Objective 2.02

Utilize project-management skills to improve workflow and

minimize costs

Project Planning Explained Simply

• • http://www.youtube.com/watch?v=9LSnINglk

QA&NR=1&feature=endscreen

Develop Project Plans

PROJECT PLAN

• Project: Unique task with a beginning and an end

• Project Plan: specific plan for accomplishing a project’s objectives– Helps you mentally walk through your project

from start to finish– Custom-Made Plan

Who does Project Planning?

• Project Manager– Plans and completes– May involve stakeholders and participants

• Stakeholders– Benefit from successful project completion

• Participants– Role in the project as authority figures, team

members, experts/consultants, or support services personnel

IMPORTANCE OF PROJECT PLANNING

• Gives direction and keeps project on track

• Helps coordinate parts of the project

• Provides a standard for completion

• Keeps focus on the end result

• Motivates by dividing into steps

• Helps deal with uncertainty

USES OF PROJECT PLANS

• Goals– Helps managers develop goals to meet project expectations

• Scheduling– Helps managers schedule enough time to execute a project– Breakdowns a complex project into simple tasks– Easier to arrive at more accurate time estimates

• Risk Management– Force a manager to consider potential pitfalls – Plan how to avoid a risk– How to respond if the risk becomes a real threat to the

project

FACTORS AFFECTING PROJECT PLANNING

•Change: Always need to prepare for project plan to change– Being prepared for change = successful project

•Project’s objectives•Project’s Timeline •Resources/information available–Money and People

COMPONENTS OF A PROJECT PLAN

• Name of each task • Task duration (Start and end date)• Actual task completion date • Timeline/schedule of the tasks• “Owner” of the task • Percent complete of each task

PROJECT-PLANNING TOOLS

Help identify:–What has to be done

–Who is responsible

–How the work will be monitored

–Timeframe

Examples:–Charts–Computer Software

Technology Software

• http://www.youtube.com/user/projectmanagervideos?v=qELyWijpJRE

Sticky Notes

http://www.youtube.com/watch?v=80c-LRRJ0W8

DEVELOPING A PROJECT PLAN

1. Identify goals2. Precisely Define the Project– Helps you achieve your objectives

3. Monitor progress– Insures the project’s quality and budget doesn’t suffer

4. Risk Management – What is the “Plan B” if and when things go wrong

Project Overview

• http://www.youtube.com/watch?v=61VgkKz8mBU

RememberSix P’s of Project Planning

Proper Planning Prevents Poor Project Performance

“You Do”

Article Activity• You will use the internet to find an article

about project planning• You will read the selection and then create a

poster showcasing what you learned from your selection

• You will present this to the class• You will answer questions about each selection

Sample VoCats Questions

2.01/2.02

1. A basketball team wins a postseason playoff game and proceeds to play another team for the regional championship. In what type of tournament is the basketball team participating?

A. Tri-level C. HeatB. Multistage D. Scramble

• 1. BMultistage. When establishing playing schedules, tournament organizers must consider many factors, such as the type of tournament. This is because in some types of tournaments, several games are played simultaneously in different locations over a long period. A multistage tournament is a format in which teams compete at different levels or stages. When a team wins, it moves forward to play another game against another opponent. If a team loses, it is eliminated and no longer plays. The stages of play continue until a champion is determined. A scramble is an unofficial way to play golf in which each member of the four-person team hits a golf ball. A heat is a round of a competition, such as swim meets. Tri-level is not a common term to describe types of tournaments.

2. Why do event organizers develop production schedules?A. To analyze safety and health considerations for the event B. To organize rehearsals prior to the day of the event C. To arrange for the media to broadcast the event D. To outline all of the activities needed to prepare for the event

2. DTo outline all of the activities needed to prepare for the event. Production schedules are timetables that establish when each activity will be performed. Before an event can take place, a variety of activities need to be completed to prepare the site or facility. For example, lighting or additional phone lines might need to be installed, or concession stands might need to be stocked. Event organizers plan for when each activity should occur and prepare the schedule to make sure the facility is ready for the event to begin. Setting a time for a rehearsal might be part of the production schedule. Event organizers do not develop production schedules to arrange for the media to broadcast the event or to analyze safety and health considerations for the event.

38. What should a business anticipate when developing a project plan?A. ResearchB. PublicityC. ChangeD. Secrecy

#38 Answer

38. C• Change. Change is something that occurs constantly and usually

without warning. When developing a project plan, a business should always provide for change because it is inevitable that something will change. For example, a customer may add a new requirement or need a larger quantity. Being prepared to deal with any changes that may take place during the course of the project will help to make the project successful. Not all projects require research or secrecy. Businesses don't provide for publicity unless the project is unique and of interest to the public.

SOURCE: OP:001/2.02SOURCE: Reynolds, D. (2009, March 17). Create and use a plan for change management:Theories, strategies and implementation. Retrieved November 9, 2010, fromhttp://www.brighthub.com/office/project-management/articles/29324.aspx

39. Which of the following is a true statement about project planning:

A. With a project plan, you can mentally walk through your project from start to finish.B. You should avoid a custom-made project plan.C. Through project planning, you can evaluate what you have accomplished.D. You should minimize the involvement of others in the planning process.

#39 Answer39. A

With a project plan, you can mentally walk through your project from start to finish. A true statement about project planning is that you can mentally walk through your project from start to finish—in a make-believe way. In your mind, you see each part of the project. Sometimes, it is helpful to develop a custom-made plan for your project, especially if it is a one-time event. Project planning does not help you evaluate what you have accomplished because, during the planning stage, you haven't accomplished it yet. And, when others need to be involved in a project (stakeholders, participants, experts, etc.), you should involve them.

SOURCE: OP:001/2.02SOURCE: QS LAP 28—From Here to Done

#40 Answer

40. Why is it important to define your project precisely?

A. So you can spend less moneyB. So you can create something tangible C. So you can involve other peopleD. So you can achieve your objectives

#40 Answer

40. D

So you can achieve your objectives. Knowing exactly what it is you want to do (precise project definition) helps you achieve your objectives. It does not help you create something tangible, though your project may involve tangible items or a tangible outcome. It does not help you involve other people, though you may want or need to do that. And, unfortunately, it does not help you spend less money because—by detailing what you want to do—you might discover that your project will be more expensive than you realize.

SOURCE: OP:001/2.02SOURCE: QS LAP 28—From Here to Done

41. Why is it important to think ahead about how you will monitor your project?

A. To make sure the project's quality doesn't sufferB. To pick the right helpersC. To practice monitoring the projectD. To guarantee the availability of needed resources

#41 Answer

41. A

To make sure the project's quality doesn't suffer. It's important to think ahead about how you will monitor your project so that you will know how you will keep the quality level, the schedule, and the budget intact. You will not be practicing any monitoring during the planning stage. Monitoring occurs during project management. Picking the right helpers is beneficial, but it is not why you need to think ahead about monitoring your project. Thinking ahead about how you will monitor your project does not guarantee the availability of needed resources.

SOURCE: OP:001/2.02SOURCE: QS LAP 28—From Here to Done