Project Planning

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Project Planning( Management)?
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Project Management

• Project management is the application of
  knowledge, skills, tools and techniques to a
  broad range of activities in order to meet the
  requirements of the particular project. A project
  is a temporary endeavor undertaken to achieve a
  particular aim. Project management knowledge and
  practices are best described in terms of their
  component processes.

3
Component Processes

• These processes can be placed into five Process
  Groups
• Initiating
• Planning (early in course)?
• Executing (bulk of the course)?
• Controlling
• Closing

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Knowledge Areas

• Project Integration Management
• Project Scope Management
• Project Time Management
• Project Cost Management
• Project Quality Management,
• Project Human Resource Management
• Project Communications Management
• Project Risk Management
• Project Procurement ManagementSource
  http//www.pmi.org/projectmanagement/project.htmto
  p

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Definition - Project

• An unique, non-repetitive task
• With a predetermined date of delivery
• Specified from a number of goals
• Consisting of a number of interrelated and/or
  complex activities

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Why are projects initiated?

• Market opportunity
• Customer request
• Technological advance
• Legal requirement

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Scope formulation process

• Given the background of the project (establishing
  a common history, including the reasons for the
  project)?
• What is to be done and/or achieved in the project
  (major deliverables)?
• What is not to be done and/or achieved in the
  project (preventing misguided action)?
• Summarized in the goal(s)?

8
Project goal formulation

• Statement on what the project will deliver and
  what external need(s) it will address
• What is the unique contribution of the project

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Project goal statements

• The project goal- What will be delivered in the
  end of the project- A compromise between cost,
  time and quality
• The effect goal- What long-term effects the
  project is supposed to have on its environment
• Secondary goals- Other deliverables and effects
  that principals, stakeholders or project team
  members see as desirable outcomes of the project
  process
• Then Come up with a catchy yet precise name of
  the project!
• This has partially already been done for you.

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Goals II

• They must be measurable!!

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The Work Breakdown Structure (WBS)?

• Breaking down the project goal into concrete
  parts and activities that can be planned and
  assigned to different persons on the project.
• 1 The deliverable items, i.e. a breakdown of the
  system/product/service that the project results
  in.
• 2 The functional tasks needed to create and
  deliver these items.
• 3 Other functional tasks necessary to manage and
  control the project.

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From WBS to time schedule

• This is an important step
• The WBS is a list of activities
• For each activity, specify- what is to be done-
  who will do it- what other people that are
  related to the activity- how long time it will
  take- how the activity is logically related to
  other activities

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The time schedule

• Put the activities in its proper chronological
  order
• Start with the deadline and calculate backwards
• Identify some milestones i.e. major decision
  points during the project when the principals are
  to review the whole project and make decisions on
  its further progress
• Recommended tool Gantt chart

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Gantt chart
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Gantt chart with milestone
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Risk management

• Risks probable (not desirable) events that will
  to some extent (given that they happen) imply
  that project implementation must be changed as
  compared to initial plans
• Risks can be handled through- avoiding the
  event- decreasing the probability of the event
  - preparing for dealing with the
  event- sharing the risk with others
• A risk priority list is needed gt The Minirisk
  method!

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Minirisk

• Identify risk events(events with a probability
  between 1 and 99)?
• Assess degree of probability (P) that the risk
  event happens (1-5)?
• Assess degree of effect (E) upon the project when
  it happens (1-5)?
• Calculate a risk index for each event
  (probability x effect, i.e. between 1-25)?

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Minirisk Risk matrix
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Organizing the project

• The project manager the team leader that leads
  the daily work and assumes responsibility for the
  project. Keeps the principal involved and the
  stakeholders informed. The spider in the web!
  (Mandatory biweekly meetings with teaching team
  Starting January 25 at 1100.)?
• Team members committed experts that are
  assigned different tasks
• The principal the owner or the client of the
  project (the boss of the project manager)?
• Stakeholders other people or organizations that
  have interests in the project

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The responsibility matrix
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Committing the team

• Team development
• Forming
• Storming
• Norming
• Performing
• Adjourning
• How can each team member fulfill his/her
  personal goals through the project? One way is
  to
• Ask everybody for a written commitment and
  personal goals statement!

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Stakeholders

• - Project owners/clients/customers
• - Other actor categories in the own
  organization- Target group(s)- Authorities,
  political assemblies- Interest organizations,
• - Others- Teaching team, coaches, etc.
• - Emergent stakeholders?

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Stakeholder analysis

• Gather information about the stakeholders-
  Interviews- Experiences from previous projects
• Analyze the intentions of the stakeholders- What
  interest do they have? What do the say they want?
  - What do they want but not telling you?-
  Active/passive?- What do they not want?
• How can we make stakeholders as satisfied as
  possible with the project process and outcomes?

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The project plan

• Title page
• Project background and context
• The project principal
• Project goal statements
• Work Breakdown Structure
• Time schedule/Gantt chart
• Responsibility matrix
• Risk map
• Description of project team members
• Stakeholder analysis

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Project Plan Outline

• Should contain a brief statement for each of the
  10 plan sections highlighted in the previous slide