1. Project Management and Production of Digital Content PDI E2005 Room 4A.16 Session 3 13 September 2005 Peter Olaf Looms Tine Sørensen

2. - 2 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 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 Communication - lecture (part 1) Break Scoping the Project - lecture (part 2) Break Agreement on groups for case 1; group work Evaluation of session 3; introduction to session 4

3. - 3 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Contents of the lecture We will take a closer look at communication: Stakeholders and customers Eliciting information from stakeholders Using our stakeholder analysis to prioritise our work Providing stakeholders with information (what, how and which media) The details are all covered in Chapter 2 of the course book We will also look at the first critical step in a project, scoping: How to scope How to elicit a customer’s success criteria How to operationalise the customer’s expectations regarding requirements The details are all covered in Chapter 3 of the course book

4. Communicating

5. - 5 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: who you must listen and talk to Keep Satisfied Manage Closely Monitor for changes in power/ interest Keep Informed 0 Power Who has an impact on the success of the project? Interest Who is affected by the project?

6. - 6 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: who you must listen and talk to External stakeholders Information from stakeholder to you Sponsor Financier Beneficiary End user End customer

7. - 7 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: who you must listen and talk to External stakeholders Power and interest Information from stakeholder to you Sponsor Financier Beneficiary End user End customer Keep Satisfied Manage Closely Monitor (change?) Keep Informed Keep Satisfied Manage Closely Monitor (change?) Keep Informed Keep Satisfied Manage Closely Monitor (change?) Keep Informed Keep Satisfied Manage Closely Monitor (change?) Keep Informed Keep Satisfied Manage Closely Monitor (change?) Keep Informed

8. - 8 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: who you must listen and talk to External stakeholders Power and interest Information from you to stakeholder Timing, media and approach Information from stakeholder to you Sponsor Financier Beneficiary End user End customer Keep Satisfied Manage Closely Monitor (change?) Keep Informed Keep Satisfied Manage Closely Monitor (change?) Keep Informed Keep Satisfied Manage Closely Monitor (change?) Keep Informed Keep Satisfied Manage Closely Monitor (change?) Keep Informed Keep Satisfied Manage Closely Monitor (change?) Keep Informed

9. - 9 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: learning what external S takeholders want The customer does not know what they want ?

10. - 10 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: learning what external S takeholders want The customer does not know what they want The customer cannot define what they want ?

11. - 11 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: learning what external S takeholders want The customer does not know what they want The customer cannot define what they want The customer thinks you know what he wants ?

12. - 12 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: learning what external S takeholders want The customer does not know what they want The customer cannot define what they want The customer thinks you know what he wants The customer’s ideas about what he wants change all the time

13. - 13 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen MIN Communicating: learning what external S takeholders want The customer does not know what they want The customer cannot define what they want The customer thinks you know what he wants The customer’s ideas about what he wants change all the time The customer is impatient for results

14. - 14 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Peter DeGrace (1990) Wicked Problems ”Problems that are fully understood only after they are solved the first time” [however poorly] Roots of Wicked Problems A customer not knowing [or being able to articulate] what he/she wants; changing expectations as the project progresses. Staff who are inexperienced in the problem domain, or with the appropriate implementation techniques.

15. - 15 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating: 3 things you need from the customer 1.The scope of the project 2.Measures of success 3.The detailed requirements

16. - 16 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Task 4: Preliminary scoping with customer 1.You are going to work in pairs: one of you is the customer and the other is the project manager 2.Read your role card - one for the customer and the other is the project manager [these will be posted after session 3] 3.Carry out the role-playing exercise (5-10 minutes) 4.Do a de-briefing exercise to discuss what happened, what kinds of problem arose and how these were solved - or remained unresolved 5.Do the other two role-playing exercises repeating steps 1-4. 6.Come up with overall conclusions about the customer and the work of the project manager.

17. - 17 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Communicating with stakeholders 1.Make assumptions explicit 2.Ensure that you and your customer have a clear understanding of scope 3.Make sure you understand the customer requirements & how they relate to your project 4.Keep checking & improving your understanding 5.Understanding the customer 6.Remember - it’s your customer’s project not yours

18. Scoping Nice to have = out of scope In scope

19. - 19 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Scoping - a check-list 1. What is the overall objective of the project? 2. What are the deliverables? 3. Are you working to implement a specific solution or to solve a problem? 4. How is the customer going to measure success at the end of the project? 5. What, from the customer’s point of view, is flexible? 6. Are there any other constraints on the project? 7. How does your customer want to work with you? 8. Are there any implicit requirements, assumptions or needs that the customer has that are not mentioned in the scope or requirements document?

20. - 20 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen ScopingResourcesTime ”Quality”

21. - 21 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen ScopingResourcesTime ”Quality”+Functionality

22. - 22 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen Task 5: Scoping for your Speed Of Light proposal 1.Read the e-mail from your boss (will be handed out) 2.Working in your case 1 groups, and using the scoping questions on pages 62-76, analyse the e-mail you have received from your boss about project 3.Discuss your answers in the group 4.Make a list of the issues that need further clarificatino so you can contact your boss for more details

23. Group Work Finishing off Stakeholder Analysis Starting on Scoping

24. - 24 - Project Management and Production of Digital Content PDI E2005 Project Management and Production of Digital Content PDI E2005 Session 3 Peter Looms & Tine Sørensen To do list for September 20: 1.Reading: "The Project Manager" by Richard Newton Five - Getting your project started Planning Resourcing Budgeting Thinking about contingency and risk Mobilising Projects in the real world - common practical issues to overcome Two - Listening and Talking The most important chapter in the book Your audience - who you must listen and talk to Listening - learning to understand what the customer wants Communicating with your audience 2. Case Work By session 4 on September 20 you should have completed the stakeholder analysis (including competitor analysis and provisional decision about what content areas to focus on) completed the scoping of your proposal And should be thinking about planing, resourcing, budgeting and risk