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Expectations for Submission

Graphical Format Requirement

  • Submissions must be made in a graphical format.
  • Preference for Microsoft Project or similar project management tools that can build a Gantt table.
  • Gantt table should show hierarchical representation of the project.
  • This graphical representation will be crucial for the scheduling assignment, transforming the word breakdown structure into a scheduling tool.

Project Phases

  • Phasing is required: generic terms like "execute" should be avoided.
  • Each phase should be specified:
    • Preproduction
    • Production
    • Postproduction
    • Distribution
  • It is suggested to develop around 6 to 7 phases.
    • More than 8 phases may be overly complicated.
    • Fewer than 4 phases may be overly simplistic.

Deliverables Breakdown

  • Following the phase level, a breakdown into deliverables is necessary. Examples of deliverables include:
    • Norms
    • Canvas
    • Charter
  • The project manager deliverables typically include 7 core project management documents:
    1. Norms
    2. Canvas
    3. Charter
    4. Work Breakdown Structure (WBS)
    5. WBS Dictionary
    6. Schedule
    7. Stakeholder Interview
  • Importance of deliverables:
    • Deliverables serve to reduce risk and enhance the presentation quality.
    • Research notes and storyboards are not mandatory but recommended to plan effectively.
    • Submission will focus only on the final product, not the preliminaries.
    • The quality of the final product indicates adherence to planning and standards.

Work Breakdown Structure (WBS) Creation

  • Structure of WBS:
    • Level 1: Phases
    • Level 2: Deliverables (6-7 main deliverables)
    • Level 3: Specific Tasks or Activities
  • Each deliverable should break down further into approximately 4 to 7 tasks.
    • Example for the Charter deliverable could include:
    1. Obtain template
    2. Review example charters
    3. Draft charter
    4. Review charter
    5. Finalize and submit
  • This leads to a total of 12 to 14 deliverables, equating to about 50 to 120 elements when counting tasks.

Tool Suggestions for WBS

  • Miro is recommended due to its whiteboarding capability, allowing easy visualization of the WBS.
  • The submission of the WBS should not exceed multiple pages; clarity and legibility are important.
  • Ensure the submission is organized and does not require assembly like a jigsaw puzzle for clearer evaluation.
  • Miro allows export as a PDF, which preserves quality for assessment.

Quality Check and Submission Guidance

  • Always perform a quality check before submission. Consider:
    • Can the document be read clearly?
    • Is it presented in a user-friendly format?
  • If it's blurry or illegible, it's not appropriate for submission.

Work Breakdown Structure Dictionary

  • The WBS dictionary should not be a repetitive exercise.
  • Recommendations include:
    • Include 10 to 12 entries spanning different phases and deliverables.
    • Each entry should focus on:
    • Description of the work
    • Who performs the work
    • Dependencies and constraints
  • Use an Excel table for clarity. Example columns: ID number, description, prerequisites, constraints, due date, and responsible parties (if applicable).

Acceptance Criteria

  • Acceptance criteria should define what constitutes completion for each deliverable. For example,
    • For a WBS:
    • Graphical representation that follows standard practices.
    • Minimum of three levels of decomposition (phases, deliverables, tasks).
    • Logical and visual representation.
    • Important to define quality measures quantitatively to avoid misalignment between expectations and outputs.

Calculating Early Start and Finish

  • Early Start date for the initial activity is often Day 1.
  • The Early Finish date is calculated as:
    extEarlyFinish=extEarlyStart+extDuration−1ext{Early Finish} = ext{Early Start} + ext{Duration} - 1
  • Understand the difference between total float (overall flexibility in scheduling) and free float (flexibility within specific tasks without impacting dependent tasks).

Project Context and Resource Allocation

  • In scheduling, be mindful of client expectations (due dates) that may not align with estimated project timelines.
  • Optimization techniques include identifying resources' availability and adding additional resources where possible.
  • The complexity of realistic scheduling is that while you can promise on paper, actual execution may reveal needs for negotiation and resource adjustment.

Summary Importance

  • Understanding and clearly defining tasks, phases, and deliverables are crucial for effective project management.
  • Effective project management documents not only clarify expectations but also mitigate risks associated with misunderstandings and project execution.