WEEK 3Introduction to Project Management

AgendaReview – Any questions from last

weekPhase 2: Planning

◦Project Plans & Deliverables

Planning Projects“Planning is laying out the project groundwork to ensure your goals are met“

Initiating Plannin

gExecuti

ngControlli

ng Closing

Purpose of Planning ProcessAnswers:

How are we going to solve the problem

What resources are required How much effort is required What are the due dates

Project Plans◦Are Not a Microsoft Project File◦Are documents that

Define schedule Define resources needed Project deliverables

Project Deliverables◦Are measurable outcomes or specific

items that must be produced to fulfill the outcomes of the project.

◦All deliverables must be described in enough detail so that they can be differentiated from related deliverables. For example:

A twin engine plane vs a single engine plane

A daily report vs a weekly report

Project Planning ProcessesScope Planning

Specifies the in-scope requirements for the project and facilitates the creation of the WBS

Preparing a Work breakdown structure (WBS)

Specifies the breakdown of the project into tasks and sub tasks

Communication Planning Communication strategy with all project

stakeholders

Project Planning Processes Cont.Project Schedule Development

Specifies the entire schedule of the activities detailing the sequence of execution

Resource Planning Specifies who will do the work Any special equipment or skills required

Risk Planning Charts the risks, contingency plan and

mitigation strategies

DEVELOPING SMART GOALS

Articulating Project ObjectivesSpecific (get into the details). Measurable (use qualitative language so you

know when you are finished).Achievable or Acceptable (to stakeholders). Relevant or Realistic (in terms of

achievement). Time bound (deadlines not durations)

http://www.youtube.com/watch?v=YmOS3dj9h0s

When Goals are Drafted Is this goals specific? Are the results easily measurable? Achievable? Realistic? Does my goal include a completion date?

SMART Goals ExampleGOAL = Write A Long Essay

◦Specific: I will write my 15 page final paper for my Business class.

◦Measurable: I will report my progress in terms of pages completed per week.

◦Achievable or Attainable: By completing 2 pages a day for 8 days, I will be able to finish my paper.

◦Realistic: I cannot write a lot at a time, so I am spreading it out over time.

◦Timely: I will finish this paper in 8 days.

Develop SMART Goals Workshop13 minute activity by yourself

Develop SMART Goals Workshop 2As a class, for our wedding

Develop SMART Goals Workshop 3In teams, for your one day

fundraising

PROJECT REQUIREMENT PLANNING

Project RequirementsRequirements specify what the

project deliverable should look like and what it should do.

Divided into six basic categories: Functional Regulatory

Non-Functional Business

Technical User

Functional Project Requirements Describe the

characteristics of what you want your deliverable to be.

Example:◦ System shall provide users with

the ability to select whether or not to produce a hardcopy transaction receipt before completing a transaction.

Non-Functional Requirements Describe criteria that

can be judgedDescribe restrictions to

be placed on the deliverable

Example:◦ All displays shall be in white

14 pt Arial text on black background.

Technical Requirements Emerge from

functional requirements

May include:◦ Hardware details◦ Telecommunication

protocols

Regulatory Requirements Can be internal or

externalUsually non-negotiable

Example:◦ All ATMs shall connect to

standard utility power sources within their civic jurisdiction, and be supplied with uninterruptible power source approved by said company.

Business Requirements Always from a management

perspectiveStates business rationale

for the project

Example:◦ By providing superior service to our

retail customers, ABC Bank’s ATM network will allow us to increase associated service fee revenue by 10% annually on an ongoing basis, using a baseline of December 2011.

User Requirements What users need to do

with the system or product

Example:◦ The system shall complete a

standard withdrawal from a personal account, from login to cash, in less than two minutes for a first time user.

WORK BREAKDOWN STRUCTURE (WBS)

Define WBSPMI describes WBS as “a

deliverable-oriented hierarchical decomposition of the work to be executed by the project team to accomplish the project objectives and create required deliverables.”

In our words:◦A structured method for defining the

work of the project

Sample WBS WBS does not show the sequence When creating, start with the goal

and then break it down into smaller and smaller deliverables (milestones)

Deliverables ◦ define what you are going to do ◦ re nouns

Activities ◦ define how you are going to accomplish

it ◦ Activities are verbs

Goal

Deliverable

Deliverable

Deliverable

Deliverable

ActivityActivityActivity

ActivityActivityActivity

Benefits of WBS Identifies all work necessary to meet the

scope of the projectClarifies responsibilitiesForces detailed planning and

documentationProvides structure for measuring successIdentifies milestones

MilestonesIdentifiable points that

represents a requirement or completion of an important set of activities

Why use milestones?◦Helps identify progress◦Helps define dependencies◦Provides visibility of major

deliverable dates

Milestones vs TasksMilestones are what

management &/or clients really want to hear about

Milestones are the large outcome of many little tasks.

Tasks are activities that need to be completed in order to make the milestone happen.

WBS Comes from

◦Past projects◦Templates and documents of

procedures◦System tutorials◦Brainstorming ◦Subject Matter Expert (SME)

WBS Exercise #1 Group Activity

◦Using sticky notes create a WBS for your fundraising cupcake (refer to slide 25)

Hybrid / HomeworkPurchase eBookRead Chapter 1Complete all activities required

while reading chapter 1Complete the Fill in the Blank for

Chapter 1Complete the T/F for Chapter 1

Quiz Time