Project Management and Production of Digital Content PDI E2005 Room 4A.16 Session 4 20 September 2005 Tine Sørensen

- 2 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Today’s programme - Scoping the Project 17:00-18:00 18:00-18:10 18:10-19:00 19:00 -19:10 19:10-20:50 20:50 -21:00 Planning - lecture (part 1) Break Planning - lecture (part 2) Break Case 1; group work (scoping and planning) Evaluation of session 4; introduction to session 5

- 3 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Contents of the lecture We will take a closer look at: Planning Resourcing/Estimating How to estimate resources –Politically-based approaches –Method based approaches Budgeting Thinking about contingency and risk Mobilising Projects in the real world - common practical issues to overcome

- 4 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Planning: different levels of detail Project start finish Milestone 1 start Milestone 2Milestone 3 finish start finish Milestone 2Milestone 3 Task 1 Task 2 Task 3 start finish At any level of a project there are processes for: Initiating (starting) Planning Controlling Executing (doing) Closing (finishing)

- 5 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen You can download this from:

- 6 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Process groups in projects

- 7 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Process groups over the lifetime of a project

- 8 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Design and implementation - dependencies The project manager’s job will be very different here if the person deciding in the two red processes is the same or two different people

- 9 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Key planning processes Scope Success criteria Requirements What needs to be done? In what order? How long does it take? What needs to be done by whom? How much does it cost?

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Matrix: knowledge areas & process groups

Scoping: the link to planning

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Scoping and planning Time Ressources Preliminary work Additional work ( pitch) Mock-up or simulator (test phase) Implementation: (production phase) Enters into service UdkastIdé Dummy PrototypeKoncept Draft formatIdea Mock-up PrototypeFormat What needs to be done? How do We need to do it? Scoping Rammekoncept Initial decision: Continue or Stop now? Brief

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Choice of projects: Stage Gate for internal projects Gate X 145 Gate Y Robert G. Cooper Winning at New Products - Accelerating the Process from Idea to Launch 3rd edition Perseus Publishing, USA. Scoping

Resources: how to estimate

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Estimate: definitions estimate : an approximate calculation of quantity or degree or worth; "an estimate of what it would cost"; "a rough idea how long it would take" Estimation is the cheapest and least accurate form of modelling. This is where an educated guess is taken as to the performance of a specific scenario. Estimation allows the project manager to plan for the resources required for project execution through establishing the number and size of tasks that need to be completed in the project. wps.prenhall.com/wps/media/objects/505/517554/glossary.html

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Estimation - time and resources Based on: Scope (design brief) Success criteria Functional requirements

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Estimation - time and resources Cheap Expensive months years

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Estimating What needs to be done? How should it be done? In what order? For how long? At what cost? Resources Time Quality and Features

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Political estimates Competitive bid: What is the most we can charge in order to win the contract? Resources Time Quality and Features

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Political estimates Competitive bid: What is the most we can charge in order to win the contract? Race against time: Can we finish in time without the product losing its competitive edge? kontrakt: gynger og karruseller” Resources Time Quality and Features

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Political estimates Competitive bid: What is the most we can charge in order to win the contract? Race against time: Can we finish in time without the product losing its competitive edge? Concrete deadline: Can we do it on time? The deadline is cast in concrete - cannot be changed Resources Time Quality and Features

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Political estimates Competitive bid: What is the most we can charge in order to win the contract? Race against time: Can we finish in time without the product losing its competitive edge? Concrete deadline: Can we do it? The deadline is cast in concrete - cannot be changed Fixed resources: ”What can I buy for a fiver?” Resources Time Quality and Features

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Political estimates Competitive bid: What is the most we can charge in order to win the contract? Race against time: Can we finish in time without the product losing its competitive edge? Concrete deadline: Can we do it? The deadline is cast in concrete - cannot be changed Fixed resources: ”What can I buy for a fiver?” The project is an investment: We will recoup our losses on the next project:”gynger og karruseller” Resources Time Quality and Features

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Task 6 Download the background description from the home page PDI-E2005-Task06.doc Working in pairs, do the following: 1.Characterise the original scoping of the project - how good were the brief, the success criteria and the functional requirements? 2.Name 5 of the key problems that the project manager encountered. 3.What would you have done in his place?

Estimation methods 1. Scenarios

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen 1. Scenarios y x 0 yearsa Shortest b Most likely c Longest...hvis lokumet brænder

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen 2. Expert assessments - round 1 y x 0 Man-daysa Expert 1 b Expert 2 c Expert 3 Get three people to assess the time needed Get them to do this on their own

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen 2. Expert assessments - round 2 y x 0 Man-days a Expert 1 b Expert 2 c Expert 3 Bring them together to explain their estimates to each other. Get them to do new estimates alone. The resulting variance should be less in round 2 than in round 1

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen 3. Expert assessments - a variant y x 0 Man-days a Team member 1 b Team member 2 c Team member 3 The bigger the spread, the likelier that a key assumption, constraint or risk has not been identified

Techniques Breaking things down to a manageable level

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Specific examples from an R&D project Background: 3-page summary-kopi.dochttp:// 3-page summary-kopi.doc Spreadsheet with extimate: VirtualSpectator_DR_0.3.xlshttp:// VirtualSpectator_DR_0.3.xls

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen EU R&D projekt - hvornår skal det laves?

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Project estimates: how many resources?

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Project resourcing: who does what? 1 of 4

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Project resourcing: who does what? 2 of 4

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Project resourcing: who does what? 3 of 4

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Project resourcing: who does what? 4 of 4

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Project processes:

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen Project budget:

Group Work Finishing off Scoping Start planning using the Excel spreadsheet as an example

Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 4 Peter Looms & Tine Sørensen To do list for September 27: 1.Reading: The excerpt of the PMI book on planning (30 pages) Giddens, Anthony. Runway World: How gloablisation is Reshaping Our Lives (New Edition) Chapter 2. Pages on Risk Tine will give you this as a handout 2. Case Work By session 5 on September 27 you should have completed the scoping of your proposal Working on planning, resourcing, budgeting... and thinking about risk