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BUS 4017 Project Management Week 12

*10 -15 mins each . Please no “Traffic” during presentations

11 AM to 11.10

Hand in Written Reports

11.15 to 12. 00

MS Project – entering resources and costs

12.00 – 12.30. Exam review. Quiz on Teams and Project Manager

12.50 PM to 1.50* Presentations in order as selected

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Final Written Group Project etc.

Collecting in the first 10 minutes of class. After that will be considered late Lates will receive a max. mark of 50% if it meets

that grade. Marks for Written report and Presentation will be

provided on Web CT prior to you writing your Final Exam so you know your current earned marks entering Exam.

No corrections to Weekly posted marks will be made after Week 12.

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MS Project - entering Resources and costs Bring your MS Project Consumer Market

Study floppy disc to class Enter the resource and cost as indicated

on the handout.

provided Reset the baseline cost. Go Tools/

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Type of Exam

T and F Multiple choice. You will be given a choice of 1 extra question for

SA Short Answer – space limits provided. a) Will ask for checklists for problem solvingb) Will give scenarios and you apply to provided

blank forms Long Answers. As above

Total score 100. Worth 30% of Term marks.

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Planning for marks.

To assist you during exam review period

Quizzes will all be on web site. Must come to class for answers. Let Instructor know your comfort level on various topics. Need

feedback early enough so Instructor can work with you! Extra tuition avail. Doesn’t have to be with your own class.

i. Mon. After 6 PM. Room 218 St. James ii. Every Wed. 12.30 PM meet Room 124 in Financial Building - see notice iii. Fri. 2.05. 30minutes only. Meet Room 124 in Financial Building - see

notice Other times by appointment. Send questions by Email. Answers posted on Y.A.Q. web page for

all students to review. Check it out .

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Key review study areas Revisit: Relationships of R.F.P. to Proposal, Plan and Project Relationship of the WBS to Responsibility Matrix, Estimate,

Schedule and the S.O.W. New from second semester Estimating. Various methods, terms and applications Resources. What are they. Planning and reallocation Monitoring and Controls – see slides ahead Documentation and Reporting – see slides ahead Communication – various methods. Developing a Comm.

Matrix Project Close out. Procedures and reports and H.R. factors

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Key review study areas continued: Project organizational types/structures and their effect

on projects Project Manager characteristics and role Team building and development Effective Meetings Conflict Resolution – Negotiation Ms Project. Software pros and cons. Use of MS Project. Knowing various screens and

inputs and reports.

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Review: Monitor and Controls

Why do we Monitor? To keep project in control. How do we monitor? Monitor the budget, schedule and performance to assess scope creep

Set standards and benchmarks early Record variances from forecast schedules and budget

using Status Reports for input Calculate Earned value using the reported values Calculate Performance Indicators. CPI Respond quickly to indicators of variance – cost and

schedule – see other slides

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How do we control the project – stop Scope Creep?

Scope creep is the most common problem - it can be the schedule, budget or quality that is affected. Assess using your Status Reports information from item #1

1. Review the changes occurring from plan 2. Translate into time, $ and performance (quality)3. Do a cost benefit analysis 4. Get changes approved 5. Communicate to all who need to know + docs.6. Monitor the effect of the changes

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Scope creep. Plan, monitor, control/correcte.g. Plan Monitor e.g. Control - Team member

commitment

Know all the stakeholders? Status reports-get theirs and invite to Status meetings

S.O.W.-review, involve them

Identify how they can influence the project?

Open Task reports.0/20/50/80/100 %

Communication plan – and matrix. Set up effective 2 way comm.

Ask them for their expectations? Issues Logs. WCB. Make small work packages-on responsibility matrix.

Risk management docs. Review Gantt charts Strong completion criteria-ownership. Get member to “buy in.”

Give out copies of Charter Earned Value. Calculate. Network diagram-show where they fit.

Team select and build Get commitment to the schedule

Plan meetings Project status meetings-invite

Open task reports-request

Make accountable to other team members

Sponsor involved

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Review controls:Change management Seriously off

schedule.Customer slows down schedule.

Status Reports. S.O.W. – meet to review and discuss the objectives

Check Network diagrams

Respond to Open task Reports

Set realistic schedules

Critical path or float

Issues logs Show Team where they fit into the team

Shift people resources to other part of the project

Change Order requests

Revise Work package estimates-

Always advise customer of delays

Send out info. Status meetings. Advise all necessary stakeholders.

Continue to monitor Change requirement specs./blueprints

Get the Sponsor involved as necessary

Change Functional specs.

Communicate to all necessary

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Estimating review:

Types of EstimatesLevels of accuracyWhen would you use what?

e.g. Estimating unknowns – can use a multiple method approach depending on degree of accuracy

Do a “Ball park estimate based on over view. Estimate a phase rather than whole project. Look at the history file of projects. Use Rough Order of Magnitude Use your WBS to break down task into really small packages to and

ask Team to identify hidden potential costs

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Reports –what go into them?

Status reports: Issues logs: Change order request:

Meeting Agendas:

Work packages re: Estimates:

Resources: types

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Close Out Project.

Audit your project close.When? Might be at the end of a project phase or on delivery/completion of the project. Need ‘Reports” review–Change Order requests and Issues logs

1. Need financial accounts reconciled 2. Need customer’s formal acceptance of the deliverables 3. Develop a lessons learned log from final meetings and surveys. Poll all

participants for input both your Teams and the Customer group:what worked, what should we do differently. Cust. focus on Estimates, Communication, Risk Management and Control effectiveness

4. Organize all project documents for future referral/access5. Pass on necessary documents6. Celebrate completion. Network - set a date get contact info.

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MS Project and project software. What are the advantages and disadvantages of using the

software. Give an example +/ from the perspective of the Project

manager Give an example +/- from the perspective of the Team

Members Describe a few main sections and type of information input Describe a few of the output documents Describe the initial set up to start a project .e.g File/New/

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Home assignment

Complete the Quizzes provided in class (same ones provided on the class home pages).

Bring your answers to class so we can review them in

Wk. 13