Presentation is loading. Please wait.

Presentation is loading. Please wait.

Southwest Missouri State University Student STC Chapter 16 Mar 2004 1/32 Springfield, MO Project Management : Gaining Control Thomas L. Warren Technical.

Similar presentations


Presentation on theme: "Southwest Missouri State University Student STC Chapter 16 Mar 2004 1/32 Springfield, MO Project Management : Gaining Control Thomas L. Warren Technical."— Presentation transcript:

1 Southwest Missouri State University Student STC Chapter 16 Mar 2004 1/32 Springfield, MO Project Management : Gaining Control Thomas L. Warren Technical Writing Program Oklahoma State University Stillwater, OK 74078-4069 twarren@okstate.edu http://www.okstate.edu/artsci/techwr

2 Southwest Missouri State University Student STC Chapter 16 Mar 2004 2/32 Springfield, MO Overview of Talk Definition and uses of project management Project Scope Work Breakdown Structure (WBS) Conclusion Questions/Discussion

3 Southwest Missouri State University Student STC Chapter 16 Mar 2004 3/32 Springfield, MO Resources A Guide to Project Management Body of Knowledge (PMBOK). Newtown Square, PA: Project Management Institute, 2000. http://www.pmi.org; http://www.pmibookstore.org http://www.pmi.org http://www.pmibookstore.org Penner, Donald D. The Project Manager’s Survival Guide: The Handbook for Real- World Project Management, 2 nd edition. Columbus, OH: Battelle Press, 2002. http://www.battelle.org/bookstore

4 Southwest Missouri State University Student STC Chapter 16 Mar 2004 4/32 Springfield, MO Definition* Management Applying knowledge, skills, tools, and techniques to meet or exceed stake holder's needs and expectations Project “A temporary endeavor undertaken to create a unique product or service”  Definite beginning and ending (temporary)  Different from all other products or services in some way (unique) *A Guide to Project Management Body of Knowledge (PMBOK). Newtown Square, PA: Project Management Institute, 2000, pp. 4, 6.

5 Southwest Missouri State University Student STC Chapter 16 Mar 2004 5/32 Springfield, MO Key Issues and Topics* &  Integration & Collaborative project management and development & Scope—limitations & Time & Cost Quality controls Human resources Communications Risk management Legal issues and proprietary information Procurement *A Guide to Project Management Body of Knowledge (PMBOK). Newtown Square, PA: Project Management Institute, 2000, pp. 7-8. Become the sections of Project Plan

6 Southwest Missouri State University Student STC Chapter 16 Mar 2004 6/32 Springfield, MO Sample Projects Develop documentation for a new product or service Change structure, style, or staffing of an organization or department Develop/acquire new or modified information system Develop appropriate format for conveying needed information Develop a five-year documentation plan

7 Southwest Missouri State University Student STC Chapter 16 Mar 2004 7/32 Springfield, MO Sample Projects Something more immediate Plan a spring conference Get an “A” in a course Prepare an outstanding seminar paper

8 Southwest Missouri State University Student STC Chapter 16 Mar 2004 8/32 Springfield, MO

9 Southwest Missouri State University Student STC Chapter 16 Mar 2004 9/32 Springfield, MO Key Issues What will be done and for whom? Who will do what? When must it all be done? When must the pieces be done? How much will it cost? What are the deliverables? What happens if... ?

10 Southwest Missouri State University Student STC Chapter 16 Mar 2004 10/32 Springfield, MO Focus of Talk Project Scope (assume charter agreed) Listing of all deliverables Tells what the project will and will not cover Work Breakdown Structure (WBS) Identify specific tasks Estimate time required

11 Southwest Missouri State University Student STC Chapter 16 Mar 2004 11/32 Springfield, MO Scope: Inputs Scope Statement: Written statement that is basis for future project decisions ConstraintsAssumptionsExpert Input NOTE: Same input types needed for all 11 sections of the Project Plan

12 Southwest Missouri State University Student STC Chapter 16 Mar 2004 12/32 Springfield, MO Scope: Constraints Project limits Time? Money/budget? Staff? Customer requirements (contractual provisions)? Environment? Scope Statement: Written statement that is basis for future project decisions Constraints Assumptions Expert Input

13 Southwest Missouri State University Student STC Chapter 16 Mar 2004 13/32 Springfield, MO Scope: Assumptions Organization goals and objectives Product goals and objectives Customer needs Product complexity Project authorization (charter) Key personnel availability Scope Statement: Written statement that is basis for future project decisions Constraints Assumptions Expert Input

14 Southwest Missouri State University Student STC Chapter 16 Mar 2004 14/32 Springfield, MO Scope: Expert Input Managers from similar projects Other organizational personnel (purchasing, human resources, e.g.) Consultants Stakeholders Professional and technical associations Industry groups Scope Statement: Written statement that is basis for future project decisions ConstraintsAssumptions Expert Input

15 Southwest Missouri State University Student STC Chapter 16 Mar 2004 15/32 Springfield, MO Scope Control Must prevent Scope creep Establish specific procedure for changing scope Changes submitted by whom? Changes approved by whom? Areas that cannot be changed? Scope change notification Scope is key to WBS that is key to time management that is the key to …

16 Southwest Missouri State University Student STC Chapter 16 Mar 2004 16/32 Springfield, MO Work Breakdown Structure (WBS) Sub-divide project deliverables into smaller and smaller units Identify major deliverables (from Scope statement) Use as criteria for subdividing adequate cost and duration Identify how work will be defined, organized, and accomplished Activity list itself is a deliverable Example: FORUM, an International Conference

17 Southwest Missouri State University Student STC Chapter 16 Mar 2004 17/32 Springfield, MO Items to Prepare Publications Call for Papers Parts PreSeedingsProgram Post Harvest Parts

18 Southwest Missouri State University Student STC Chapter 16 Mar 2004 18/32 Springfield, MO FORUM 2000FORUM 2003

19 Southwest Missouri State University Student STC Chapter 16 Mar 2004 19/32 Springfield, MO Sample Activities List for FORUM 2003 Call for Papers Poster Delegate folder Preliminary Programme* PreSeedings Supplemental PreSeedings Final Programme* Planning Guide for delegates Supplemental Final Programme* PostHarvest * International spelling

20 Southwest Missouri State University Student STC Chapter 16 Mar 2004 20/32 Springfield, MO Call for Papers Activities List Logo and art Author Instructions Produce copy Design and layout cover and pages Format files Send for proofing Proof files Return for correcting Correct files Send to vendor Print Distribute

21 Southwest Missouri State University Student STC Chapter 16 Mar 2004 21/32 Springfield, MO WBS, cont. Develop WBS based on finer and finer granularity Logo development tasks  Identify theme (comes from another team)  Call for designs (separate publication)  Evaluate designs based on criteria (from?)  Feedback to designer(s) (by?)  Revise design  Proofs  Reviewed (by?)  Agreed

22 Southwest Missouri State University Student STC Chapter 16 Mar 2004 22/32 Springfield, MO WBS, cont. Develop WBS based on finer and finer granularity—when do you stop? Who are your potential resource people? How “professional” are they—how much do they know?  Manager of Logo task  Designer(s) Fine line between managing and micro- managing

23 Southwest Missouri State University Student STC Chapter 16 Mar 2004 23/32 Springfield, MO Screen shot of Word WBS for three of the publications.

24 Southwest Missouri State University Student STC Chapter 16 Mar 2004 24/32 Springfield, MO Steps: Time Management Define the activity Overall Major steps Tasks to accomplish steps Sequence activities—dependencies especially important (“A” must happen before “B”) Estimate activity duration Develop a schedule Control the schedule

25 Southwest Missouri State University Student STC Chapter 16 Mar 2004 25/32 Springfield, MO Estimating Time Use past experience Should include a range 2 weeks  2 days Time = 8-12 working days Could indicate probability 15% probability finish in 3 weeks 85% probability finish within 3 weeks

26 Southwest Missouri State University Student STC Chapter 16 Mar 2004 26/32 Springfield, MO Class Paper: Start Charter Standard practice Subject of seminar Requirements of instructor Class and personal goals Criteria for meeting goals Scope Syllabus Discussion by instructor

27 Southwest Missouri State University Student STC Chapter 16 Mar 2004 27/32 Springfield, MO Class Paper: Tasks What steps do you normally follow? Select topic—how does that happen? How long does it take? Relies on? Research—how does that happen? How long does it take? Relies on? Draft—how does that happen? How long does it take? Relies on? Revise—how does that happen? How long does it take? Relies on? Final copy—how does that happen? How long does it take? Relies on? Proofread—how does that happen? How long does it take? Relies on?

28 Southwest Missouri State University Student STC Chapter 16 Mar 2004 28/32 Springfield, MO Class Paper Other factors to consider Managing costs—budget for the project Quality control—measuring success People management—rely on whom? Communications—with whom and how often? Risk management—whatever can go wrong, will Lessons learned report—for next time you do a paper

29 Southwest Missouri State University Student STC Chapter 16 Mar 2004 29/32 Springfield, MO Conclusion Project and time management an important part of any technical communicator’s job (and student’s) something you know how to do (planning a document) allows you to control your project  Projects have beginnings and endings  Management means handling the middle part

30 Southwest Missouri State University Student STC Chapter 16 Mar 2004 30/32 Springfield, MO Conclusion, cont. Been managing time and a project since you learned to write documents Good scheduling (scope, WBS, time allocation) the key to successful time and project management

31 Southwest Missouri State University Student STC Chapter 16 Mar 2004 31/32 Springfield, MO Questions

32 Southwest Missouri State University Student STC Chapter 16 Mar 2004 32/32 Springfield, MO Thank You Please feel free to contact me at twarren@okstate.edu Or see our web page www.okstate.edu/artsci/techwr We offer graduate courses in publications management


Download ppt "Southwest Missouri State University Student STC Chapter 16 Mar 2004 1/32 Springfield, MO Project Management : Gaining Control Thomas L. Warren Technical."

Similar presentations


Ads by Google