Project Management Videos Case Study
This case should be interesting to anyone interested in movies, television shows, youtube.com, or creating videos. It involves research, creativity, and technology. The main purpose of this and other cases presented here, however, is to help you practice some of the project management skills you are developing as part of your course.
Part 1: Initiating
Background Scenario
You and several of your classmates are taking a project management class, and your instructor suggested a project to find and/or create good video clips to help illustrate various concepts related to the class. For example, the Oceans 11, 12, and 13 movies all include great planning and execution clips. Apollo 13 provides a great example of scope management and creative problem solving when the team has to figure out how to keep the astronauts alive. The Office television show includes many examples of poor motivation techniques. In addition to providing the clips on DVD, you will write a summary of them, introductions for each clip, discussion questions that you can pose before and after each clip, and suggested answers to those questions. Your instructor has suggested that teams find at least two good clips per team member. If several teams in your class work on this project, you will have to coordinate with them to avoid duplicating clips and to share resources.
Part 1: Initiating
Tasks
1. To become more familiar with finding short video clips, do some preliminary research. Go to sites like youtube.com and search for videos related to project management concepts. Also search for articles related to project management in the movies, and visit sites like imdb.com to see movie trailers. Find other sites that have legitimate move and television clips. Also discuss movies or television shows that you and your teammates are familiar with that could be used for this project. Write a two to three-page paper (double-spaced) with your findings, citing all references.
2. To become familiar with creating short video clips, research how to take short segments of an existing DVD and put it on a computer. Also research devices/software needed to create, edit, and post your own videos (such as the Flip Video and youtube.com). Summarize at least three options, including price information. Write a two to three-page paper (double-spaced) with your findings, citing all references.
3. Prepare a team contract for this project. Use the template provided on the companion Web site, and review the sample in the text.
4. Prepare a draft project charter for the Project Management Videos Project. Assume the project will be completed by the last day of class, and costs will include an estimate of hours (unpaid) your team will work on this project plus the cost of any necessary hardware/software you would like for the project (such as DVDs, a camcorder, video editing software, etc.). Use the template provided on the companion Web site, and review the sample in the text.
5. Prepare a draft schedule for completing all of the tasks for this project. Include columns that list each task by process group, estimated start and end dates for each task, who has the main responsibility for each task, estimated hours for each task by person, and actual hours for each task by person that you'll complete as you have the information.
6. Write a brief summary of your team's MBTI types and how they might affect your team dynamics. You can take a version of the test from www.humanmetrics.com.
7. Prepare a 10-minute presentation that summarizes results from the above initiating tasks. Assume the presentation is for a review with your class and instructor. Be sure to document notes of any feedback received during the presentation and hand in hard copies of everything you produced.
Part 2: Planning
Tasks
1. Develop a scope statement for the project. Use the template provided on the companion Web site, and review the sample in the text. Be as specific as possible in describing product characteristics and requirements, as well as key deliverables. Determine which video clips your team will provide and what resources you think you will need (DVDs, camcorders, etc.). Be sure to coordinate the clips with your instructor and other teams and get feedback before handing in your scope statement.
2. Develop a work breakdown structure (WBS) for the project. Use the template provided on the companion Web site, and review the samples in the text. Print the WBS in list form as a Word file. Be sure the WBS is based on the project charter, scope statement, and other relevant information.
3. Create a milestone list for this project, and include at least ten milestones and estimated completion dates for them.
4. Develop a cost estimate for the project. Estimate hours needed to complete each task (including those already completed) and the costs of any items you would like to purchase for the project.
5. Use the WBS and milestone list you developed in numbers 2 and 3 above to create a Gantt chart and network diagram in Project 2007 for the project. Estimate task durations and enter dependencies, as appropriate. Print the Gantt chart and network diagram.
6. Create a quality checklist for ensuring that the project is completed successfully. Also define at least two quality metrics for the project. Use the templates and samples provided.
7. Create a RACI chart for the main tasks and deliverables for the project. Use the template and sample provided.
8. Develop a communications management plan for the project. Use the template and sample provided.
9. Create a probability/impact matrix and list of prioritized risks for the project. Include at least ten risks. Use the template and sample provided.
10. Prepare a 10- minute presentation that you would give to summarize results from the above planning tasks. Assume the presentation is for a review with your class and instructor. Be sure to document notes of any feedback received during the presentation and hand in hard copies of everything you produced. If you have any video clips ready to show, discuss that and show one of them, time permitting.
Part 3: Executing
Tasks
1. Find or create your video clips and put them on one CD, if possible.
2. Write the clip summaries, introductions, discussion questions, and suggested answers to those questions.
3. Document any change requests you have during project execution and get sponsor approval, if needed.
Part 4: Controlling
Tasks
1. Review the Seven Basic Tools of Quality. Pick one of these tools and create a chart/diagram to help you solve problems you are facing. Use the templates and samples provided.
2. Create and update, as required, an issue log. Use the templates and sample provided.
3. As described in the last task for the initiating and planning sections, be ready to show progress you have made as part of a project review. Also be sure to document actual hours on each task in the draft schedule you created for Task 5 under Initiating.
Part 5: Closing
Tasks
1. Prepare a 20-minute final project presentation to summarize the results of the project. Describe the initial project goals, planned versus actual scope, time, and cost information, challenges faced, lessons-learned, and key products produced. Be sure to list all of the clips your team found and show at least two of them.
2. Prepare a final project report. Include a cover page and detailed table of contents, getting feedback from your instructor on information required. Be sure to include all of the documents and products you have prepared as appendices.
3. Get feedback from your sponsor in the form of a customer acceptance/project completion form or in some other fashion.