Final Paper #4.Doc Project Management
description
Transcript of Final Paper #4.Doc Project Management
Moving the Tassel;
A Guide to Help Improve the Success from High School to College!
Laura Casares
Stephanie C. Feyen
Josh Gauthier
Davenport University
MGMT411- Project Management
Barb Mitchell-Gorecki
December 14, 2005
Moving The Tassel 2
Table of Contents
TABLE OF CONTENTSTABLE OF CONTENTS............................................................................................................- 2 -OVERVIEWOVERVIEW....................................................................................................................................3SELECTION OF PROJECT MANAGERSELECTION OF PROJECT MANAGER..................................................................................- 4 -MASTER SCHEDULE WITH MILESTONES (GROUP/TEAM)MASTER SCHEDULE WITH MILESTONES (GROUP/TEAM)............................................- 5 -MASTER SCHEDULE WITH MILESTONES (PROJECT)MASTER SCHEDULE WITH MILESTONES (PROJECT).....................................................- 6 -LINEAR RESPONSIBILITY MATRIXLINEAR RESPONSIBILITY MATRIX..................................................................................- 10 -BUDGETBUDGET..................................................................................................................................- 10 -APPENDIX AAPPENDIX A...........................................................................................................................- 14 -APPENDIX BAPPENDIX B...........................................................................................................................- 15 -
Minutes..........................................................................................................................- 15 -Other Information.........................................................................................................- 15 -
Team Meeting...........................................................................................................................- 16 -Minutes..........................................................................................................................- 16 -Other Information.........................................................................................................- 16 -
Team Meeting...........................................................................................................................- 17 -Minutes..........................................................................................................................- 17 -Other Information.........................................................................................................- 17 -
Team Meeting...........................................................................................................................- 18 -Minutes..........................................................................................................................- 18 -Other Information.........................................................................................................- 18 -
Team Meeting...........................................................................................................................- 19 -Minutes..........................................................................................................................- 19 -Other Information.........................................................................................................- 19 -
Team Meeting...........................................................................................................................- 20 -Minutes..........................................................................................................................- 20 -Other Information.........................................................................................................- 20 -
Team Meeting...........................................................................................................................- 21 -Minutes..........................................................................................................................- 21 -Other Information.........................................................................................................- 21 -
Team Meeting...........................................................................................................................- 22 -Minutes..........................................................................................................................- 22 -Other Information.........................................................................................................- 22 -
Team Meeting...........................................................................................................................- 23 -Minutes..........................................................................................................................- 23 -Other Information.........................................................................................................- 23 -
Moving The Tassel - 3 -
OVERVIEWOVERVIEW
Project ObjectiveMoving the tassel, a guide to help improve the success from high school to college!
Deliverables Prepare for ACT & SAT Testing Identify methods of accomplishing
career assessments Research and narrow down specific
colleges Ensure all financial resources have been
identified Meet scholarship
deadlines/requirements to ensure funds Satisfy curiosities utilizing specific
questions Narrow down potential colleges Submit applications to university
review board First day – “The learning begins”
Milestones1. Study, prepare, & take tests –
12 mos.2. Identify colleges – 12 mos.3. Apply, submit, and register – 6 mos.4. Finalize and begin school – 3 mos.
Technical Requirements1. Access to computer2. Internet access3. Support (i.e. family, friends,
coworkers)4. Instructor/student input and insight
Limits and Exclusions1. Testing – (common costs,
registration fees, and potential time constraints)
2. Career assessments – (interests, SWOT, job shadowing, extracurricular activities)
3. College search – (align w/career interests, narrow down locations, identify overall costs involved)
4. FAFSA & Scholarship – (determine deadlines, meet/beat deadlines, apply, submit, and wait)
5. Touring schools – (how to make the most of your visit, questions to ask, identify likes and dislikes)
6. Choosing a college – (accepted 4 out of 5, rank on checklist, make decision)
7. Application process – (narrow down, meet requirements, and submit)
8. Finalize – (meet advisor, finalize living arrangements, start school)
Customer ReviewInstructors, other students, and College Review Board
Moving The Tassel 4
SELECTION OF PROJECT MANAGERSELECTION OF PROJECT MANAGER
The project manager is someone that oversees the entire project while deciding and
implementing the proper steps and means to effectively and efficiently utilize the resources that
are given for the project to be completed successfully. Thus, the person we chose to be the
project manager needed to possess great time management and leadership skills while being a
team-orientated person. Although, both Laura and Josh had taken a Project Management class
and were familiar with Project Management processes, it was felt that Stephanie would be the
best person for the job at hand. Stephanie showed the leadership and skills, technically, to
maintain communication with the other team members, on a regular basis. Also, the fact that
Stephanie has been working on a fund-raising project for work, helped increase the decision to
assign her as the Project Manager for this particular project. Stephanie has a great ability to
communicate with upper management (professor) and her teammates; to make sure things are
done on time and that the team is staying on task. Another reason why we chose Stephanie is
because she has shown great attention to detail in our class and is very organized when things
need to be done on a deadline. Overall, as a team, we are very confident in our choice as project
manager in Stephanie and feel that we will succeed with her as our leader.
Moving The Tassel 5
MASTER SCHEDULE WITH MILESTONES (GROUP/TEAM)MASTER SCHEDULE WITH MILESTONES (GROUP/TEAM)
Moving The Tassel 6
MASTER SCHEDULE WITH MILESTONES (PROJECT)MASTER SCHEDULE WITH MILESTONES (PROJECT)
Moving The Tassel 7
WORK BREAKDOWN STRUCTURE (WBS)WORK BREAKDOWN STRUCTURE (WBS)
Moving The Tassel 8
WORK BREAKDOWN STRUCTURE (WBS- PROJECT)WORK BREAKDOWN STRUCTURE (WBS- PROJECT)
Moving The Tassel 9
POTENTIAL PROBLEMSPOTENTIAL PROBLEMS
Funding: Failure to obtain adequate financial assistance with given financial records
o –Effect: Lack of funding may keep the student financially unable to afford classes and living expense.
Inability to achieve sufficient scores on ACT/SAT exams:
o –Effect: Student might have to go to a community college for first year and try to reapply to desired college the following year.
Failure to graduate high school with GPA below college requirements:
o –Effect: Student might have to go to a community college for first year and try to reapply to desired college the following year.
Did not meet desired college eligibility requirements:
o –Effect: Student may need to go to a community college or an alternative choice school with different requirements that they can meet.
Fail to satisfy time deadlines:
o –Effect: Ability to obtain the funding needed to attend college, chosen school will not admit past entrance deadline, or desired classes are filled not allowing student to enroll.
Major unforeseen family change or health issue:
o –Effect: Circumstance would delay or prevent enrollment
Inability to generate income needed to provide basic needs for part or full time classes:
o –Effect: A student may have to work full time first and save enough money before enrolling in college.
Desire shifts from wanting to obtain higher education vs. entering the work force:
o –Effect: Circumstance would delay or prevent enrollment
Lack of confidence in self to successfully pursue college:
o –Effect: A student does not have enough courage to feel they are capable of moving to the next level of education.
Moving The Tassel 10
LINEAR RESPONSIBILITY MATRIXLINEAR RESPONSIBILITY MATRIX
Task Stephanie Laura JoshIdentify project scope R R RIdentify objectives R S SMonitor responsibilities R S SCreate responsibility matrix RPotential problem summary RGantt chart S RAction plan R S SBudget & paper continuity RPowerPoint R S SPresentation R R R
R = Responsible
S = Supportive/Assists
BUDGETBUDGET
Moving the Tassel, H.S. to College BUDGET
Task Fixed Cost Total Cost Actual Cost
Research $50.00 $50.00 $48.00
Folders/Supplies $20.00 $20.00 $18.00
Printing $50.00 $50.00 $42.00
Financial Aid App. $50.00 $50.00 $10.00
College Apps. $300.00 $300.00 $350.00
Touring Schools $350.00 $350.00 $425.00
*Expenses $250.00 $250.00 $325.00 *Travel Time $100.00 $100.00 $100.00
TOTAL: $820.00 $820.00 $893.00
* Please also see appendix A for Budget Graph breakdown. PROJECT REALITY VS. THEORYPROJECT REALITY VS. THEORY
Moving The Tassel 11
Theory -
As the chosen historian for “Moving the Tassel” project, it was my responsibility
to monitor, document, and observe project processes including any uprising issues regarding
project team members.
The idea for a project was laid out on October 31, 2005 and a deadline of December 14,
2005, was set. Shortly thereafter, project processes; deadlines were identified and team members
were assigned.
First, it was determined that it was necessary to identify a highly motivated, optimistic,
and project-driven project manager. This led to our decision to nominate Stephanie Feyen as
project manager. Next, the team recognized a need for someone to monitor, document, and
observe all areas of the project; wherefore, Laura Casares was chosen to fill this role.
Second, team members discussed and shared across-the-table areas of strengths,
weaknesses; experiences and comfort zones. In doing so, the team met to identify a project,
provide amplified suggestions, and brainstorm.
Team members focused on producing a successful project. All members met to discuss
the project scope; establish guidelines, determine processes to be delegated, identify potential
constraints, maintain communication amongst team members, and complete project within the
established timeline allotted.
The team agreed to maintain communication on processes, progress, and/or conflicting
issues via email, meeting minutes, and back-to-back responses via feedback. End result is the
projected outcome – a successful project!
Moving The Tassel 12
Reality -
While the process of resolving issues was not determined or even discussed, it was
decided that should problems arise, the team was to handle rising issues as quickly and swiftly as
possible without enabling time to become a debilitating factor in successfully completing our
project. Afterall, deadlines were easily defined. In the beginning, things appeared to be going
great. Team members expressed interest, excitement, and even optimism.
In an attempt to ensure a successful project, meetings were scheduled; tasks were
assigned, individual responsibilities and deadlines were set. The team met more than 8 times to
discuss their progress, potential problems, suggestions, and at some point, resolution alternatives.
Only one incident occurred where a meeting was not held and the team did not meet; due
to lack of member participation (i.e. because of illness or unexpected events). For the most part,
the project moved swiftly, smoothly, and on schedule.
One major issue was identified throughout the project processes. While the project
manager and project historian remained committed to the project, its deadlines, and
responsibilities; one member failed to perform as such. As a result of this member’s lack of
ownership/responsibility, failure to maintain participation and lack of cooperation in meeting
scheduled timelines; the potential to complete the project one week ahead of schedule was no
longer possible.
In closing, it was determined that backup responsibilities should be assigned and
completed to ensure the delivery of a successful project as originally discussed and scheduled.
Moving The Tassel 13
TEAM REFLECTION AND EVALUATIONTEAM REFLECTION AND EVALUATION
Termination and Controls-
Since this project is not considerably large in terms of cost but in terms of importance and
preparing a young adult for a huge transition, this type of product is very large and beneficial.
The main control in this product has been to make sure all lines of communication are open and
everyone is on the same page in getting the project completed. At the end, to terminate the
project, we will hand the information and successful results of our findings and the project to
upcoming students that will be attending college.
Evaluation Methods-
To maintain the process that needs to be followed for this project and specific questions
and objections that may arise for future students, we have developed an effective way to make
the transition from high school to college much easier for students that plan to attend higher
levels of education. We have developed a process using research, past experiences and charts to
achieve our goal in making this project successful. This project will provide new students that
are transitioning from high school to college a better understanding and opportunity to show how
much easier this difficult and stressful time in their life can be and how things can be improved
from past processes. In reviewing the process of this project, we have learned that it can be very
difficult to have everyone on the same page, at the same time, when all members of the team
have such a busy schedule; but, with good communication and teamwork skills, the project can
get done.
Moving The Tassel 14
APPENDIX AAPPENDIX A
H.S. to College - BUDGET -
4%1%3%
1%
27%
31%
25%
8%
Research Folders/Supplies Printing Financial Aid App.
College Apps. Touring Schools *Expenses *Travel Time
Moving The Tassel 15
APPENDIX BAPPENDIX B
Team Meeting October 31, 2005
1:30p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting: Team Member Introduction
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees: Stephanie Feyen, Laura Casares
Minutes
Agenda item: Discussed upcoming assignment – think about projects Presenter: Group meeting
Discussion:Groups were assigned and it was determined that we would discuss potential projects, assign Project Manager and Project Historian once all members of the team were in attendance.
Both Stephanie and I, Laura Casares, shared some potential ideas on some potential good projects to consider.
Conclusions: No projects were identified
Action items Person responsible Deadline
Update absentee Stephanie 11/03/05
Brainstorm - potential projects All team members 11/03/05
Choose Project Manager, Project Historian, and project All team members 11/03/05
Other Information
Observers:
Resources:
Special notes:
2:00 p.m. – Meeting was adjourned.
Moving The Tassel 16
Team Meeting Thursday, November 2, 2005
1:30p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting: Brainstorming
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees: Stephanie Feyen, Laura Casares, Josh Gauthier
Minutes
Agenda item: Updated absentee – Josh Presenter: Group meeting
Discussion: Discuss and review last weeks assignments
Last week’s assignment was discussed and reviewed with Josh so that he was aware on where we are – as far as the project goes and chosen team members.
Stephanie/Laura
Conclusions:Assign Project Manager, project historian, identify a project, and begin brainstorming on the remaining steps involved.
Open
Action items Person responsible Deadline
Must identify a project Team 11/7/05
Choose a project manager Team 11/7/05
Choose a project historian Team 11/7/05
Begin listing objectives Team 11/7/05
Other Information
Observers:
Resources:
Special notes:
2:20 p.m. – Meeting was adjourned.
Moving The Tassel 17
Team Meeting Thursday, November 7, 2005
1:30p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting: Fill in the blanks – start gathering information
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees: Stephanie Feyen, Laura Casares, Josh Gauthier
Minutes
Agenda item:Project was identified, project manager was named, and project historian was chosen.
Presenter: Team
Discussion: Once it was agreed that Stephanie would be project manager; Laura would be project historian, and Josh would consolidate information – Objectives were identified and project breakdown began.
Objectives chosen are:
1. ACT & SAT Testing
2. Career assessment
3. College search
4. Financial aid
5. Touring schools
6. Choosing a college
7. Application process
8. Finalize classes
Conclusions:Due to the fact that Josh needed to leave early, it was agreed that the chosen objectives could and would be broken down further to clarify the processes of choosing a college entails.
Action items Person responsible Deadline
Identify WBS Team 11/9/05
List additional sub-points Team 11/9/05
Identify linear responsibility chart Team 11/9/05
Divide, assign, and delegate objectives to be researched Stephanie 11/9/05
Other Information
Observers:
Resources:
Special notes:
1:40 p.m. – Josh had to leave back to work. Stephanie and I continued to work on the sub-points from our chosen objectives.
2:20 p.m. – Meeting was adjourned.
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Team Meeting Wednesday, November 9, 2005
1:30p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting: Information gathering checklist
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees: Stephanie Feyen, Laura Casares
Minutes
Agenda item: Checklist of project progress was verified with Instructor Presenter: Team
Discussion: Delegate project tasks and responsibilities
Conclusions: Josh, again, was not in attendance. It was determined that he would still be assigned something
Action items Person responsible Deadline
Identify WBS Team 11/9/05
List additional sub-points Team 11/9/05
Identify linear responsibility chart Team 11/9/05
Divide, assign, and delegate objectives to be researched Stephanie 11/9/05
Other Information
Observers:
Resources:
Special notes:
1:40 p.m. – Josh had to leave back to work. Stephanie and I continued to work on the sub-points from our chosen objectives.
2:20 p.m. – Meeting was adjourned.
Moving The Tassel 19
Team Meeting Wednesday, November 14, 2005
1:30p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting:
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees:
Minutes
Agenda item:Presenter: Team
Discussion:
Conclusions:
Action items Person responsible Deadline
Team 11/9/05
Team 11/9/05
Team 11/9/05
Stephanie 11/9/05
Other Information
Observers:
Resources:
Special notes:
Moving The Tassel 20
Team Meeting Wednesday, November 16, 2005
1:00p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting: Information gathering checklist
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees: Stephanie Feyen, Laura Casares, Josh Gauthier
Minutes
Agenda item: Review last meeting Presenter: Stephanie Feyen
Discussion: Clarify and update individual team member responsibilities, submit completed tasks, discuss proposed revisions on completed tasks
Laura – inquired on the previous meeting’s topic of discussion because she was absent – due to being ill
She was informed that a meeting was not held for lack of participation
Stephanie – Reviewed, revised, instructed, and clarified proposed deadlines in order to accomplish anticipated project deadline
Informed Laura on revisions to be made to project overview and responsibility matrix
Imposed suggested revisions to responsibility matrix to reflect delegated tasks to Josh
Acknowledged complications with her inability to complete project Gantt chart due to her inexperience with required software program
Ensured all members were aware and clear on deadline to submit all tasks
Conclusions: Submit all responsible tasks to Josh to accomplish hardcopy consolidation of project
Action items Person responsible Deadline
Stephanie – work on PowerPoint presentation Stephanie 12/05/05
Laura – submit all material to Josh for consolidation of project Laura 12/05/05
Josh – collate and consolidate all material submitted to reflect project Josh 12/05/05
Be ready to present and deliver project within two weeks Team 12/07/05
Other Information
Observers:
Resources:
Special notes:
1:35 p.m. – Meeting was adjourned.
Moving The Tassel 21
Team Meeting Wednesday, November 21, 2005
1:15p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting: Update on where we are
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees: Stephanie Feyen, Laura Casares, Josh Gauthier
Minutes
Agenda item: Review last meeting Presenter: Stephanie Feyen
Discussion: Where in the project are we?
Stephanie
o Inquired on potential problems
o Assisted with potential resolution feedback
o Identified unfinished areas - Josh
Laura
o Made adjustments to original project overview
o Identified/redefined deadlines
Josh
o Assisted with redefining deadlines of project overview
Conclusions: Maintain communication, submit responsibilities as they are done, and review project scope for accuracy
Action items Person responsible Deadline
Stephanie – Make appropriate adjustments to project packet Stephanie 12/05/05
Laura – Work on theory & reality summarization Laura 12/05/05
Josh – Maintain communication with Stephanie to ensure all charts are in order for presentation
Josh 12/05/05
Upon completion of adjustments, edit packet for errors (i.e. grammar, spelling, order of deliverance) and modify necessary items
Team 12/07/05
Other Information
Observers:
Resources:
Special notes:
1:35 p.m. – Meeting was adjourned.
Moving The Tassel 22
Team Meeting Wednesday, November 28, 2005
1:15p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting: Work on charts
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees: Stephanie Feyen, Laura Casares, Josh Gauthier
Minutes
Agenda item: Review last meeting Presenter: Stephanie Feyen
Discussion: Work on charts, update imperative information, and review project packet for accuracy
Stephanie
o Reviewed project packet
o Open – suggestions, ideas, concerns
o Reminded team on importance of meeting scheduled deadlines
o Worked closely with Josh to make necessary chart modifications
Laura
o Requested clarification on her responsibilities
o Offered to be available for further assistance
Josh
o Worked with Stephanie to modify project charts, deadlines, and durations
Conclusions: Review, edit, and modify necessary areas of project packet to prepare for submittal
Action items Person responsible Deadline
Stephanie – Modify chart info to reflect new deadlines Stephanie 12/05/05
Laura – Work on completing theory vs. reality summary and editing packet for grammar, spelling, and accuracy
Laura 12/05/05
Josh – Maintain communication with Stephanie to ensure charts are modified accordingly
Josh 12/05/05
Provide necessary feedback to Project manager regarding findings, concerns, or revision suggestions
Team 12/07/05
Other Information
Observers:
Resources:
Special notes:
Moving The Tassel 23
1:30 p.m. – Meeting was adjourned.
Moving The Tassel 24
Team Meeting Wednesday, November 30, 2005
1:15p.m.
MGMT411_RM#209
Meeting called by: Stephanie Feyen Type of meeting: Discuss loose ends
Facilitator: Barb-Mitchell Gorecki Note taker: Laura Casares
Timekeeper: Laura Casares
Attendees: Stephanie Feyen, Laura Casares, Josh Gauthier
Minutes
Agenda item: Review last meeting Presenter: Stephanie Feyen
Discussion: Discuss what’s outstanding, identify necessary revisions, ensure team’s on same page, and enforce deadline requirements
Stephanie
o Project packet was discussed, again
o Expressed need for assistance with project charts
o Requested editing and grammar assistance from Laura and Josh on final project packet
o Enforced communication requirements to ensure completion of project on time
Laura
o Requested reassurance that her tasks were completed
o Offered to be available for assistance
Josh
o Made revisions to project charts, as previously identified
o Obtained clarification on last minute responsibilities for project deadline
Conclusions: Practice presentation of project; review, identify, and revise any unfinished tasks.
Action items Person responsible Deadline
Stephanie – Complete PowerPoint Stephanie 12/05/05
Laura – Edit project packet for punctuation, grammar, or alignment errors
Laura 12/05/05
Josh – Assist in final editing process and ensure all charts have been collated into project packet, as expected
Josh 12/05/05
Team – Practice, practice, practice; be prepared and confident for upcoming final project presentation
Team 12/07/05
Other Information
Observers:
Resources:
Special notes:
Moving The Tassel 25
1:30 p.m. – Meeting was adjourned.
Moving The Tassel 26
***** Can anyone think of anything else needed or that could enhance the project further?