writing project (technical writing cs212)
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Writing Project(Technical Writing CS212)
Lecture 5
Abdisalam Issa-Salwe
Taibah UniversityCollege of Computer Science & Engineering
Computer Science Department
College of Computer Science & Engineering, Taibah University
What is a Writing Project ? Various definitions of a project
A temporary endeavour undertaken to createa unique product or service.
Planned activity.
A project is a set of co-ordinated activitiesthat contribute to the achievement of acommon goal or goals.
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Project Characteristics
Key characteristics of projects
Non-routine tasks are involved
Planning is required
A specified product is to be created
The project has a predetermined time span(this may be absolute or relative)
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Project management Project management is
The systematic planning, organising andcontrolling of allocated resources to accomplish
project cost, time and performance objectives.
It is about managing projects
It is a dynamic process
It is based upon accepted principles of management
It is the application of knowledge, skills, tools andtechniques in order to meet the needs and expectationsfrom a project
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Project management (cont)
The objective of project management is asuccessful project.
A project will be deemed successful if it iscompleted at the
Specified level of quality
On time (timescale)
Within budget.
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Project life cycle The Project Life Cycle refers to a logical
sequence of activities to accomplish the projectsgoals or objectives.
The major time periods through which anyproject passes
Each period may be identified as a phase andfurther broken down into stages
Generic naming of phases, i.e. real situation
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Implementation
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Project life cycle
Defining Phase
Initiation, Formation, Objective setting
Planning Phase
Task planning, Feasibility, Fact-finding,
Position analysis, Option generation, Optionevaluation
Implementing
Design & Development, Implementation Control & Completing
Review, Completion
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Defining Phase
Concerned with deciding whether a project shouldbegin and committing to do so
Initiation stage
Describes the beginning of a project
Ensures that the project is established with clearreference terms
Project Initiation Document (PID) drawn, which setsterm of reference
Objectives and scope of the project
Formulation stage
Selection of personnel, i.e. project manager, projectboard, the project team, etc.
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Defining Phase (cont) Objective setting
Project goals for a quantifiable targets
Contract
Production specification
Customers specification
SMART
Specific
MeasurableAgreed upon
Realistic
Time-bound
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Planning Phase
Aims to devise a workable scheme to accomplish theoverall project goal
Planning stage
The project to be broken into manageable task
Task lists. Task should be:
Clear
Self-contained
Feasibility and fact finding and fact finding stage
Defining in Network diagram Realistic judgement
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Project Management Activities
Planning
Purpose of planning is to facilitate lateraccomplishment
Planning is an iterative process, from lessdetailed plans more complex plans aredeveloped
With large projects detailed planning of the
later stages would take place as theyapproached
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Planning Phase (cont)
The purpose of the Project Planning Phase is:
Establish Requirements
Establish Cost, Schedule, List of Deliverablesand Delivery Dates.
Establish Resource Plan.
Get Management Approval and proceed tonext phases.
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Planning Phase (cont) The basic processes of the Project Planning Phase:
Scope Planning: Specifies the in-scope requirements forthe project.
Preparing the Work Breakdown Structure: Specifies thebreakdown of the project into tasks and sub-tasks.
Organisational Breakdown Structure: Specifies who all inthe organisation need to be involved and referred forProject Completion.
Resource Planning: Specifies who will do what work atwhich time of the project.
Project Schedule Development: Specifies the entireschedule of the activities detailing their sequence ofexecution.
Budget Planning: Specifies the budgeted cost beincurred in the completion of the Project
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Planning Phase (cont...)
A feasibility study:
A systematic analysis performed in advanceof a project in order to provide informationabout whether or not the project should beundertaken.
Conducted correctly, it should address issuesthat could influence the success of a potentialproject and assess the merits of different
options for comparison.
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Planning Phase (cont...)
The feasibility study
Is the project worth doing
Can it be done
What is the probable cost
Estimate of required time (real andmanhours)
May be part of general strategicplanning exercise
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Project manager
Project manger: The individual responsiblefor managing a project.
Project management process: The way inwhich a project manger co-ordinates aproject from initiation to completion, usingproject management and generalmanagement techniques, is
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Project manager duties Outline planning
Detailed planning:
Teambuilding
Communication
Coordinating project activities
Monitoring and control
Problem solution Quality control
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Project manager duties (cont)
Outline planning
Develop project targets
Diving the project into activities and placingthese activities into the right sequence
Development framework for the proceduresand structures
Detailed planning:
work breakdown structure, resource,
requirements
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Project manager duties (cont) Teambuilding:
build cohesion and team spirit
Communication:
Supervisor must know what is going on
Ensure members are briefed
Coordinating project activities:
Between the project team and users, andother external parties
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Project manager duties (cont)
Monitoring and control:
The project manager should estimate thecauses for each departure from the standard,and take corrective measures
Problem-solution
Even with the best planning, unforeseenproblems may arise
Quality control:
There is often a short-sighted trade-offbetween getting the project out on time andthe project quality.
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Project manager skills Leadership and team building
Organisational
Communication
Technical
Personal
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Project manager skills (cont)
Leadership and team building
Being enthusiastic about the project
Being positive
Delegating tasks
Organisational:
Ensuring all project documentation is clearand distributed to all who require it
Using project management tools to analyseand monitor project progress
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Project manager skills (cont) Communication:
Listing to project team members
Using persuasion to coerce reluctant teammembers or stakeholders to support theproject
Ensuring management is kept informed
Technical:
Providing the technical expertise andexperience needed to manage the project.
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Project manager skills (cont)
Personal
Being flexible
Showing persistence
Being creative
Being patience
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Project team Comprises the people who report directly or
indirectly to the project manager
Projects success depend to a large extent onthe team members select
The team comprises individuals with differentskills and personalities
Question when building a team:
What skills requiredWho has the particular talent
Availability and affordability
What level of supervision
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Factors which enhances project team
Effective communication All member being aware of the teams purpose
Collaboration and creativity
Trusting, supportive atmosphere
Innovative/creative behaviour
Interdependence among the team
Capacity of conflict resolution
Enthusiasm
Acceptance of change
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Potential problem areas
All projects will have potential problem areas
An understanding of
what the potential problems areas are
when the potential problems are liable tooccur
why the potential problems could happen
how the potential problems can be averted
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Controlling the project
A project that is not controlled will soon becomeout of control
The means of control
Objectives - sets out what has to be achieved
Metrics - measures what has been achieved
Sub-goals and key result areas - providesmilestone on the way to achieving theobjectives
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Project Success Major Reasons for Project Failure
Technical Failure
Project Management Failure
Failure in the environment to meetexpectations and needs
It is not projects that fail, but the peopleinvolved with projects!
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Reference
BPP, Information Systems, Study Text,Paper 2.1, BPP Professional Education,United Kingdom.
Lachlan M. MacKinnon, Information: Types ofInformation System Systems,http://www.macs.hw.ac.uk/~lachlan/dbislectures/lectures/types.ppt.