PM 440

November 9, 2009

DePaul University

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Team MembersTeam Members

Keith Townsend – Project ManagerKeith Townsend – Project ManagerResponsible for keeping everything and Responsible for keeping everything and

everyone on trackeveryone on trackZainab Alkhalifah – Research Analyst & Zainab Alkhalifah – Research Analyst &

WebMasterWebMasterResponsible for research, archive analyst, Responsible for research, archive analyst,

gathering information and the web Mastergathering information and the web MasterJames Kempski – PresenterJames Kempski – Presenter

Responsible for the presentationResponsible for the presentation

Tools UsedTools Used

MindMeister, PBWorks MindMeister, PBWorks Document collaborationDocument collaboration

Standard e-mail meeting invitesStandard e-mail meeting invitesSchedulingScheduling

SkypeSkypeFor communication  For communication  

MeetingsMeetings

Meeting times were Friday evenings at Meeting times were Friday evenings at 9:00 PM CST weekly to accommodate 9:00 PM CST weekly to accommodate

everyone's scheduleeveryone's schedule

Additional meetings scheduled as Additional meetings scheduled as neededneeded

  Detailed notes were kept from each Detailed notes were kept from each

Skype callSkype call

Project ManagementProject Management

Definitions:Definitions: The leadership role which plans, The leadership role which plans,

budgets, co-ordinates, monitors and budgets, co-ordinates, monitors and controls the operational contributions of controls the operational contributions of property professionals, and othersproperty professionals, and others

A methodical approach to planning and A methodical approach to planning and guiding project processes from start to guiding project processes from start to finishfinish

Writing a book - Use CaseWriting a book - Use Case

Stated GoalStated Goal Enabling students to collaborate on writing books Enabling students to collaborate on writing books 

PersonPerson Aaron, a 45 year old, works in technology department Aaron, a 45 year old, works in technology department

in University of Chicago who has 10 years of in University of Chicago who has 10 years of experience in that technologyexperience in that technology

ConstraintsConstraints Groups of student have time zone issuesGroups of student have time zone issues Compatibility with existing equipment/softwareCompatibility with existing equipment/software Sharing information Sharing information 

Writing a book - ScenarioWriting a book - Scenario

A group of students from different universities are trying to A group of students from different universities are trying to write a book about the healthcare industrywrite a book about the healthcare industry

Ten (10) Students are from three (3) universities Ten (10) Students are from three (3) universities Five (5) students attend The University of ChicagoFive (5) students attend The University of Chicago Three (3) attend KFUPM in Saudi ArabiaThree (3) attend KFUPM in Saudi Arabia Two (2) attend MANIPAL University in IndiaTwo (2) attend MANIPAL University in India Ages range between 23 and 25 years oldAges range between 23 and 25 years old

Last year the three (3) universities published a book but Last year the three (3) universities published a book but faced several problemsfaced several problems Specifically in communication between students due to distanceSpecifically in communication between students due to distance

This made meetings difficult, caused delays and often lead to This made meetings difficult, caused delays and often lead to misunderstandings about ideas and conceptsmisunderstandings about ideas and concepts

Writing a book – ScenarioWriting a book – Scenario

This year, the University of Chicago spoke to its This year, the University of Chicago spoke to its technology department in order to find a reliable technology department in order to find a reliable solution that would help them to reach an solution that would help them to reach an adequate level of communication. The adequate level of communication. The technology department chose Aaron who has technology department chose Aaron who has ten (10) years of experience working in the field ten (10) years of experience working in the field of information technology and in dealing with of information technology and in dealing with these types of situations. He has found that the these types of situations. He has found that the software that the students at the University of software that the students at the University of Chicago use does not have all the features that Chicago use does not have all the features that fulfill their needs like notifications features and fulfill their needs like notifications features and sharing documents.sharing documents.

Writing a book - ProblemsWriting a book - ProblemsExcel spreadsheetsExcel spreadsheets

Program was not sufficient enoughProgram was not sufficient enough Realized that they were consuming too much time inputting data into ExcelRealized that they were consuming too much time inputting data into Excel There was not a notification feature to remind the students about special events, There was not a notification feature to remind the students about special events,

meetings or updatesmeetings or updates Program was not web-basedProgram was not web-based Didn’t allow multiple users at one timeDidn’t allow multiple users at one time

SchedulingScheduling No efficient way to keep track of the different holidays, events, time zones and No efficient way to keep track of the different holidays, events, time zones and

vacation timesvacation times Was not automate and it was missing a common calendar that combined Was not automate and it was missing a common calendar that combined

different time zonesdifferent time zonesEmail useEmail use

Students were sharing information, articles, documents and ideasStudents were sharing information, articles, documents and ideas Caused major lack of discussion, feedback and commentsCaused major lack of discussion, feedback and comments Time consumingTime consuming Difficult to share sources of news and knowledge on the subject with othersDifficult to share sources of news and knowledge on the subject with others Opportunity to forget a team memberOpportunity to forget a team member

Writing a book - RequirementsWriting a book - Requirements

Aaron is thinking about collaboration tools that are Aaron is thinking about collaboration tools that are sufficient enough to meet the following;sufficient enough to meet the following; A scheduling tool that will include tasks and meetingsA scheduling tool that will include tasks and meetings

Needs to be automated to save them time and also create Needs to be automated to save them time and also create notifications about changes that have been made via email to notifications about changes that have been made via email to avoid missing appointmentsavoid missing appointments

A tool to discuss concepts, articles and updated news A tool to discuss concepts, articles and updated news in order to avoid misunderstanding and conflictsin order to avoid misunderstanding and conflicts

Aaron also wants to include a second tool for Aaron also wants to include a second tool for researchers to hear the voices of other researchers to hear the voices of other audiences that may be interested in their audiences that may be interested in their researchresearch

Writing a book – SoftwareWriting a book – Software HuddleHuddle

Multiple workspacesMultiple workspaces Whiteboard & discussion forumsWhiteboard & discussion forums RSS feedsRSS feeds Document sharingDocument sharing Live collaborationLive collaboration Online EditingOnline Editing Track tasks, deadlines and milestonesTrack tasks, deadlines and milestones Email notificationEmail notification iphone appsiphone apps BloggingBlogging Social networking Social networking 

http://www.huddle.net/http://www.huddle.net/  

Building a house – Use CaseBuilding a house – Use Case

Stated GoalStated GoalCollaborate with Client and BuilderCollaborate with Client and Builder

PersonPersonChicago Arc (Chicago Architectural Firm)Chicago Arc (Chicago Architectural Firm)

ConstraintsConstraintsLimited client travel schedule, remote Limited client travel schedule, remote

construction siteconstruction site

Building a house - ScenarioBuilding a house - Scenario

Samantha and Tom are planning a wedding Samantha and Tom are planning a wedding and plan on moving into their dream home and plan on moving into their dream home after their marriageafter their marriage Samantha lives in New YorkSamantha lives in New York Tom lives in San FranciscoTom lives in San Francisco Their dream home is being built in AtlantaTheir dream home is being built in Atlanta

Samantha and Tom have hired a world famous Samantha and Tom have hired a world famous architectural firm located in Chicago to design architectural firm located in Chicago to design and manage the building of the home named and manage the building of the home named

Chicago ArcChicago Arc

Building a house - ScenarioBuilding a house - Scenario Chicago Arc will be utilizing the general contracting services of Chicago Arc will be utilizing the general contracting services of

A&B Construction located in the Atlanta area. A&B is an A&B Construction located in the Atlanta area. A&B is an excellent builder but has a history of not being very customer excellent builder but has a history of not being very customer friendly when it comes to the home owner. Chicago Arc wants friendly when it comes to the home owner. Chicago Arc wants to filter any questions between the builder and client.to filter any questions between the builder and client. They They would also like to track any issues and assign tickets for the would also like to track any issues and assign tickets for the issues to the assigned resource.issues to the assigned resource.

As with any high end construction project there are risks to the As with any high end construction project there are risks to the schedule when it comes to materials.schedule when it comes to materials. Chicago Arc would like to Chicago Arc would like to identify these risks upfront and track them as the construction identify these risks upfront and track them as the construction progresses.progresses. This is also why it’s critical that changes to the This is also why it’s critical that changes to the design are limited and identified.design are limited and identified. Ex. - A simple change of color in a fixture can adversely affect the Ex. - A simple change of color in a fixture can adversely affect the

entire project.entire project. The client has also requested that they be able to view a virtual The client has also requested that they be able to view a virtual

walk-thru of the project at different stages.walk-thru of the project at different stages.

Building a house – ScenarioBuilding a house – Scenario

The project will be broken down into phases:The project will be broken down into phases: FoundationFoundation FramingFraming InfrastructureInfrastructure Dry wallingDry walling FixturesFixtures

Prior to moving to new phase, each phase Prior to moving to new phase, each phase needs to be approved by all three (3) groupsneeds to be approved by all three (3) groups

This approach supports the phased approachThis approach supports the phased approach

Building a house - ProblemsBuilding a house - Problems Work schedule & budgetWork schedule & budget

Due to the couples work schedule they will not be able to Due to the couples work schedule they will not be able to traveltravel

Will have to check on the physical progress of the home by Will have to check on the physical progress of the home by relying on photos via the Architectural firm’s web site to relying on photos via the Architectural firm’s web site to monitor the progress and the budgetmonitor the progress and the budget

Samantha has a wild imagination and often changes her Samantha has a wild imagination and often changes her decisions on design attributes of the homedecisions on design attributes of the home

It’s critical to the budget and schedule that the type of changes It’s critical to the budget and schedule that the type of changes are controlled and limited as the project progressesare controlled and limited as the project progresses

Either on site or back offices issuesEither on site or back offices issues PermitsPermits

Building a house - RequirementsBuilding a house - Requirements

Chicago Arc is thinking about collaboration tools that are Chicago Arc is thinking about collaboration tools that are sufficient enough to meet the following;sufficient enough to meet the following; Accessible to remote external clientsAccessible to remote external clients Task manager/Resource manager/Issue managerTask manager/Resource manager/Issue manager

Support assigning tasks to individuals and monitoring of overall Support assigning tasks to individuals and monitoring of overall projectproject

Database capable of storing large photosDatabase capable of storing large photos Also hold blueprintsAlso hold blueprints

Schedule monitoringSchedule monitoring Scope management systemScope management system Security for external accessSecurity for external access

Nice to have;Nice to have; Video feedVideo feed

Building a house - SoftwareBuilding a house - Software

BrightWork - Sharepoint TemplateBrightWork - Sharepoint Template SchedulingScheduling Issue managementIssue management Resource managementResource management ReportingReporting Flexible reportingFlexible reporting Gantt ChartsGantt Charts User loginUser login File sharing via SharepointFile sharing via Sharepoint

Photos and videosPhotos and videos

http://www.brightwork.com/overview/index.htmlhttp://www.brightwork.com/overview/index.html   

QuestionsQuestions