SEM1 2.02 Operations

PE - Utilize project-management skills to improve workflow and minimize costs

PI – Develop project plan

What is a Project Plan?

• http://www.youtube.com/watch?v=9LSnINglkQA&NR=1&feature=endscreen

• Project = unique task with a beginning and an end

• “A project plan is a specific plan for accomplishing a project’s objectives.”

• A road map to bridge the gap between concept and reality

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

Factors Affecting Project Planning

• The project’s objectives • The information available • Past success • Personal insight and experience

Project-Planning Tools

Charts and computer software are used as tools to help answer the following:• What has to be done and when • Who is responsible for doing it • How the work will be monitored

Project-Planning Tools (cont’d)

Example: Gantt chart shows you what has to be done (the activities) and when (the schedule).

It allows you to see:• What the various activities are• When each activity begins and ends• How long each activity is scheduled to last• Where activities overlap with other activities, and by how much• The start and end date of the whole project

Project-Planning Tools (cont’d)

• Help make educated guesses using information gathered

• Help organize and combine resources• Help report status of project’s progress

through visual charts and software

Benefits 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

Developing a Project Plan• What are my objectives? List goals.• What exactly is my project? Precisely define

by listing outcome, completion date, and total cost.

• Is my project do-able? Check to see if time frame, costs, and quality mark is attainable.

• What will I need to complete my project? (Materials, human resources, money, schedule, and spending plan)

Developing a Project Plan cont…

• Can my project be monitored effectively? Determine how to keep quality level, schedule, and budget in line.

• What if something goes wrong? Start planning early, be flexible, and realize changes have a domino effect.

Developing a Project Plan cont…

• Change your plan as needed. – Plans aren’t set in stone. They can change if they

need to. Starting early with planning means you get a chance to think about your plan a lot longer – before putting it into action.

– You might change your mind about something, and that’s okay. Just make sure you think through how your change will affect the other parts of your project.

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

Performance Activity• Note to the Instructor: Review and present the Developing Project

Plans Briefing (pp. 5-49—5-51) to students in a lecture or discussion format.

• Identify a sport/event marketing DECA project in which students plan to participate.

• Set up a project plan for the sport/event. Discuss your project plan with the students involved to obtain their feedback. Modify the plan, if needed.

• Give the plan to the students to use. • Obtain feedback from the students at the end of the project to

determine strengths/weaknesses associated with your plan.

Sample VoCats Questions

2.02

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

#38 Answer38. 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 Answer40. 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 Answer41. 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