Writing Project (Technical Writing CS212)

7/30/2019 Writing Project (Technical Writing CS212)

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Writing Project(Technical Writing CS212)

Lecture 5

Abdisalam Issa-Salwe

Taibah UniversityCollege of Computer Science & Engineering

Computer Science Department

College of Computer Science & Engineering, Taibah University

What is a Writing Project ? Various definitions of a project

A temporary endeavour undertaken to createa unique product or service.

Planned activity.

A project is a set of co-ordinated activitiesthat contribute to the achievement of acommon goal or goals.


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Project Characteristics

Key characteristics of projects

Non-routine tasks are involved

Planning is required

A specified product is to be created

The project has a predetermined time span(this may be absolute or relative)


Project management Project management is

The systematic planning, organising andcontrolling of allocated resources to accomplish

project cost, time and performance objectives.

It is about managing projects

It is a dynamic process

It is based upon accepted principles of management

It is the application of knowledge, skills, tools andtechniques in order to meet the needs and expectationsfrom a project


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Project management (cont)

The objective of project management is asuccessful project.

A project will be deemed successful if it iscompleted at the

Specified level of quality

On time (timescale)

Within budget.


Project life cycle The Project Life Cycle refers to a logical

sequence of activities to accomplish the projectsgoals or objectives.

The major time periods through which anyproject passes

Each period may be identified as a phase andfurther broken down into stages

Generic naming of phases, i.e. real situation


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Implementation


Project life cycle

Defining Phase

Initiation, Formation, Objective setting

Planning Phase

Task planning, Feasibility, Fact-finding,

Position analysis, Option generation, Optionevaluation

Implementing

Design & Development, Implementation Control & Completing

Review, Completion


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Defining Phase

Concerned with deciding whether a project shouldbegin and committing to do so

Initiation stage

Describes the beginning of a project

Ensures that the project is established with clearreference terms

Project Initiation Document (PID) drawn, which setsterm of reference

Objectives and scope of the project

Formulation stage

Selection of personnel, i.e. project manager, projectboard, the project team, etc.


Defining Phase (cont) Objective setting

Project goals for a quantifiable targets

Contract

Production specification

Customers specification

SMART

Specific

MeasurableAgreed upon

Realistic

Time-bound


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Planning Phase

Aims to devise a workable scheme to accomplish theoverall project goal

Planning stage

The project to be broken into manageable task

Task lists. Task should be:

Clear

Self-contained

Feasibility and fact finding and fact finding stage

Defining in Network diagram Realistic judgement


Project Management Activities

Planning

Purpose of planning is to facilitate lateraccomplishment

Planning is an iterative process, from lessdetailed plans more complex plans aredeveloped

With large projects detailed planning of the

later stages would take place as theyapproached


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Planning Phase (cont)

The purpose of the Project Planning Phase is:

Establish Requirements

Establish Cost, Schedule, List of Deliverablesand Delivery Dates.

Establish Resource Plan.

Get Management Approval and proceed tonext phases.


Planning Phase (cont) The basic processes of the Project Planning Phase:

Scope Planning: Specifies the in-scope requirements forthe project.

Preparing the Work Breakdown Structure: Specifies thebreakdown of the project into tasks and sub-tasks.

Organisational Breakdown Structure: Specifies who all inthe organisation need to be involved and referred forProject Completion.

Resource Planning: Specifies who will do what work atwhich time of the project.

Project Schedule Development: Specifies the entireschedule of the activities detailing their sequence ofexecution.

Budget Planning: Specifies the budgeted cost beincurred in the completion of the Project


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Planning Phase (cont...)

A feasibility study:

A systematic analysis performed in advanceof a project in order to provide informationabout whether or not the project should beundertaken.

Conducted correctly, it should address issuesthat could influence the success of a potentialproject and assess the merits of different

options for comparison.


Planning Phase (cont...)

The feasibility study

Is the project worth doing

Can it be done

What is the probable cost

Estimate of required time (real andmanhours)

May be part of general strategicplanning exercise


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Project manager

Project manger: The individual responsiblefor managing a project.

Project management process: The way inwhich a project manger co-ordinates aproject from initiation to completion, usingproject management and generalmanagement techniques, is


Project manager duties Outline planning

Detailed planning:

Teambuilding

Communication

Coordinating project activities

Monitoring and control

Problem solution Quality control


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Project manager duties (cont)

Outline planning

Develop project targets

Diving the project into activities and placingthese activities into the right sequence

Development framework for the proceduresand structures

Detailed planning:

work breakdown structure, resource,

requirements


Project manager duties (cont) Teambuilding:

build cohesion and team spirit

Communication:

Supervisor must know what is going on

Ensure members are briefed

Coordinating project activities:

Between the project team and users, andother external parties


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Project manager duties (cont)

Monitoring and control:

The project manager should estimate thecauses for each departure from the standard,and take corrective measures

Problem-solution

Even with the best planning, unforeseenproblems may arise

Quality control:

There is often a short-sighted trade-offbetween getting the project out on time andthe project quality.


Project manager skills Leadership and team building

Organisational

Communication

Technical

Personal


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Project manager skills (cont)

Leadership and team building

Being enthusiastic about the project

Being positive

Delegating tasks

Organisational:

Ensuring all project documentation is clearand distributed to all who require it

Using project management tools to analyseand monitor project progress


Project manager skills (cont) Communication:

Listing to project team members

Using persuasion to coerce reluctant teammembers or stakeholders to support theproject

Ensuring management is kept informed

Technical:

Providing the technical expertise andexperience needed to manage the project.


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Project manager skills (cont)

Personal

Being flexible

Showing persistence

Being creative

Being patience


Project team Comprises the people who report directly or

indirectly to the project manager

Projects success depend to a large extent onthe team members select

The team comprises individuals with differentskills and personalities

Question when building a team:

What skills requiredWho has the particular talent

Availability and affordability

What level of supervision


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Factors which enhances project team

Effective communication All member being aware of the teams purpose

Collaboration and creativity

Trusting, supportive atmosphere

Innovative/creative behaviour

Interdependence among the team

Capacity of conflict resolution

Enthusiasm

Acceptance of change


Potential problem areas

All projects will have potential problem areas

An understanding of

what the potential problems areas are

when the potential problems are liable tooccur

why the potential problems could happen

how the potential problems can be averted


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Controlling the project

A project that is not controlled will soon becomeout of control

The means of control

Objectives - sets out what has to be achieved

Metrics - measures what has been achieved

Sub-goals and key result areas - providesmilestone on the way to achieving theobjectives


Project Success Major Reasons for Project Failure

Technical Failure

Project Management Failure

Failure in the environment to meetexpectations and needs

It is not projects that fail, but the peopleinvolved with projects!


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Reference

BPP, Information Systems, Study Text,Paper 2.1, BPP Professional Education,United Kingdom.

Lachlan M. MacKinnon, Information: Types ofInformation System Systems,http://www.macs.hw.ac.uk/~lachlan/dbislectures/lectures/types.ppt.

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Writing Project (Technical Writing CS212)