Instructional Design (ID) using Project Management (PM)

1
Instructional Design (ID)using Project
Management (PM)

• Presented by
• The Community College of Denver
• Metro State College of Denver
• Jeffrey Forrest, Ph.D.

2
Presentation Objectives

• Your role responsibilities as a teacher using
  Project Manager (PM)
• Elements for developing successful instructional
  materials using PM
• Manage your classroom activity/project for
• performance, cost, time social parameters
• As a teacher-project manager, you apply industry
  driven processes for planning to develop lessons
  in the classroom

3
Introduction

• This short course is a primer for introducing
  basic concepts related to PM, that teachers may
  use to enhance the development of their class for
  educational materials.
• The PM principles presented are borrowed from
  the same processes used in aerospace engineering
  science to develop
• space missions!

4
Project - Definition

• How is your lesson plan a Project?
• First, it is usually highly defined and offers
  specific information or activity
• Second, when planning your class lessons or
  activity, you must always consider
• cost what rate over what time, and cash flow
  needed?
• schedule the major milestones concept, start,
  phases, ending?
• performance what specific benefits should your
  students receive from the effort?
• social - socioeconomic considerations (ethics,
  culture, legal, access, diversity, etc.)?

5
ID Project Management

• What are the top-level strategies for first
  applying PM to Instructional Design (ID)?
• First, and regardless of the goal, PM addresses
  the development of an instructional system that
  is designed to meet the needs of a specific
  educational program or project
• an educational program is ongoing (iterative),
  such as a high school program
• an educational project is linear, such as a
  laboratory class experiment

6
Project Management (PM) Phases

• Conceptualization what are my visions, goals,
  and objectives
• Selling marketing do I need time and
  resources to sell my project to management or
  students?
• Planning what are all the major steps I will
  need to accomplish, and how are they related?
• Organization what resources do I need? When?
  How much money will these resources cost?
• Staffing What human resources do I need? Other
  teachers? Student assistants? How do I schedule
  these individuals?
• Directing How do I direct and manage human
  resources?
• Producing Do I have a solid plan along with all
  the resources I need to produce my ID project or
  program?
• Controlling I do I establish a system for
  controlling my resources and stakeholders to the
  project or program?
• Evaluation Do I have an evaluation plan? Is it
  established prior to beginning the project or
  program?

7
ID PM Key Elements

• Conceptualization
• Should I consult experts?
• Have I identified and considered all of the
  stakeholders to my ID project?
• Do I coordinate stakeholders with outside or
  inside facilitators?
• Selling Marketing
• Do you have approval or support from top
  authority this is very important, and should be
  communicated to all stakeholders
• Will I have to change user attitudes? Invent new
  institutional systems? Develop shared ownership?
  Involve facilitator help?

8
ID PM Key Elements

• Planning
• Before starting ID production create a master
  plan !!
• Support the master plan with strategies and
  tactics for unexpected changes in time, cost,
  schedule for each task or resource relationship
  in your master plan
• Write a sub-plan for addressing socioeconomic
  variables
• Organizing Staffing
• Next, organize your design team, clients
  (sponsor, management), user (students), and any
  non-users involved.
• Often, you ARE the design team and your client
  is the student!
• Then, staff your ID project

9
ID PM Key Elements

• Start Planning to Produce ID material
• Develop a needs values assessment
• This becomes your reference philosophy for the
  project!
• Determine image for the ID material - what kind
  of learning experience?
• Now, pause, and consider feasibility are you
  starting a project too large or demanding
  resources or skills beyond what can be obtained?
• Then, and this is the hard part, determine how
  all the learning elements resources in your
  project will be integrated we call this
  instructional systems development (ISD)
• Documentation very important! Create a paper
  trail of everything you do in the project
  especially all communication among stakeholders.
• Then from your master plan, begin Controlling,
  Directing, Evaluation
• organization project users client others

10
ID PM and You as a Teacher

• Usually, a teacher has formal training in ID
• Usually, a teacher directly develops the ID
  material
• Usually a teacher is more an educational
  specialist than a project manager
• So, for increasing the effectiveness and
  efficiency of your teaching, you must practice
  and reflect on the management thinking
  presented in this tutorial!

11
Short-cut to PM!

• The next series of slides present basic processes
  of PM that are used in the aerospace industry,
  and can easily be applied in the ID of classroom
  material.
• Make note (print) the next slide, and use it as a
  reminder. (The explanations follow.)

12
My ID Project Phases to Remember!
SRR
PDR
DDR
FDR
need or concept
production
user
evaluation
next need or concept, project
13
My Need and Concept

• This can be the hardest part!
• What is the specific problem my ID project is
  addressing?
• What is my concept to address that problem?
• What are my visions, goals, and objectives for my
  project?
• What strategies, tactics, and resources will I
  require to complete the project?

14
My Systems Requirement Review (SRR)

• ID Systems Requirement Review (SRR) this is
  where I plan for .
• Scheduling, Costing, Performance estimates
• Management tasks
• information decision support to ID team or
  just to You!

15
My Preliminary Design Review (PDR)

• Preliminary Design Review (PDR)
• Do I have approval of a draft of my concept and
  plan?
• From your boss, peers, or sponsor?
• Sometimes, this is just seeking approval of
  experts!

16
My Detailed Design Review (DDR)

• Detailed Design Review (DDR)
• Did I conduct a test and gain approval of a
  working model of my concept?
• This may be presenting a test-case to students or
  experts for feedback or evaluation.
• Did your ID model work in terms of meeting the
  goals and objectives from your master plan?

17
My Final Design Review (FDR)

• Final Design Review (FDR)
• This is when You or your Management approve the
  total sum of your ID project!
• Next . You go into,
• production, inventory, distribution, evaluation
  of your ID project, or in teacher terms
• Produce course material for delivery, plan for
  enough material, and evaluate the class outcomes

18
My ID Project Phases to Remember!
Again here are the key steps we just covered!
SRR
PDR
DDR
FDR
need or concept
production
user
evaluation
next need or concept, project
19
ID PM - 1 problem
Resources
Managers
Other teachers
Students
As a teacher ID PM, you are in a complex
environment requiring communication
collaboration this environment can have many
barriers to PM!
Parents
20
ID PM - Key Questions Traps

• What type of need do we really have?
• Have you really defined (concise and clearly) the
  problem your project is addressing?
• Is what we think that we need a demand which is
  nice to know, or is there a real need to know
• Depending on which you may need to change the
  priorities of your project planning.
• Is what we think that we need real, or do we
  just want to hear it
• We are in love with our own ideas this is one
  of the greatest factors causing projects to fail.
• Make sure to seek expert review at each phase of
  your project!

21
ID PM Approaches

• As an ID PM teacher, you usually combine the
  following epistemologies in your teaching
• Artistic
• Seeking student experiences, expressions, values,
  opinions, etc.?
• Empirical
• (artistic?) demanding students to provide data,
  take tests, and evaluate (often your task)
• Analytical
• validation for model development WAS YOUR ID
  EFFECITVE?
• This is the most overlooked consideration!

22
What is MY ID PM Temperament?

• Do I prefer being,
• An Instructional Scientist?
• develops instructional principles
• An Instructional Technologist
• develops instructional procedures
• An Instructional Technician
• develops instructional product platforms
• Consider Your Traits they can bias or help your
  ID PM planning!

• Blend all of these principles into your ID
  project do not focus on a single area!

23
ID PM -- Science vs. Technology

• An ID PM is often a Manager of Technology
• ID technology - concerned with developing using
  instructional technology
• How will that blend into your project?
• ID science concerned with developing, applying,
  and evaluating aspects of ID PM
• As a teacher, you often blend all concerns above
  do not fixate your project plan on one aspect!

24
Instructional Systems Design vs. PM

• Instructional Systems Development (ISD) vs. ID PM
• Keep in mind that creating the system of
  strategies tactics for your ID can be very
  iterative
• But, as a PM, you must remember that any ID
  project is linear it has a life-cycle
• This can create conflict and requires planning
  when working on your ID

25
ID Manager ISD vs. Media

• As an example, consider the development of media
  used in your classroom
• ISD teachers sometimes view media as a changing
  and iterative facet to ISD
• we enjoy the act of conducting routine
  improvement processes!
• However, ID PM teachers must view media
  development as a non-changing resource, at some
  point in the project
• Or, you will miss deadlines!

26
Basic Learning Theories

• Managing the Integration of learning theories
  into the ID PM concept.

27
ID PM Learning Theories Checklist
Jeff Forrest add this to first slide objectives

• A good ID PM teachers considers quality in each
  step or phase of a project, consider
• what should be taught how?
• what kind of behavior change is desired?
• how will users relate the purpose of the learning
  to the experience?
• how many facets will the users apply?
• senses, attitudes, etc.

28
ID PM Learning Theories Checklist

• Quality (cont)
• are the users ready to learn it?
• how will they get enough exercise/experience to
  remember it?
• what kind of environment will provide the best
  experience?
• what are the quality checks to insure that what
  is taught is correct appropriate?

29
ID PM Learning Theories Checklist

• Quality (cont)
• how will you match user perceptions to each
  element introduced?
• what level of learning is required?
• rote, understanding, application, correlation
• what system will enhance retention positive
  transfer?

30
ID PM Learning Theories Checklist

• Quality (cont)
• How will you present the material for each
  element?
• How will the communication process be tested?
• How will the user apply what has been taught?
• How will the user be examined?

31
ID PM Learning Theories Schedule

• Consider the impact of learning theories when
  designing and managing your project schedule
• task, cost, resource, time management
• manage time cost to build for performance
• Time to document for communication
• document to protect yourself as a PM
• Use a software package such as Microsoft Project
  (Web link) or Scitor Project Scheduler (among
  others)

32
ID PM Resource Management

• Resource Determination Scheduling

33
ID PM Resource Management

• You, as a teacher using PM to create educational
  material
• I want to create a videotape that I can use to
  teach a class in biology... what should I have in
  it?... how long should it be?... when do I need
  it?... how much will it cost?... how can I sell
  this to my management?
• You, after reflecting on these questions
• Good Grief ... What do I do first?

34
ID PM Resource Management

• Respond by asking
• why video?
• what specific benefits will your tape provide to
  your students?
• what are the demographics and learning
  characteristics of your students?
• how what are your goals and learning objectives
  for your students?

35
ID PM Resource Management

• Resource determination for your videotape
• Ask yourself, consider, and determine
• amount of materials to produce
• each task needed to produce materials
• schedule each task to produce materials
• relationships of task resources
• what needs to be finished to start the next
  task(s), or what tasks can start at the same
  time, etc.
• schedule required financial resources needed for
  each task

36
ID PM Resource Management

• Where do I get information to plan my project,
  schedule, and costs?
• Use rules of thumb for estimating time costs
  for each task in your project
• industry sources
• school specific
• your own estimate
• opinions
• historical samples

37
ID PM Resource Management

• Here are some example rules of thumb from
  Expert derived examples
• (in commercial industry)
• screenplay 1pg. per finished minute
• corporate video 1K - 2K per running minute
• edit 1hr. per minute
• video crew _at_ 1200 per day
• corporate scripts 100 - 200 per minute
• These types of examples, available for almost any
  project, must be used to schedule your resources
  and determine costs
• Hint usually a simple search on the Web will
  reveal similar estimates for almost any type of
  ID PM

38
ID PM Project Time Management
39
ID PM Project Time Management

• Estimating time
• It is difficult to determine the amount of YOUR
  management time it will require to complete each
  phase of the ID Project.

40
ID PM Project Time Management

• Consider times needed for these top-level steps
  in creating your ID (videotape example)
• Demand/Need/Marketing Analysis
• Project Scope
• Organize the Project
• Gather Information
• Develop Blueprint
• Create Draft Material
• Test
• Produce Master Materials
• Reproduce
• Distribute
• Evaluate

41
ID PM Project Time Management

• How about adding resources to cut time?
• be careful when and how you add other IDs,
  Subject Matter Experts (SMEs), art directors,
  etc.
• they are artist . And can add time if you are
  not careful in setting deadlines
• Requires strong communication skills
• relationships - ego knowledge
• In creative settings within ID PM these can be
  the biggest roadblocks to completing your project!

42
ID PM Project Time Management

• Time reduction strategies -- consider
• overlap tasks
• modify working calendar/overtime (resources)
• reduce of tasks or combine
• decrease duration of tasks
• Or, change ID project concept
• Be careful not to do this too late, or in a rush

43
ID PM Project Time Management

• Want to get real sophisticated in your ID time
  management? Then look into ..
• Critical path methodology (CPM) (Web link)
• shorten critical path by deleting or combining
  tasks on critical path
• Program Evaluation Review (PERT) (Web link)
• similar to CPM, used less because each project is
  so different it is difficult to define statistics

44
ID Project Time Management

• Final advice on time management .
• Use two schedules
• one for distribution
• one for your planning showing slack time, lead
  times etc.
• you probably do not want you boss to see this
  schedule ..?

45
ID Cost Management
46
ID PM Cost Management

• Here are some basic strategies for controlling
  costs in your ID project
• change design
• change production values
• (trade decisions on what benefit you get from
  special features or benefits that add costs)
• change resources
• other creative ways?

47
ID Cost Management

• Use software to schedule tasks and costs and to
  be used as an approval form. Here is an example
  aviation video training tape ID project

48
ID PM Organization

• Structuring Tasks, Resources,
• Time

49
My ID Project Phases
Remember these steps? Lets look at some issues
in the following slides related to each phase.
SRR
PDR
DDR
FDR
need or concept
production
user
evaluation
next need or concept, project
50
ID PM Organization - PDR

• Organize for PDR
• time sensitive since SRR
• how have things changed?
• New objectives, new policy, new costs?
• How has the environment changed for creating your
  ID?

51
ID Organization - PDR

• Organize for PDR
• bring to approval meeting (remember that software
  for building a plan we talked about?)
• cost, schedule, resource information story
  boards or other supporting information - experts
• get approval for
• preliminary design, cost, time resources
  allocated

52
ID PM Organization - Team

• The team members
• Sponsor could be your supervisor
• SMEs subject matter experts (thats usually
  you)
• IDs instructional designers (thats usually
  you, but you may include other teachers)
• Production who or what organization will
  produce your videotape or other ID
• Trainers are others going to use your ID? If
  so, invite a few users to serve on your team
• We also recommend you include a few students as
  clients
• Project Manager that's you!

53
ID PM Organization - Team

• Warnings about team members
• Sponsor or boss
• hear no evil, speak no evil, see no evil
• SME
• Overkill lets keep adding information
• Designer
• remove critical elements, because of the design
  constraints or image desired
• Trainer
• Other teachers provide infinite advice
• Production
• Usually want high production values all the
  time!
• Project manager
• MUST balance the strengths and weaknesses of the
  team!

54
ID PM Organization - Documents

• Remember to Document
• proposals, contracts, specs, schedules,
  financial, status reports, approval forms,
  conversations, letters, memos, diary

55
ID PM Organization - Meetings

• Hold a Kick-off meeting with your ID Team
• distribute itinerary well before meeting
• structured as possible
• you will have one or two formal meetings many
  informal
• use for clarification of roles, responsibilities,
  specifications

56
ID PM Information Search

• The research proposal.

57
ID PM Information Search

• Finding Needed Information for your ID project
• Seek managers or donor viewpoint
• info about, users, learning objectives, platforms
• what info is missing vs. time resources
  available to find it
• use marketing research if available

58
ID PM Information Search

• Gathering information
• observations, interviews, documentation
• examples
• users, focus groups - interview sample
• tasks, review documentation
• As a teacher, you should know how to conduct a
  literature scan
• product, market analysis - compare existing video
  tapes

59
ID PM Information Search

• Considering the impact of interventions on
  your ID PM due to new information
• one of the most difficult task of ID manager
• what info is coming in?
• is it relating to what you need?
• is it causing unneeded secondary issues
• do you know where to stop

60
Beginning the ID Project

• Managing the design plan.

61
ID PM Plans

• Types of plans these should be considered in
  your concept planning
• Curriculum
• ongoing plan
• Syllabus
• your project
• Lesson plan
• task element
• learning objectives, lesson content, completion
  standards

62
ID PM Plan - Syllabus

• Management concerns
• does the project integrate with the curriculum?
• what are the performance objectives for each
  syllabus phase?
• what are the teaching strategies for each phase?
• what is the content of each phase?
• what is the time schedule for each phase?
• what resources are the resources needed?

63
ID PM Plans - Lesson

• Lesson plans should consider
• Lesson objective
• elements of knowledge
• schedule
• equipment
• instruction actions
• user actions
• completion standards

64
ID PM Plans - Management

• YOUR top management tasks
• keep ID staff within cost, performance schedule
• Quality assurance supervision
• Obtain regular feedback from SMEs IDs
• Sponsor/boss approval

65
ID Testing, Production, Distribution Evaluation
66
ID Testing

• Test draft
• Test components or drafts of your ID for risk
  reduction
• how?
• use statistics, qualifications
• get a good sample of population
• test in actual environment if possible
• use full scale draft or model

67
ID PM Testing

• Phases methods
• Concept analyze
• PDR test components
• DDR test the model/draft
• FDR on site test (in class)
• Life cycle continuous evaluation (curriculum)

68
ID PM Production

• This is the creation of the master copy of you ID
  material
• Instructional integrity vs. production values
• Sending your ID materials out for production can
  be a risky stage even if in-house!
• Delays
• Cost overruns
• Flaws
• Not packaged or formatted correctly
• And others!

69
ID PM Production

• During production, here are YOUR PM tasks
• brief producers in writing verbal seek
  feedback
• coordinate production schedule
• require samples of master material
• go on site if possible
• obtain sponsor approval

70
ID PM Production

• During production, here are YOUR PM tasks
  (cont)
• raw materials inspect, inventory
• assembly inspect, test, inventory
• modifications inspect, test, inventory
• finished product inspect, test, reproduce
• reproductions inspect, random test
• end user packaging, shipping

71
ID PM Reproduction Distribution

• Master copy reproduction distribution some
  considerations for you as the PM
• consult with reproduction firm
• schedule
• review samples
• storage distribution
• sponsor approval for distribution

72
ID Testing

• Test your ID materials for
• environmental compatibility
• reliability
• maintainability
• supportability
• personnel
• software compatibility
• meeting objectives as related to end user!

73
ID Evaluation Test

• Get an outside evaluation consultant
• try to hire that consultant yourself!
• get sponsor approval for evaluation strategy
• watch out for analysis traps
• evaluate what needs to be evaluated
• very sensitive area, relationship problems

74
ID PM Design Reviews Checklist

• Conducted from both organizational worker
  perspective
• why this program?
• identify source of problem
• determine possible solutions

• communicate results
• performance problem?
• training or educational
• environment problem?
• procedural or educational

75
ID Design Review Checklist

• Educational?
• then compare what is known to what should be
  known
• Training?
• then compare actual performance to what the
  performance should be

• Statement of the Problem

Determine what we need to teach for increased
learning.
or
Determine the specific areas of each
individual students technique or
knowledge-base that needs improvement.
76
ID Design Review Checklist

• Report analysis
• features and benefits
• instruction not needed
• results, proposed solutions, rationale, trade -
  off studies
• Determine standards conditions

• Write performance statement
• procedural
• transfer
• Test
• Select, order content
• Develop lessons
• Determine platform

77
ID PM Management Summary

• Summary
• understand the role responsibilities of the ID
  Project Manager
• integrate basic learning theories into ID
• identify the task elements for successful ID
  management
• construct an ID project for
• performance, cost, time, social parameters
• understand ID basic and subcontractor
  relationships

78
Instructional Design (ID)using Project
Management (PM)
Thank you!

• Presented by
• The Community College of Denver
• Metro State College of Denver