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10’ introduction: (Trainer) - (support: slides & video & web)
Description of the activity
→ Ice breaker: budget and time (10 minutes)
Trainer will start the introduction to the module by asking participants to think about the project ideas identified in the learning scenario 1 (e.g. plan an holiday, organize a wedding, organize the end of the year party, etc.) and think of a budget and a timeline. You and your team have been assigned the task, how can you manage it?
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45’ duration: (Trainer) - (support: slides & video & web)
→ The project life cycle
Regardless of the methodology or terminology used, the same basic project management processes or stages of development will be used. Major process groups generally include:
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Initiation: The initiating processes determine the nature and scope of the project. If this stage is not performed well, it is unlikely that the project will be successful in meeting the needs. The key project controls needed here are an understanding of the environment and making sure that all necessary controls are incorporated into the project. Any deficiencies should be reported and a recommendation should be made to fix them.
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Planning: After the initiation stage, the project is planned to an appropriate level of detail. The main purpose is to plan time, cost, and resources adequately to estimate the work needed and to effectively manage risk during project execution. As with the Initiation process group, a failure to adequately plan greatly reduces the project's chances of successfully accomplishing its goals.
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Production or execution: The execution/implementation phase ensures that the project management plan's deliverables are executed accordingly. This phase involves proper allocation, co-ordination and management of human resources and any other resources such as material and budgets. The output of this phase is the project deliverables.
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Monitoring and controlling: Monitoring and controlling consists of those processes performed to observe project execution so that potential problems can be identified in a timely manner and corrective action can be taken, when necessary, to control the execution of the project. The key benefit is that project performance is observed and measured regularly to identify variances from the project management plan
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Closing: Closing includes the formal acceptance of the project and the ending thereof. Administrative activities include the archiving of the files and documenting lessons learned.
→ The project initial timeline: the GANTT chart
A Gantt chart is a type of bar chart that illustrates a project schedule. This chart lists the tasks to be performed on the vertical axis, and time intervals on the horizontal axis. The width of the horizontal bars in the graph shows the duration of each activity. Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Terminal elements and summary elements constitute the work breakdown structure of the project.
After having introduced the GANTT chart and its aims, the trainer asks the teams to start drafting an initial timeline of their project. The trainer provides the OUTSIDE GANTT chart template to facilitate the work (template 7c).
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