a short workshop on project management

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Project Management

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Page 1: A Short Workshop on Project Management

Project Management

Page 2: A Short Workshop on Project Management

What is Project Management?According to the Project Management Institute:

“The application of knowledge, skills, and techniques to execute projects effectively and efficiently.”

Project Management processes fall into 5 groups:• Initiating• Planning• Executing• Monitoring and Controlling• Closing

Page 3: A Short Workshop on Project Management

• Planning and Defining Scope• Activity Planning and Sequencing• Resource Planning• Developing Schedules• Time Estimating• Cost Estimating• Developing a Budget• Controlling Quality • Managing Risks and Issues

• Creating Charts and Schedules• Risk Analysis• Benefits Realisation• Scalability, Interoperability and

Portability Analysis• Documentation• Team Leadership• Strategic Influencing• Customer Liaison

What does a PM do? A Project Manager (PM) has ultimate responsibility for all project management

processes. Specifically, they do the following:

Page 4: A Short Workshop on Project Management

Purpose of this Workshop!

• Manage team projects in classes, work, extra-curriculars• Better self-management and time management skills• General overview of how large projects work in the “real world”

Page 5: A Short Workshop on Project Management

Purpose of this Workshop!

Page 6: A Short Workshop on Project Management

Initiating

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Define ScopeScope – A list of specific project goals, deliverables, tasks, costs, resources,

constraints, deadlines, and the major players.

Simple Example: The outcome for this project is as follows: an easy-to-use web portal where users can upload text (.txt) files for conversion to

Daisy/MP3 audio files which can then be downloaded and stored on SD cards for playback on an economical Daisy Audio player.

Planned features for the web portal include:● Record keeping of what files users upload, convert, and download● Database of files that have been uploaded and converted previously● Producing an audio file which allows user to skip to different sections in the audio file. These sections are denoted by the

given text file

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Planning, Monitoring and ControllingCharts and Timelines

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PERTPERT - Program Evaluation and Review Technique

A graphical representation of the predicted course of a project. Used to schedule, organize, and coordinate tasks within a project.

Page 10: A Short Workshop on Project Management
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Gantt ChartA chart in which a series of horizontal lines shows the amount of work done or

production completed in certain periods of time in relation to the amount planned for those periods.

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PERT• Can see task dependencies• Emphasizes relationships

between tasks• Can do CPM analysis

Gantt• Easier to read project status• Emphasizes time between tasks• Shows Big Picture

PERT vs. Gantt

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ExecutingOne step at a time...

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Closing

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ClosingOnly 2 options:A) All tasks completedB) Project canceled

In Either Case:• Evaluate

o Resultso What can we do better next time?o Next Steps?

• Write a detailed report to sponsors, customers, stakeholders, etc.• Celebrate!

Page 17: A Short Workshop on Project Management

ConclusionTake what you just learnedAnd throw it away! (aka agile project management)

Don’t need to follow every stepMost important thing: Project Scope

A well defined objective = key to success

Page 18: A Short Workshop on Project Management

ActivityDraw a Gantt or PERT chart for the following project scope:

New Software Training Workshop:With the completion of development of new internal application CoolPMTools,

we now need to plan and execute a workshop to train employees on its use. We plan to have all employees trained within the next 4 weeks. The life cycle for this project will be as follows:

• Selection of Workshop Leaders - variable time• Training of Workshop Leaders - 1-2 weeks• Workshop Preparation and Practice - 1-2 weeks• Scheduling of Workshops (at least 1 week in advance of any single

workshop date) - variable time• Advertising Workshop - variable time• Workshop Execution (5 separate workshop dates) - variable time• Workshop Review - 1 day

Page 19: A Short Workshop on Project Management

Questions?