project management and production of digital content pdi e2005 room 4a.16 session 4 20 september...

Project Management and Project Management and Production of Digital ContentProduction of Digital Content

PDI E2005PDI E2005Room 4A.16Room 4A.16

Session 420 September 2005

Tine SørensenTine Sørensen

- 2 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Today’s programme - Scoping the ProjectToday’s programme - Scoping the Project

17:00-18:00

18:00-18:10

18:10-19:00

19:00 -19:10

19:10-20:50

20:50 -21:00

Planning - lecture (part 1)

Break

Planning - lecture (part 2)

Break

Case 1; group work (scoping and planning)

Evaluation of session 4; introduction to session 5

- 3 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Contents of the lectureContents of the lecture

We will take a closer look at:• Planning

• Resourcing/Estimating• How to estimate resources

– Politically-based approaches– Method based approaches

• Budgeting • Thinking about contingency and risk • Mobilising• Projects in the real world - common practical issues to overcome

- 4 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Planning: different levels of detailPlanning: different levels of detail

Project

sta

rt

fin

ish

Milestone 1

sta

rt

Milestone 2 Milestone 3

fin

ish

sta

rt

sta

rtfi

nis

h

fin

ish

Milestone 2 Milestone 3Task 1

Task 2

Task 3

sta

rt

fin

ish At any level of a project

there are processes for:•Initiating (starting)•Planning•Controlling•Executing (doing)•Closing (finishing)

- 5 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

http://www.itu.dk/courses/PDI/E2005/pmi_uddrag.pdf

You can download this from:

- 6 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Process groups in projectsProcess groups in projects

- 7 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Process groups over the lifetime of a projectProcess groups over the lifetime of a project

- 8 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Design and implementation - dependenciesDesign and implementation - dependencies

The project manager’s job will be very different here if the person deciding in the two red processes is the same or two different people

- 9 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Key planning processesKey planning processes

ScopeSuccess criteria

Requirements

What needsto be done?

In what order?

How long does it take?

What needsto be done by whom?

How much does it cost?

- 10 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Matrix: knowledge areas & process groupsMatrix: knowledge areas & process groups

Scoping: the link to planningScoping: the link to planning

- 12 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Scoping and planningScoping and planning

Time

Ressources

Preliminary workAdditional work

( pitch)Mock-up or simulator

(test phase)Implementation:

(production phase)

Enters into service

UdkastIdé Dummy Prototype Koncept

Draft formatIdea Mock-up Prototype Format

What needsWhat needsto be done? to be done?

How do How do We need We need to do it?to do it?

ScopingScoping

Rammekoncept

Initial decision:Initial decision:Continue or Continue or Stop now?Stop now?

Brief

- 13 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Choice of projects: Choice of projects: Stage Gate for internal projectsStage Gate for internal projects

16600

Gate X

145

Gate YRobert G. Cooper Winning at New Products Robert G. Cooper Winning at New Products - Accelerating the Process from Idea to Launch- Accelerating the Process from Idea to Launch3rd edition. 2001. Perseus Publishing, USA.3rd edition. 2001. Perseus Publishing, USA.

ScopingScoping

Resources: how to estimateResources: how to estimate

- 15 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Estimate: definitionsEstimate: definitions

estimate: an approximate calculation of quantity or degree or worth; "an estimate of what it would cost"; "a rough idea how long it would take" www.cogsci.princeton.edu/cgi-bin/webwn

Estimation is the cheapest and least accurate form of modelling. This is where an educated guess is taken as to the performance of a specific scenario. www.itilpeople.com/Glossary/Glossary_e.htm

Estimation allows the project manager to plan for the resources required for project execution through establishing the number and size of tasks that need to be completed in the project. wps.prenhall.com/wps/media/objects/505/517554/glossary.html

- 16 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Estimation - time and resourcesEstimation - time and resources

Based on:• Scope (design brief)• Success criteria• Functional requirements

- 17 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Estimation - time and resourcesEstimation - time and resources

Cheap

Expensive

months years

- 18 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

EstimatingEstimating

What needs to be done?How should it be done?In what order?For how long?At what cost?

ResourcesResources

TimeTime Quality andQuality andFeaturesFeatures

- 19 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

PoliticalPolitical estimates estimates

Competitive bid:• What is the most we can charge in

order to win the contract?

ResourcesResources

TimeTime Quality andQuality andFeaturesFeatures

- 20 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

PoliticalPolitical estimates estimates

Competitive bid:• What is the most we can charge in

order to win the contract?

Race against time:• Can we finish in time without the

product losing its competitive edge?

kontrakt: gynger og karruseller”

ResourcesResources

TimeTime Quality andQuality andFeaturesFeatures

- 21 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

PoliticalPolitical estimates estimates

Competitive bid:• What is the most we can charge in

order to win the contract?

Race against time:• Can we finish in time without the

product losing its competitive edge?

Concrete deadline:• Can we do it on time? The deadline is

cast in concrete - cannot be changed

ResourcesResources

TimeTime Quality andQuality andFeaturesFeatures

- 22 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

PoliticalPolitical estimates estimates

Competitive bid:• What is the most we can charge in

order to win the contract?

Race against time:• Can we finish in time without the

product losing its competitive edge?

Concrete deadline:• Can we do it? The deadline is cast in

concrete - cannot be changed

Fixed resources:• ”What can I buy for a fiver?”

ResourcesResources

TimeTime Quality andQuality andFeaturesFeatures

- 23 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

PoliticalPolitical estimates estimates

Competitive bid:• What is the most we can charge in

order to win the contract?

Race against time:• Can we finish in time without the

product losing its competitive edge?

Concrete deadline:• Can we do it? The deadline is cast in

concrete - cannot be changed

Fixed resources:• ”What can I buy for a fiver?”

The project is an investment:• We will recoup our losses on the next

project:”gynger og karruseller”

ResourcesResources

TimeTime Quality andQuality andFeaturesFeatures

- 24 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Task 6Task 6

Download the background description from the home page PDI-E2005-Task06.doc

Working in pairs, do the following:1. Characterise the original scoping of the project -

how good were the brief, the success criteria and the functional requirements?

2. Name 5 of the key problems that the project manager encountered.

3. What would you have done in his place?

Estimation methodsEstimation methods

1. Scenarios

- 26 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

1. Scenarios1. Scenarios

y

x

0 years

aa Shortest

bb Most likely

ccLongest

...hvis lokumet brænder...hvis lokumet brænder

- 27 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

2. Expert assessments - round 12. Expert assessments - round 1

y

x

0 Man-days

aa Expert 1

bb Expert 2

ccExpert 3

Get three people to assess the time neededGet them to do this on their own

- 28 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

2. Expert assessments - round 22. Expert assessments - round 2

y

x

0 Man-days

aa Expert 1

bb Expert 2

ccExpert 3

Bring them together to explain their estimates to each other.Get them to do new estimates alone.The resulting variance should be less in round 2 than in round 1

- 29 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

3. Expert assessments - a variant3. Expert assessments - a variant

y

x

0 Man-days

aa Team member 1

bb Team member 2

ccTeam member 3

The bigger the spread,the likelier that a key assumption, constraint or risk has not been identified

TechniquesTechniques

Breaking things down to a manageable level

- 31 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Specific examples from an R&D projectSpecific examples from an R&D project

Background: http://www.itu.dk/courses/PDI/E2005/SPORTS 3-page summary-kopi.doc

Spreadsheet with extimate: http://www.itu.dk/courses/PDI/E2005/VirtualSpectator_DR_0.3.xls

- 32 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

EU R&D projekt - hvornår skal det laves? EU R&D projekt - hvornår skal det laves?

- 33 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Project estimates: how many resources?Project estimates: how many resources?

- 34 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Project resourcing: who does what? 1 of 4Project resourcing: who does what? 1 of 4

- 35 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Project resourcing: who does what? 2 of 4Project resourcing: who does what? 2 of 4

- 36 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Project resourcing: who does what? 3 of 4Project resourcing: who does what? 3 of 4

- 37 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Project resourcing: who does what? 4 of 4Project resourcing: who does what? 4 of 4

- 38 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Project processes: Project processes:

- 39 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

Project budget:Project budget:

Group WorkGroup Work

Finishing off ScopingStart planning using the Excel

spreadsheet as an example

- 41 -Project Management and Production of Digital Content PDI E2005Project Management and Production of Digital Content PDI E2005 • Session 4 • Peter Looms & Tine Sørensen

To do list for September 27:To do list for September 27:

1. Reading: The excerpt of the PMI book on planning (30 pages) http://www.itu.dk/courses

/PDI/E2005/pmi_uddrag.pdf

Giddens, Anthony. Runway World: How gloablisation is Reshaping Our Lives (New Edition) Chapter 2. Pages 20-35 on Risk

Tine will give you this as a handout2. Case WorkBy session 5 on September 27 you should have

• completed the scoping of your proposal• Working on planning, resourcing, budgeting• ... and thinking about risk