Lecture 5

Writing Project
(Technical Writing CS212)

Abdisalam Issa-Salwe

Taibah University College of Computer Science & Engineering Computer Science Department

What is a Writing Project ?

Various definitions of a project A temporary endeavour undertaken to create a unique product or service. Planned activity. A project is a set of co-ordinated activities that contribute to the achievement of a common goal or goals.

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Project Characteristics
Key characteristics of projects Non-routine tasks are involved Planning is required A specified product is to be created The project has a predetermined time span (this may be absolute or relative)

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Project management
Project management is

The systematic planning, organising and controlling of allocated resources to accomplish project cost, time and performance objectives.
It is about managing projects It is a dynamic process It is based upon accepted principles of management It is the application of knowledge, skills, tools and techniques in order to meet the needs and expectations from a project

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Project management (cont)

The objective of project management is a successful project. A project will be deemed successful if it is completed at the Specified level of quality On time (timescale) Within budget.

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Project life cycle

The Project Life Cycle refers to a logical sequence of activities to accomplish the projects goals or objectives. The major time periods through which any project passes Each period may be identified as a phase and further broken down into stages Generic naming of phases, i.e. real situation

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Implementation

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Project life cycle

Defining Phase

Initiation, Formation, Objective setting

Planning Phase

Task planning, Feasibility, Fact-finding, Position analysis, Option generation, Option evaluation
Implementing

Design & Development, Implementation

Control & Completing

Review, Completion
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Defining Phase
Concerned with deciding whether a project should begin and committing to do so
Initiation stage Describes the beginning of a project Ensures that the project is established with clear reference terms Project Initiation Document (PID) drawn, which sets term of reference Objectives and scope of the project Formulation stage Selection of personnel, i.e. project manager, project board, the project team, etc.

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Defining Phase (cont)

Objective setting Project goals for a quantifiable targets Contract Production specification Customers specification SMART Specific Measurable Agreed upon Realistic Time-bound
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Planning Phase
Aims to devise a workable scheme to accomplish the overall project goal
Planning stage The project to be broken into manageable task Task lists. Task should be:

Clear Self-contained
Feasibility and fact finding and fact finding stage Defining in Network diagram Realistic judgement

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Project Management Activities

Planning Purpose of planning is to facilitate later accomplishment Planning is an iterative process, from less detailed plans more complex plans are developed With large projects detailed planning of the later stages would take place as they approached

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Planning Phase (cont)

The purpose of the Project Planning Phase is: Establish Requirements Establish Cost, Schedule, List of Deliverables and Delivery Dates. Establish Resource Plan. Get Management Approval and proceed to next phases.

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Planning Phase (cont)

The basic processes of the Project Planning Phase: Scope Planning: Specifies the in-scope requirements for the project. Preparing the Work Breakdown Structure: Specifies the breakdown of the project into tasks and sub-tasks. Organisational Breakdown Structure: Specifies who all in the organisation need to be involved and referred for Project Completion. Resource Planning: Specifies who will do what work at which time of the project. Project Schedule Development: Specifies the entire schedule of the activities detailing their sequence of execution. Budget Planning: Specifies the budgeted cost be incurred in the completion of the Project
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Planning Phase (cont...)

A feasibility study: A systematic analysis performed in advance of a project in order to provide information about whether or not the project should be undertaken. Conducted correctly, it should address issues that could influence the success of a potential project and assess the merits of different options for comparison.

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Planning Phase (cont...)

The feasibility study Is the project worth doing Can it be done What is the probable cost Estimate of required time (real and manhours) May be part of general strategic planning exercise
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Project manager
Project manger: The individual responsible for managing a project. Project management process: The way in which a project manger co-ordinates a project from initiation to completion, using project management and general management techniques, is

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Project manager duties

Outline planning Detailed planning: Teambuilding Communication Coordinating project activities Monitoring and control Problem solution Quality control

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Project manager duties (cont)

Outline planning Develop project targets Diving the project into activities and placing these activities into the right sequence Development framework for the procedures and structures Detailed planning: work breakdown structure, resource, requirements

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Project manager duties (cont)

Teambuilding: build cohesion and team spirit Communication: Supervisor must know what is going on Ensure members are briefed Coordinating project activities: Between the project team and users, and other external parties

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Project manager duties (cont)

Monitoring and control: The project manager should estimate the causes for each departure from the standard, and take corrective measures Problem-solution Even with the best planning, unforeseen problems may arise Quality control: There is often a short-sighted trade-off between getting the project out on time and the project quality.
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Project manager skills

Leadership and team building Organisational Communication Technical Personal

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Project manager skills (cont)

Leadership and team building Being enthusiastic about the project Being positive Delegating tasks Organisational: Ensuring all project documentation is clear and distributed to all who require it Using project management tools to analyse and monitor project progress

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Project manager skills (cont)

Communication: Listing to project team members Using persuasion to coerce reluctant team members or stakeholders to support the project Ensuring management is kept informed Technical: Providing the technical expertise and experience needed to manage the project.

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Project manager skills (cont)

Personal Being flexible Showing persistence Being creative Being patience

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Project team
Comprises the people who report directly or indirectly to the project manager Projects success depend to a large extent on the team members select The team comprises individuals with different skills and personalities Question when building a team: What skills required Who has the particular talent Availability and affordability What level of supervision
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Factors which enhances project team

Effective communication All member being aware of the teams purpose Collaboration and creativity Trusting, supportive atmosphere Innovative/creative behaviour Interdependence among the team Capacity of conflict resolution Enthusiasm Acceptance of change

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Potential problem areas

All projects will have potential problem areas An understanding of what the potential problems areas are when the potential problems are liable to occur why the potential problems could happen how the potential problems can be averted

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Controlling the project

A project that is not controlled will soon become out of control The means of control Objectives - sets out what has to be achieved Metrics - measures what has been achieved Sub-goals and key result areas - provides milestone on the way to achieving the objectives

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Project Success
Major Reasons for Project Failure Technical Failure Project Management Failure Failure in the environment to meet expectations and needs It is not projects that fail, but the people involved with projects!

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Reference
BPP, Information Systems, Study Text, Paper 2.1, BPP Professional Education, United Kingdom. Lachlan M. MacKinnon, Information: Types of Information System Systems, http://www.macs.hw.ac.uk/~lachlan/dbislectur es/lectures/types.ppt.

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