Module 1

Project Design
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Module 1

Introduction:

Overview

The project design module equips you to launch your project on the right foot. It emphasizes the importance of a well-defined plan before delving into details. The module dives into the core concepts of project management and then focuses on crafting a project plan. This plan outlines your goals, timeline, budget, and communication strategy. It also lays out key milestones with deliverables to keep you on track Finally, it introduces helpful tools like mind mapping software and project management platforms to streamline your planning process.

Objectives:

  • Understand project design as the foundation for project success.
  • Learn how to craft a project plan with goals, timelines, and budgets.
  • Utilize tools for effective project design and planning.
  • Leverage project design templates to streamline plan creation

Target Group:

Teachers & Staff working in secondary education and especially those who are working with migrant and disadvantaged children (12-18 years old)

 

Expected Outcomes:

  • You will gain a solid understanding of project design principles, the crucial first step for project success.
  • You will be able to craft a project plan that outlines your goals, timelines, budgets, and communication strategies.
  • You will develop the skills to identify key project milestones with deliverables, ensuring your project stays on track.
  • You will be introduced to valuable tools for project design and planning, such as mind-mapping software and project management platforms.

 

Introduction to Project Management:

What is Project Management?

 

Project management is the application of knowledge, skills, tools, and techniques to guide a team towards achieving specific goals within predefined constraints. These constraints typically encompass:

  • Scope: The clearly defined boundaries of the project, outlining the deliverables and functionalities to be completed.
  • Time: The finite timeframe allocated for the project’s completion.
  • Budget: The predetermined financial resources dedicated to the project.
  • Quality: The established standards for meeting the project’s objectives and delivering a product or service that meets expectations.

Project management involves several key activities:

  • Initiation: Defining the project’s purpose, objectives, and feasibility.
  • Planning: Creating a detailed roadmap for the project, including tasks, timelines, resources, and budget allocation.
  • Execution: Carrying out the planned tasks and activities.
  • Monitoring and Controlling: Tracking progress, identifying and managing risks, and adjusting plans as needed.
  • Closing: Finalizing the project, delivering the final product or service, and documenting lessons learned.

What is A Project?

A project is a temporary undertaking that is carefully planned to achieve specific goals. It involves a series of tasks that need to be completed within a defined timeframe and budget. Three main factors determine the success of a project: time, cost, and quality.

Here are some key points about projects:

  • Temporary: Projects have a definite start and end date.
  • Planned: Projects are carefully planned to achieve specific goals.
  • Specific goals: Projects can have different goals, such as delivering a product, completing a service, or achieving a desired outcome.
  • Time-bound: Projects need to be completed within a specific timeframe.
  • Budget: Projects have a set budget that needs to be adhered to.
  • Project lifecycle: Projects go through different phases, such as planning, execution, and monitoring.

What is a Project Manager?

A project manager is a professional who leads and oversees projects from conception to completion. They are responsible for ensuring that projects are delivered on time, on budget, and within scope.

Here’s a breakdown of a project manager’s role:

  • Leadership and Collaboration: Project managers lead teams, motivate them, and foster a collaborative environment to achieve project goals.
  • Planning and Organization: They meticulously plan and organize projects, including defining goals, developing schedules, and allocating resources.
  • Communication: Effective communication is key! Project managers communicate with various stakeholders, including team members, clients, and executives.
  • Problem-Solving: Projects rarely go exactly according to plan. Project managers identify and solve problems that arise during the project lifecycle.
  • Delivering Results: The ultimate goal is project success. Project managers oversee all aspects of the project to ensure it meets the desired outcome.

Overall, project managers wear many hats. They are leaders, organizers, communicators, and problem-solvers who play a critical role in bringing projects to life.

Learn More:

https://business.adobe.com/blog/how-to/project-plan

https://www.notion.so/blog/project-design

https://www.wrike.com/project-management-guide/faq/what-is-project-design-in-project-management/

https://www.atlassian.com/work-management/project-management/project-design#:~:text=Project%20design%20is%20the%20process,align%20teams%20on%20project%20objectives.

https://asana.com/resources/project-design

https://www.usemotion.com/blog/project-design

https://www.pmi.org/learning/library/designing-complex-projects-6951

https://www.projectmanager.com/blog/project-design-in-project-management

Building a Strong Foundation: Project Design

Project design is the crucial first step in setting a project up for success. It acts as the cornerstone, defining the overall goals, considering the budget and timeline, and getting everyone on the same page before diving into the details. This initial planning phase prevents teams from getting lost in the minutiae without a clear direction.

What is Project Design in Project Management?

Project design is the process of crafting a high-level roadmap for a project. It’s an early planning stage that takes place before the official project plan or charter is created. Here, the focus is on the big picture rather than specific details. Imagine it as laying the foundation for a house – you wouldn’t start building walls without a solid foundation, right?

Benefits of Project Design:

Foundation for Success: Project design establishes the “why” behind the project. By defining clear goals and objectives during this phase, project managers ensure every step throughout the project aligns with the overall vision.

Streamlining Projects: For smaller projects, the design phase can even replace the proposal and plan, simplifying the entire project lifecycle. Think of it as a one-stop shop for initial project definition.

Alignment and Communication: Project design is an opportunity to harmonize ideas, processes, and deliverables. Visual tools like charts, timelines, and even vision boards help stakeholders understand the project’s direction. Furthermore, involving stakeholders in the design phase fosters clear communication and helps secure their buy-in from the outset.

Tools for Visualization:

Project managers leverage various tools to facilitate and visualize the design process, fostering clear communication and collaboration. These tools include:

Sketches: Simple drawings to capture initial ideas and concepts.

Gantt charts: Bar charts that illustrate project timelines and task dependencies.

Flowcharts: Visualize workflows and step-by-step processes.

Roadmaps: High-level timelines outlining key milestones and deliverables.

Prototypes: Rough models or simulations to test ideas and functionality (especially common in software development).

Vision boards: Collages of images and text that capture the project’s overall vision and goals.

Connecting it to the Project Management Lifecycle:

Project design falls within the Initiating phase of the five project management phases outlined in the Project Management Body of Knowledge (PMBOK). It serves as a broad blueprint before more detailed project planning takes place. Think of it as a high-level overview using tools like Gantt charts and flowcharts. This initial design establishes a baseline for the team and stakeholders to move forward with

Key Elements of Project Design: Balancing the Triple Constraint

Project design defines the project’s foundation by establishing key elements that directly and indirectly influence the three core constraints of project management: Scope, Time, and Cost. Here’s how these elements play a role:

Scope: This defines the project’s boundaries, outlining the specific deliverables and what’s excluded. A well-defined scope directly impacts all three constraints. It influences:

  • Time: A broader scope typically requires more time to complete all the deliverables.
  • Cost: A wider scope often translates to more resources needed, driving up the project’s cost.

Resources: The type and amount of resources (people, equipment, materials) are determined by the project’s scope.

Learn more: https://asana.com/resources/project-scope

Objectives: These are the project’s goals and desired outcomes. Clearly defined objectives ensure all project activities contribute to the bigger picture. Think of them as the “why” behind the project. While objectives themselves don’t directly affect the triple constraints, they guide decision-making throughout the project lifecycle. For instance, a project manager might need to adjust the scope (and potentially time and cost) if a new objective arises that wasn’t part of the initial plan.

Learn More: https://asana.com/resources/how-project-objectives

Deliverables: These are the tangible outputs of the project, such as products, features, or reports. Identifying deliverables upfront helps ensure the project focuses on creating the right things and aligns with the defined scope. By outlining deliverables early on, you can estimate the time and resources required to produce them:

  • Time:The complexity of deliverables directly impacts the time needed to complete them.
  • Cost:The resources required to produce the deliverables (people, materials, etc.) affect the project’s overall cost.

Learn more: https://asana.com/resources/what-are-project-deliverables

Stakeholders: These are individuals or groups who are impacted by the project. Project design should identify key stakeholders and their interests. Effective communication and stakeholder management are crucial for project success. While not a direct constraint, stakeholder needs and expectations can influence the scope, impacting the project’s time and cost. For example, if a key stakeholder requests additional features (expanding the scope), the project manager might need to adjust the timeline and budget to accommodate these changes.

Learn More: https://www.wrike.com/project-management-guide/faq/what-is-a-stakeholder-in-project-management/

Milestones: These are key checkpoints or significant events that mark progress towards the project’s goals. They help track progress, identify potential roadblocks early, and ensure the project stays on schedule (time constraint). Milestones are directly tied to the time constraint, keeping the project moving forward and ensuring timely completion.

Learn More: https://www.projectmanager.com/blog/milestones-project-management

Crafting Your Project Plan: A Flexible Guide:

Taking an idea and turning it into reality requires a roadmap – a project plan. This plan serves as your blueprint, guiding you and your team towards success. While the specifics of project planning can vary, here’s a breakdown of essential and optional steps to help you create a flexible plan that works for you:

Essential Pillars:

1. Step 1. Defining the Destination: Goals and Scope (Crucial for Every Project!).

Every journey starts with a clear destination. Here, your destination is your project’s goals: what you want to achieve. Equally important is defining the project’s scope – what’s included and what’s not. This helps manage expectations and avoid scope creep (adding features mid-project) that can derail your plans.

Learn More:

https://ppm.express/blog/project-goals/#h-is-it-possible-to-succeed-without-project-goals

https://business.adobe.com/blog/basics/project-scope-definition-best-practices-examples-and-more

2. Step 2. Charting the Course: Schedule and Budget (Essential for Success!).

Once you know your destination, you need a timeline. Create a realistic project schedule that breaks down tasks and assigns deadlines. Alongside the schedule, develop a budget that estimates the project’s overall cost. This helps ensure you have the resources needed to reach your goals.

Several reasons underscore the importance of a project budget plan. Firstly, it serves as a cornerstone for securing project funding, providing stakeholders with clear insights into required funds and timelines. Secondly, a well-planned budget facilitates project cost control, allowing comparison between actual and approved costs to gauge project progress and necessitate adjustments if needed. Thirdly, a meticulously calculated budget directly impacts the company’s financial health, enhancing operating margins and overall project success.

Learn More:

https://www.forecast.app/blog/how-to-create-a-project-budget#what-is-project-budgeting

https://asana.com/resources/project-management-plan

3. Step 3. Keeping Everyone Informed: Stakeholder Communication (Don’t Go It Alone!).

A project rarely exists in a vacuum. Identify everyone with a stake in your project, from team members to executives. Establish clear communication channels to keep them informed of progress and address any concerns.

Learn More:

https://www.wrike.com/project-management-guide/faq/what-is-a-stakeholder-in-project-management/

4. Step 4. Marking Your Milestones: Define Deliverables and Milestones (Key Success Markers).

Break down your project into achievable stages and identify key deliverables – the tangible outputs that mark progress towards your goals. Set milestone dates for these deliverables, creating a roadmap of achievements that keeps your project on track.

Learn More:

https://www.teamgantt.com/blog/the-how-and-why-of-using-milestones-in-your-project-plan

https://www.workamajig.com/blog/project-deliverables-guide

Optional Enhancements:

5. Building a Detailed Roadmap: Project Plan (For Complex Projects).

For larger or more intricate projects, consider crafting a comprehensive project plan. This can include sections like a communication plan outlining information flow, a procurement strategy detailing how to acquire necessary resources, and a risk management plan to identify and mitigate potential roadblocks.

A contingency plan is a predefined course of action to address identified risks if they materialize, serving as a backup plan when deviations from the expected occur. It’s a fundamental component of risk management, involving defining action steps to be taken in response to specific risk events. Contingency plans aim to mitigate potential risks and minimize project delays, budget overruns, and other adverse outcomes. They are created based on identified risks and can also be utilized to seize strategic opportunities, ensuring project resilience and adaptability.

Learn More:

https://www.wrike.com/project-management-guide/faq/what-is-contingency-plan-in-project-management/

6. A Picture is Worth a Thousand Words: Utilize Visual Aids (Boost Communication).

Visual aids like charts, diagrams, or mind maps can be powerful communication tools. Use them to represent project goals, timelines, and deliverables, making them easier for everyone to understand.

https://www.linkedin.com/advice/1/how-do-you-use-visual-aids-data-enhance-your-project

7.  Resourceful Planning: Estimate Resource Needs (Ensure You Have What You Need).

Identify the human resources (your team!), equipment, and tools needed to complete the project. This ensures you have everything in place to move forward smoothly.

https://www.proprofsproject.com/blog/project-human-resource-management/

Continue reading:

https://business.adobe.com/blog/how-to/project-plan

https://www.notion.so/blog/project-design

https://www.wrike.com/project-management-guide/faq/what-is-project-design-in-project-management/

Essential Tools for Project Design

Mind Mapping: Visualize ideas and brainstorm

Brainstorming is a cornerstone technique for creative problem-solving and idea generation. It involves the suspension of judgment and the free flow of ideas, fostering a collaborative environment where quantity reigns supreme over initial quality

Mind Mapping builds upon the foundation laid by brainstorming.It takes your ideas and puts them on a map, showing how they’re all connected. Instead of a boring list, it’s like a picture with words and drawings, making it easier to understand and remember things.

Here’s how to create a mind map to become a project design master:

  1. Project Core: Place the main project idea right in the center of your paper. Make it the star!
  2. Branch Out: Let the ideas flow! Draw branches outward, each holding a new concept linked to your project.
  3. Connecting the Dots: Use lines or arrows to show how these ideas work together. They might become your project steps later!
  4. Color Code: Don’t be shy with color! Use different colors to highlight important points or categorize your ideas.
  5. Quick Sketching: Don’t worry about making a masterpiece. Jot down ideas fast, even if they seem odd. You can refine them later.
  6. Assign colors a meaning! Blue for key steps, black for good ideas, and red for things needing more research. It’s your code!
  7. Think Big (Paper Size): Give your ideas room to breathe! Use a large sheet of paper (A3 is ideal) to capture everything.

Mind mapping helps you with project design by:

  • Planning Like a Pro: Capture key steps and see how they connect for a smooth project flow.
  • Brainstorming Bonanza: Generate tons of project ideas and explore different approaches.
  • Organizing Your Thoughts: Visually map out your project plan to avoid confusion.
  • Spark Creativity: Find unique solutions to challenges and approach your project from fresh angles.
  • Clear Communication: Use your mind map to explain your project plan to others easily.

What does a mind map look like?

Learn More at :

https://www.mindmaps.com/how-to-brainstorm-with-mind-maps/

https://www.adelaide.edu.au/writingcentre/sites/default/files/docs/learningguide-mindmapping.pdf

Project Management Software:

Project management software is a tool that helps businesses and individuals track projects, tasks, and schedules. It is designed to bring structure and organization to complex projects. Here are some of the key features of project management software:

  • Project planning: This feature allows you to plan projects and manage all your assets in one software. Project management software can help you visualize your workflow and enable collaborative planning.
  • Collaboration and file sharing: Project management software typically has file-sharing tools that give multiple people access to documents. This eliminates the need to email files back and forth and ensures that everyone is working on the latest version of a document.
  • Budget management: You can track costs in real-time within project management software. This allows you to see if a project’s costs are increasing too quickly and take action before the project goes over budget.
  • Communication: Many kinds of project management software have communication tools built into them, eliminating the need for lengthy email threads or meetings.
  • Customizable reports: Project management software often features customizable reports so managers can receive an overview of important metrics. These reports can provide graphs and statistics to close productivity gaps, improve processes, or manage a budget.

There are many different project management software options on the market, so it is important to consider your needs before investing time and money. Here are some of the most popular options:

Trello https://trello.com/

  • Features: Simple drag-and-drop interface, boards, cards, lists, collaboration tools
  • Pricing: Free plan with limited features, $5 per user/month and up for additional features
  • Best for: Freelancers, small businesses
  • Features: Project planning, collaboration, workflows, reporting, integrations with Slack and Salesforce
  • Pricing: Free plan with limited features, $9.80 per user/month and up for additional features
  • Best for: Small businesses
  • Features: Project planning, scheduling, collaboration, reporting, multiple views (lists, charts, calendars), unlimited users and storage
  • Pricing: Free plan with limited features, $5 per user/month and up for additional features
  • Best for: Large teams
  • Features: Project management, assignment tools, multiple project views, time tracking, integrations, customizable workflows, reporting
  • Pricing: Free plan with limited features, $8 per user/month and up for additional features
  • Best for: Large organizations
  • Features: Gantt charts, Dashboards, Project portfolios, Reports, Kanban boards, Task lists Pricing: $13 to $28 per user, per month (billed annually). There’s also a 30-day free trial available.
  • Best for: Small-to-medium teams that need to manage robust projects, medium-to-large teams that need to optimize portfolios, and organizations that need customized security and priority support

Smartsheet: https://www.smartsheet.com/

  • Features: Offers a rich set of views, workflows, reports, and dashboards.
  • Pricing: free to $25 per user per month.
  • Best for companies of all sizes.

Asana: https://asana.com/?noredirect

  • Features: It offers features like goal setting, project views, custom fields, and reporting.
  • Pricing: free to $25 per user per month.
  • Best for companies of all sizes.

Useful tools Tools & Charts for Project Design:

8.  SWOT Chart:

SWOT analysis is a tool for evaluating a project or situation by considering its Strengths, Weaknesses, Opportunities, and Threats. It helps identify internal factors (strengths & weaknesses) and external factors (opportunities & threats) that can impact success.

Learn more:

https://www.adobe.com/express/learn/blog/swot-analysis

9. RACI CHART

Based on the rewrite, a RACI chart is a tool used in project management to clearly define the roles and responsibilities of various stakeholders involved in a project. It stands for RACI, which represents the following categories:

Responsible: The person who performs the task or delivers the work product. There should only be one “Responsible” person assigned per task.

Accountable: The person ultimately answerable for the successful completion of the task. They ensure the quality and timely completion of the work and may delegate tasks to the “Responsible” person.

Consulted: Someone whose input and expertise is sought before key decisions are made or work is finalized.

Informed: Someone who needs to be kept up-to-date on the project’s progress but may not have a direct role in the task itself.

10.  Gantt Chart

The Gantt chart wasn’t a single invention, but an evolution. Karol Adamiecki’s “Harmonogram” (1896) laid the groundwork, while Henry Gantt’s version (1910-1915) gained fame. Originally used for routine tasks, Gantt charts became project management staples across industries.

What is a Gantt Chart?

A Gantt chart is a project management tool that utilizes a horizontal bar chart to visualize a project’s timeline and tasks. It essentially acts as a communication plan, laying out each step required to complete the project on schedule and within budget. By listing tasks on the vertical axis and the project schedule along the horizontal axis, the chart offers a clear view of individual task durations, dependencies between tasks, who is responsible for each task, and important milestones. This comprehensive overview allows project managers and team members to track progress and ensure everything stays on course effectively.

Building Blocks of a Gantt Chart:

  • Timeline (X-axis):Shows the project schedule (days, weeks, months).
  • Tasks (Y-axis):Lists individual tasks with start and end dates displayed by horizontal bars.
  • Dependencies:Arrows or lines illustrate which tasks rely on others to be completed first.
  • Dateline:A vertical line highlights the current date for reference.
  • Bars:Represent tasks, with length reflecting duration and shading/color indicating progress.
  • Milestones:Diamond shapes mark important achievements or deadlines.
  • Progress:Shows how much of a task is completed (percentage or shading).
  • Resource Assigned:Clarifies who is responsible for each task.

How Gantt charts are used

Utilizing Gantt charts effectively involves several key practices:

  • Manage Milestones:Mark key stages with diamonds, track progress regularly, confirm deadline feasibility beforehand.
  • Break Down Projects:Identify steps per milestone, break them into manageable tasks, analyze resources and timeframes, refine tasks as needed.
  • Visualize Dependencies:Use arrows to show how tasks rely on each other (finish-to-start, start-to-start, etc.).
    • Finish-to-Start (Most Common): The successor task can only begin once the predecessor task is finished.
    • Start-to-Start: Both tasks can begin at the same time.
    • Start-to-Finish: The first task must be started before the second one finishes, but the second doesn’t require the first to be completely done
    • Finish-to-Finish: Both tasks must be completed around the same time for progress.
  • Monitor Progress:Track task completion and progress using the chart, monitor milestones to address delays promptly.

Learn more:

https://www.teamgantt.com/what-is-a-gantt-chart

https://business.adobe.com/blog/basics/what-is-a-gantt-chart#what-is-a-gantt-chart

11.  Work Breakdown Structure (WBS):

What Is a Work Breakdown Structure (WBS)?

A work breakdown structure (WBS) is a vital tool in project management. It breaks down complex projects into smaller, more manageable pieces. This is done in a visual, hierarchical way, focusing on the deliverables of the project. It also helps with project planning, scheduling, and budgeting. By clearly outlining all the work that needs to be done, a WBS helps avoid problems like missed deadlines, scope creep, and cost overruns.

Imagine a project as a building. The WBS would start with the finished building at the top. Below that, you would have the major phases of construction, like foundation, framing, and electrical work. Each of these phases would then be broken down into even smaller tasks. This way, you can see all the steps needed to complete the project from start to finish.

A work breakdown structure (WBS) is built on three main components:

Deliverables: These are the final products that the project aims to achieve. Initially, they are defined at a high level. Later, they’ll be broken down into smaller chunks that can be assigned to individual team members.

Work Components: This level groups similar tasks together. Think of it as creating milestones or phases for the project, but not going all the way down to individual tasks yet. It helps visualize the overall process flow.

Individual Tasks: These are the most detailed level, also known as work packages. Each work package should be linked to a specific deliverable and be manageable by a single team member.

Types of WBS

here are two main approaches to structuring a WBS, depending on how you want to visualize your project breakdown: deliverable-based and phase-based.

Deliverable-Based WBS

This approach prioritizes the project scope. It starts by identifying all the major deliverables, which are the tangible outputs of the project. These deliverables are then broken down into smaller components and eventually into individual work packages that can be assigned to team members.

Phase-Based WBS

This approach focuses on the project timeline. It starts with the final deliverable at the top and then breaks down the project into distinct phases, like planning, execution, and completion. Each phase then has its own deliverables and work packages.

A work breakdown structure (WBS) is a roadmap for your project, breaking it down into manageable pieces. Here’s how to create one in six steps:

  • Define Goals & Scope:Outline your project’s goals and what will/won’t be included (documented in a project charter).
  • Break Down Phases:Break the overall project into smaller, manageable stages.
  • Identify Deliverables:List all the project’s outputs and what’s needed to complete them.
  • Set Up WBS Levels:Create a hierarchical structure breaking down the project into smaller parts.
  • Create Work Packages:Break down deliverables into individual tasks grouped into manageable units.
  • Assign Task Owners:Assign specific tasks to team members with the necessary resources.

Learn More:

https://business.adobe.com/blog/basics/work-breakdown-structure

https://www.projectmanager.com/guides/work-breakdown-structure

12.  Critical Path Method (CPM):

The Critical Path Method (CPM) Explained Thoroughly

The Critical Path Method (CPM) is a project management tool used to dissect the heart of a project, revealing the most important tasks for on-time and on-budget completion. It goes beyond simply scheduling tasks; it helps you understand the intricate choreography of activities, their durations, and the domino effect that delays in certain tasks can have on the overall project timeline.

What projects are suited for CPM?

Well-defined tasks: These tasks are like steps in a recipe, with a clear start and end point. Each task should be unambiguous for successful project completion.

Independent tasks (with a sequence): While not happening simultaneously, these tasks have a specific order of completion. Think of building a house – you can’t paint before framing, but might order windows while the foundation is poured (flexible sequence within an overall order).

Tasks with technological order: The nature of these tasks dictates their logical progression. Similar to building a house needing a foundation before walls, some projects (like software development) require coding to be finished before testing functionality.

How does CPM work?

Think of CPM as a project detective, meticulously piecing together the puzzle of tasks and their dependencies. Here’s the step-by-step breakdown:

Identify all tasks: List every single activity required for the project.

Sequence the tasks: Figure out the order in which tasks need to be completed, considering dependencies (like building a house – framing before painting).

Estimate task durations: Assign a realistic timeframe for each task.

Create a network diagram: Visually represent the tasks, their order, and dependencies using a flowchart-like diagram.

Identify the critical path: This is the longest sequence of dependent tasks, representing the minimum project completion time. Delays on this path will delay the whole project.

Calculate float: This is the buffer time for non-critical tasks. They can be delayed without affecting the overall timeline (unlike critical path tasks with zero float).

Monitor the critical path: Keep a close eye on tasks on the critical path, as delays here directly impact the project schedule. Regularly update the network diagram to reflect progress and identify potential issues.

Earliest/Latest Start & Finish Times (ES, LS, EF, LF):

These terms define the earliest and latest possible times to start or finish a task without impacting the project schedule.

ES considers dependencies and dictates the soonest a task can begin.

LS is the latest a task can start without delaying the project deadline.

EF is the earliest a task can be completed based on its duration and ES.

LF is the latest a task can be completed without extending the project deadline, considering its duration and LS.

CPM vs. PERT:

Both CPM and PERT are project management tools, but with a key difference:

CPM: Focuses on completing the project on time and within budget.

PERT: Focuses on time planning and considers the possibility of tasks taking longer than expected.

While different, they can be used together. PERT helps with fast project delivery, while CPM ensures it stays on budget and on time.

Learn More:

https://www.wrike.com/blog/critical-path-is-easy-as-123/

https://www.projectmanager.com/guides/critical-path-method

https://hbr.org/1963/09/the-abcs-of-the-critical-path-method

13.  PERT (Program Evaluation Review Technique)

PERT Charts: Your Guide to Realistic Project Planning

PERT charts, a project management staple since the 1950s, offer a realistic approach to planning and scheduling. Here’s what makes them valuable:

Realistic Scheduling: PERT considers three timeframes (optimistic, most likely, pessimistic) for each task, providing a more accurate project timeline than methods with single estimates.

Clear Dependencies: Arrows illustrate how tasks rely on each other, preventing you from starting tasks before their prerequisites are done.

Project Duration Estimation: A PERT formula uses task durations and dependencies to calculate the expected project completion time, aiding in resource allocation and deadline setting.

Complex Project Management: PERT charts excel at managing intricate projects with numerous tasks and dependencies. By visualizing the project flow, they help identify potential roadblocks and allow for proactive planning.

Creating a PERT Chart (4 Steps)

Break Down Project Scope: Identify milestones, individual tasks, and their dependencies.

Develop the PERT Diagram: Sequence tasks based on dependencies and estimate optimistic, most likely, and pessimistic durations.

Estimate Project Duration: Use the PERT formula to calculate the overall project duration.

PERT FORMULA CALULATOR

Identify Critical Path & Slack: Find the longest sequence of dependent tasks (critical path) and any buffer time in non-critical tasks (slack).

What is the PERT Formula?

The PERT formula takes the three-time estimates (optimistic, most likely, and pessimistic) and combines them into a single expected time estimate for each task. Here’s the formula:

Expected Time = (Optimistic Time + 4 * Most Likely Time + Pessimistic Time) / 6

This formula assigns more weight to the most likely time estimate, reflecting a more realistic expectation for how long a task will take. By calculating the expected time for each task and considering their dependencies, you can then determine the overall project duration.

Remember: PERT charts are most effective during project planning and should be revisited and revised as the project progresses. This ensures your projects stay on schedule and achieve their desired outcomes.

Learn More:

https://www.wrike.com/project-management-guide/faq/what-is-pert-in-project-management/

PERT (Program Evaluation Review Technique)

https://www.projectmanager.com/guides/pert-chart

Resources for Further Exploration (Websites Links with free templates)

Kickstart your project with these free, downloadable templates! They provide a solid foundation for planning and visualizing your project scope, timeline, and tasks. For those seeking advanced features and real-time collaboration, consider exploring premium project management software

1.  Mind-mapping Template:

2.  Project Scope Management Template:

Project scope defines the boundaries of your project. It outlines what will be delivered (deliverables) and what won’t. A clear scope helps manage expectations, keeps the project on track, and avoids feature creep (adding features outside the original plan).

Websites for free templates:

3.  Project Plan Template:

A project plan template is your project’s blueprint for success. It acts as a central hub, outlining goals, breaking tasks into manageable steps, and setting realistic timelines. Think of it as a roadmap that keeps everyone on the same page, ensuring efficient resource allocation and a smooth journey toward project completion.

Websites for free templates:

4.  Gantt Chart Template:

Gantt charts are like visual calendars for your project.  They use horizontal bars to represent the tasks involved, with the length of the bar showing the duration of each task.  The chart is laid out along a timeline, so you can easily see how tasks overlap or depend on each other.  This helps you identify potential bottlenecks and keep your project on track.

Websites for free templates:

5.  Critical Path Method (CPM):

A CPM chart, (Critical Path Method ) focuses on the most critical tasks that determine your project’s overall timeline. Imagine it as a roadmap highlighting the essential stops you can’t miss to reach your destination on time.

Websites for free templates:

6.  What Is a Work Breakdown Structure (WBS):

A Work Breakdown Structure (WBS) chart is a project roadmap, but instead of focusing on tasks and timelines, it dives deep into the deliverables. Imagine it like a family tree, where the final project is the trunk. The WBS breaks down this project into its main branches (major deliverables), then further into smaller branches (sub-deliverables), and leaves (work packages – the most detailed tasks).

Websites for free templates:

7.  PERT Charts:

A PERT chart, which stands for Program Evaluation and Review Technique, is a project management tool that helps visualize project timelines with a focus on flexibility. Unlike Gantt charts with fixed durations, PERT charts account for the uncertainty in task times. It uses three-time estimates (optimistic, most likely, pessimistic) to create a more realistic picture of the project schedule.

Websites for free templates:

8.  Project Risk Management Template:

A project risk management report is your project’s early warning system. It identifies potential threats that could derail your progress, analyzes how severely they might impact the project, and outlines plans to mitigate them.

Websites for free templates:

9.  Project Status Report Template:

A project status report is your project’s progress report card. It’s a concise snapshot summarizing what’s been accomplished, what’s on deck, and if you’re on track.

Websites for free templates:

10. RACI Charts

11.  SWOT Charts

Exercises

Case Study Fostering Inclusion in Your Classroom with SEL Activities

Ready to create a more welcoming and inclusive learning environment for all your students? Create a project to develop and implement Social-Emotional Learning (SEL) activities that address the specific needs of your classroom.

Who’s this for? Teachers and Educational Staff and those interested in the topic.

What’s the goal? To design and use SEL activities to make your classroom a more inclusive space.

Let’s get started!

Exercise 1: Take Stock of Your Classroom

Strengths, Weaknesses, Opportunities, and Threats (SWOT) Analysis: Grab your SWOT analysis template from the resources. Use this framework to assess your current classroom environment for inclusivity.

Identify your strengths: Think about positive student interactions, existing diversity initiatives, or anything that fosters a welcoming atmosphere.

Weaknesses? Consider areas for improvement, like limited resources for differentiated instruction or unclear expectations for respectful behavior.

Opportunities to shine brighter? Professional development on SEL strategies or collaboration with colleagues could be great options.

Potential roadblocks? Be realistic – limited planning time or student resistance could impact your plans.

Exercise 2: Brainstorming Bonanza!

Brainstorming and Mind Mapping: Time to get creative! Use the project Mind Mapping template (or do it solo!) from the resources section.

Generate ideas! Think of SEL activities that address the weaknesses you identified in your SWOT analysis.

Mind Map it! Visually organize your ideas using mind-mapping techniques. Explore connections between different activities.

Target all aspects of SEL: Consider activities that address self-awareness, social awareness, relationship skills, responsible decision-making, and self-management.

Need more inspiration? Check out the following links: https://www.thepathway2success.com/50-free-counseling-resources/)

https://www.centervention.com/social-emotional-learning-activities/

https://www.weareteachers.com/21-simple-ways-to-integrate-social-emotional-learning-throughout-the-day/

Exercise 3: Plan It Out!

Developing a Gantt Chart: No project is complete without a plan! Use a Gantt Chart template from the resources section.

List your key activities: This could include gathering materials, preparing lesson plans, and introducing the activity to students.

Be realistic: Estimate the time needed for each activity and set deadlines.

Milestones matter: Include milestones to track your progress, like completing lesson plans by a specific date.

Need a visual guide? Check online tutorials on creating Gantt charts: https://www.youtube.com/watch?v=zC22yPmc6Kw

Exercise 4: Find the Risks!

Brainstorm Risks: List as many potential risks as you can that could affect the website development project. Consider factors like scope creep, technical issues, resource constraints, and external factors.

Risk Assessment: For each risk, estimate the likelihood (High, Medium, Low) of it occurring and the severity (High, Medium, Low) of its impact on the project.

Risk Rating: Use a risk matrix to calculate a risk rating for each identified risk. A risk matrix is a chart that assigns a risk rating based on the likelihood and severity values.

Download and more here: https://www.smartsheet.com/all-risk-assessment-matrix-templates-you-need

Remember:

Don’t go it alone! Collaborate with colleagues, administrators, or educational specialists for support and guidance.

Reflect and refine: Regularly assess the impact of your SEL activities and make adjustments to continuously improve the inclusivity of your classroom environment.

Explore project teaching scenarios created by the Arise project: Click here

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