2

CORE

CHAPTER OUTCOMES

You will learn about:

• defi ning and analysing a problem

• designing possible solutions

• producing solutions

• evaluation

• project management

• communication techniques

• collaboration and group work.

You will learn to:

• identify factors which impact on solutions

• generate ideas using a range of methods

• model possible solutions

• apply set criteria to choose an appropriate solution

• establish evaluation criteria

• communicate ideas and solutions

• collaborate in a group situation.

KEY TERMS

Analyseidentify components and the relationships between them

Collaborationworking together in a group to share ideas and expertise

Communicationsharing of information with people

Concept mapgraphic which shows how ideas are related

Criteriaelements that must be included in a project and the standards by which it will be evaluated

Design, produce, evaluatethe three stages of successful project work

Evaluationcomparison of the solution and original expectations

IPO tableinput, output and processing of data needed for a solution

Project managementoverseeing of a project to ensure it is done to time and on budget

Prototypesimple version of how the final project might look

Resourcestime, finances and people needed for a solution

Storyboardsimple sketches of screen design and navigation

1Projects: design, produce, evaluate

3

IN ACTIONManaging projects in the digital media industryProject management of a team of professionals requires a broad set of personal and professional qualities. Leading a multidisciplinary and often multicultural team calls for both ethical and social understanding. Communication with a wide range of people, from technical experts to industry boards, includes the need to acquire and present information as well as negotiating through conflicts. Substantial organisational skills are needed for producing project plans, performing cost modelling and schedule controls. Above all, a project manager has to encourage and sustain in their staff an ethic of working as strong team members, in a way that is informed by openness, curiosity and a desire to meet new challenges.

Weta Digital is a world-leading visual effects company based in Wellington, New Zealand. They provide a full suite of digital production services for feature films and high-end commercials, from concept design to cutting-edge 3-D animation.

Some of their projects include providing digital effects for box office hits like Avatar and Fantastic Four: Rise of the Silver Surfer. Work on films like these involves developing software technologies and production techniques in order to reach a new level of creative and technological excellence.

Bringing in a project on time and on budget are crucial factors in maintaining their reputation for creativity and delivery and this keeps Weta Digital in high demand with some of the world’s leading film studios.

Further challenges include effective management of human resources. With the need for a vast range of digital media skills, Weta Digital employs people such as:

• animators with expert knowledge of 3-D modelling and animation programs such as Maya®

• motion editors who can edit and integrate close-ups of facial movements with the main action

• programmers with an expert knowledge of motion physics so that they can create effects such as the movement of small particles or insect swarms

• artists who can render computer-generated scenes realistically.

At Weta Digital, effective project management is crucial. The crew works in a relaxed atmosphere but they have an intense work ethic and sense of professionalism. The creative skills and commitment of the team keep this New Zealand-based company at the forefront of digital filmmaking, in Hollywood and around the world.

Questions 1 What are the components of project management

which contribute to the success of companies like Weta Digital?

2 What is the main focus of Weta Digital? Identify some of their most successful projects.

3 Why would these components be important in other projects in the IT industry?

?

Figure 1.1 On the fi lm set of District 9, the special effects team need to keep a close eye on detail.

4 Information and Software Technology

1.1

In all walks of life, from the classroom to national and international affairs, people are involved in projects. Some are tasks which can be completed in a matter of days, while others may take several years to complete. However, the common thread is that all projects are designed to address a specifi c issue or problem. The degree of success of the project will largely depend on how well the process has been managed.

In this course, you will complete several projects using information and software technology. This provides exciting opportunities for exploring and developing new applications. As your ideas and ambitions become more complex, you will need to talk to fellow students and adults about what you want to achieve and any problems you have.

Identifying the problemOne of the fi rst tasks that must be done before we can solve any problem is to identify the need for a solution or work out exactly what the problem is. We might also question whether the problem does in fact need to be solved at all. If your friend rang you one evening asking for help because she couldn’t do her Maths homework, you would need to know whether it was because she didn’t understand Maths or because she was going to the movies and didn’t have time to do it. You need to identify the problem. You can then decide whether to tell her you are busy or fi nd out more about her problem.

You will already be familiar with the completion of projects in many areas of your study at school. At higher levels of education and in the workforce, these projects become more demanding in terms of creativity and documentation.

The processes that you go through—both physical and intellectual—will be an education in themselves. Learning to solve problems is a valuable lesson in any

walk of life! It is often useful to keep written records of what was done and when, so that everyone knows how the project is developing. You will fi nd that documentation is essential in large business projects.

Read the scenario in the case study opposite, which we will follow throughout this chapter. Take some time to consider the problem and discuss your ideas within your class groups.

Factors that impact on problem-solvingIn any project, there are various factors which might impact on any planned solution. These fall into fi ve categories—time, technical, operational, fi nancial and ethical.

• Time factors are crucial and can affect the success of a project signifi cantly. If the project is not fi nished in time, there can be severe fi nancial consequences and other related projects may be badly affected as well.

• Technical factors might include whether the available hardware or software is adequate for the task. Is there other hardware which could be used to input information into the system?

• Operational factors need to be considered to determine how the new plans would fi t into the existing system or workplace. Will the staff be comfortable using a new system or should training opportunities be offered?

• Financial factors will infl uence the budget. How much will the whole project cost to set up and maintain? Will it save money and increase profi ts eventually?

• Ethical factors infl uence ideas about data access and marketing practices. What information should be stored on the system and who will be allowed access to it?

Figure 1.2 Once you understand the problem, there are then three stages that you should work through in all projects—design, produce and evaluate.

Stage 1Design the solution

Stage 2Produce the

solution

Stage 3Evaluate the

solution

Defining and analysing the problem

Chapter 1 Projects: design, produce, evaluate 5

1 Identify the three main stages of project work. What needs to be done even before the first stage?

2 What projects have you been involved in at school? Do you feel you approached them in an organised way? What were the most important factors you needed to consider?

3 What would be the most important factors to be considered when working on a large project?

4 Investigate some large projects which have been completed around the world, for example building venues for sports events or developing online health systems. Prepare a report which describes the nature of the project and its success or otherwise in terms of completion times and budget.

Understandingthe problem

Hardwareand software

availableEthics

CommunicationsCost

Groupwork

Time

Figure 1.3 Factors that infl uence problem-solving

Implementing a computer systemDefi ning and analysing the problemDenis is the owner of a local hardware shop and has been running his business the same way for twenty years. Recently, customers have complained about being incorrectly charged for items and his stock often being out of date. He also suspects that he has a large stock of items which has been sitting in the storeroom for years. Perhaps it is time he sold the shop and retired, or maybe he should fi re his assistant Lisa, who does not seem to use the computer system properly.

Susan is a business colleague of Denis. She asks if perhaps the computer system he is using is a little dated. More modern hardware and software might be easier to use, so mistakes would occur less often and some stock analysis could be implemented. It should be possible to solve the problem with just a little thought and planning.

Denis and Susan begin to analyse the problem. They write down exactly what the problem is and several ideas on how it can be solved. They soon realise that there are a few factors which might affect some of their plans. For example, they know they will need some new software, and probably hardware. How much money can they afford to spend on the project and how will Lisa, the assistant, react to a new computer system?

Questions 1 What is the problem that Denis is having with

his hardware shop?

2 What are some of the solutions Denis has thought of? Do you think they are reasonable?

3 Which of the fi ve factors listed in the text are considered in this scenario by Denis and Susan?

4 What other factors should be considered? Why are these important?

A recent study by a leading project management consultancy in the UK, declared that only about 20 per cent of projects are considered to be truly successful and the credit for these goes to effective project management.

INFOBIT

Figure 1.4 Organising stock in a hardware shop

6 Information and Software Technology

The fi rst major stage in project development is the design phase, in which we create several possible solutions for the project. It is important to write down the criteria which the solutions must meet in order to keep the ideas on track. Think about the target audience, and the timeframes and resources available.

Generating ideasGenerating ideas can be a creative and spontaneous pursuit. It is useful to document ideas so that you can revisit them later or share them with other people. You might choose to use a concept map—see Figure 1.5. There are computer programs, such as Inspiration®, which can help yo u to draw these diagrams. A concept map helps to formulate your ideas in a logical and connected way. Use words such as how, why, who, when and where, to help ‘brainstorm’ issues.

Observing other people’s solutions can be useful to create ideas. If your project involves multimedia or website development, look carefully at professional examples on television, in magazines or on the internet. How is a particular mood or idea conveyed? What colours, layout or images have been used? You may not use all these ideas immediately, but they may be helpful in a future project.

Researching information has been made an easier task with the introduction of technology into the classroom. Using search engines, examining websites or emailing companies and individuals can be a great way to stimulate ideas. Libraries or newspapers and magazines can also be very helpful resources. Information you use from printed or digital media needs to be summarised in any research you do for a project. Make sure you write down where you found your ideas. You will need to acknowledge them formally at the end of your project or you may want to revisit them later.

Design techniques Once you have several ideas in front of you, you may want to try them out to see how they work. Depending on the type of project you are working on, you may want to build a prototype or draw up a storyboard to help you decide on the overall look of the project solution.

Software developers working on a new project often use a prototype to test their ideas. A prototype is a simple version of the fi nal product. It will not have every detail working, but it can be used to gain feedback from typical users. For example, if a program was needed to produce an online quiz for students, the initial prototype

1.2

Figure 1.5 Planning a trip to the movies

Designing possible solutions

What shall I do today?

Stay at home

Go to the movies

Who shall I go with?

Where shall we meet?

Will my parents allow

me to go?

Which movie?

Where is it showing?

How much will it cost?

What time does it start?

How do I get there?

Chapter 1 Projects: design, produce, evaluate 7

A storyboard is a suitable means for designing a multimedia presentation or website. Simple sketches of screen layouts will help to keep graphic design elements and navigation controls consistent (see Figure 1.7). For example, in an interactive presentation it is important to ensure there is a link to the main menu on all pages, and that company logos and user instructions are placed appropriately on each page.

Storyboards allow members of a team to understand the various parts of the production. During the design stage, a storyboard makes it easy to rearrange scenes, change descriptions and modify, add or delete parts while creating the complete story.

could be used to judge whether instructions to the user were clear, or if all the modules connected with each other as planned. You could receive useful feedback by giving the user a list of questions to rate their opinions, or just by observing how they use the quiz.

Software developers may also use an input, processing, output (IPO) table to document their plans. An IPO table shows how data input to the program is processed to become output. In the same example of our student online quiz, it is important to identify exactly what the program is designed to produce (output), the data it needs to create that result (input), and what work needs to be done in between (processing).

Input Processing Output

• User name • Find highest scorer

• List of highest scorers

• User responses to questions

• Compare to correct answer

• User score

• Increase score for each correct answer

• Answers to questions that were answered incorrectly

Figure 1.6 IPO table for an online quiz

Figure 1.7 A storyboard for a multimedia presentation about project management. Consistency in design means layout, colour and fonts are similar on all slides.

Project managementLinksCostsDeliveryProgressStatus

Progress

• List achievements

LinksCostsDeliveryProgressStatus

Schedule

• List dates LinksCostsDeliveryProgressStatus

Delivery

• List deliverables

LinksCostsDeliveryProgressStatus

Costs

• List new costs• Cost overruns

LinksCostsDeliveryProgressStatus

Technology

• List technology planned• List issues

LinksCostsDeliveryProgressStatus

Goals

• List goals for next review

LinksCostsDeliveryProgressStatus

Status summary

• Final date for delivery• Final cost estimates

1

3

5

7

2

4

6

8

1 You want to include a video clip in a presentation you are making to your local sports club. What are the possible ways you could do this and what might be some of the problems? Brainstorm some ideas and draw up a concept map of possible solutions.

2 What is a prototype? What is its main purpose?

3 Draw up an IPO table for the purpose of calculating a budget for a holiday you are planning.

4 Access a website which incorporates an online quiz. Sketch the storyboard for the site. Does it have clear instructions and navigation links?

Implementing a computer system (cont.)Designing possible solutionsOur friends in the hardware shop write down some clear ideas on the timeframe, budget and requirements for the new system. They start to use a database program to see how the information about stock and suppliers can be organised. Susan has seen a website which might give them some ideas for giving customers online access to information. She suggests that they could also collect details about their regular customers and introduce some marketing ideas such as loyalty reward schemes and special discounts. Susan sketches out a storyboard to document her ideas.

Questions 1 Sketch a storyboard for a possible design of

an online information service relating to a hardware shop.

2 What other activities should they be considering at this stage?

8 Information and Software Technology

Having spent a signifi cant amount of time generating and documenting ideas, the next stage of your project will be to actually produce a solution and evaluate its success.

There are guidelines which must be followed while you produce your solution, and standards which must be reached by which you will be evaluated. If these guidelines and standards are clearly documented, it can help you achieve your goals.

Producing solutionsAt an early stage in any project, there will need to be some agreement on the style and scope of the fi nished product. This will involve the establishment of criteria, which are the standards to which the solution must conform. There may be a particular audience that needs to be targeted, or a particular software application that must be able to run the solution.

CriteriaYour documentation should indicate clearly the criteria which need to be met, and you may have to eliminate some of your ideas if they do not qualify. If, for example, you have to make a presentation on a subject you have researched, you need to ensure your material is not too technical for your audience. You may need to restrict your ideas to graphics which are not

copyrighted, nor too complex to be understood by your audience. Remember that you may need to explain how the criteria have been met in a later stage of the project.

Basic rules and innovationDuring this course, you will use many different software applications to produce some exciting projects. There will be frequent opportunities to think outside the square and investigate different methods of development. It is important, however, to remember some basic rules. It is better to have a simple product that works, rather than a complex and sophisticated program that is riddled with bugs. Also, losing your work at a crucial moment can be frustrating, so regular and secure backups are essential. Keep an open mind and ask for constructive feedback from your peers. Discovering new techniques can be the best part of project work and encourages innovative solutions.

EvaluationThe evaluation of a project includes looking carefully at the criteria that were originally specifi ed for the solution, and explaining how they have been met. If, for example, you have created a digital media presentation for an advertising agency, it may be more important to use quality graphic design principles than to include lots of busy animations and sound effects. Similarly, fi le sizes may be critical for a website design.

Functionality and qualityEvaluating functionality means deciding whether the application works in the way we expect. Thorough testing needs to be carried out to ensure there is no potential for misunderstanding by the user. For example, in a multimedia presentation, if an icon needs to be clicked to play a movie clip, it is a good idea to prompt the user to do it.

Quality of information in any project is important. Information must be accurate, otherwise errors can be made in processing data or making decisions. Also it must be relevant to the project, otherwise it is useless and it will take up valuable space. It may also be confusing to the user.

Integrity of information is a measure of its reliability and so it should be collected only from a trusted source. Finding information in a newspaper or on the internet does not guarantee that it is true. Information can also become out of date; for example clients can move house or change their job.

1.3

Figure 1.8 Recycling old hardware can reduce the impact of technology on the environment.

Producing and evaluating solutions

Chapter 1 Projects: design, produce, evaluate 9

Ethics and the environmentEthics and respect for the environment will also be important criteria for evaluating projects.

For example, there is a reasonable expectation that clients’ personal details will be protected from hackers and that any statistics produced from stored data will be presented in a fair and honest manner.

In addition, we must all take responsibility for protecting our environment, both close to home and across the world. Excessive use of paper and inconsiderate disposal of old hardware can have a major impact on our environment. Issues such as the placement of communication towers and clean methods of delivering power to our computers are further examples of such environmental concern.

Methods of evaluationWe have looked at a range of criteria which should be used to evaluate our projects. We can also use different groups of people to test those criteria. Initially of course, we must take time to step back and consider our own work.

Asking for feedback from peers as well as teachers is a valuable experience. Try to refl ect upon any comments so that you can modify your work to meet the criteria more effectively, and also to improve upon performance in future projects. If the project is targeted at a particular group of people or a specifi c end user, it would make sense to gain regular feedback from these people during the development of the project. It might be useful to write down some specifi c questions for them to answer, rather than expect just vague comments on all aspects of your work.

Implementing a computer system (cont.)Producing a solutionDenis and Susan gave the prototype database that they had developed to the assistant, Lisa, to see if it worked successfully. Although she was quite an experienced computer user and keen to use the new system, Lisa seemed to have a problem understanding how it all worked. There was obviously a need for some training and online user help. In light of Lisa’s comments, Denis and Susan decided they would be better off hiring a computer professional to manage the whole project. The time plan and fi nancial analysis that they had carried out earlier confi rmed this decision.

EvaluatingDenis and Susan hired Andrew, a computer project manager, to complete the solution for the hardware shop. They gave him all the documentation they had created, and Andrew discussed with them some of the

other factors which they had not yet considered, such as data security and backup. Andrew was also able to advise them on the legal implications of collecting and storing information about people.

The National Privacy Principles website has information about privacy issues you must consider when collecting data about people.

Questions 1 Why do you think Denis and Susan decided to

use a computer professional to complete the project?

2 What factors would have been important in making this decision?

3 What other issues do you think should be considered at this stage?

4 Find out about the National Privacy Principles and the laws about collecting information about people.

rmation about

?

1 What is meant by criteria? What criteria have you needed to consider in some of your projects?

2 List the criteria by which all projects should be evaluated. Give an example of how these would be met in the hardware shop example discussed throughout this chapter.

3 Identify four qualities that information should have. Give an example to illustrate the importance of each in the context of a database system in a doctor’s surgery.Figure 1.9 The Offi ce of the Australian Information Commissioner

can help people understand their right to privacy.

10 Information and Software Technology

We have seen how to use specifi c criteria to develop successful projects and will look now at other factors that contribute to a satisfactory outcome. The bigger the project, the more important the planning will be.

Project managementIt is estimated that there is an 80 per cent failure rate on projects in the information and communication industry due to lack of project management. This can become very expensive and frustrating for the workers and the client. Project managers have specialised jobs in the information technology fi eld. They are responsible for the overall success of projects and must therefore carefully plan the use of resources such as time, fi nances and people.

Having a clear time schedule is essential for completing a project on time. Remember that problems may arise while you are developing your solution, so it is a good idea to work well ahead of deadlines. Resources such as people, printers and computers all have the potential to let you down at the most inconvenient moments. Also, making secure backups of your work will pay dividends and save you time.

Draw up a table of tasks that need to be done and allocate a realistic timeframe to complete them. Figure 1.10 shows the stages of a typical project. You will need to list specifi c tasks in your time schedule. Keep the documentation up to date. It will be much easier to edit an existing document at the last minute than try to create it all from scratch the night before your project is due.

ResourcesMoney is always an important issue, no matter how big the project. Trying to predict how much a project will cost is a diffi cult task, but estimates and limits can be determined by examining other similar projects. Keeping track of how much has been spent, and on what, is an easy exercise using a spreadsheet. Complex analysis and predictions can be carried out and graphs can be used for comparisons and trends in spending.

Organising a team of people calls for special talents. A big project may need to be serviced by a variety of people, each with their own area of expertise. Their availability and correct understanding of needs will have to be coordinated by the project manager. Their costs and work location are issues that need to be negotiated. Perhaps some tasks could be outsourced (sent to people outside the company for completion) so that expertise and offi ce accommodation costs can be optimised.

Communication techniquesCommunication within a team or with a client is an essential factor in the success of a project. There are a variety of ways to communicate information and to present projects: verbally, in written format, and with or without graphical and visual aids.

VerbalVerbal communication can be diffi cult if you are in an uncomfortable situation. If you need to express something clearly, take time beforehand to make a note of the main idea you wish to convey. Remember that the more you practise this skill, the easier it will become. Oral presentations of projects bring their own challenges. If you are presenting to an audience, make sure all equipment is working as you would expect. Practise the presentation on the actual hardware you will use on the day. Any visual aids you use must be large enough for all your audience to see. Demonstrating the inside workings of a hard disk drive, for example, will be diffi cult if your audience is too far away. Graphics and animations should be clear and appropriate. Try not to read your script too much and never insult your audience by reading word-for-word from a screen.

WrittenWritten documentation is an essential part of any project. It is a good idea to write a diary of events so that you can refl ect on the progress you have made. This is even more important for larger projects. There are now opportunities for people to work collaboratively on documents online. Copies of documentation and research fi ndings should be clearly named and dated, and submitted with the fi nal project so that they are easily accessed. Always acknowledge your sources of information and anyone who helped you with the project.

GraphicalThroughout this course, you will have the opportunity to incorporate many graphical images and visual aids into your projects. These can add impact and capture audience interest. However, you must ensure they are appropriate to the theme of the project and that issues of copyright are not violated. Another option for presenting your project might be to publish it on the internet or your school’s intranet. Your audience would have the fl exibility of accessing your presentation in their own time, and you could ask for feedback from them by email or questionnaire.

1.4 Project management

Chapter 1 Projects: design, produce, evaluate 11

Task Week 1 Week 2 Week 3 Week 4 Week 5

Research ideas

Create prototype

Test prototype

Produce solution

Evaluate solution

Documentation

Figure 1.10 Time management—schedule of tasks to be completed

Figure 1.11 A simple spreadsheet shows the budget for a trip to the movies.

A B C D

1 Budget

2 Train fare $3.80

3 Movie ticket $13.00

4 Snacks $8.00

5 Total: $24.80

6

7

8

9

10

Train fare

Movie ticket

Snacks

Project team members often use social networking to keep up to date with progress of tasks. Blogs and wikis are often used, as well as Facebook, Twitter and Yammer.

INFOBIT

Figure 1.12 Large projects use professional project management software to organise tasks, people and deadlines.

Project experts suggest that the maximum number of people in a team is eight. If the team gets any larger, team members can spend too much time communicating instead of applying their skills and knowledge to their part of the task.

INFOBIT

12 Information and Software Technology

Group workIn any area of business, groups of people are brought together to work on projects so that there is a range of expertise within the team. People fi nd themselves working with people whom they don’t know very well and may have different views on a number of work issues. The challenge for any team leader is to encourage collaboration so that each member of the team can contribute positively to the project. Every situation can provide opportunities to develop organisational, communication and negotiation skills.

Roles and responsibilitiesOrganising a list of the roles and responsibilities for the team is important at an early stage in the project planning. Individuals can then plan each task so that it fi ts with everyone else’s schedule.

Sharing time and experience is an effective tool in developing group dynamics, and each team member should be prepared to do this. At group meetings, take turns in expressing ideas and reporting problems. You can learn a lot from listening carefully to other people’s problem-solving techniques. Take the opportunity to understand other people’s strengths and weaknesses.

When working as a group, it is important to let everyone have the opportunity to express their opinions in a positive and comfortable atmosphere. Write down ideas and decisions so there is no misunderstanding later on by any individual. Describing a problem and its solution can help to prevent similar problems being repeated in the future. If you are using email, make sure everyone receives a copy of each message. Accept comments from your partners as positive feedback and consider how any confl ict might be resolved calmly and amicably.

CollaborationCollaboration means working together to produce quality solutions. This is not always easy as people work differently from each other.

It is essential to document ideas and decisions so that everyone in the group understands their responsibilities. Plan regular meetings so that team members will work to deadlines and can report their progress. Phone calls and emails are effective for reminders, but all members of the team need to be notifi ed of any discussion that took place. Figure 1.13 illustrates how effective video conferencing can be. With increasing bandwidth, video conferencing can bring together people who live many miles apart. This has the advantage of:

• including a wider range of people with different knowledge and skills

• saving time• saving on expensive travel and accomodation• giving visual cues for speaking and agreeing.

Online collaboration on documents has also become possible with the development of free and sophisticated software. For example, blogs and wikis allow a large team to develop ongoing ideas and documentation.

Allow time at meetings for each member of the group to comment on the development of the project as a whole. Agree on strategies for assessment of individual contributions. If anyone seems to be falling behind the agreed schedule, it is important that the problem be discussed and a solution negotiated.

In the fi nal evaluation of a project, you should refl ect on the challenges that collaboration presented and the advantages you found from working as part of a group.

Figure 1.13 Video conferences allow people to work together even though they may be miles apart, bringing signifi cant benefi ts to a project.

1 Identify at least three ways to communicate information and discuss the advantages of each.

2 Consider a group project that you have completed for another subject. What strategies did you use to ensure the project was completed on time? What were the areas of most concern? How did you negotiate through difficult situations? What strengths do you think that you bring to a project team?

3 Imagine that you have been asked to create a documentary about your home suburb or local sports club. List all the tasks that will need to be done before you actually start work on shooting the footage. Create a storyboard and a time plan. Estimate the cost of the project, using a spreadsheet. Where will you get information from? Who will you include in your team to help you complete the project? Will they be available for regular meetings?

Chapter 1 Projects: design, produce, evaluate 13

Figure 1.14 Important elements in group work

Implementing a computer system (cont.)Project managementAndrew is an experienced project manager who has worked in the computer industry for many years. However, every project that he undertakes allows him the opportunity to think creatively and to apply some new ideas. He documents his ideas for Denis and Susan, and is confi dent he will keep within the scheduled time and cost estimates. He knows he will need to subcontract some of the work to other professionals whom he has worked with in the past. This will enhance the effectiveness of the solution and allow him to deliver the solution in the shortest possible timeframe.

Denis and Susan have every confi dence that Andrew will produce an effective solution to the problem in the shortest possible time. It is still important, however, for all of them to keep in touch and receive regular

feedback as the project progresses. Andrew has been careful to make notes of all discussions and has kept the documents that contained their original ideas. He will continue to do this throughout the project, and to date and sign all decisions that they make together. In turn, Andrew will need to pass on specifi c tasks and time schedules to the members of his team.

Questions 1 What are the major advantages in employing a

project manager in this scenario?

2 All three means of communication are important. How will they be used at this stage of the project?

3 What are the specifi c roles and responsibilities of the people working on this project?

4 Look back at the unfolding situation presented in this case study. Identify how the ideas of good project management have been used.

?

CommunicationResponsibilities

CollaborationNegotiation

Allocationof roles

Documentation

• listening• sharing ideas• positive feedback

• meetings• emails• video conferences• online documentation

• manager• analyst• graphic designer

• schedules• budgets• meeting minutes• decisions

• skills and training• schedules and budgets• team support

• confl ict resolution• strategies agreement• compromises