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Project Scoping and Project Management Lessons from the QUEST Honors Program Nicole M. Coomber Center for Social Value Creation 1.

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Presentation on theme: "Project Scoping and Project Management Lessons from the QUEST Honors Program Nicole M. Coomber Center for Social Value Creation 1."— Presentation transcript:

1 Project Scoping and Project Management Lessons from the QUEST Honors Program Nicole M. Coomber Center for Social Value Creation 1

2 Creating Your Project Scope September 13, 2011 2

3 What are your concerns about scoping? 3

4 Goals for Today & Next Week Creating a Strong Team Understanding your Client Statement of Work Dealing with Scope Creep 4

5 First Steps Purpose Team Myers-Briggs Type Indicator Strong Interest Inventory StrengthsQuest Team Charter Statement of Work 5

6 Team Charter Elements Commitments & responsibilities Conflict management Demonstrating respect Maintaining a positive attitude Communication plan Desired learning 6

7 Visioning Initial meeting of 1-2 hours Data Dump Understanding your client Communicating team skills & assets Facilitative listening 7

8 Topics for Initial Meeting Organizational history Background, purpose, philosophy Organizational culture Leadership structure Stakeholders (internal/external) Example: Creating an oral history for an academic organization 8

9 Visioning Exercise What is your vision for the oral history to be presented at the 20 th anniversary celebration of your organization? 9

10 Gap Analysis Current State [GAP] Ideal State 10

11 Force Field Analysis Forces that hinder Forces that help 11

12 Statement of Work Key questions Primary tasks (Rec: 3-5) Final deliverable Dates Anticipated person hours (internal/external) 12

13 Scope Creep Initial conversation key Task prioritization Create a strong SOW Refer to SOW Understanding of known important tasks Replace tasks or extend contract with client 13

14 Project Management September 20, 2011 14

15 Concerns about Project Management? 15

16 Goals for Today Brainstorming Decision Making Affinity Diagrams Tree Chart Gantt Charts 16

17 Brainstorming Let ideas flow freely No debating or evaluating of ideas Build on the ideas of others Think in new ways; break out of old patterns Be humorous and creative Everyone participates There are no bad ideas 17

18 Types of Brainstorming Regular Brainstorming Out loud Build on ideas as they are generated Written Brainstorming Use slips of paper Time at end to build on ideas generated 18

19 Steps for Brainstorming Decide upon central question Set time limit for idea generation Multiple rounds (esp. if using written brainstorming) Move on to decision making tools 19

20 Statement of Work: University of Baltimore Admissions Process Goal: To reduce cycle time for processing graduate admissions applications, thereby increasing student yield Task 1: Identify current and idea state Task 2: Look for opportunities for improvement Task 3: Identify most substantive opportunities for improvement 20

21 What steps will we take to achieve our goal? Interview current students Spend day in office Submit a dummy application Interview current faculty Interview members of admissions team Review UB website Create process map of admissions Interview potential students Survey admissions team Measure time spent on tasks in process Map ideal process Measure current cycle time 21

22 Multi-Voting Decide on voting criteria Vote! Use colored stickers OR Distribute 100 points among ideas Best not to use 50% or more for one idea

23 Decision Grid Criteria grid Determine criteria Choose top 3-5 criteria Rate each option on set criteria (on scale of your choosing) Impact/Effort Grid Gauges items on impact and effort

24 Criteria Grid Criterion #1 Criterion #2 Criterion #3 TOTAL Idea #1 Idea #2 Idea #3 Idea #4 Scale 1-3 1: Does not meet criterion 2: Somewhat meets criterion 3: Meets criterion well

25 Weighted Criteria Grid Adding weights recognizes some criteria are more important than others Criterion #1 Criterion #2 Criterion #3 TOTAL Weight__% Idea #1 Idea #2 Idea #3 Idea #4

26 Impact/Effort Grid Major Improvement Minor Improvement Easy to DoDifficult to Do

27 Impact/Effort Grid Easy Major Difficult Major Easy Minor Difficult Minor

28 Sample Affinity Diagram Identify current/ideal state Submit a dummy application Create process map of admissions Opportunities for Improvement Interview current students Survey admissions team Identify most substantive opportunities for improvement Measure current cycle time Measure time spent on tasks in process 28

29 Steps to creating a Tree Diagram 1. Choose Tree Diagram goal statement Clear, action-oriented statement 2. Generate major Tree headings Major means by which goal statement achieved 3. Break each major heading into greater detail What needs to be addressed to achieve this goal statement? 4. Review for logical flow, completeness Have we forgotten something? Is each of these actions necessary to attaining goal? 29

30 Tree Diagram Maps the tasks of implementation Breaks a broad graphically into detailed action Improve UB Admissions Cycle Time Identify current/ideal state Map Current Process Interview admissions team Find Opportunities for Improvement Interview Current Students Survey Admissions Team Best opportunities for improvement Interview potential students Submit dummy application Get 3 Letters of Recommendation Submit application via online process 30

31 Moving from Tree to Gantt Main Goal Timeline Sub-Goal Timeline Task Timeline 31

32 Making a Gantt Chart Using Google Docs 32

33 Some Tools Viewpath: Gantter: The Big Picture: GanttProject (free download) : 33

34 Questions? Nicole M. Coomber 3337 Van Munching Hall 301-405-8732 Office Hours: Mon & Tue 2-3pm 34

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