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Week 4

Introduction to Project Management. Week 4. Agenda. Phase 2 Con’t : Planning Communication Plan Scheduling Preparation Build an AON Diagram Determine Critical Path Resource Planning Build a RACI Chart. Project Planning Review. Planning Projects.

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Week 4

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  1. Introduction to Project Management Week 4

  2. Agenda • Phase 2 Con’t: Planning • Communication Plan • Scheduling Preparation • Build an AON Diagram • Determine Critical Path • Resource Planning • Build a RACI Chart

  3. Project Planning Review

  4. Planning Projects “Planning is laying out the project groundwork to ensure your goals are met“

  5. Project Planning Processes Scope Planning Preparing a Work breakdown structure (WBS) Project Schedule Development

  6. Project Planning Processes Cont. Communication Planning Resource Planning Risk Planning

  7. scheduling

  8. Purpose of Scheduling Encourages the setting of realistic time and cost estimates for each activity Helps make better use of people, money, and material (aka resources) by identifying critical bottlenecks in the project

  9. Purpose of Scheduling • Shows relationships of each activity to others in the whole project • Identifies the precedence relations among activities

  10. Determining Precedence • What activities must be finished before the current one can start? • What activities may be constructed concurrently with the current one? • What activities must follow the current one?

  11. Scheduling Techniques • Common tools • Gantt charts • Project calendars • Milestones charts • Critical Path Method (CPM) • Program Evaluation and Review Technique (PERT)

  12. Time J F M A M J J A S Design Prototype Test Revise Production Sample Gantt Chart

  13. MS Project Example of Gantt Chart

  14. F A C E Start H B G D Arrows Show Precedence Relationships Activity on Node Example Diagram

  15. Activity on Node (AON) Explained

  16. AON (Activity on Node) Example: of a Precedence Table for ABC Paper Manufacturing Activities & predecessors

  17. F A C E Start H B G D Arrows Show Precedence Relationships AON (Finished Product)

  18. Workshop 1

  19. Workshop 2

  20. Workshop 3

  21. Workshop 4

  22. BB 4d Write electronic script 2d Finish MyAlgonuin 3d Write script 1d Posters on wall 1d Posters 5d

  23. Workshop 5

  24. Determining the Project Schedule Perform a Critical Path Analysis • The critical path is the longest path through the network • The critical path is the shortest time in which the project can be completed • Any delay in critical path activities delays the project

  25. Resource planning

  26. Resource Planning • Questions to be answered when planning resources: • What needs to be done? • Who or what can do the work? • Is this resource available? • How will this resource affect schedules and costs?

  27. RACI Chart • Responsible • Accountable or Approve • Consulted • Informed • Roles along the top • Tasks down the side

  28. RACI Analysis May be Overdue .... If you hear these types of comments in your organization: “my boss always overrules my decisions whenever she wants” “It seems everyone is putting together a spreadsheet on the same data” “The approval process for even the simplest thing takes forever now”

  29. RACI Model • Steps in a RACI process • Identify all the activities • Avoid terms such as attending meetings instead use action verbs like, evaluate, record, monitor, collect • Identify the roles • Complete the cells accordingly (R,A,C,I) • Resolve overlaps & gaps • Every process must contain at least one R

  30. Communication Planning

  31. Communication Plan Objectives • Objective is to determine: • Who? • What? • When? • Where?

  32. Communication Plan Example

  33. Effective communications

  34. Communication Rules • Establish communication rules (at the beginning of the project) • For emails • For meetings

  35. Meetings • Prepare agendas • Send out agendas to allow for preparation time • Minutes/action items

  36. Emails • Create standardized email distribution lists • Cc’s to team members (especially on client emails) • Use “Out of Office” option

  37. Instant Messaging • Good for client calls • Good for out of office team members

  38. Individual Exercise • Search the web to find more information on effective meetings • Create a list with • 5 things you can do to organize effective meetings • 5 things to lead effective meetings • Pick one item from your list and explain why you feel it is so important • Submit your lists to the Wk5 Effective Meetings Journaling

  39. Workshop

  40. Group Work Activity • Each group is to create the following for the fundraising day project • Communication Plan • AON (for advertising) • RACI (for advertising) • Use the templates provided

  41. Hybrid / Homework • Chapter/Lesson 2 of e-Text • Establish the various types of resourcing

  42. Quiz Time

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