Objective 2.02Utilize project-management skills

to improve workflow and minimize costs

Project Planning Explained Simply• http

://www.youtube.com/watch?v=9LSnINglkQA&NR=1&feature=endscreen

PROJECT PLAN• Project: is a unique task with a beginning and

an end• Project Plan: specific plan for accomplishing a

project’s objectives– Helps you mentally walk through your project

from start to finish– Custom-Made Plan– A road map to bridge the gap between concept

and reality

Who does Project Planning?• Project Manager– Plans and completes– May involve stakeholders and participants

• Stakeholders– Benefit from successful project completion

• Participants– Role in the project as authority figures, team

members, experts/consultants, or support services personnel

FACTORS AFFECTING PROJECT PLANNING

•Change: Always need to prepare for project plan to change– Being prepared for change = successful project

•The project’s objectives•The information available–Money and People

•Past success•Personal insight and experience

PROJECT-PLANNING TOOLSCharts and computer software are used as tools to help answer the following: Help identify:–What has to be done

–Who is responsible

–How the work will be monitored

–Timeframe

PROJECT-PLANNING TOOLS (cont’d)• Help make educated guesses using

information gathered• Help organize and combine resources• Help report status of project’s progress

through visual charts and software

USES OF PROJECT PLANS

• Goals– Helps managers develop goals to meet project expectations– Gives direction and keeps project on track– Helps coordinate parts of the project– Provides a standard for completion– Keeps focus on the end result

• Scheduling– Motivates by dividing into steps– Helps managers schedule enough time to execute a project– Breakdowns a complex project by dividing into simple steps– Easier to arrive at more accurate time estimates

USES OF PROJECT PLANS

• Risk Management– Force a manager to consider potential pitfalls – Plan how to avoid a risk– How to respond if the risk becomes a real threat

to the project– Helps deal with uncertainty

Developing a Project Plan• What are my objectives? List goals/name each task• What exactly is my project? Precisely define by

listing outcome, completion date, and total cost. Include a schedule/timeline of task.

• Is my project do-able? Check to see if time frame, costs, and quality mark is attainable.

• What will I need to complete my project? (Materials, human resources, money, schedule, and spending plan)

Developing a project plan (cont’d)• Can my project be monitored effectively?

Determine how to keep quality level, schedule, and budget in line.

• What if something goes wrong? Start planning early, be flexible, and realize changes have a domino effect.

When developing a project plan1. Identify goals2. Precisely Define the Project– Helps you achieve your objectives

3. Monitor progress– Insures the project’s quality and budget doesn’t suffer

4. Risk Management – What is the “Plan B” if and when things go wrong

RememberSix P’s of Project Planning

Proper Planning Prevents Poor Project Performance

Sample Quiz Questions

A basketball team wins a postseason playoff game and proceeds to play another team for the regional championship. In what type of tournament is the basketball team participating?A. Tri-level C. HeatB. Multistage D. Scramble

• BMultistage

A multistage tournament is a format in which teams compete at different levels or stages. When a team wins, it moves forward to play another game against another opponent. If a team loses, it is eliminated and no longer plays. The stages of play continue until a champion is determined.

What should a business anticipate when developing a project plan?A. ResearchB. PublicityC. ChangeD. Secrecy

Answer CChange. When developing a project plan, a business should always provide for change because it is inevitable that something will change.

Which of the following is a true statement about project planning:

A. With a project plan, you can mentally walk through your project from start to finish.B. You should avoid a custom-made project plan.C. Through project planning, you can evaluate what you have accomplished.D. You should minimize the involvement of others in the planning process.

AnswerA

With a project plan, you can mentally walk through your project from start to finish.

AnswerWhy is it important to define your project precisely?

A. So you can spend less moneyB. So you can create something tangible C. So you can involve other peopleD. So you can achieve your objectives

Answer D

So you can achieve your objectives.

Why is it important to think ahead about how you will monitor your project?

A. To make sure the project's quality doesn't sufferB. To pick the right helpersC. To practice monitoring the projectD. To guarantee the availability of needed resources

AnswerA

To make sure the project's quality doesn't suffer.

“You Do”Choose ONE from the following or use your 2.01 project• Superbowl / NBA Final Game 7, etc.• Award Show (Academy, Grammy, etc.)• Prom• Graduation Ceremony• Inauguration Ceremony/Concert• New Year’s Concert – Madison Square GardensDevelop a project plan• What are my objectives?• What exactly is my project?• Is my project do-able?• What will I need to complete my project?• Can my project be monitored effectively?• What if something goes wrong?

You Do- reflect • Reflect – Discuss the following in paragraph format as well as any additional information relating to this

project (minimum one page)• Given the current information about project management, how would you handle this project differently

(use your notes to address this question)• Who you choose the same team? Why or why not? Use your notes to address this question• What selection process would you use to choose team mates in the future?• What were some pitfalls of this project? (Things that went wrong) and how could have they been

avoided? You must list at least one• Often time’s individuals choose group members because they know that little or no effort will be

required on their part? Do you think this is right or fair? Why or why not?• Do you think it’s fair for all members of the group to receive the same grade regardless of their

contribution to the project? Why or why not?• List the project manager, stakeholders, and participants of this project• What your personal goals for this project? Name at least one• Should group members be allowed to leave the group once the project has begun? • What are some situations or circumstances in which they should leave? Should this be handled by the

teacher or group member?• Project quality.. now that you have seen other presentations, rate the quality of your project compared

to others? Was it better or worse? Why or why not?