ProjectManagement

Because a few hours spent now will save weeks of frustration

later

Jon PatrickStudent Director

We will learn how to successfully plan and execute a Collaboratory project, including:

Overview…

Defining a project

Practical planning

Work breakdowns

Managing resources

Staying on track

Throughout today’s session, we will be using an example mock project

A PLAYGROUND!

Mock Project

Background…•An established missions school in Honduras notes that its children do not smile enough.•An initial Collaboratory exploration Site Team has decided that a PLAYGROUND will be the best solution.

Our task is to develop this project from this point, the initial exploration trip, through to completion.

Mock Project

Results of the exploration Site Team•50yd x 50yd plot of land•The school is powered through the local grid and through a solar power plant, and has local well water•The school has 50 students age 6-15 years•The school can only finance the project up to $5000•Laborers in the surrounding community can be hired for $3/day•There is a market ~10 miles from school with some (limited) supplies•The primary building material is mud-brick, which can be produced very cheaply

Mock Project

The presenter should be treated as the client with any further questions!

Mock Project

Multi-year vision

Year-to-year details

Project Definition

Application Projects aim to provide specific deliverables to a known client within a given timeframe.

These differ from Staff Projects, which aim to provide internal services to meet the needs of the Collaboratory.

A Team is all of the students and educators who work together to complete a specific Project. For the duration of the Project the Team members serve the team and measure success by the quality of the team’s work and their collective success in serving the client.

Project Definition

Clients are organizations that sponsor Projects and collaborate with the Project Team for mutual benefit.

ALL Collaboratory Projects exist to serve a specific client.

WHO is the client?

WHAT is the client’s need?

Project Definition

Communicate well with your client!

Project Definition

WHAT need is the project trying to solve?

WHY does the project exist?

Purpose Statements

Should be specific.

Similar to a mission or vision statement, but of a limited scope

May reference broader mission/vision of the Group.

1-3 sentences long, not a list!

Purpose Statements

Activity 1:

Define the project and create a purpose statement for the Playground project in your

small groups.

We will then choose two to read and critique out loud.

Purpose Statements

A Goal is a specific objective required to accomplish

the project.

Goals should be formulated in conjunction with your client and related directly to your purpose

statement

SMART Goals

Goals should be SMART…

SpecificMeasurableAttainableResults - orientedTime - based

SMART Goals

Specific

•Who is involved?

•What will they do?

•When must it be done?

•Why do this?

SMART Goals

Measurable

•Explicit deliverables

•Quantitative results

SMART Goals

Attainable

•Not easy, but doable!

•Big goals produce motivation

SMART Goals

Results-Oriented

•Without an explicit result, the goal cannot be met

•Goals often serve as benchmarks of success

SMART Goals

Time-Based

•Establish a timeframe and deadline

•Deadlines establish needed commitment levels

SMART Goals

Activity 2:

Create a number of SMART goals in your small group that are necessary to complete the project.

We will then choose two to read and critique out loud.

SMART Goals

NOT planning results in...

•Falling behind schedule

•Lack of resources

•Doing unneeded work

•Not doing needed work

•STRESS

Practical Planning

Common reasons (excuses) for not planning…

•Project is too easy… doesn’t require planning

•Too busy to plan

•“I can do it later”

•Planning is a reduction of creativity

•Plans will change so why plan at all?

Practical Planning

A practical plan requires…

•A Purpose Statement

•SMART Goals

A practical plan includes…

•A Work Breakdown Structure

•A list of needed resources

•A timeline

Practical Planning

A practical plan has these features

•Created in collaboration with a client

•Follows project goals closely

•Well organized

•Realistic (even cynical)

•Easy to adapt to changing circumstances

To be practical, a plan must be followed!

Practical Planning

Work Breakdown Structure

Milestones

•Major steps in the completion of the project•Often follows directly from the project’s goals•Often too large to estimate a timeframe

Examples

•Conduct a Site visit•Construct a prototype•Draft a newsletter

Work Breakdown Structure

Tasks

•Specific chunks of a milestone that can be completed within a specific timeframe

Examples

•Buy plane tickets•Purchase construction materials•Interview Dr. Vader for the cover story

Work Breakdown Structure

Subtasks

•Weekly or daily assignments

Examples

•Evaluate flight dates•Compile materials list•Develop interview questions

Work Breakdown Structure

Start with your project’s goals•What is needed to reach your goals (Milestones)

•What is needed to reach what is needed to reach your goals (Tasks)

•What is needed to reach what is needed to reach what is needed to reach your goals (Subtasks)

•…You get the point

Work Breakdown Structure

Activity 3:

Decide which aspect of your project (which SMART goals) will be worked on or completed this year. Include a rationale in your decision. Then, for each SMART goal, create a work breakdown structure. Do not include materials or other resources at this time.

We will then choose two to read and critique out loud.

Work Breakdown Structure

Materials

•Begin by BRAINSTORMING a list of needed materials for each milestone. Remember…•Anything goes•Evaluate after

•Afterwards, attach these to tasks and subtasks where needed. Reevaluate.

Managing Resources

Personnel

•Your most important asset!

•You must ACTIVELY ENCOURAGE your members.

•Remember, they are volunteers and work under different motivations as paid employees

Managing Resources

Personnel

•If people feel overworked, they QUIT

•If people feel unneeded, they QUIT

•If people don’t like working together, they QUIT

Managing Resources

Personnel

Remember to…

•Balance team members with and without experience

•Take team member desires and relationships into account

•Balance teams according to workload

Managing Resources

Expenses

•Include everything!

•Prioritize! You might not have enough revenue to support ALL of your expenses. Know what can be cut.

•Be generous! Unknown expenses are bound to creep up.

Managing Resources

Activity 4:

Create a detailed materials list and personnel needs for the year. Be sure to attach materials and personnel to specific milestones and tasks, and be sure to note what recruitment needs you'll need for the year!

We will then choose two to read and critique out loud.

Work Breakdown Structure

Consider all time restraints•Holidays/Breaks•Special events•High stress dates (exams, ect)

Are there any absolute due dates for your project?

Do any needed resources present new time constraints (i.e. shipping time)

Timeline

Be aware of dependencies!•Some tasks cannot be completed before others•Some tasks depend on the availability of materials

Be sure to plan adequate time for documentation

Evaluate your result•Is your project feasible within the given time constraints?•Do you have any resource conflicts?

Timeline

Activity 5:

Using your work breakdown structure, materials, and personnel lists, create a timeline for the year in your small group.

We will then choose two to read and critique out loud.

Timeline

Watch out for scope creep!

Communicate!

Audit your project.

Stay alert!

Staying on Track

Communication with your team members

Communication amongst your team members

Communication with your client

Staying on Track

What to do if you fall behind?

•Contingency planning

•Tell your team

•Gap analysis

•Look ahead and move work up

•Ask for help!

Staying on Track