MGMT- 404 PROJECT MANAGEMENT STATEMENT OF PARTICIPATION This document will contain the information needed for your team operations, guidelines and commitment. It should be kept in doc sharing and each update should have a version control identifier (e.g., Team A SOP v1, v2, v3, etc.). IMPORTANT NOTE: The statement of participation must be posted in the team’s doc sharing area and the final submission must be available for the team to review and approve each week. Approval can be achieved by downloading the document. If you have disagreements, it is critical to contact your project leader and get a correction posted immediately. The professor should be notified of any disagreements. If the statement of participation is not submitted, the entire team will receive the same grade (including any point loss from other team members). I. TEAM INFORMATION PROJECT NAME: MEMBER NAME # PHONE # EMAIL MEETING AVAILABILITY 1 2 3 4 5 6 7 II. WEEKLY MEETING SCHEDULE The most successful teams schedule at least (2) meetings a week throughout the course. Scheduling standing meetings allows everyone to schedule this time in advance and coordinate other activities around the scheduled meeting times. Meetings can change, based on the project leader for the week, however, it is highly recommended that you set a meeting based on the majority team availability. In addition to setting meetings, the most successful teams also set a deadline for drafts to be turned into the project leader each week. Putting this structure in place early in the course will help the team to achieve a high level of organization and success. MEETING DAY TIME Review weekly assignment Deadline for weekly drafts Review Draft   III. PROJECT DESCRIPTION Brief synopsis of your proposed project in 200 words or less. Describe the overall project with enough information to gain approval for your team to use this project as the course project. If you are working on a project in the instructions, you do not need to gain approval. Approval is only needed if you select a project outside of the list in the course project instructions. IV. TEAM MANAGEMENT PLAN a. Team Leadership: Designate the project leader for each major deliverable. Project leader can be rotated so that each team member experiences the leadership responsibilities or you can establish one primary project leader with a back-up to assist. The project leader has specific responsibilities each week as follows: a. Schedule the weekly meetings as directed by your Professor, facilitate and record the meetings. b. Set the deadlines for submissions each week. c. Compile the team submissions into one document and submit to the dropbox. “ONLY ONE” submission is required and this is submitted by the project leader. d. Update the statement of participation status each week and submit to dropbox for the team review. e. Place the final submission and updated statement of participation in the team’s doc sharing area each week. f. Contact the professor with any team questions, issues, or conflicts. Weekly Deliverable Due Weekly Project Leader Assignment Statement of Participation Week 1 Project Charter Week 2 Project Scope Statement Week 3 WBS and Network Diagram Week 4 Risk Management Plan Week 5 Resource Management Plan Week 6 Communications Plan Week 7 Final Project Week 8 b. Task assignments: How will tasks be assigned? Every team member should have an active role in creating the tasks for each major deliverable. All (8) weeks of assignments must be completed. Week 1: Statement of Participation Team Member Responsible • Team Information Each team member submit to project leader • Project Leadership Each team member submit to project leader • Task Assignments Weeks 1-8 (Each project leader can assign the task for their week or team members can select what they want to work on each week). Project leader for Week 1 • Commitment statement Each team member submit to project leader • Weekly Status Update Project leader for Week 1 update the status update at the end of the SoP document and submit to dropbox and place copy in doc sharing for team review.   Week 2: Project Charter Team Member Responsible • Mission/Project Purpose • Project Description, Product and deliverables • Objectives • Business Need • Milestones • Budget • User Acceptance Criteria • Project Assumptions • Project Constraints • Exclusions and Boundaries • Major Risks • Project Stakeholders • Weekly Status Update Project leader for Week 2 (submit final assignment and SoP to dropbox and place copy in doc sharing for team review) Week 3: Scope Statement Team Member Responsible • SOW and Project Product • Project Deliverables • Project Objectives • Project Assumptions • Project Constraints • Exclusions • Acceptance Criteria (includes table format for quality signoff). • Technical Requirements • Weekly Status Update Project leader for Week 3 (submit final assignment and SoP to dropbox and place copy in doc sharing for team review) Week 4: WBS / Project Schedule Team Member Responsible The best approach to divide the work task and assign each team member a section or responsibility (e.g., Planning phase, Purchasing Phase, etc.). Then assign someone to setup durations, dates and predecessors. Resources can be defined on the resource sheet, but remember…no resources are assigned to the project tasks at this point. • Project Schedule WBS (task definitions, durations, dates, predecessors, etc.) • Weekly Status Update Project leader for Week 4 (submit final assignment and SoP to dropbox and place copy in doc sharing for team review)   Week 5: Risk Management Plan Team Member Responsible The best approach to divide the work is to assign each team member a specific number of risk, for example John has negative risk 1-5, Jane has negative risk 6-10. This information is needed in order to assess each “individuals” contribution. • Risk Register • Weekly Status Update Project leader for Week 5 (submit final assignment and SoP to dropbox and place copy in doc sharing for team review) Week 6: Resource Management Plan Team Member Responsible • Assign resources and costs to the project with any materials, equipment or fixed cost allocations. • Project Budget Report • Resource management report • Weekly Status Update Project leader for Week 6 (submit final assignment and SoP to dropbox and place copy in doc sharing for team review) Week 7: Communications Plan Team Member Responsible This is a short assignment because of the quiz. There is no division necessary, however each team member must provide input to the person responsible for completing the form. The best approach is to have a team meeting and discuss completing the template. All team members must attend the meeting and provide input to receive credit for this section. The project leader for this week should complete the template and submit it to the dropbox. • Communications Plan Template • Weekly Status Update Project leader for Week 7 (submit final assignment and SoP to dropbox and place copy in doc sharing for team review) Week 8: Final Project Package Team Member Responsible • Executive Summary (Overview of the project and current updates in 2-3 pages) • Project Charter • Scope Statement • Work Breakdown Structure • Risk Management Plan • Project Schedule and Budget (.mpp file) • Communications Management Plan • Weekly Status Update Project leader for Week 8 (submit final assignment and SoP to dropbox and place copy in doc sharing for team review) NOTE FOR WEEK 8: If the assigned person places the updated component in the template each week after grades are complete, you will be building the final project. If everything works out with the updates, the only thing to do in week 8 review the contents, format the document for consistency and professionalism and you’ll be ready for submission. V. TIPS FOR CONFLICT MANAGEMENT RECOMMENDATIONS a. Think about potential barriers and coping strategies such as barriers to the achievement of the assigned goals, e.g. time zone, time management, language skills, and identify coping strategies. b. Discuss your team operational GROUND RULES: (include meeting schedule, attendance expectations, agenda, and communication methods.): c. Consider how will you manage conflict? Consider how team members quickly identify conflicts to address them for resolution. d. Plan for minor disagreements, inability to agree on submissions? It’s ok to agree to disagree! e. Consider who will have final say for major disagreements? Majority rule or leader? f. Discuss the method of communicating with team members who do not deliver? g. Remember, every team member may not receive the same grade. h. If you feel a situation is going to get out of control, contact the professor early so that appropriate actions can be taken. VI. Commitment Each team member is to write an individual commitment statement indicating your responsibility to the team for your participating, meeting attendance and completing the assigned deliverables. (if on-site, each team member will sign their commitment statement). Team Member Statement of Commitment WEEKLY PARTICIPATION STATEMENT Remember, the weekly participation statement will serve as input to your individual grades. Your participation statement is a short narrative status report which indicates how the project went for the week, who did what on the project deliverables and any additional comments, issues or concerns for the week.   ENTRY EXAMPLE: Each person on the team completed their assigned work this week. Mary, Joe and Nick attended all meetings, posted to the team meeting area and completed their assigned sections on time. John was late with submitting his draft and did not attend any meetings. Paul was not able to attend meetings due to work commitments, however he completed all assigned work and submitted it on time. The team is having problems with overall XYZ and would like the professor’s direction on how to resolve these issues. Week Participation Status Report Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 IMPORTANT NOTE: The statement of participation must be posted in the team’s doc sharing area and the final submission must be available for the team to review and approve each week.