Project Management & Planning

ME382: Introduction to Design

COLLEGE OF ENGINEERING
Today’s Agenda
1. Project Planning Overview

2. Gantt Charts

3. Agile/Scrum Methodologies

4. Team Norms & Expectations

5. Project Info & Clarity

Project Planning Frameworks:

Project Management
Tools & Methodologies:
Staged or “Waterfall” Development
Spiral Development
Microsoft “Milestone Build” Spiral Development
Core Features of Every Project Planning Framework
1. Timeline: A duration over which the work happens.

2. Phases: Defined phases with associated goals.

3. Checkpoints: Some sort of review, agreement, or validation

before a project enters the next phase.

Note that we are not getting to the task-level yet!

The Issue with Project Planning…
1. Limited Knowledge: Project plans are made when you
have minimal knowledge or expertise about the project.

2. Outcome-Focused: Most project plans focus on project

outcomes, but don’t improve internal process.

3. Future Uncertainty: Typically, the further out a task is,

the more uncertainty there is about it (both in its time
estimate, and its work expectations).

4. Adaptability: Many project planning tools are not very

adaptable to uncertainty or risk.
 How can you manage risk and
uncertainty in project planning?
Managing Uncertainty in Project Planning
1. Flexible Levels of Fidelity: Your plan should be
higher-fidelity in the short-term, but can be lower
fidelity longer-term.

2. High/Low Estimates: Project the best and worst-case

task timelines/levels of effort, and account for that in
your project plan.

3. Clear Communication: Communicate clearly and

regularly with your team – if something isn’t done, what
is causing the slowdown?
Gantt Charts
Gantt
1. Gantt Charts are the most common tool for
visualizing a project plan (not a framework!).

2. Gantt Charts are best for timeline visualization,

showing tasks, milestones, and interdependencies.

3. Gantt Charts are typically used for projects (or sub-

projects) with defined start and end points, once
a project team has been established.
You might have a Gantt Chart
for each “loop” of Spiral
Development, as a piece of a
higher-level Product
Roadmap.
Tasks organized by phases
Task Timelines & Interdependencies
(Written & Visual Redundancy)
Each Task has an “Owner”
- This doesn’t always need to be the person doing the task, but they are responsible for it
What issues could arise from using a Gantt Chart to plan everything?
This is a great template you can find on Google Sheets!
Agile & Scrum Methodologies
The Agile Manifesto
Individuals and Processes
over
Interactions and Tools

Working Comprehensive
over
Products Documentation

Customer Contract
over
Collaboration Negotiation

Responding Following
over
to Change a Plan
 Fundamentals of Scrum
Check-ins on progress & impediments

Standup Standup Standup Standup

Sprint Sprint
Planning The Sprint Sprint
Retrospective
(Typically 1-4 Weeks Long) Review
Meeting Meeting

Define sprint goals, Get work done! Demonstrate Reflect & collect
allocate & assign or present feedback on
tasks finished work process

Feedback informs how the next sprint is planned

Roles In
Scrum
Core Features of Agile
You might have a Sprint for
each “slice” of Spiral Product
Development
Sprint Planning & Backlog
The Backlog is a documentation of all the foreseeable goals
(short- and long-term) that the team will accomplish

During Spring Planning, teams break down the goals into

tasks, define task size and scope, and distribute tasks
amongst the team.
Daily Standup Meetings

1. Keep it Short: No more than 15 minutes

2. Stay Informed: Summarize what you’ve done since last

meeting, and what you plan to do before the next meeting

3. Communicate Impediments: What is preventing you

from getting work done? How can the team help?
Visualizing Task Management
Running a Retrospective

The final event of the sprint is a retrospective that

focuses on continuous improvement
Scrum/Agile
Questions?
Core Features of Agile
How Your Projects Are Set Up…

Project Proposal & Sprint 1: Sprint 2: Sprint 3: Sprint 4:

Planning Field Research Concept Model Working Model Alpha Prototype

Team Contract Research Concept Presentation Working Model Final Presentation

& Proposal Presentation & Report 1 Presentation & Report 2
Team Norms & Expectations
 Stages of High-Performance Teams
Team Effectiveness

Critical
inflection point

Time
Forming Storming Norming Performing
• Getting to know • Establishing • Working more • High motivation
each other process, some effectively
resistance • Effective process
• Some uncertainty • Respect and trust and collaboration
or hesitation • Some conflict or for teammates
• Understanding how disagreement • Group cohesion • Interdependence &
to work together • Power struggles forms self-management
 Stages of High-Performance Teams
Team Effectiveness

Critical
inflection point

Time

How do we overcome the “storming” hurdle?

Effective Teams & Teammates:
1. Promote Healthy, Inclusive Communication
• Everyone feels heard, even if they don’t get their way
• “Speak as much as you listen” (or 1/n as much as you listen)

2. Distribute Work Evenly and Fairly

• Everyone involved has meaningful roles or responsibilities
• Team members communicate when issues come up, and work to mitigate them
• Team members are aware and supportive of each other’s learning goals

3. Normalize Respectful Conflict & Disagreement

• Develop effective strategies for making decisions and resolving conflict

4. Are Aware of and Open About Their Tendencies

• Recognize what behaviors or propensities you exhibit on teams and how they can affect others
• Ex: Do you tend to take control of decisions? Do you speak more than your teammates in meetings?

5. Are Open to Giving and Receiving Feedback

• Have established methods of sharing feedback with teammates or with the team
• Individuals are willing to listen to feedback about them, and open to self-improvement

6. Focus On Process As Well As Product

How The Teaching Team Can Support:
1. Proactive Approaches: Providing guidance, structure,
and facilitation to help teams make progress.

2. Reactive Approaches: Mediation or intervention if your

team appears to be having issues.

3. Measurement: 2 Peer evaluations throughout the term.

4. Feedback & Guidance: My door is open if you have

concerns to discuss individually.
To Consider:
What does a successful team look like to you?

What norms can you establish to build a successful project team?

What teamwork tendencies do you tend to have?

What roles do you usually take? What roles do you want to try?
Yesterday:
Your teams were formed! You’re working on your Team Contract & Project
Proposal (Template in Canvas), due Tuesday night. This includes:

• A Team Contract

• A Real-Win-Worth-It Assessment & Project Reframing

• An Outreach Plan

• A Gantt Chart (Higher-level for the term, specific for Sprint 1)

– Look at the pages for each “Sprint” in Canvas
Sprint 1, Starting Now!
Sprint 1 Goals:

• Establish Team Norms, Roles, & Responsibilities

• Interview a broad range of stakeholders (at least 3/team

member) – start reaching out now!

• Develop an organized list of customer needs

• Identify gaps based on competitive products in the market

• What is the key benefit you hope to offer your users?

Sprint Deliverables
Non-Sprint Review Weeks:
• TA Checkins: The TAs and I will check in with you each week
• Mid-Sprint Memo: To keep you on track –upload what work you’ve
done so far (no additional writing, screenshots are fine) –
expectations in Canvas.
Sprint Review Presentation:
• 5 Minute Presentation: Summarizing the work you did and
concluding the Sprint. Details & expectations for each are in Canvas.
• Run a Retrospective After! No upload for this, but in your midterm
& final reports we expect you to discuss your work processes.
Shop Trainings
Deadlines are recommendations, not requirements

My Recommendation:

1. Check the website regularly (There’s a Basic Training tomorrow)

2. If you can’t find one and want to get trained soon:

1. Pair up with another team or group of untrained students in your studio
• (15-20 for Basic Shop, 8-10 for Power Tools & 3D Printing)

2. Email mime.qual@gmail.com with some possible training times

• Basic Training & Power Tools are about 2-3 hours, 3D Printing is 1-2 hours
Project Budget:
Unfortunately, there is no budget
for the class.

The COE iLabs have plenty of

scraps, hardware, and stock.

I’d encourage you to split costs

and find components that you
can use in other ways.

I’m compiling a list of on-campus

resources where you may be
able to find useful components!
Next Week
Monday Lecture: Needfinding & Conducting User Research
- Reading: The How & Why of Needfinding (No Quiz)

Tuesday: Project Proposal & Team Contract Due

Wednesday Lecture: Concept Generation

Thursday Studios: Project Work: Interview Guide & Initial Findings
- Submit Memo After Class

Friday Lecture: Giving Effective Presentations

Readings are light – focus on your user research!