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WRRF Project Management Workshop Managing Your FIRST Project through Good Organization, Planning and Teamwork

WRRF Project Management Workshop Managing Your FIRST Project through Good Organization, Planning and Teamwork. Peter P. Yim peter_yim@cim3.com Oct. 19, 2002 & Nov.9, 2002 San Jose State University v 1.30. Project Management Workshop Outline:. Introduction

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WRRF Project Management Workshop Managing Your FIRST Project through Good Organization, Planning and Teamwork

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  1. WRRF Project Management WorkshopManaging Your FIRST Project through Good Organization, Planning and Teamwork Peter P. Yimpeter_yim@cim3.com Oct. 19, 2002 & Nov.9, 2002 San Jose State University v 1.30

  2. Project Management Workshop Outline: • Introduction • Project Management (“PM”) Basics • FIRST specific PM considerations • Sharing experience & best practices • Conclusion • Q & A

  3. Introduction: • The workshop organizer • The speaker / workshop leader • The team panelists • What is a project?

  4. Team Panelists from some of the most successful teams in the Bay Area • Patrick Wang - Team #115 – Monta Vista Robotics Team • Caroline Conley - Team #192 – Gunn Robotics Team • Katsutoshi “Chris” Ishisoko & E. J. Sabathia - Team #254 – Bellamine College Preparatory Robotics Team • Chris Shay&Damon Jansen- Team #376 – Newark Memorial Robotics Team • Arnold Yim & Chris Leibs - Team #840 – Aragon Robotics Team

  5. Team #115 – Monta Vista Robotics Team

  6. Team #192 – Gunn Robotics Team

  7. Team #254 – BellamineCP Robotics Team

  8. Team #376 – Newark Memorial Robotics Team

  9. Team #840 – Aragon Robotics Team

  10. What is a Project? • A planned undertaking [according to the webster dictionary] • A one-time endeavor, delineated by a start and a completion • A typical project will have: • A charter (or mission) • Requirements/Specifications • Deliverable(s) • Resources (people, money, materials, time, knowledge) • Constraints • Risks • Deadline(s) • The project manager is the facilitator for the project • Project Management is a “role” someone must play • Project Management deals with the art and science of making projects happen!

  11. Project Management Basics: • Why do we need project management? • What do good project managers do? • How do they do it? • Some PM tools and jargon

  12. Why need Project Management? • Project Complexity • Division of responsibilities - specialization • Knowledge & Expertise – breadth vs.depth • A typical tri-partite project leadership model: • Business Lead – owner of the purpose (know why) • Technical Lead – subject matter expert (know how) • Project Manager – make happen (know when; know who) • All Three – work as a team (all must know what)

  13. What do good project managers do? • They Manage the entire Project Life Cycle and make sure it aligns with the vision & mission (strategy & charter) • They Make Things Happen • They Manage Resources : • Time • Money • People • Intellectual Capital • To Drive : • Efficiency • Productivity • Effectiveness, & • Optimal Deployment of Resources

  14. How do they do it? • They Organize the Team • They Plan & schedule • They Manage the • Deliverables • Resources – time, money, people, knowledge • Priorities • Expectations • Risks • Project Life Cycle • They Communicate • They Monitor and Measure (set up metrics) • They Document • They Review, and make sure lessons are learned

  15. Some PM tools & jargon • Organization, organizational behavior • Life Cycle, “waterfall”,“iterative” & “rapid development” process • Tasks, work breakdown structures • Milestones, deadlines, on-time • Dependencies, start, finish, critical path, slack • Network diagrams, PERT, CPM, Gantt Charts, Project plans • Requirements. Specifications, project scope & scope creep • Justification, budget, variance • Resources, constraints, Utility function, optimization • Status, reporting, communications • Responsibilities, ownership, respect, trust • Collaboration, teamwork, community • Intellectual capital management, knowledge re-use • Post mortem • Quality, excellence

  16. What do Project Managers need to know and manage? Source : PMBOK http://www.pmi.org/

  17. Typical Project Tasks & Flow Source : http://www.gantthead.com/

  18. FIRST specific Project Management considerations: • The project life cycle • When does your project/year start and end? • What do you have to start the year with? • What do you want to end the year with? • Ask yourselves – what is the team’s mission? • Longer term vs. short term • Making the program sustainable? • Advancing technical skills of those who are really talented? • Give the maximum number of people a chance to learn under a highly complex technical project setting?

  19. A Sample Project Life Cycle (from Team #840) Autumn 02 January 03 Spring 03 Summer 03 Construct Competition Robot Construct Practice Robot Construct Competition Robot US FIRST Competition Construct Competition Robot CalRobot G Cal Robot Fundraising Fundraising Teambuilding Fine-tune skills Training Recruiting

  20. FIRST specific Project Management considerations: • Variabilities between teams: • Rookie or veteran? • More upper-classmen or frosh-soph? • Well funded? • Do you have a partnering outside machine shop? • Do you have an in-house machine shop? • Is participation accredited? • How much support from the school? School district? • How involved are the adults? What roles? • What is the prevailing culture of the school? Community? • No two teams are the same, and therefore each team will need to be organized and managed differently.

  21. FIRST specific Project Management considerations: • The Six-weeks Time Constraint • This is a hard deadline for construction work • All training and learning is brought to bear (not the last few months’, but your entire life time’s) • Managing the scope • Managing the schedule • Manage risks – no surprises, please! • You’ll see the light-side and dark-side of your teammates during these few weeks • You need teamwork -- only your maturity, generosity and tolerance will pull you through this one • Treasure these few weeks and the friends that stood by your side during this time

  22. FIRST specific Project Management considerations: • Leveling & optimizing resources • How come 20% of the members are doing 80% of the work? • Solving this through good organization, good planning and proper training • Institutionalizing the process – get the school involved • Think sustainability!

  23. Sharing Experience & Best Practices • Organizational Structure • Planning & Scheduling • Fostering teamwork and managing human resources

  24. Team #840 Org. Team #840 – Organization Chart

  25. Team #376 Org. Team #376 – Organization Chart Team #376 Newark Memorial RoboticsOrganizational Chart

  26. Team #115 Org. Team #115 MVRT Officer (All Students) Organization Chart Team #115 – Organization Chart Adults: Are Consultants for all respective divisions.

  27. Team #192 Org.

  28. On Organizations • Team #254 shares their insight

  29. Team #254 – BellamineCP Robotics Team

  30. Team #254 – Roles & Responsibilities

  31. On Planning & Scheduling • Team #376 will share with us something about prioritization

  32. Team #376 – Newark Memorial Robotics Team

  33. On Planning & Scheduling • Team #192 will share with us their experience

  34. Team #192 – Gunn Robotics Team

  35. On Teamwork & Human Resources • Team #840 shares their experience as a rookie team

  36. Team #840 – Aragon Robotics Team

  37. On Teamwork & Human Resources • Team #115 shares their experience from the perspective of a veteran team

  38. Team #115 – Monta Vista Robotics Team

  39. Conclusion: Critical Success Factors • Organize according to the resources available to you – each team is different • Plan ahead – there is little that can be done when the 6-week time crunch is here • Cultivate a teamwork culture within your team. • Build a “shared commitment” and a “shared understanding”, and augment it with a “shared display” and a good facilitator • Keep the adults involved, they are an invaluable asset • Institutionalize the process – involve the school and the “system” • [#115] Be mindful of your new members, they are the team’s future • [#192] Go slow, to get things done faster – do it well and do it once; take time to sync everyone up before starting work • [#254] Have the veteran members mentor the rookie members • [#376] Setup a “to-do” list, and prioritize it; reiterate again, … • [#840] Don’t worry about making mistakes. Just make sure you can learn from every single one of them

  40. Q & A: ? http://wrrf.cim3.org/files/workshops/wrrf_project_managament_021019.htm

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