MPM210: Introduction to Project Management 1. MPM210: Introduction to Project Management. Project Plan for Learning Modules.

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1 MPM210: Introduction to Project Management 1 MPM210: Introduction to Project Management Project Plan for Learning Modules Trina VanderLouw Professor Derrick Nelson Colorado Technical University Online March 26, 2012 Highlights: Project Plans, Scheduling, Gantt Charts, Pert Charts, Organizational Charts Programs Used: Microsoft Project, Word, Power Point, CTU Virtual Campus Instructor Feedback: Trina - this is very good work!! You provide a great deal of information and address multiple concerns as they may come up as people are reading the plan. The plan puts stakeholders at ease because fears/concerns are considered. I especially like how you structured the document, very easy to follow and understand. Nice work! Final Grade: A

2 MPM210: Introduction to Project Management 2 Project Plan for Learning Modules Deliverable 1: Written Content for Learning Modules Responsibility One educator will be the Team Leader for the writing team. That team leader is responsible for overseeing each of the six writers. Each of the six writers will be responsible for one category of the learning modules and each of them is also paired with one of the healthcare professionals in their respective category. For example, Writer 1 is responsible for writing all content in the Doctor/Physician category of the learning modules. The writers must be detail oriented. The writers will be required to research and write content that will satisfy the certification requirements as outlined by the working professionals and state and federal laws. The writers must be well organized in their layouts and be able to put together lessons in an orderly fashion. Content must be well written and free from spelling and grammatical errors. They will report back to their team leader who passes it back to the PM. The PM will then pass the project along to the graphic designer and programmer. Contract Each writer will complete ten modules for the learning environment for which they are assigned. The writer will conduct research and development processes to write ten learning modules. Each module will contain two lessons. The writer will report back to the team leader who is an educator. The team leader will approve the educational approach and the professional assigned to that category will approve the content. Each of the Writers (1-6) will follow the same pattern for each module until the project completes.

3 MPM210: Introduction to Project Management 3 Activities Modules Each module will have one month for completion. The modules will commence on the first date of the month, and will be due on the last day of the same month. For example, Module 1 will begin on January 1 st and be due by January 31 st. Module 2 will begin on February 1 st and be completed by February 29 th, etc. Records will be kept up to date using the Microsoft Office Project software. Once the research phase is complete the task will be 25% complete, draft of written content will constitute 50% complete, first revision will be 75% complete, and the final written content will be 100% complete for that task. The milestones for research and development will be as follows: research by end of week 1, draft of content by end of week 2, first revision by end of week 3, and final written copy will be by end of month. These milestones will be used to measure adequate process of the project. As mentioned above, they will be recorded in Project. These reports will show the planned completion dates as well as the actual completion dates. Deliverable 2: Graphics and Icon Packages for Learning Modules Responsibility The Graphic Designer works under the direction of the Project Manager. The graphic designer will be responsible for taking the written content and designing appropriate graphics. Graphics will include page headers, icons, visual cues and images to reinforce the concept being presented. The graphics will need to be consistent for each module and follow the pattern set by the overall website theme. The graphic designer must be intuitive and creative. They must understand the bigger picture and keep consistency which strengthens the core branding of the learning environment.

4 MPM210: Introduction to Project Management 4 Contract The Graphic Designer will provide all image packages for the 60 modules. The images must be in jpeg format at a 72dpi resolution. The icons will be ico files set at 16 x 16 pixels. The package must also include the pdf files for the worksheets in the additional information area of the learning module. Activities Design Images and Graphics. Six module image packets will be due by the 15 th of each month of the month following the deadline for the writers. For example, Module 1 will begin on February 1 st and be due back to the PM by February 15 th. Module 2 will begin on March 1 st and will end on March 15 th, etc. This allows a two week period in between modules where the designer is free to work on other projects. The records for the graphics will be kept up to date on the Microsoft Office Project software. The milestones for the graphics package are as follows: planned milestone date for graphics is the 7 th day of month, the planned milestone date for icons is 2 nd day of month, and the planned milestone date for images is 13 th day of month. This will allow for a two day slack period to zip files together and send back to PM. The planned dates for completion will be entered into Microsoft Office Project and up-todate progress reports will be monitored. The actual completion dates will be recorded so the PM can view the progress and make revisions to the project as needed. Deliverable 3: Programming for Learning Modules Responsibility The Programmer works under the direction of the Project Manager. The programmer will report back to the PM and is responsible for coding the written content into the web program.

5 MPM210: Introduction to Project Management 5 The programmer must know how to write and implement HTML and JavaScript codes. The content will be inserted into a series of web pages that will use JavaScript for the navigation scheme. The pages will also incorporate the graphics that were provided and a knowledge check. At the end of the module there will be a test given and the answers must be submitted for grading so the certificate can be issued. The programming must be completed by the end of the month for all six Module 1 programs (one from each category). The programmer will report back to the PM that the modules have been completed and uploaded to the server. The modules will then be accessible to the Quality Assurance (QA) team to check for both accuracy and functionality. The programmer must have a solid knowledge of HTML, CSS, JavaScript, and SQL. They must also be self-motivated and detail oriented. Contract The Programmer will provide the coded HTML/aspx for all 60 modules. This includes ten learning modules in each of the six categories. Each module will contain between HTML pages for content. There will also be aspx content for the knowledge checks and the progress meter. The pdf files and all outside references will need to be linked correctly on the pages and the program must be checked for accuracy. The Quality Assurance team will double check the functionality and accuracy, but the programmer is ultimately responsible to provide high integrity content that is checked by the programmer prior to submission to QA. Activities Program the HTML/aspx Codes. The six modules (one for each subcategory of the learning portal) will need HTML/aspx pages completed which will be due by the last day of the month following the month that the writers have completed the module. For example, Module 1 will be available to the programmer on February 1 st and must be completed by February 29 th.

6 MPM210: Introduction to Project Management 6 Module 2 will be available to the programmer on March 1 st and must be completed by March 31 st, etc. The programmer will receive the graphics package from the PM one week prior to the end of the month. These graphics will be the last thing integrated into the learning module. Records will be kept up-to-date on Microsoft Project. The planned and actual completion dates will be entered so that progress can be monitored and adjusted. The milestone for this deliverable of HTML/Aspx pages is as follows: the planned milestone date for HTML is the 20 th day of the month, the planned milestone date for aspx is the 25 th day of the month, and the completed coding with graphics will be returned to the PM by the end of the month. Deliverable 4: Quality Assurance Testing for Learning Modules Responsibility The Quality Assurance Team will have on Team Leader who oversees a team of four Quality Assurance Members. The QA Team Leader will report back to the Project Manager. This team will test and review each component of all 60 of the learning modules. They will test one module at a time and then report back to their team leader. This team leader will then report back to the PM with the results. If changes need to be made the module will be returned to the programmer who will make the necessary changes and send it back to QA. The module will be modified in the schedule timeline, but will need to be completed ASAP without interfering with the deadline for the current modules. The QA team will need to have critical thinking skills and be able to follow strict processes for testing. They must also have effective written and oral communication skills that will allow them to pass the needed information back to the programmer. Once the changes have been made they will receive the module back to be tested again. If the module passes the quality check it will be reported to the QA Team Leader who reports it as complete to the PM.

7 MPM210: Introduction to Project Management 7 Contract The Quality Assurance Team will ensure functionality for all 60 of the learning modules. They will check for accuracy of content as well as making sure the program can execute properly. They will test the reviews and knowledge checks to ensure the correct answers are being scored as correct and incorrect answers are not added to the competency score. The module should be debugged and error free prior to returning the complete status to the PM. Activities Test and Audit each module. There will be six modules available to the QA team on the first of the month beginning in March. The testing will be finalized by the 15 th of each month of the same month when the module was received. For example, six Module 1s will be received by the QA Team on March 1 st and must be completed by March 15 th. Module 2 is available on April 1 st and must be completed by April 15 th, etc. The audits will be assigned to each of the QA Team members by the QA Team Leader who will monitor and delegate based on performance. The records will be kept up to date using the Microsoft Office project software. The planned and actual completion dates will be recorded. The milestones for the QA Team are as follows: the planned milestone date for HTML testing is the 7 th day of the month, and the planned milestone date for aspx testing is the 14 th day of month. Deliverable 5: Web Development for Learning Modules Responsibility The Web Developer will report to the Project Manager. The web developer is responsible for uploading the required files to the web portal where it is accessible to the users. They will keep the website organized and updated so that the new content will integrate easily

8 MPM210: Introduction to Project Management 8 into the program. The modules will be handed to them by the 16 th of the month and must be fully usable and online by the end of the month. Contract The Web Developer will load all of the content into the online learning platform. Six new modules will be online on the first day of the month following the quality completion and integration. The process will include uploading the files into the correct locations on the server. Backups must be completed and files must stay organized and updated. The site will be routinely checked for accessibility and uptime. The site must also be maintained with user login accounts and connected to the database to track access to the modules and certifications completed by the users. Activities Upload and make active learning modules. Each month beginning in March, six new modules will be uploaded by the last day of the month. The QA Team will have the assessments and revisions completed by the 15 th of the month and the web developer will have two weeks to have the modules live on the site. For example, Module 1 will be available for upload by March 16 th and must be accessible to users on the site by March 31 st. Module 2 will be available for upload by April 16 th and must be accessible to users on the site by April 30 th, etc. Records will be kept up-to-date using Microsoft Office Project. The planned and actual dates will be saved and updated as the project moves forward. The milestones for the web developer are as follows: the planned milestone date for the files to be uploaded is by the 28 th day of month, and the planned milestone date for the files to be live on the server is the last day of month. The project will be completed once the last module has been uploaded to the server. This final deadline date is the last day of the year, December 31 st, 2012.

9 MPM210: Introduction to Project Management 9 Project Charts and Schedules WBS Deliverable Task Name Duration Start Finish Predecessors 1 All Writers - Module 1 23 days Sun 1/1/12 Tue 1/31/12 1 All Writers - Module 2 21 days Wed 2/1/12 Wed 2/29/ All Writers - Module 3 23 days Thu 3/1/12 Sat 3/31/ All Writers - Module 4 21 days Mon 4/2/12 Mon 4/30/ All Writers - Module 5 22 days Wed 5/2/12 Thu 5/31/ All Writers - Module 6 22 days Fri 6/1/12 Sat 6/30/ All Writers - Module 7 22 days Mon 7/2/12 Tue 7/31/ All Writers - Module 8 22 days Wed 8/1/12 Thu 8/30/ All Writers - Module 9 22 days Fri 8/31/12 Sun 9/30/ All Writers - Module days Mon 10/1/12 Wed 10/31/ Graphic Design - Module 1 16 days Wed 2/1/12 Wed 2/22/ Graphic Design - Module 2 18 days Thu 3/1/12 Sat 3/24/ Graphic Design - Module 3 17 days Sun 4/1/12 Mon 4/23/ Graphic Design - Module 4 18 days Tue 5/1/12 Thu 5/24/ Graphic Design - Module 5 17 days Fri 6/1/12 Sat 6/23/ Graphic Design - Module 6 18 days Sun 7/1/12 Tue 7/24/ Graphic Design - Module 7 18 days Wed 8/1/12 Fri 8/24/ Graphic Design - Module 8 17 days Fri 8/31/12 Mon 9/24/ Graphic Design - Module 9 18 days Mon 10/1/12 Wed 10/24/ Graphic Design - Module days Thu 11/1/12 Fri 11/23/ Programmer - Module 1 21 days Wed 2/1/12 Wed 2/29/ Programmer - Module 2 23 days Thu 3/1/12 Sat 3/31/ Programmer - Module 3 22 days Mon 4/2/12 Tue 5/1/ Programmer - Module 4 23 days Tue 5/1/12 Fri 6/8/12 4

10 MPM210: Introduction to Project Management 10 3 Programmer - Module 5 16 days Fri 6/1/12 Sat 6/30/ Programmer - Module 6 17 days Sun 7/1/12 Tue 7/31/ Programmer - Module 7 23 days Wed 8/1/12 Fri 8/31/ Programmer - Module 8 22 days Fri 8/31/12 Sun 9/30/ Programmer - Module 9 23 days Mon 10/1/12 Wed 10/31/ Programmer - Module days Thu 11/1/12 Fri 11/30/ Quality Assurance - Module 1 11 days Thu 3/1/12 Thu 3/15/12 21,11 4 Quality Assurance - Module 2 12 days Sun 4/1/12 Sun 4/15/12 22,12 4 Quality Assurance - Module 3 11 days Tue 5/1/12 Tue 5/15/12 13,23 4 Quality Assurance - Module 4 11 days Fri 6/1/12 Fri 6/15/12 14,24 4 Quality Assurance - Module 5 12 days Sun 7/1/12 Sun 7/15/12 15,25 4 Quality Assurance - Module 6 11 days Wed 8/1/12 Wed 8/15/12 16,26 4 Quality Assurance - Module 7 11 days Mon 9/3/12 Mon 9/17/12 27,17 4 Quality Assurance - Module 8 12 days Mon 10/1/12 Tue 10/16/12 28,18 4 Quality Assurance - Module 9 11 days Thu 11/1/12 Thu 11/15/12 29,19 4 Quality Assurance - Module days Mon 12/3/12 Mon 12/17/12 30,20 5 Implementation - Module 1 12 days Fri 3/16/12 Sat 3/31/ Implementation - Module 2 11 days Mon 4/16/12 Mon 4/30/ Implementation - Module 3 12 days Wed 5/16/12 Thu 5/31/ Implementation - Module 4 12 days Sat 6/16/12 Sat 6/30/ Implementation - Module 5 12 days Mon 7/16/12 Tue 7/31/ Implementation - Module 6 12 days Thu 8/16/12 Fri 8/31/ Implementation - Module 7 10 days Tue 9/18/12 Sun 9/30/ Implementation - Module 8 11 days Wed 10/17/12 Wed 10/31/ Implementation - Module 9 11 days Fri 11/16/12 Fri 11/30/ Implementation - Module days Tue 12/18/12 Mon 12/31/12 40

11 MPM210: Introduction to Project Management 11 GANTT CHART Start Date: 1/1/2012 Finish Date: 12/31/2012

12 MPM210: Introduction to Project Management 12 PERT Chart START END 1. Write Content 2. Graphic Design 3. Programming 4. Quality Assurance 5. Implementation Organizational Chart Project Manager (PM) Writing Team Leader Graphic Designer Programmer QA Team Leader Web Developer Writer 1 Writer 2 Writer 3 Writer 4 QA Member QA Member QA Member QA Member Writer 5 Writer 6

13 MPM210: Introduction to Project Management 13 Performance Control Changes to the Project Change Orders All changes to the project will be documented using change orders. The Project Manager will be given new change orders by the Senior Management Team (SMT). The PM can also submit change order requests as needed throughout the project. The requests will be reviewed and approved by the SMT. The change order form will include details on the specific changes that will be made and who is requesting them. Communication Change Advisory. Communication on change orders will follow the flow of the organizational chart. The chain of command is in effect whether the communication is flowing up or down. For example, if the content writers feel that they would like to change the length of the module they would present the request to their team leader. The team leader would then relay that information to the PM. At that point the PM would need to make a decision of whether or not to process a change order request. If the decision is made to request the change order one will be written and submitted to the SMT. Once the SMT reviews the request they will either approve or disapprove of the change and send it back to the PM. The PM then relates the information back to the team leader, who reports back to their team of writers. This change order process ensures project organization, that all significant changes are documented in writing and that the Senior Management stays informed. (Meredith & Mantel Jr., 2012). Impact of Changes on Budgets, Schedules and Deliverables Some change orders will require modifications to the budget, schedule and/or deliverables. These changes will be updated as necessary by the PM and a memo/report will be sent to all team leaders and the SMT.

14 MPM210: Introduction to Project Management 14 Budget. The budget for this project will be the least likely to change as all team members are on a contractual per module basis. All members must stay within the timeframe given for the completion date, but all members get paid a predetermined amount for each module completed regardless of the actual amount of time that was spent on that module. Due to the fact that there are no overhead expenses within the project scope, the only cost associated is the contract labor. The only possible unforeseen change to complete this project would be changes in staffing. If a team member is unable to complete their work on time they may be replaced or additional members may be hired. Certain changes made to the deliverables may also require additional or decreased staffing. Both of these changes could result in an increase or decrease to the budget. All costs for the server and website are handled outside of the project scope by the SMT. These costs will not affect the budget for the project even if they are changed. Schedules. The schedules are the most likely to change in this project. The schedules have been set with enough time for completion, however obstacles may arise that were unforeseen. Changes in team members can impede the progress. If a team member is unable to complete the work for any reason, a new team member must be trained and set in motion as quickly as possible. This process could impair the schedule depending on the team member and the activities at hand. If a writer must be replaced the schedule for that set of modules will need to be updated. This change will affect the schedule for the graphic designer, programmer, QA team and the implementation. If the graphic designer must be replaced the changes may not be as noticeable. The graphic designer can be replaced quickly with minimal training time. The project may be able to stay on schedule even with some staffing changes. Other schedule modifications may be a result of changes to the deliverables. These could include changes to the length of the written content for the modules. If longer modules are

15 MPM210: Introduction to Project Management 15 required the timing may need to be extended out. This change would affect all members working on the project. Another scenario might be if the programmer finds they are not able to complete all of the modules in the timeframe given and if hiring a second programmer is not an option, the WBS may need to be modified to allow more time for completion. This change would affect the schedule for the QA team and the implementation phase. Some changes to the project will have no impact on the schedule. The original schedule has been generous with its slack time. This will allow small changes to happen without a lot of changes to the WBS. There is enough flexibility to handle many of the obstacles that may arise. It is possible that this project could be completed more quickly and ahead of schedule. If the members are able to consistently complete project activities early an adjustment may be made to the overall WBS. If this were to occur, a change order must be submitted with the new dates. Deliverables. The deliverables in the project may be modified by such events as changes to the certification requirements or new categories being introduced. If the certification requirements change, the modules will need to be modified to meet the new criteria. This will change the scope of the required research and development. Likewise, if a new category of modules is introduced changes will need to be made to the contract. For example, current categories include doctors, nurses, registration desk personnel, medical billing/insurance, physical therapists, and maintenance/sanitation staff. The SMT may decide to introduce a new category for counselors who will be helping families that are grieving. This change would affect each phase of the project. A new writer would be hired, additional graphics and programming would be required, the QA team would have a larger workload and the implementation would be longer. These changes would be well documented and the WBS would be updated and given to the team leaders.

16 MPM210: Introduction to Project Management 16 Because of the flexibility in the schedule, some changes to the deliverables will have little effect on the overall plan. For example, if the deliverable is changed in the implementation phase it will not affect the writers, graphic designers, programmers or QA Team. The web developer may need to simply change the process of uploading new data to the site because of an updated server or backup process. This change could be made without any modification to the budget or schedule. Additional Change Information The Project Manager will be responsible for all changes made to the project. All schedules and plans will be updated by the PM. These include, but are not limited to: Schedule management plan, cost management plan, quality management plan, procurement management plan, human resources management plan, work breakdown structure, schedule baseline, and cost performance baseline (PMI, 2008, pg. 306).

17 MPM210: Introduction to Project Management 17 References Meredith, J.R. & Mantel, S.J. (2012). Project Management: A managerial approach (8 th ed.). Hoboken, NJ: John Wiley & Sons, Inc. Project Management Institute (PMI). (2008). A guide to the project management body of knowledge (PMBOK guide) (4 th ed). Newtown Square, PA: PMI Publications.