Transcript Week 1 - Algonquin College

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Week 3
Introduction to Project
Management
2
Planning Projects
“Planning is laying out the project
groundwork to ensure your goals are met“
Initiating
Planning
Executing
Controlling
Closing
3
Purpose of Planning Process

It answers:
 How are we going to SOLVE the
problem
 What RESOURCES are required
 How much effort it requires
 What are the DUE DATES
4
Project Plans
◦ Are Not a Microsoft Project File
◦ They are documents that:
 Define SCHEDULE
 Define RESOURCES needed
 Project DELIVERABLES
5
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
6
Project PLANNING Processes

Scope 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
7
DIFFERENT PLANNING STYLES
TOP-DOWN planning develops a
project by identifying the highest-level
phases before breaking them into lowerlevel components. Works from general
to specific.
 BOTTOM-UP planning develops a
project by starting with lowest-level
tasks before organizing them into higherlevel phases or Summary tasks. Works
from specific to general

8
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
 “Project Schedule Development” & “Resource Planning” are
items which have to be inputted into “MS Project 2010”


RISK Planning
 Charts the risks,
 CONTINGENCY plans: having an alternative course of
action planned once a risk surfaces
 MITIGATION strategies: minimizing risks once they
arise; a form of “damage control”
9
DEVELOPING SMART
GOALS
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Articulating Project Objectives

Specific (get into the details).

Measurable (use qualitative language so you know
when you are finished).

Acceptable (Achievable) (to stakeholders).

Realistic (Relevant) (in terms of achievement).

Time bound (Time frame) (deadlines not
durations)
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SMART GOALS Video

Click here to watch a video on “Smart
Goals”
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AFTER THE GOALS ARE DRAFTED,
ASK YOURSELF:
Is this goal specific?
 Are the results easily measurable?
 Realistic?
 Does my goal include a completion DATE?
◦ If the answer is NO to any of these
questions, you have more work to do!!

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SMART Goals Example

GOAL = 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.
◦ Acceptable (Achievable): By completing 2 pages a
day for 8 days, I will be able to finish my paper.
◦ Realistic (Relevant): I cannot write a lot at a time,
so I am spreading it out over time.
◦ Time Bound (Time Frame): I will finish this paper
in 8 days.
14
POORLY WRITTEN GOALS

Use words like….
◦ Try, could, should, possibly, hope, attempt,
probably, might, maybe
 These are Not specific enough!
 What will you DO?

Poorly written goals
◦ Soon, in a few months, by the end of the year
 YOU SHOULD PICK A DATE!
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GROUP PRESENTATION
For the next few weeks, in class, you will be
doing Group Activities related to a
“INTERNATIONAL Fundraiser”
 SAVE each week’s activity in one
PowerPoint file
 In Week 7, you will be doing an “8
Minute presentation” of your Activities
for the culminating contest

16
PROJECT
REQUIREMENT
PLANNING
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Project Requirements

Requirements specify what the project
deliverable should look like and what
it should do.

Divided into 6 basic categories:
Functional
Regulatory
Non-Functional
Business
Technical
User
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1) 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.
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2) Non-Functional Requirements
Describe criteria that can
be judged
 Describe restrictions to
be placed on the
deliverable
 Example:

◦ All displays shall be in white 14
pt Arial text on black
background.
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3) Technical Requirements

Emerges from functional
requirements

May include:
◦ Hardware details
◦ Telecommunication protocols
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4) REGULATORY Requirements
Can be internal or
external
 Usually 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”.
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5) Business Requirements



Always from a
management perspective
States “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.
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6) 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.
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WORK BREAKDOWN
STRUCTURE (WBS)
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Define WBS

PMI describes WBS as “a deliverableoriented 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
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Sample WBS

WBS does not show the sequence

When creating, start with the goal and then break
it down into smaller and smaller
Goal
DELIVERABLES (MILESTONES)
1) Deliverables
Activity
Activity
Activity
Deliverable
Deliverable
◦ define what you are going to do
◦ Are Nouns
2) Activities
Deliverable
Deliverable
Activity
Activity
Activity
◦ define how you are going to accomplish it
◦ Activities are Verbs
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WBS DIAGRAM 3
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Benefits of WBS

Identifies all work necessary to meet the scope
of the project

Clarifies responsibilities

Forces detailed planning and documentation

Provides structure for measuring success

IDENTIFIES MILESTONES
31
Milestones

Identifiable point 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
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Milestones vs Tasks

Milestones are what management &/or
clients really want to hear about

Milestones are the large outcome of
many little tasks.
◦ Not necessarily have a DATE

Tasks are activities that need to be
completed in order to make the milestone
happen.
33
WBS

Comes from
◦ Past projects
◦ Templates and documents of procedures
◦ System tutorials
◦ Brainstorming
◦ Subject Matter Expert (SME)
34
MS PROJECT 2013
A CALENDAR determines how tasks and
resources assigned to these tasks are
scheduled
 A BASE calendar can be used as both a
TASK and PROJECT calendar and specifies
default working and nonworking times for a
set of resources
 A RESOURCE calendar defines working and
nonworking times for an individual work
resource.
 A TASK represents the actual individual
work activities that must be done to
accomplish the final goal of the project.

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MS PROJECT 2013 cont.

A MILESTONE represents a significant
event reached within a project or imposed
upon a project.
◦ The duration of a milestone is 0 day(s).
◦ By default, a milestone is represented as a
“BLACK DIAMOND”
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MS PROJECT 2013 cont.
The phases in a project are represented by
SUMMARY tasks
 A PHASE is a group of closely related
tasks that encompass a major section of
your project.
 A PREDECESSOR is a task whose start
or end date determines the start or finish
of another task or tasks.

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TYPES OF DEPENDENCIES
Finish to
Start (most
common)
Predecessor must finish before
Successor can start. [Land must be
purchased before road building can
start]
Start to Start
Predecessor must start before
Successor can start. [Road excavating
must start before Asphalt can be laid]
Finish to
Finish
Predecessor must finish before
Successor can finish. [Laying Asphalt
must be complete before line painting
can be completed]
Start to Finish
Predecessor must start before
Successor can finish. [Road excavating
must start before line painting can be
completed]
38
WBS does not show the
sequence
 When creating, start with the
goal and then break it down
into smaller and smaller
DELIVERABLES
(MILESTONES)

1)
Deliverables
(Milestones)
◦ define what you are
going to do
◦ Are Nouns
2) Activities
◦ define how you are
going to
accomplish it
◦ Activities are Verbs
39
MS PROJECT eText FILES
In each of the “lessons” (chapters) of your
etext, for MS PROJECT, it refers to certain MS
Project FILES. You can download the files by
clicking here
 Do not bother downloading all the
chapters—just download chapters, 1-4, & 10

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WEEK 3 HYBRID
Read Chapter 2
 Complete ALL activities required while
reading Chapter 2
 Complete the Matching questions for
Chapter 2
 Complete the Multiple Choice questions
for Chapter 2
 Bring to class next week
 Provide the answers in the order as they
are presented in the book.

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QUIZ TIME
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