Transcript of Project Management Afternoon Delight on Saturday, May 8 th Train the Trainer 2010.
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- Project Management Afternoon Delight on Saturday, May 8 th
Train the Trainer 2010
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- Formal Definitions What is a project? A temporary endeavor
undetaken to create a unique product, service, or result. What is
project management? The application of knowledge, skills, tools,
and techniques to project activities to meet the project
requirements. Translated into English A project is any non-routine
task that has a start and end date. Project management involves
doing whatever it takes to make sure the projects objectives are
met, on time and on budget! Train the Trainer 2010
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- 1.Introduction 2.Work Breakdown Structures 3.Determining the
Critical Path 4.Adaptive Management with the Triple Constraint
5.Review Todays Session Train the Trainer 2010
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- 1.Introduction 2.Work Breakdown Structures Doing the right
things 3.Determining the Critical Path Doing things in the right
order 4.Adaptive Management with the Triple Constraint Assessing
whether the things youre doing, and the order in which youre doing
them, are still right 5.Review Todays Session in Plain English
Train the Trainer 2010
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- Origins of Project Management Navy PolarisManhattan Project
Train the Trainer 2010
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- Project Management at Rare Train the Trainer 2010
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- Goal of Project Management Complete projects on time, on
budget, and meeting requirements Time BudgetScope by implementing
standard processes, templates, policies, tools, etc. to: Clarify
roles and responsibilities Ensure focus on critical activities
Improve communications Reduce the occurrence of unforeseen issues
and tasks Reduce duplication of effort Increase control Quality
Train the Trainer 2010
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- The Methodology Train the Trainer 2010
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- Nature of Todays Session Main Points Strive to balance cost,
schedule, and scope Prioritize the most essential activities
Planning and implementation are cyclical. Work plans must always be
revised to account for changes. PMI is cool!
http://www.pmi.org/Pages/default.aspxhttp://www.pmi.org/Pages/default.aspx
Structure Well focus less on terminology, more on meaning and
concepts. Your examples, questions and comments regarding how these
concepts apply to our campaigns will be very helpful. Processes,
tools, etc. come straight from PMI. Train the Trainer 2010
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- 1.Introduction 2.Work Breakdown Structures 3.Determining the
Critical Path 4.Adaptive Management with the Triple Constraint
5.Review Todays Session Train the Trainer 2010
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- A Work Breakdown Structure (WBS) is a hierarchical
decomposition of tasks and activities that make up a project, with
no regard to when they occur. Project: make a home-made cake for
dinner tonight Procure MaterialsBake the cake Go to super- market
Find ingred- ients Make payment Mix ingred- ients Put mix in oven
Ice cake Present the cake Put in tray Example of a Work Breakdown
Structure Go home Remove cake & let cool Pre- heat oven Train
the Trainer 2010
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- Purpose of the WBS Whats the point of listing out every
activity in advance? Reduce scope creep (when a project takes on
more tasks that arent essential to the goals). Identifies tasks
that might otherwise have been overlooked. Why not just plan
activities in order? We dont know the most efficient order of
events until we know exactly what has to happen You might not
notice activities that dont fit in with the projects objectives You
can break down a project by phases though, if you find that useful.
Train the Trainer 2010
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- Project: Convince farmers to stop selling land to logging
companies Community outreach about the threat of logging In-person
outreach Farmer visits School Visits Materials outreach Design
materials Distribute materials Training in alternative livelihoods
Workshops on sustainable agriculture Radio shows on farming
techniques Progress measurement Conduct post- campaign survey
Monitor forest cover; logging company sales Excerpt from a more
familiar WBS Train the Trainer 2010
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- Rules of Thumb Document any major omissions. Dont force
subdivisions the level of detail that you go down to in your Work
Breakdown Structure will depend on the length of the overall
project, and on your planning needs. Brush teeth 8 strokes on top
row 8 strokes on bottom row 8 strokes in middle Wash mouth Train
the Trainer 2010
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- Activity: Create a WBS In teams, create a work breakdown
structure for one of the following with post-it notes and poster
paper. Break activities down to the level that youd be comfortable
managing. Si, se puede, Oswaldo! Project charter: Oswaldo Contreras
has decided to run for Mayor of Guadalajara in 2011. He has a base
of environmentally-conscious supporters, but these make up only
about 10% of the population. He is known in the community for being
an upright citizen, unlike some of his opponents in the election.
You are his Public Relations team. Design a work breakdown
structure for his marketing campaign. Rough timeline: 1 year Rough
budget: 25 million pesos (~2 million USD) Environmental relief in
the gulf Project charter: Oil has just hit shore in the gulf, and
is expected to do so for another month. You work at the National
Audubon Society in Mississippi, which is coordinating relief
efforts to reduce the environmental impact and protect animals,
when oil hits the shore. You need to clean a wetlands reserve near
the Missippi coast by August, when aquatic birds mating seasons
end. Youll also need to ensure that direct effects of the oil on
birds are mitigated. There are large numbers of untrained people
willing to volunteer. Design a work breakdown structure for the
environmental relief effort, from now until the end of August.
Rough timeline: 4 months Rough budget: $200,000 (not including
salaries of 10 local Audubon employees, office costs, etc.)
Eco-lodge on Serena Island Project charter: The Forestry and
Wildlife department of the island nation Andrea has decided to
build an eco-lodge on Serena Island, as a pilot project to test out
Serenas ecotourism potential. The department expects the lodge to
provide tourists with great access to, and knowledge of, Serenas
endemic species such as the quail dove and hairy fig. You are Jacob
Parker, Jo Smith, and Susan Dikins, and you have been tasked with
building the eco-lodge. Design a work breakdown structure for the
job. Rough timeline: 2 years Rough budget: 2 million Andrean
dollars (roughly equivalent to USD)
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- 1.Introduction 2.Work Breakdown Structures 3.Determining the
Critical Path 4.Adaptive Management with the Triple Constraint
5.Review Todays Session Train the Trainer 2010
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- Critical Path The critical path is the longest (in duration)
chain of events that must occur between a projects start and end.
The critical path has helped me with 3 out of 4 of the following
thoughts: I have so much to do, but dont know where to start I have
a lot to do, but have to wait for that expense report to come in
Even though I said I wouldnt do X until Y was ready, Im just going
to do it! Why does Heidi stay with Spencer? Doesnt she watch past
seasons of the Hills to see what he does when shes not around?
Train the Trainer 2010
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- Prerequisites to the Critical Path Before determining the ideal
sequence of your activities, you usually need to consider: a)The
duration of each activity b)The cost of each activity c)Other
resource requirements for each activity (materials, staff,
contractors, etc.) d)Which activities depend on others Train the
Trainer 2010
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- A Quick Overview of Dependencies The Project Management Body of
Knowledge identifies four types of dependencies (temporal
relationships between activities): 1)Finish Start. One activity has
to finish before the next can start. This is the most common type
of dependency especially in the Pride planning process. 2)Start
Start. One activity has to start before the next can start. This is
also fairly common. 3)Finish Finish. One activity has to finish
before another can finish. Less common. 4) Start Finish. One
activity has to start before the next can finish. This is only
common when replacing things. Concept Model Threat Ranking Roll out
of RarePlanet Quality Assurance F - S S - S Fourth University Phase
Write weekly flash reports F - F Hire new IT Director Outsource IT
management S - F
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- Mapping Dependencies Project schedules, or flow charts, show
the path of activities over time, and also show what activities
must start or finish before others can start or finish. Go to
supermarket (20) Find ingredients (10) Make payment (5) Mix
ingredients (20) Put mix in oven (30) Ice cake (5) Put in tray (1)
Go Home (20) Remove cake & let cool (10) Project Start Project
Close Pre-heat oven (15) 020 30 35 55 75 105 115 120121 015 6075
Baking a cake in two hours Train the Trainer 2010
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- A more complex project schedule Design campaign logo (3)
Produce sermon sheets (4) Test logo and messages with farmers (4)
Widely distribute collateral at events (24) Produce new posters
with pictures of farmers on demo plot (3) Produce t- shirts (6) Set
up sustainable agriculture demonstration plot (8) Project Start
Project Close Run workshops for farmers on sustainable agriculture
(24) Design key messages (3) Produce badges (5) Produce posters (4)
Weekly radio show (32) Monitor yield of demo plot (20) 0 3 0 8 0 32
3 7 8 3232 35 8 28 7 11 7 13 7 12 7 11 13 37 F - S S - S F - S S -
F
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- Finding the Critical Path Design campaign logo (3) Produce
sermon sheets (4) Test logo and messages with farmers (4) Widely
distribute collateral at events (24) Produce new posters with
pictures of farmers on demo plot (3) Produce t- shirts (6) Set up
sustainable agriculture demonstration plot (8) Project Start
Project Close Run workshops for farmers on sustainable agriculture
(24) Design key messages (3) Produce badges (5) Produce posters (4)
Weekly radio show (32) Monitor yield of demo plot (20) 0 3 0 8 0 32
3 7 8 3212 15 8 28 7 11 7 13 7 12 7 11 13 37 F - S S - S F - S S -
F 9 13 8 13 9 13 5 37 5 13 30 33 13 37 17 37 S - S
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- Activity: Find the Critical Path Returning to your teams,
please follow the steps below to turn your work breakdown
structures into project schedules with an identified critical path.
1. Take the bottom level of your work breakdown structure and place
the notes on a new sheet of poster paper. 2. Guesstimate the amount
of time each activity will take. 3. Map your project schedule, and
try to calculate leads and lags. 4. Determine the critical path.
Train the Trainer 2010
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- 1.Introduction 2.Work Breakdown Structures 3.Determining the
Critical Path 4.Adaptive Management with the Triple Constraint
5.Review Todays Session Train the Trainer 2010
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- Triple Constraint? Darkness MirrorChant Name Bloody Mary Train
the Trainer 2010
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- More like athletics Skill ConditioningMindset A High Quality
Athlete Train the Trainer 2010
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- Triple Constraint Time BudgetScope A High Quality Campaign
Train the Trainer 2010
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- 2 out of 3 Aint Bad Train the Trainer 2010
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- Adapting to Change A significant change in any one of the
following areas requires (a) an update to your work plan and (b)
communication to stakeholders: Time Scope (requirements or
objectives) Budget Changes in the following are likely to
significantly change at least one of the three factors above:
Resource Availability Addition/loss of staff or contractors
Formation or termination of a partnership Discovery of previously
unknown issues, problems or opportunities Uncontrollable external
events (e.g. hurricane, earthquake, outcome of an election) Train
the Trainer 2010
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- Applying your Contingency Plan Each campaign should have a
contingency plan, as taught in Module 3 Unit 5 of the curriculum
ActivityEvent/SituationRisk Alternative Action Plan A Alternative
Action Plan B A Ice cakeThere is a severe icing shortage before
Halloween Wont be able to ice cake Pretend the cake is a healthy
dessert Bake brownies which can be used as the basis for updating
your work plan. Ice cake Present the cake Put in tray Put chopped
fruit on top Update to the Work Breakdown StructureUpdate to the
Project Schedule & Critical Path ? Train the Trainer 2010
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- Communicating Changes Relevant parties must be notified of
changes to the work plan. Ideally, notifications will be carried
out in accordance with a formal communications plan, to ensure that
no one is left out. PeopleReasons Pam & Katie Their timeline
for the Module 4 curriculum is now pushed back two weeks. They must
coordinate with UTEP. Daniel & Sean They wont have to update
RarePlanet, Master Campaigns List and internal/external reports
yet. Formal review of cohort is now pushed back two weeks. Laurie,
Lindsay and Ted Theyll need to notify trustees and/or donors that
theyve invited to attend graduation. They cant send out inaccurate
marketing letters. BINGO partner Ensure their information on the
campaign is accurate for their internal communications. They might
be planning to attend graduation.
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- Activity: Respond to Changes See if the following issues
require updates to the work breakdown structure and project
schedule. If you do update your work plan, whom would you inform?
Si, se puede, Oswaldo! Opponents of Oswaldo Contreras just
uncovered a story from his past, which just appeared in a news
article in Guadalajara. As a teenager, Oswaldo used to
singlehandedly wrestle crocodiles for fun. Some environmentalists,
who are part of his core group of supporters, consider this to be
animal abuse. Environmental relief in the gulf BP has decided to
pay for about 50 specialists to help at the site, including
experienced veterinarians and bird handlers to experts in chemical
dispersants that break up oil. Eco-lodge on Serena Island There is
a severe shortage of timber on Serena Island. Although timber is
usually shipped from neighboring Caribbean islands, they have been
shipping overseas, where their wood fetches higher prices. It is
very difficult and time-consuming to get logging permits on Serena
Island. Train the Trainer 2010
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- 1.Introduction 2.Work Breakdown Structures 3.Determining the
Critical Path 4.Adaptive Management with the Triple Constraint
5.Review Todays Session Train the Trainer 2010