Sometimes people choose to highlight only the table (task/start and finish columns) and omit the bar chart on the far right. You can use whatever approach works best for your skills, your audience, and your project. Source: HA aspx APPENDIX C C-21 September 2012
22 This page intentionally left blank. APPENDIX C C-22 September 2012
23 EX C.4.A: Managing the Project Status Collections, Communications, and Updating (Example 1) SOP, Vol. 5: Resident Instruction Applicability One example of a project manager s strategy for collecting, communicating, and updating project status was provided within Chapter 2, the following are some additional examples. Expectation Owner Description Schedule should be updated weekly and redistributed after each milestone Project Leader attachment to Project Management / Key Stakeholders / Project Team Steering Committee should meet once a month Project Manager Face-to-Face meeting in Conference Room for decision-making and updates Project Team should meet once a week to ensure change management, project tracking Project Leader (With All Team Members) Face-to-Face meeting on base for discussion of any change management issues, successes, challenges, etc. Unexpected Surprises requiring Urgent Action Project Leader Escalate all matters to Project Leader, who will implement change management process as defined. APPENDIX C C-23 September 2012
24 EX C.4.B: Managing the Project Status Collections, Communications, and Updating (Example 2) Status Updates Schedule revisited monthly and updated by Project Leader, with communication to Project Manager and Stakeholders Weekly status updates to Project manager and Course Chief per progress Project Manager debriefs Executive Sponsor on developments and progress verbally at staff meetings Meetings Steering Committee Meetings Quarterly (or sooner if warranted) Design Team meetings held by Project Leader weekly Project Leader/School Communications Meetings quarterly (or sooner if warranted) Project Leader/Course Chief Updates bi-weekly (or sooner if warranted) Reports What type of reports will we create, who will create them, and who will receive them? What content and level of communication is appropriate for whom? How detailed should reports be and in what format? Escalation Design Team to escalate to Project Leader ASAP APPENDIX C C-24 September 2012
25 EX C.4.C: Managing the Project Status Collections, Communications, and Updating (Example 3) SOP, Vol. 5: Resident Instruction Task Create XYZ job aid Design logo Information similar to the below are often the details used in tracking the project on your project schedule. Est. Duration Target Start Date Actual Start Date Target Finish Date Calculated New Finish Date Actual Finish Date 15 days 10 APR 13 APR 28 APR 2 MAY 1 MAY 2 days 12 APR 15 APR 15 APR 18 APR 22 APR APPENDIX C C-25 September 2012
26 EX C.4.D: Managing the Project Status Collections, Communications, and Updating (Example 4) This example of a Gantt chart schedule is another way to present the information discussed in Part 1: Planning the Project: Project Schedule section of Chapter 2. It is presented here, because schedules will need to be updated in detail during status collection and updating. Source: APPENDIX C C-26 September 2012
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