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Project Scoping and Project Management

Project Scoping and Project Management. Lessons from the QUEST Honors Program Nicole M. Coomber Center for Social Value Creation. Creating Your Project Scope. September 13, 2011. What are your concerns about scoping?. Creating a Strong Team Understanding your Client Statement of Work

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Project Scoping and Project Management

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  1. Project Scoping and Project Management Lessons from the QUEST Honors Program Nicole M. Coomber Center for Social Value Creation

  2. Creating Your Project Scope September 13, 2011

  3. What are your concerns about scoping?

  4. Creating a Strong Team • Understanding your Client • Statement of Work • Dealing with Scope Creep Goals for Today & Next Week

  5. Purpose • Team • Myers-Briggs Type Indicator • Strong Interest Inventory • StrengthsQuest • Team Charter • Statement of Work First Steps

  6. Commitments & responsibilities • Conflict management • Demonstrating respect • Maintaining a positive attitude • Communication plan • Desired learning Team Charter Elements

  7. Initial meeting of 1-2 hours • “Data Dump” • Understanding your client • Communicating team skills & assets • Facilitative listening Visioning

  8. Organizational history • Background, purpose, philosophy • Organizational culture • Leadership structure • Stakeholders (internal/external) • Example: Creating an oral history for an academic organization Topics for Initial Meeting

  9. What is your vision for the oral history to be presented at the 20th anniversary celebration of your organization? Visioning Exercise

  10. Gap Analysis

  11. Force Field Analysis

  12. Key questions • Primary tasks (Rec: 3-5) • Final deliverable • Dates • Anticipated person hours (internal/external) Statement of Work

  13. Initial conversation key • Task prioritization • Create a strong SOW • Refer to SOW • Understanding of “known” important tasks • Replace tasks or extend contract with client Scope Creep

  14. Project Management September 20, 2011

  15. Concerns about Project Management?

  16. Brainstorming • Decision Making • Affinity Diagrams • Tree Chart • Gantt Charts Goals for Today

  17. Let ideas flow freely • No debating or evaluating of ideas • Build on the ideas of others • Think in new ways; break out of old patterns • Be humorous and creative • Everyone participates • There are no bad ideas Brainstorming

  18. “Regular” Brainstorming • Out loud • Build on ideas as they are generated • Written Brainstorming • Use slips of paper • Time at end to build on ideas generated Types of Brainstorming

  19. Decide upon central question • Set time limit for idea generation • Multiple rounds (esp. if using written brainstorming) • Move on to decision making tools Steps for Brainstorming

  20. Goal: To reduce cycle time for processing graduate admissions applications, thereby increasing student yield • Task 1: Identify current and idea state • Task 2: Look for opportunities for improvement • Task 3: Identify most substantive opportunities for improvement Statement of Work: University of Baltimore Admissions Process

  21. What steps will we take to achieve our goal?

  22. Decide on voting criteria • Vote! • Use colored stickers OR • Distribute 100 points among ideas • Best not to use 50% or more for one idea Multi-Voting

  23. Criteria grid • Determine criteria • Choose top 3-5 criteria • Rate each option on set criteria (on scale of your choosing) • Impact/Effort Grid • Gauges items on impact and effort Decision Grid

  24. Scale 1-3 • 1: Does not meet criterion • 2: Somewhat meets criterion • 3: Meets criterion well Criteria Grid

  25. Adding weights recognizes some criteria are more important than others Weighted Criteria Grid

  26. Impact/Effort Grid

  27. Impact/Effort Grid

  28. Sample Affinity Diagram

  29. Choose Tree Diagram goal statement • Clear, action-oriented statement • Generate major Tree headings • Major “means” by which goal statement achieved • Break each major heading into greater detail • “What needs to be addressed to achieve this goal statement?” • Review for logical flow, completeness • “Have we forgotten something?” • “Is each of these actions necessary to attaining goal?” Steps to creating a Tree Diagram

  30. Maps the tasks of implementation • Breaks a broad graphically into detailed action Tree Diagram

  31. Moving from Tree to Gantt

  32. Using Google Docs Making a Gantt Chart

  33. Viewpath: http://www.viewpath.com/ • Gantter: http://gantter.com/ • The Big Picture: http://www.thebigpic.org/ • GanttProject (free download) : http://www.ganttproject.biz/ Some Tools

  34. Nicole M. Coomber 3337 Van Munching Hall ncottre@umd.edu 301-405-8732 Office Hours: Mon & Tue 2-3pm Questions?

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