Learning goals Tools for structuringkom.aau.dk/~lpj/old-control/PV/PV 2011/Mea PV7 Handouts... · 2011-10-14 · 4 Project What ? A unique task Have a lot of complex activities N

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Take control of your project

PV 7 October 28th 2011Medialogy

Lars Peter Jensen, [email protected]

Billede: http://www.bvs.zh.ch/ © SLP-gruppen, Aalborg Universitet

Structuring Tools: Brainstorm, future workshop, structure and flow charts

Tools for resource management: Traditional timetables, resource plans, milestone schedules

Content

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Project Management

Target Group Analysis v.Christina

Group work - after lunch ....

© SLP-gruppen, Aalborg Universitet

Learning goals

In the short term to be able to test a number of tools for project management

In the longer term to account for the gmethods used in the group and reflect on the potentials in relation to your future projects


Tools for structuring

Billede: www.debanae.net/ clipart/choice.gif

A map would help


BrainstormBrainstorming is a tool for idea generation

Game rules are: (Asborn, 1941/1948)

The defined theme / issue should be familiar to all participants.

Set the mind free.

Criticism takes place only later

The more ideas the better.

Be inspired along the way.

© SLP-gruppen, Aalborg Universitethttp://perspectives-la.com/images/img.brainstorm.gif

Post-It brainstorm

Agree on what the starting point for brainstorming shall be

Generate ideas individually and write them on Post-it notesnotes

Read each other's ideas and structure ideas together by moving the flaps in the same category together

Discuss and evaluate the proposals based on selected criteria, for example. interests, resources or relevance

© SLP-gruppen, Aalborg Universitethttp://www.cs.kuleuven.ac.be/~eddy/IMAGES/postit.gif

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Structure and charts

http://www.nicolaiwallner.com/pictures/csr2004/flowdiagram.jpg © SLP-gruppen, Aalborg Universitet

Mind-map

Brainstorm from this question and mark them as

Provides overview and ideas by:Writing a topical issue at the center of a large piece

of paper

qhybrids on the issue.

Draw branches between questions and ideas, and use the branches to detail the proposals.

© SLP-gruppen, Aalborg Universitethttp://www.brainboxx.co.uk/A3_ASPECTS/images/JFmindmap.gif

Example of mind-map

Kilde: http://www.emu.dk/gym/projektarbejde/vaerktoej/mindmap5.html

© SLP-gruppen, Aalborg Universitet © SLP-gruppen, Aalborg Universitet

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Cause-effect diagrams

cause effect

© SLP-gruppen, Aalborg UniversitetReference: Mikkelsen & Riis (1998:424)

effect

Objective means diagrams

© SLP-gruppen, Aalborg UniversitetReference: Mikkelsen & Riis (1998:421)

A few examples of sequential structures

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… and this is

components

Flowchart

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This is

processes

Manage your ressources

http://www.primus.com.gr/images/library/timemanagement.gif © SLP-gruppen, Aalborg Universitet

Project management

Project goal and environment

Management of time

M t f l Management of people

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Project

What ?

A unique task

Have a lot of complex activities

N d l l ith diff t kill Needs several people with different skills

Have a final goal/objective

Limited resources (time, money, people)

Have to deliver a result at a given time: As a minimum a written report

Agree on the goal, otherwise you won’t reach it!

The goal statement should be action-oriented, short, simple, straightforward, understandable, and clear to all.

Be aware of your differences

YOU ARESTUPID !

WE DON’T KNOWSYSTEM 2004

Time tables

Deadline is deadline !

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Planning at different levels Overview (long term) level:

Big tasks, few milestones

Activity level: Where you are right now

Detailed activity plan with many smaller tasks

Deadlines

Daily level: What are we going to do today

Ressource Planning

Estimate realistic time consumption for each

Allocate resources –who does what when?

pactivity - let the involved persons themselves help to make it!

Make a time-and resource plan, incl. milestones and work products - take into account holidays, absenteeism, illness, etc.


Activity Plans

Determine the necessary activities (activity list = 'to do' list)

© SLP-gruppen, Aalborg Universitethttp://www.impactconsulting.co.uk/Img/planning-operational-activity.jpg

Type all activities at Post IT notes

Then sort the notes in sufficient order (activity diagram = 'to do' list in graphical form, often a flow chart)

Example of activity plan Time Schedules

Distinguish between long and short term schedule:

Short term - from milestone to milestone – Details

Long term - the whole project - an overview

Four types of milestones:- Coordination Milestones- Supervisor Meetings- Completion of work sheets- Submission of report

© SLP-gruppen, Aalborg Universitethttp://www.caravantelecom.com/timeplanning_files/image002.jpg

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Gantt chart

X-axis is the time axis-One unit per project mini module

Y-axis is the activity list A column for start-stop time A column for time resources


A column for time resources A column of labor resources A column for comments Deadlines / Milestones are clearly

identifiable Different signatures for planned and actual

time consumption

http://www.ganttchart.com/Baseline%20Gannt.png© SLP-gruppen, Aalborg UniversitetReference: Mikkelsen & Riis (1998:379)

Example of time schedule

Tegnet af Helle Algreen Ussing © SLP-gruppen, Aalborg UniversitetKilde:P2 procesanalyse B212, juni 2004

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BREAK 15 minuts

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Time Schedules

A concrete example

Control strategy design

Analysing controllers Modelling the motor

Matlab simulation of motorChoosestrategy

2X 3X

X2X

Matlab simulation of Control system and motor

OK?No

Yes

TOTAL: 10X

2X

How to find X ? We need 10 X

There is 6 members of the group

There are 15 half project day until finish of activity

What is X then ? X = 15/10 [½project day] = 1½ [½project day]?

How to find X ? We need 10 X

There is 6 members of the group

There are 15 half project day until finish of activity

What is X then ? X = 15/10 [½project day] = 1½ [½project day]?

X = (15/10)x6 [½man day] = 9 [½man day]

TasksWeek 43 Week 44 Week 45 Week 46

19 20/10 21 27/10 28 3/11 4 9 10/11 11 12

Analysing controllers 2X

Modelling the motor 3X

Matlab simulation of motor X

Choose control strategy 2X

Matlab simulation of control strategy and motor 2X

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19

20/1021

27/1028

3/11 4 9 10/1111

12







19

20/1021

27/1028

3/11 4 9 10/1111

12



Matlab simulation of motorMatlab simulation of motor X




19

20/1021

27/1028

3/11 4 9 10/1111

12







19

20/1021

27/1028

3/11 4 9 10/1111

12







19 20/1021

27/1028

3/11 4 9 10/1111

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Matlab simulation of motorMatlab simulation of motor X



Project Monitering

Why has some activities taken to long time?

Can we compensate for the delay by working harder?

Is it possible to reorganize the work schedule

If we are to cut out some activities, which one?

What are the consequences of each of these choices?

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Management of people

Project management, why and what?

Management Tasks

Management formsg

Leadership Roles

As for better project management and structuring, we have in the group discussed what improvements if any could rectify similar problems in future projects.

Our problems have primarily focused on structuring the work:

Who ensures mails and agendas to the i ?

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supervisors?

Who makes sure that the timetable is respected?

Who will take care of the contacts out of the house?

Delegation of tasks?

Quote from a project group on Tek.-Nat. basis

The group agreed that a project manager can alleviate problems of that sort.

Leadership role is then to be responsible for all practical tasks and keeping track of the project.

The practical tasks are:

51Quote from a project group on Tek.-Nat. basis

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mail and telephone correspondence out of the house

contact with supervisors

responsibility to keep the group informed of meetings.

In the group we have discussed our way to three kinds of leadership.

A leadership role can both go on shift in the group or be undertaken by one person throughout.

A third possibility is that these managerial tasks are delegated to different individuals, as a way to avoid that a person sitting with huge pressure

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avoid that a person sitting with huge pressure.

For example, a person can coordinate supervisor meetings, another may be responsible for contacts out of the house, and so forth.

Quote from a project group on Tek.-Nat. basis

Projektledelse - citaterWe do not want any project manager to determine what to do - we want a democratic leadership no bugbear!

Quote from a project group

on Tek.-Nat. basis

Project Management - quotes

"It's like being a jumper (lice) between 2 nails. Management wants me to be a leader in the traditional sense. Project jparticipants wants me to be a practical pig. And I myself most want to be a regular team member! "

Quote: Project management - in multidisciplinary teams of Michael Karø p. 195

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Why use project management?Project Management

Distinguish between 2 concepts:

Project management - a function

The project manager - a person

What is management/leadership?

Tannenbaum 1961 "Leadership are the process by which personal influence is

i d iexercised in a situation and by means of communication goes toward achieving specific goals"

What is management/leadership?

Blake og Moutons1985

"Leadership means to obtain results -measured according t th i ti 'to the organization's goal - through or by means of the staff. "

Leadership qualities

Appropriate intelligence

Healthy judgments and thinking

Be able to motivate

Professional skills

Communication skills Confidence and belief in

oneself and others

Sense of responsibility

Social interest in other people

Withstands stress

Leader tasks Agne Lundquist

Instrumental The management of the professional side of the work including planning and control

Emotional Is concerned about the relationship with and between employees and their relationship to work tasks

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Leader tasks Agne Lundquist

Representative Representing the company, department or

kworkgroup

Leadership roles

Adizes´leadership roles

Producer Role (P)

Ad i i t t R l (A)

Hear him explain his ideas.

Administrator Role (A)

Entrepreneur Role (E)

Integrator Role (I)

If one of these roles is not undertaken it leads to "mismanagement".

Producer role

The leader must create results

Must possess knowledge and power toMust possess knowledge and power to act and have a strong desire to perform

Thorough knowledge of the industry, company and market and the technology needed to create results

Administrator role The leader must establish guidelines for

the work, prepare detailed plans and coordinate and control the activities

Must possess flair for systematics order Must possess flair for systematics, order and detail

Entrepreneur role The leader must think long term, set

goals and formulate strategies

This requires creativity, risk taking and a watchful eye for new opportunities and th tthreats

Integrator role

Establish cooperation, consensus and effective teams to solve new tasks

The leader must have the interest and attention to interpersonal relationshipsattention to interpersonal relationships, empathy, and desire and ability to get others to cooperate

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Break 15 minuts

After the break:

Target group analyses

Documents

Learning goals Tools for structuringkom.aau.dk/~lpj/old-control/PV/PV 2011/Mea PV7 Handouts... · 2011-10-14 · 4 Project What ? A unique task Have a lot of complex activities N