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management assignment draft

The document outlines a project planning and coordination framework for producing an annual report, detailing tasks such as defining project scope, creating a work breakdown structure, and developing a timeline. It emphasizes the importance of risk management, communication plans, and team roles, while also providing strategies for optimizing the project schedule. Key outputs include a project charter, risk register, and a board presentation deck, with a focus on meeting deadlines through effective timeline management.

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Vicky Amg
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6 views

management assignment draft

The document outlines a project planning and coordination framework for producing an annual report, detailing tasks such as defining project scope, creating a work breakdown structure, and developing a timeline. It emphasizes the importance of risk management, communication plans, and team roles, while also providing strategies for optimizing the project schedule. Key outputs include a project charter, risk register, and a board presentation deck, with a focus on meeting deadlines through effective timeline management.

Uploaded by

Vicky Amg
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Project Planning & Coordination*

1. Define the Project Scope & Objectives

**Task:**

- Draft a **Project Charter** (1-page summary of goals, stakeholders, and success criteria).

**Example Objective:**

> *"Produce a visually compelling, donor-friendly annual report (5M copies) by November 15, 2023,
to boost donations during the holiday season."*

**Key Questions to Answer:**

- What’s the core message of the report?

- Who are the target audiences (donors, board, public)?

- What’s the budget range?

### **2. Create a Work Breakdown Structure (WBS)**

**Task:**

Break the project into phases and sub-tasks.

**Example WBS:**

1. **Content Development**

- Research updates (Levi)

- Testimonials (Lakysha)

2. **Design & Layout**

- Graphic design (Grace + Contractor)

- Photo selection (Lakysha)

3. **Production & Distribution**

- Printing bids (Alexis)

- Mailing logistics (Contractor)

**Tool:** Use a **hierarchical list** or software like MS Project/Excel.


### **4. Develop a Timeline (Critical Path)**

**Task:** Estimate durations and dependencies.

**Example Critical Path:**

1. Content finalized → **30 days** (Must finish before design starts).

2. Design approved → **45 days** (Must finish before printing).

3. Printing + mailing → **30 days** (Non-negotiable: Must end by Nov 15).

**Tool:** Draw a **network diagram** or use a Gantt chart.

### **5. Risk Management Plan**

**Task:** Identify risks and mitigation strategies.

| Risk | Likelihood | Impact | Mitigation Plan |

|-------------------------------|------------|--------|-----------------|

| Financial data delayed (Oct 15) | Medium | High | Reserve 5-page placeholder; use prior-year
data as backup. |

| Printer delays | Low | High | Contract 2 backup printers. |


### **6. Communication Plan**

**Task:** Define how/when updates are shared.

- **Team:** Weekly 30-minute stand-up meetings (Mondays).

- **Board:** Monthly email updates + pre-meeting slides (May 1, June 1, etc.).

- **Contractors:** Biweekly check-ins (e.g., designer proofs).

### **7. Board Presentation (May 15)**

**Task:** Prepare a **10-slide deck** covering:

1. **Objective** (Why this report matters).

2. **Plan** (WBS, timeline, budget).

3. **Risks** (Delays, cost overruns).

4. **Ask** (Budget approval + board feedback).

**Pro Tip:** Include a **mock-up design** to showcase the vision.

### **Tools Alexis Should Use**

- **Planning:** MS Project, Excel, or ClickUp.

- **Collaboration:** Slack/Teams for team updates.

- **Design Proofs:** Adobe InDesign or Canva.

### **Key Outputs for Alexis**

✅ Project Charter (Scope)

✅ WBS + RACI Matrix

✅ Network Diagram/Gantt Chart

✅ Risk Register

✅ Board Presentation Deck


Team Roles & Responsibilities

1. Grace (Marketing Specialist)

 Content Strategy & Design

 Decide on the report’s tone, branding, and key messages.

 Work with Levi to simplify technical research into donor-friendly language.

 Coordinate with designers for layout, colors, and graphics.

2. Levi (Writer/Editor)

 Content Creation & Editing

 Collect research updates from other departments.

 Write compelling summaries of the center’s achievements.

 Edit testimonials from patients/families for clarity and impact.

3. Lakysha (Staff Assistant / Photographer)

 Visual Assets & Logistics

 Travel to clinics/hospitals to take high-quality photos.

 Gather patient/family testimonials (video/written).

 Organize image files for the design team.


Forward Pass (ES & EF)

(Earliest Start = Max EF of predecessors | Earliest Finish = ES + Duration)

* Problem: Activity 9 (Add financial data) cannot start until Day 150, but the design (Activity 7)
finishes on Day 120 → 30 days of idle time!

Project Finish: Day 175 (Nov 9) → 5 days ahead of deadline

Backward Pass (LS & LF)

(Latest Finish = Min LS of successors | Latest Start = LF - Duration)

Total Slack (TS = LS - ES)

Slack (TS) = Flexibility before delaying the project.

Critical Path = Longest path with zero slack.

Critical Path:

4 → 5 → 6 → 7 → 9 → 10 → 11

(But Activities 4, 5, 7 have negative slack → Schedule is infeasible)

Fix the Schedule

 Reduce Time for Critical Activities

Crash Activity 4 (Collect content) from 30 → 20 days.

Crash Activity 7 (Design) from 35 → 25 days.

 Fast-Track Overlapping Tasks

Start Activity 5 (Photos) while Activity 4 (Content) is still running (partial dependency).

 Adjust Financial Data Deadline

Negotiate with finance to submit data by Oct 1 (Day 135) instead of Oct 15.

Critical Path (After Fixes)

If you adjust durations (e.g., reduce Activity 4 to 20 days, Activity 7 to 25 days)

4 → 5 → 6 → 7 → 9 → 10 → 11
New Project Finish: Day 160 (Nov 4) → 20 days ahead of deadline

Original Schedule (175 Days) → Ends November 9

Optimized Schedule (160 Days) → Ends October 25

2 possible timelines

 Stick to 175 days if you cannot get financial data before Oct 15.
 Use 160 days if you can negotiate earlier financial data and compress tasks.

Key Takeaways

Negative Slack = Schedule Problem → Must compress timelines.

Critical Path shifts when dependencies/durations change.

Fast-Tracking/Crashing is essential to meet deadlines.

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