Project ManagementSit with your project teamAccess your websiteUNIVERSITY OF MINNESOTAReferences: Text, Chapter 16 (and 1 thru 3)Most introductory management booksME 4054WSpring 2010UNIVERSITY OF MINNESOTASchedule• 3 weeks to first site visit• 7 weeks to mid-project review• 10 weeks to second site visit• 13 weeks to Design ShowUNIVERSITY OF MINNESOTAGet organized!• Without clear goals and roles, little gets donec Scott Adams, Inc./Dist. By UFS, Inc.UNIVERSITY OF MINNESOTADefinitionWikipediaProject ManagementThe discipline of planning, organizing and managing resources to bring about the successful completion of specific project goals and objectives.UNIVERSITY OF MINNESOTAProject Management Steps1. Plan2. Organize3. Manage time and resourcesPlan the work and work the planUNIVERSITY OF MINNESOTADefinitionProjectA set of activities that end with a specific accomplishment• Non-routine tasks• Distinct and defined start and finish dates• Resource constraints (time, money/people/equipment, scope)UNIVERSITY OF MINNESOTAProject Planning• What– Tasks, activities• When– Schedule, interconnectivity• How– People, money, equipmentThe goal of the planning process is to eliminate surprisesUNIVERSITY OF MINNESOTAQuestions for Project Managers• What is scope of project?• What gets delivered for time/people/$?• What resources do I need?• What is the status of the project?• How do I communicate to team/outside?UNIVERSITY OF MINNESOTATeam Leader / Project Manager• It is critical that there is continuity in the role of project manager• In industry, the team leader and the project manager can be, but often are not, the same individual• If your team has elected to rotate the team leader role, it is strongly suggested that you assign a project manager who will have that role for the entire semesterUNIVERSITY OF MINNESOTADefinitionStatement of Work (SOW):– Background– Scope– Tasks– DeliverablesRefer to http://me.umn.edu/education/courses/me4054/assignments/sow.htmlUNIVERSITY OF MINNESOTATeam Activity• On your Google site, write what you will deliver in May. Describe in terms of what it will do rather than what will be. Take 5 minutes.Tips For Preparing the SOW• Use simple words and sentences. No jargon.• Be concise. No gratuitous or extraneous words. • Use active rather than passive voice.• Define technical terms.• Be specific.• Use figures, diagrams and images to make your point.• Page numbers, document date, authors' names.• Very carefully copy edit to eliminate typos. • Read out loud to yourself to make sure the writing is perfect.UNIVERSITY OF MINNESOTADefinitionTask:• Short duration relative to project• Significant. Appropriate level of detail• Defined start/end points• Has (1) duration, (2) resources• “verb-noun”name– "create drawings”– "build prototype”– “develop transmission”Refer to http://me.umn.edu/education/courses/me4054/assignments/wbsgantt.htmlUNIVERSITY OF MINNESOTAProperties of a “Task”1. Defined deliverablea. Documentb. Democ. Thing2. Responsible person (one)3. Due dateUNIVERSITY OF MINNESOTATeam Activity• On your Google site, create one real task for every team member. Take 5 minutes.Task Properties1. Deliverable is a document, demo, or thing2. One person responsible3. Due dateUNIVERSITY OF MINNESOTADefinitionWork Breakdown Structure (WBS):• A “to do”list, sorted by category• Task description (what)• Estimated time (length)• Person responsible for task (who)• Resources required• Cost ($)UNIVERSITY OF MINNESOTASample WBSTask #WhatMan-hoursWhoResources$5Profile motor5.1Design test stand20SE, JMPro/E5.2Build test stand15SE, JMParts, machine shop$355.3Test 3 motors3JM, SEStroboscope$755.4Plot torque vs speed2JMExcelUNIVERSITY OF MINNESOTATeam Activity• On your Google site, create a draft WBS. Take 10 minutes.• A “to do”list, sorted by category• Task description (what)• Estimated time (length)• Person responsible for task (who)• Resources required• Cost ($)UNIVERSITY OF MINNESOTADefinitionMilestone:• Tasks with Ø duration• Mark significant project checkpoints• Use to motivate• Use to check progress• Name by “noun-verb”– “report due”– “parts ordered”– “concept selected”UNIVERSITY OF MINNESOTADefinitionGantt Chart:• Bar chart with– Tasks– Durations– Dependencies• Most basic (and most common) planning toolUNIVERSITY OF MINNESOTASample Gantt Chart (segment)UNIVERSITY OF MINNESOTAProject Management Triangle• Also known as the “triple constraint” of project management= Desirable directionAdapted from WikipediaUNIVERSITY OF MINNESOTASoftware Tools• Microsoft Project– Most popular project management software– Easy to use– Available in IT labs– Web tutorials available• GanttProject (www.ganttproject.biz)– Open source– Free download to your computerUNIVERSITY OF MINNESOTAEffective Project Management• Get buy-in from stakeholders– Advisor– Team• Keep your plan up to datePlan the work and work the planUNIVERSITY OF MINNESOTAEffective Meetings• Have an agenda– Review agenda at start of meeting asking for additional items• Stick to the agenda• Participation by all• Assign a scribe– Record decisions and tasks• Have a defined end timeUNIVERSITY OF MINNESOTAThe available forms canmake your job easierRefer to http://me.umn.edu/education/courses/me4054/forms/index.htmlME4054 -- FormsProject Management Forms• Meeting agenda form (Word, PDF) • Work breakdown form (Excel, PDF) Administrative Forms• Project preference application. (Now done on-line.)• Petty cash reimbursement form (PDF) Evaluation Forms• Site visit evaluation (PDF) • Mid-Project Design Review Evaluation (PDF) • Mid-Semester Grade Report (PDF) • Design notebook evaluation form (PDF, Word) • Final report scoring criteria(PDF, Word) • Final report evaluation form (PDF, Word) • Design show evaluation form (PDF) • Advisors evaluation of deliverables (PDF) • Advisors evaluation of project form (PDF, Word) • Advisors evaluation of course form (Word) • Final grade form (PDF, Word)UNIVERSITY OF MINNESOTATeam Activity• Create the agenda for today’s meeting. Take 10