PROJECT MANAGEMENT – Instructor: Professor: Fred Pentney. Wk. 5 and 6

Getting started with your Project

Group charter:

You need to submit a Charter to the Instructor that contains the following information:

An announcement that your project is starting, the key Stakeholders, the name of the project,

the starting and expected finishing dates and a name and signature of each of your team members. You can use this document or find a template on the web and complete it as per your project. Make sure you get the signatures of your team (shows commitment). This document will be retained by the Instructor. You will submit a separate and final copy with your written report.

	Name	Signature:	Date signed:
PM
1
2
3
4

An Executive Overview (EO)– for the Instructor:

This helps you start the Definition stage. It does not replace any of the other documents but gives the reader enough information to understand what you are doing and why.

This document reduces long business document down to a concise summary of vital information that would enable an executive to makes decisions about the project or just be fully aware of it.

This document also helps the Instructor decide if your project is suitable as learning exercise.

You would keep a copy and submit it with your Final written report.

What you need to include.

Name of your Group so that when you make your presentation you have an identity.

The Project manager’s name - if person selected.

Name of your Project-if you haven’t finalized that yet, just provide an interim name.

Reason for your project?

Is it a real or made up project. Does one of your members have noncourse interest in the project?

Specify is it a profit or non-profit endeavor?

A few of the key deliverables: What will it look like, feel like, do?

What will be different in the world when your project is finished?

Some of the key Stakeholders.

The funders – where is the money coming from.

The scope. Time line, overall budget, and level of quality.

Team - members key roles (very brief description). You don’t have to present responsibility or authority here.

Any other information that would help to differentiate your project from other that might be similar-what is “special” about what you are going to do or how you will do it.

Reminder: One copy of above points to Instructor by Week 6 or complete in Class Wk. 6

You can create your own template of above for the copy you submit with your written report

Start assigning Responsibilities to you Group members using a beginning Responsibility Matrix. You do not need to submit this to the Instructor but submit with your Final Written Report. Again you can find or create or your own template. This one helps get you started. You may have more than one as the project develops. See text, Gido and Clements page p. 107

Who

What

Legend: Have about three or four types

R= Responsibility

I= Inform

Written Report due start of class: Week 11

Group Project

The written report:

My web site has a very detailed list of what can go into your Report or you can use the guidelines that follow – the form with the square boxes. Each box represents a document your team can produce. Page references for two textbooks are provided.

This assignment will provide your group the opportunity to experience project management in action! You will be applying the concepts and information from the lectures and the text throughout the term. There are two components to this group project:

a) Written Report (70% or 21% of your final grade)

b) In-class Presentation (30% or 9% of your final grade)

Total Value = 30% of final mark

The Assignment:

Your group is responsible for a Project/ Event Launch. It is your responsibility to choose the project or event that your team wishes to launch. Effort should be put forth to make the project or event launch unique so try and select something that the class has not seen before. Pick your project or event carefully as you will be spending a great deal of time studying, developing, tracking, and executing on this topic.

You will need to indicate to your Instructor the name of the project or event that you will be launching, the names of the individuals in your group (5 people per group), and an Executive Overview of the areas you will be covering off in your launch (to ensure you’re on the right track). The written component of your assignment will be submitted at the beginning of class during Week 11. Presentations will then be held Week 11 and if necessary Wk. 12

This is project management in action … so be sure that you capture all the elements involved in a successful project / launch. To determine what to include, refer to your text and lecture notes for key topics and content. Some important aspects to include are:

§ Project selection – Why would someone decide to proceed with your project?

§ Project organization – How would you setup your project team?

§ Project planning – What are the high-level work packages that are part of your project?

§ Conflict – What potential conflicts do you foresee and how would you overcome them?

§ Budgeting – How much will the project cost?

§ Scheduling – When will the project be completed? What are the milestones along the way?

§ Resource allocation – Who will be assigned to do the various tasks?

§ Monitoring– How will you monitor the progress of the project?

§ Control – What will you do if the project starts to fall off track?

§ Project Close-out – How will you close out the project

§ Additional Project Opportunities – What is the potential for future work?

Guidelines for Submission:

§ The project or event should not be one that has already been executed.

§ The written report must be typed and submitted in a business report format. You may include any graphics, tables etc. It should be a minimum of 15 pages to a maximum of 35 pages in length

§ The in-class presentation to your peers should be 20 minutes in length, 5 minutes to set up and 5 minutes (maximum) to take down. You can use any presentation tools / resources that you feel best communicate your ideas. The in-class presentation should be an interesting overview of the content from the written report (remember: your peers in class will not have the benefit of having read the written report…. but do not read the report out in front of the class).

§ Marks will be given for depth of original thinking and application of the core concepts in each of the chapters of the text/lectures.

§ Ensure that every member of your participates in the presentation.

§ Two groups cannot cover the same launch – “first come … first to get the topic”.

A. the portion of the “participation grade” relevant to the presentations. As such, attendance for weeks 11 & 12 is important.

Timeline:

As per Handout Week 6 & Course outline	(or as soon as you know) Names of all members of your Team Name project or event you will examining Executive Overview Secure the date and (approx.) time of your presentation to the Class from the Instructor
	(beginning of class) Submit the written report (all groups irrespective of presentation date)
	In-class presentations

Marking Scheme – Written Report

Executive Overview	One Page Summary · What is your project? · Why is this an important project? · Give an overview of your approach, time & budget
Introduction and Value Proposition	· Describe your event or project · Provide details for what this project is going to be about · Provide the reasoning for why someone should pursue this project
Define Requirements	· Identify all the stakeholders involved and impacted by this project · List out the goals and objectives for each of these stakeholders · Show your groups Project Charter or Statement of Work
Design the Plan	· High Level Work Breakdown Structure – High Level Work Packages · Responsibility Matrix for who is in charge of each work package · Organizational Chart for how your team is organized · Detailed Work Breakdown Structure – The details behind each of these work packages · A Project Plan – For each activity, associate who is doing it, how long it will take, how much it will cost, and whether it depends on another task being completed (use Microsoft Excel or Microsoft Project) · A Project Budget – Total cost of the project and expected revenue
Build & Execute	· Discuss how you would control the project while it is underway · Show the Communication Plan for what information each stakeholder requires throughout the project · Predict potential areas for conflict and discuss your backup plans
Close the Project	· What is the long term vision for your project? · What steps can you take towards this long-term vision during this project? · What are some lessons learned, and what would you differently next time?

Suggestions for projects – please use your imagination, your Group ideas and research.

q college based / student council project (identified but not yet planned / executed)

q volunteer group / association in the community

q events planning

q starting a business

q a cause you believe in turned into a project

q correcting a systems problem (hospital, government agency)

q building something unique

q a team effort

q a new T.V show

q a publicity, advertising or marketing campaign

Other project ideas: