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Unit Nine: Managing Team Projects

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1 Unit Nine: Managing Team Projects
TB133 Strategies for the Technical Professional Unit Nine: Managing Team Projects John Elberfeld

2 Unit Eight Summary This unit looked at time management, team building, and communicating effectively. Time management was heavily emphasized, since it is a core concept of this course and other courses, as well as future careers Finally, teams and teamwork were introduced and discussed because they will be incorporated into a majority of the students’ future ITT Tech courses.

3 Results of Homework Discuss homework and grades

4 Unit 9 Objectives Define and gather project requirements.
Understand the project phases. Develop a project plan. Implement a project plan.

5 Reading Assignment Strategies: Building on Your Best for Career Success Chapter 6, “Managing Team Projects”

6 Lab Assignment Work on the Project

7 QUIZ Take a short quiz that reviews the material we covered this quarter

8 Cooperate The purpose of this unit is to help you celebrate people, cultures, and yourself No matter what your job, you will work on teams repeatedly during your career The course will help you improve your team and communication skills

9 Managing Team Projects
4/11/2017 Managing Team Projects Project management— The process of planning, organizing and managing all the people and activities involved in a project from the project’s concept to its completion TB132 Strategies - Elberfeld

10 Repair Shop Sign There are three types of car repairs
1. Good 2. Fast 3. Cheap Which two would you prefer? Why are all three impossible? Why is managing a project a challenge?

11 Project Management Much of project management is compromising the time, cost, and quality demands of the project No boss is ever completely satisfied because you can never be perfect in all three areas at once Good project managers come as close to the ideal as possible

12 Definition of a Project Project Characteristics
A one-time event Moderate to long duration Temporary teams Business Process A repeated event Shorter durations Permanent work teams, usually in the same department

13 Project Management Project management is the process of planning, organizing and managing all of the people and activities in a project from conception to closure. Project management is a results-oriented style of management, intended to control issues that can influence the outcome of a project.

14 Goal of Project Management
Project scope is defined clearly. Customer and team member expectations are understood. Information is communicated. Final project deliverables are on time and within budget.

15 Defining the Scope What is the problem or issue being addressed?
What is the current situation? What is the ideal situation? How many end users are involved? Are any other characteristics important? Customer and environment characteristics in the description help clarify features included in the scope. Add requirements and relevant input from the requirements.

16 Gathering Requirements
Requirements are specifications for a project. Requirements are defined by talking to the stakeholders. Ask the right questions.

17 Developing a Plan Components of a Project Plan
Description of the problem Names and roles of the stakeholders List of the project team members Requirements for the project Tasks and milestones to be accomplished Project schedule

18 Defining Tasks Identify all steps of a task.
Break them down into smaller tasks (subtasks). Be aware of the skills and abilities of the project team members.

19 Developing a Schedule The schedule is the guide of how the project will be completed. Always keep buffers in the schedule of the task to accommodate unforeseen delays. Organize project tasks and milestones in chronological order. Assign people to tasks. Specify the time required to complete each task and subtask. Use a calendar format to list your tasks. (This can be done nicely in project management software such as MS Project). Make adjustments as necessary.

20 Managing Risk Risk can fall into three categories: Technology Cost
Schedule Assess List all possible sources of risk to the project. Evaluate Highly likely, likely, less likely Mitigate How can you lessen the impact?

21 Managing Risk Identify and evaluate risks:
List all of the possible elements of risk to the project in terms of technology, cost or schedule. Evaluate the risk to estimate the probability of it occurring and to assess the impact it will have on the project.

22 Risks Evaluate them as High—likely to occur, Medium—might occur, or Low—not likely to occur risks. Do the same with the impact: High—significant impact, Medium—moderate impact, Low—little or no impact. Identify the high-risk elements. Generate measures to prevent the risks from occurring or lessen their impact. Create a contingency plan—a just-in-case plan of action for each risk.

23 Execution After the project scope is defined and the plan and schedule developed, you can begin the work on the project It is important that everyone has a clear understanding of the project and their role or specific tasks they are to complete. Creating a baseline will allow you to track the progress of the project by measuring the actual performance against the plan.

24 Closing Review results. Review results of project issues.
Identify what went well and what did not to address issues in future projects. Celebrate by presenting the product to the customer. Hold a team event to review the project and give recognition to team members.

25 Closing Get customer feedback. Close project.
Overall quality of the final product Overall satisfaction with the project Close project. Customer sign-off Disband the team.

26 PROJECT PLAN DEVELOPMENT MANAGEMENT AND TRACKING OF PROGRESS
4/11/2017 Project Phases IDEA CONCEPTION PROBLEM DEFINTION PROJECT PLAN DEVELOPMENT BEGIN MANAGEMENT AND TRACKING OF PROGRESS In the conception phase, the idea for the project comes about. What the project should accomplish and who initiated the project are established in this phase The definition phase includes a detailed description of the problem and the results to be produced. The project plan includes a list of all the work that needs to be performed and the roles that everyone working on the project will perform. Once the project plan is in place, the project can begin. The progress of the project is managed and tracked throughout the process. The close of the project includes preparing any final reports as well as a post-project evaluation. CLOSE TB132 Strategies - Elberfeld

27 Project Phases In the conception phase, the idea for the project comes about. What the project should accomplish and who initiated the project are established in this phase The definition phase includes a detailed description of the problem and the results to be produced. The project plan includes a list of all the work that needs to be performed and the roles that everyone working on the project will perform.

28 Project Phases Once the project plan is in place, the project can begin. The progress of the project is managed and tracked throughout the process. The close of the project includes preparing any final reports as well as a post-project evaluation.

29 Possible Project Adding a Wi-Fi network for the faculty at ITT-Albany is a technology project that would require massive planning As you go through the following slides, see if you can come up with answers with respect to Wi-Fi for ITT faculty.

30 IT PROJECTS FEASIBILITY ANALYSIS REQUIREMENT ANALYSIS PROJECT DESIGN
4/11/2017 IT PROJECTS FEASIBILITY ANALYSIS REQUIREMENT ANALYSIS PROJECT DESIGN PROJECT DEVELOPMENT Some projects may have a more specific or detailed set of steps or phases that must be managed. For example, information technology projects often follow the process shown IMPLEMENTATION CLOSURE ONGOING SUPPORT TB132 Strategies - Elberfeld

31 Project Planning Before you can develop the project plan, ask:
4/11/2017 Project Planning Before you can develop the project plan, ask: Who is affected by the project? How important is this project to the company? What is the project trying to achieve and how will these results be measured? Are the objectives clear and specific? Are they Specific, Measurable, Aggressive, Realistic, and Time-Sensitive? (SMART) Perhaps the most important work in project management is done during the early phases of a project, before the actual project begins. Project management software packages that are on the market today can make the planning process easier. However, never underestimate the critical thinking that is involved with project management TB132 Strategies - Elberfeld

32 Objectives What are the limitations of the project in terms of time and resources? Will the benefits of the project be worth the costs of doing the project?

33 Developing the Project Plan
4/11/2017 Developing the Project Plan Developing the project plan means thinking about the “big picture” of the entire project as well as thinking about all the details. It involves identifying each big goal of the project and breaking it down into specific tasks Define the problem Identify the Important Tasks Identify any Sub-subtasks for each subtask Identify the Subtasks for each task TB132 Strategies - Elberfeld

34 Peanut Butter Sandwich Project
4/11/2017 Peanut Butter Sandwich Project First, identify the important tasks: Buy Peanut Butter, Jelly, Bread, Napkins, Milk 2. Find a butter spreader 3. Assemble sandwich 4. Eat sandwich Now let’s look at a very simple project: creating a peanut butter and jelly sandwich to eat for lunch TB132 Strategies - Elberfeld

35 Peanut Butter Sandwich Project
4/11/2017 Peanut Butter Sandwich Project Then, identify the subtasks: 1. Buy Peanut Butter, Jelly, Bread, Napkins, Milk 1.1    Get gas in the car 1.2    Go to the bank 1.3    Go to the store 1.4    Choose the desired brands of products 1.5    Get brands from store shelf 1.6    Pay for the items 1.7    Carry items home 2.      Find a butter spreader 2.1    Look through the dirty dishes in the sink and find a butter spreader 2.2    Wash and dry butter spreader 3.      Assemble Sandwich 3.1    Remove two slices of bread 3.2    Spread peanut butter onto one slice 3.3    Spread jelly 3.4    Put pieces of bread together 4.      Eat Sandwich TB132 Strategies - Elberfeld

36 Peanut Butter Sandwich Project
4/11/2017 Peanut Butter Sandwich Project Finally, identify the sub-subtasks: 1.4 Choose the desired brands of products make decision for peanut butter make decision for jelly 1.4.3    make decision for bread 1.4.4    make decision for napkins 1.4.5   make decision for milk 3.2  Spread peanut butter onto one slice 3.2.1 Unscrew lid from jar of peanut butter TB132 Strategies - Elberfeld

37 Sandwich Project Pert Chart
4/11/2017 Sandwich Project Pert Chart GO TO THE BANK T=10 GET GAS T=10 GO TO THE STORE T=15 GET BRANDS FROM SHELF T=10 PAY T=2 CARRY ITEMS HOME T=15 REMOVE BREAD SLICES T=2 START T=0 DECIDE ON BRANDS TO BUY T=10 UNSCREW PEANUT BUTTER LID T=1 UNSCREW JELLY LID T=1 FIND A BUTTER SPREADER T=1 WASH AND DRY BUTTER SPREADER T=5 SPREAD PEANUT BUTTER T=1 To complete a chart such as the one above, sometimes referred to as a Pert Chart, begin with all activities that have no predecessors. These can be started at the same time as soon as the project begins. Then continue filling in boxes with the activities that follow those you have already filled in. You can also write the time it takes to complete each of the activities within the boxes. Some will take longer than others. Now let’s look at how long it will take until we can get the brands off the shelf. The soonest we can do that would be 45 minutes because going to the bank and the store, which must be done first, takes that long. Everything else that must be done first takes less time. Similarly, to determine the total length of time that a project will take, we must find the longest path through the project, in other words, we must follow the path of activities that take the longest time to complete. This is the critical path. The critical path is actually the minimum time required to complete the project, as long as nothing goes wrong. The critical path in this example, which is highlighted, takes 62 minutes. For a legitimate project, as a general rule, tasks should have a time frame of two weeks or less. Task dependencies should be identified as well as the person who will be responsible, the start date, the end date, and all additional resources (equipment, money, etc.) that will be used per activity. SPREAD JELLY T=1 PUT BREAD TOGETHER T=1 EAT SANDWICH T=5 TB132 Strategies - Elberfeld

38 Sandwich Project Gantt Chart
4/11/2017 Sandwich Project Gantt Chart Buy Ingredients Gas Store Brands from shelf Decide on brands Carry Items home Bank Pay Obtain Butter Spreader Look Wash and dry Assemble Remove slices Unscrew lid Spread butter S Spread jelly S Put together EAT Another way to view a project is as a Gantt chart. This is a bar graph in which each task is represented by an individual bar that varies in length according to the task time. With a Gantt chart you can visually determine which tasks need to be completed before others begin and which can be worked on at the same time. You are able to clearly see the critical path, as well. Gantt charts are used in most project management software. TB132 Strategies - Elberfeld

39 Life Plans Planning your life, rather than just going with the flow, will help you reach your goals It is hard work, but the payoff is a future you and your family can be proud of

40 Taking Control of Your Life is your MOST IMPORTANT PROJECT
Three Major Tasks: Develop a plan for obtaining employment. Prepare to live within your means after you finish school. Understand your loan-repayment obligations and responsibilities.

41 Develop a plan for obtaining employment
You must take courses at ITT that help you design your employment package. Prepare your cover letter. Develop your resume. Solicit letters of recommendation. Identify strategies for getting a job. Seek professional assistance to help you find a job.

42 Prepare to live within your means after you finish school
Appreciate the difference between how much you earn (gross) and how much you actually take home (net). What monies are withheld? Social Security tax (Medicare and retirement, 7.65%). Federal tax (ranges from 10% to more than 35%, depending on your gross income). State tax (rates vary depending on where you live).

43 Withholding Suppose your new profession pays you a gross income of $35,000. How much money will you take home? Social Security tax = approximately $2,678. Federal tax = approximately $4,200. State tax = approximately $1,400 (based on a 4% tax rate). Net income = $26,722. Approximately $2,227 per month. Approximately $514 per week. Even less if you want health care, retirement savings, etc.

44 School Loans You have two options:
Pay your loans Die There is no way to get out of your loans completely Loans can be extended or postponed under some conditions Talk to your financial aid rep to be sure you know exactly what your loan involves and options you have


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