Workshop #1: Integrated Project Planning

1. Workshop #1: Integrated Project Planning Project Environment Project Objectives Project Risk Project Organization Project Scope - WBS Project Cost Project Schedule Purpose Students will practice on developing project planning documents for a case study project PROMECON 2009 Erasmus IP

2. Workshop # 1: Integrated Project Planning How ? • Six (6) student groups (different than workshop #1) • Case studies on small projects related to regional development. Get ideas from tomorrow's visit & tour to Plastira Lake area • Fishing festival • Making Tracks • Management Plan for the Plastira Forest • Mountain BikeTrails • The Local Hub – Neochori • Lake Plastira Transportation Study Arrangements: group workspace and access to the computer room (to use PM s/w, information from the WEB, plan documents, presentation) Schedule: Tuesday pm : Introduction, Group work, Wednesday pm : VisitsThursday all day : Group work, Friday pm : Presentations

3. Workshop #1:Integrated Project Planning Assumptions • In the course of developing your project plans you have to make many assumptions for things you have little or no information • This will require brainstorming within the group. Don’t be afraid to express yourselves. Try to listen to everybody. • State your assumption explicitly and clearly at the end of each planning document Resources • Materials form previous lectures (eg. Sterobo, etc.) • Power point presentations during the workshops / Examples • Web sites: www.anka.gr, other sites for related projects (leader projects, life projects, etc.) • Pre course materials (see your study guide) • Computer software (MS Project, WBS chart, MS Office, MS Visio)

4. Workshop #1: Integrated Project Planning: An Example 1. Description of the project case The couturier Karl Springer plans to present his new winter collection for the first time in Milan. The fashion show should take place in a Palazzo located in the city centre of Milan and the fashion show should become a spectacular event. Karl Springer assigns Ms. Fest to organize this event as a project, Mr. Huber will assist her. The fashion show should be detailed planned and the eye catchers of the event will be Indian dancers. It is planned that a well-known DJ organizes the music and an after-show party will be organized. The most important tasks for the preparation are assembling the catwalk and seats, decoration and technical installations (light and sound system), after-show party and invitations. The fashion show is scheduled before summer (preferably in May) and the planning phase begins six months before. 2. Process In order to get the project assignment you have to work on the first draft of the project documentation. Please add necessary assumptions and describe them in detail and keep an eye on the interpretation of the project management methods, as this might help to clarify your assumptions regarding consistency and completeness. 3. Exercise Describe the project objectives. Use the form "project objectives plan" and fill in all necessary information.

5. Workshop #1: Integrated Project Planning: An Example • Assumptions and interpretation • The main objectives ……..

6. Workshop #1: Integrated Project Planning: An Example • Assumptions and interpretation • The main objectives of the project, the achievement of which will evaluate the success of the project, are to perform the show and the after show party with the participation of the Indian dancer and the well known DJ. • The improvement of the relationships of the couturier with prospect customers and the advertisement of the couturier new winter collection and additional objectives o the project because these situations are something desirable but are not connected with some specific work package in the WBS. • The project has nothing to do with the signing of a new contract of the couturier with customers.

7. Workshop #1: Integrated Project Planning: An Example • Complete Your Project Plan (1/2) • Describe the project objectives. Use the form "project objectives plan" and fill in all necessary information. Distinguish between Objectives, Additional objectives, Non objectives • Design a project environment graph and define strategies and measures for the design of specific relationships to two relevant environments. Use the forms "project environment analysis" and "project environment relationships" and fill in all necessary information. Do not limit yourselves to obvious stakeholders – on the other hand try to be specific • Design a phase-oriented (or product-oriented) work breakdown structure (3 levels). Make sure that your work packages and activities lead to achievement of your objectives. You can use the WBS software tool.

8. Workshop #1: Integrated Project Planning: • Complete Your Project Plan (2/2) • Design a project organisation chart, identify the project roles. Use the form "project organisation chart" and fill in all necessary information. Leave this at the end of your planning activity. Not everything can be done by the project team. Specify outsourcing. • Design a milestone plan; make useful assumptions about the project dates. Use the form "project milestone plan" and fill in all necessary information. Milestones must be shown on the WBS. • Produce a Gantt Chart for your project using the MS project software. Milestones must show on the Gantt chart.A WBS can be converted to MS Project Gantt chart • Design a project cost plan on phase level. Use the form "project cost plan" and fill in all necessary information.Be reasonable. Account for project management costs. You can add the cost information to the MS Project plan.