Project planning

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Learning Objectives

Identify the five stages of team-based project planning

Prepare an effective project overview related to your patrol exhibits

Understand the importance of selecting an appropriate approach or method

Avoid the “activity trap”

Develop a work breakdown structure

Implement and track a project plan

Upon completion of this presentation you will be able to:

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5 Stages of Team-Based Project Planning

1. Project Overview.

2. Work Breakdown Structure

3. Activity Assignments.

4. Putting the Plan into Action

5. Project Close

STAGE ONE

PROJECT

OVERVIEW

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Project Overview

Identifies the problem or opportunity

States the scope of the project

Establishes project goals

Lists important objectives

Explains how success is measured

Determines the approach or methods

Identifies the assumption and risks

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Project Overview

Problem, opportunity, or situation to be changed: _______________________

______________________________________________________________

Project goals: ___________________________________________________

______________________________________________________________

Objectives:_____________________________________________________

______________________________________________________________

Measure of success:_____________________________________________

______________________________________________________________

Approach or method: ____________________________________________

______________________________________________________________

Assumptions and risks:____________________________________________

______________________________________________________________

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Project Goals and Objectives

– Specific: – Measurable:

– Attainable: – Relevant:

– Time-based:

S

M

A

R

T

Is it specific in targeting an objective?

What are the measurable indicators of progress or success?

Is it attainable by someone on the team?

Can it be achieved within the resources and time allowed? If not, then the goal is irrelevant to project success.

When will the project be completed?

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Measure of Success

Goals and objectives should be measured to help determine success.

Examples of measurable criteria:

# of participants

Change in behavior

Change in frequency of a given activity

It is difficult to measure intangibles like knowledge and attitude without formal testing.

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Focus on project goals and high-level objectives.Challenge assumptions regarding previously employed approaches and methods.Explore out-of-the-box solutions.Do not hesitate to invent new methods when appropriate.

“Insanity is doing the same thing over and over and expecting a different result.” Albert Einstein

Approach or Method

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Tools of the Trade

Let’s go to the video

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Goal: Put a man on the moon

What approaches did the team consider?

What assumptions were challenged to arrive at the final selection?

What was necessary for the novel approach to be seriously considered?

Never underestimate the value of a champion!

Approach or MethodCase Study

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Assumptions and Risks

1. What resources are required to realistically complete this objective?

2. What risks are associated with obtaining these resources in a timely manner?

3. What problems or delays are likely to occur in completing this objective?

4. What effect will delays have on the overall project plan and schedule?

Assessment

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Checklist

What is the value of the project overview?

It can determine the problems before starting so they can be worked.

It can be used to “sell” the project to the powers that be.

It gives an idea of how feasible the project is.

It helps ensure success by eliminating “activity traps” and “scope creep”.

It is the basis for more detailed plans.

STAGE TWO

WORK BREAKDOWN STRUCTURE

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Work Breakdown StructureNetwork of High-Level Objectives

Project Goals

High-LevelObjective 1

High-LevelObjective 3

High-LevelObjective 4

High-LevelObjective 2

Activity 1

Activity 2

Activity 3

Activity 4

Activity 1

Activity 2

Activity 3

Activity 4

Activity 1

Activity 2

Activity 3

Activity 4

Activity 1

Activity 2

Activity 3

Activity 4

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Activities should pass the “SMART” test.Each activity must have a definite start and stop time.Activities may be linked.Time and cost should be easy to define.Each activity should be assigned to someone.Each activity must be easily accomplished by one team member if not decompose the activity into smaller pieces.

Work Breakdown Structure

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What do we need to do to deliver the New Leader

Essentials Training?

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Activities to deliver NLE IDTime-place

Pick the date

DetermineExpenses

Set the Fee

Draft Denis

As CD

Recruit STaff

Get aGOOD

AVperson

Reserve

The

Training

room

MakeA

Flyer

Put dateOn the

CalendarGet copies Of syllabus

Have a meeting

Train

Staff

Buy

Food

Photo-copy

Handouts

Get the New leaderslist

Mailflyers

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Draw the network diagram from the linkages.

1. Determine what activities can start now.

2. Determine what activities need other activities to complete before starting.

3. Assign a time to complete to each activity.

4. The critical path is the longest path.

5. Watch the activities on the critical path; if they are late the project will be late.

Project Schedule and Critical Path

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Sample Project Schedule & Critical Path

Recruit CD and Staff

Run Course

Post CourseStaff Meeting

Promote Training

Staff TrainingDetermine who teaches what

Identify place

Identify time/date

Acquire audiovisualsupport

Determine Fee

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See how the small team:

Tackles the problem of the weight of the windows on the lunar moduleSells their ideas to othersChallenges assumptionsThinks out of the box to generate new ideasHelps people “see” their ideas

Work Breakdown StructureCase Study

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What were the solutions to weight problems that the team encountered?

What are the lessons for us?

We must challenge assumptions.

We must think outside the box.

Work Breakdown Structure

What would have happened if the team did not think out of the box?

“If you keep doing what you’ve always done, you will keep getting what you’ve always got”!

Case Study Review

STAGE THREE

ACTIVITY

ASSIGNMENTS

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Each member must understand his or her assignment.The leader must be sure that everyone understands the purpose of the project, the details of each assigned activity, the availability of resources, and the project’s duration. Team members’ skills and resources must be matched to activities. Goals to be accomplished and regular reporting times must be established so that the team leader is informed as to the project’s progress.

Activity AssignmentsWhat is important for us to remember when assignments are made?

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Each team member must have a clear understanding of the purpose of the project.

Each member must understand exactly what his or her assignment is, the details of each assigned activity, and the availability of resources (including how much time the activity is expected to take).

To match of each team member’s skills, talents and resources to the activities.

Activity AssignmentsWhen making assignments to team members it is important to consider:

STAGE FOUR

PUTTING THE PLAN INTO ACTION

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Let the Project Begin!

Provide leadership to the team.

Provide information about resources or further clarify the assignments or project.

Support and encourage.

Make decisions or solve problems.

Focus on the activities on the critical path.Don’t forget to celebrate

success!!!

Once the project starts the team leader must:

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Trust is one of the most important characteristics of a high-performance team.

The team leader should monitor the performance and the results.

Team members should have the freedom to work within their own boundaries.

Micromanaging or monitoring the work method implies that the team member is not trusted.

Let the Project Begin!

STAGE FIVE:

PROJECT

CLOSEOUT

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Remember, celebration is an important part of a high-performance team.

Produce a postmortem report.

Project Closeout

When the project is complete there are still two important things to do.

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Postmortem Report

Were the goals and objectives met?Was the project completed on time?How might we make things run better the next time? (update templates and processes)

This written report will enable you or your successor to remember what happened and how to avoid some of the pitfalls you may have encountered.

This evaluation should be written and include an analysis of several things.

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Summary

1. Project Overview

2. Work Breakdown Structure

3. Activity Assignments

4. Putting the Plan into Action

5. Project Closeout

What are the 5 stages of project planning for a team?

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Learning Objectives ReviewCan YOU?

Identify the five stages of team-based project planning

Prepare an effective project overview related to your patrol exhibits

Understand the importance of selecting an appropriate approach or method

Avoid the “activity trap”

Develop a work breakdown structure

Implement and track a project plan

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Thank You!

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goes here, you may

use a build if

you desire