Introduction to Technical Communication and Project Management

1. Introduction toTech Communication &Project Management Arthur C.M. Chen 617 253-7312, Rm 38-460 acmchen@alum.mit.edu

2. Motivation • Technical Leadership • “Guiding head of a technical group” • Two essential tools • Communicate to customer and to your team • Organize, plan and manage the technical project • Introduction: • Simple advice on presentation • Introduction to project management

3. Think Before You Present • Who are your audience, why are they listening? • What is one or two messages you want to leave with your audience? • What is the message for each slide

4. Communicate the Essence • Who & where • Technology and research group of interest • Specific Professor or research staff • What • Specific thesis project idea – some details • Why • Personal interest, Future opportunities, Financial support • When • Progress and plan – this term and beyond News story outline

5. Why Project Management • Diverse career opportunities • Leadership role • Most future activities are team and/or multi-organization oriented • How to help teams to work together • Startup business plans • MEng Thesis Project • Good learning vehicle

6. Project • Project: “an organized undertaking” • Master of Engineering Thesis Project • Finding a job • Building a porch • Buying a house • … • Design and manufacture a car (Large Program) • Put a man on the moon (Huge Program) Project management: a discipline “Art and Science”

7. Project Management Objective • Achieve the project goal • Do a great thesis – on time • Keep customers (e.g., Professors) happy • Keep the team focus on the goal • Make sure that team members work well • Everyone shares the load • … Scope, Resources, Schedule & Customers

8. Concerns about Project Management • My work is research so that I can’t plan it • How can I commit to a schedule if I don’t know how it will work out • I don’t have time to plan – got to get it done • Project plan is a map and a guide • No map, most likely to get lost • Plan: understand risks and trade-offs • Basis for systematic plan modification • Mechanism for efficient communications

9. Thesis ideas Thesis Proposal Thesis Completed Concept System Design (Architecture) • Tech. Foundation • Capabilities • Goal Detailed design/ Implementation Demo/test/ Documentation • Systems analysis/ • Synthesis • Project planning • Thesis proposal • Project tracking • Plan modification • Communicate • Thesis submission Framework: Project Cycle

10. Prototype New Product Product II Product Development Lifecycle • Product Spec. • Marketing • Manufacturing • New Spec. • Marketing • New Technology Similar Framework

11. Project Management Process • Planning • Project Definition, Scope, Buy-ins • Mechanics of putting together a plan • Tools: Work Breakdown Structure (WBS) • GANTT, PERT, etc. charts - computerized • Tracking plan progress • Communicate and follow-up • Complete project • Managing and control

12. Project Management Project Management Scope, Resources, Schedule & Customers • Project Planning • Define objective • Define work/tasks • Identify resources • Plan schedule • Iterate • Plan modification • Execution Management • Get objective signed-off • Track plan progress • Communicate within team • Customer communications • Secure resources • Project discipline Technical People

13. How to Get Started • Start with the essence of what you are trying to do • Draw a block diagram of your system • “Architecture” • Do a high level flow chart of your software • Identify modules • Postulate the end result of your prototype • User interface, typical use scenarios • List all possible tasks that needed to be done • Organize tasks • Do some or all of above

14. Mechanism of Planning • Define project objective • Define work breakdown structure (WBS) • Identify tasks and subtasks -- deliverables • Lowest element – stand alone work package • Identify tasks relationship • Identify possible risks • Estimate work packages (people, time, etc.) • Create initial schedule • Iterate plan • Document

15. Ex: WBS - Buy A House Top Down Decomposition, Elemental Tasks

16. 5 4 3 1 6 2 7 8 9 10 Network Diagrams Scheduling Techniques • PERT – Program Evaluation and Review techniques • CPM – Critical Path Method

17. Buy a House Simple Gantt Chart View

18. Possible Application • Understand the scope of your goal • Define your objective • Define tasks and work breakdown structure • Develop project plan • Review plan, iterate • Document –> thesis proposal Thesis ideas Thesis Proposal (May 10) Concept System Design (Architecture) • Tech. Foundation • Capabilities • Goal • Systems analysis/ • Synthesis • Project planning • Thesis proposal

19. Some Estimation Considerations • Completeness in definition of tasks and interfaces • Time for meetings and communications • The range of abilities of team members • Experience with similar job/ tasks • Learning time for new equipment or software • Availability of special facilities • Earlier identification of unknowns or risks • A priori calculations –concerns but may not be a show stopper (especially in R&D)

20. Closing Summary • Project Management – Lead an endeavor • Planning is a map, a guide, especially for a team • Relatively simple and helpful techniques • Management is mostly about people • Goal, discipline, communicate • Risks are inevitable, planning helps to avoid stupid ones • Experience counts • Assessing the scope of work, timing, risks Risks are Essential in Achievements Luck is an Element of Success

21. Historical Perspective Phases Use Methods