Introduction to

Tech Communication &

Project Management

Arthur C.M. Chen

617 253-7312, Rm 38-460
acmchen@alum.mit.edu
 Motivation

Technical Leadership
Guiding head of a technical group
Two essential tools
Communicate to customer and to your team
Organize, plan and manage the technical project

Introduction:
Simple advice on presentation
Introduction to project management
 Think Before You Present

Who are your audience, why are they

listening?

What is one or two messages you want to

leave with your audience?
What is the message for each slide
 Communicate the Essence

Who & where

Technology and research group of interest
Specific Professor or research staff
What
Specific thesis project idea some details
Why
Personal interest, Future opportunities, Financial support
When
Progress and plan this term and beyond

News story outline

 Why Project Management

Diverse career opportunities

Leadership role
Most future activities are team and/or multi-
organization oriented
How to help teams to work together
Startup business plans
MEng Thesis Project
Good learning vehicle
 Project

Project: an organized undertaking

Master of Engineering Thesis Project
Finding a job
Building a porch
Buying a house

Design and manufacture a car (Large Program)
Put a man on the moon (Huge Program)

Project management: a discipline

Art and Science
 Project Management Objective

Achieve the project goal

Do a great thesis on time
Keep customers (e.g., Professors) happy
Keep the team focus on the goal
Make sure that team members work well
Everyone shares the load

Scope, Resources, Schedule & Customers

 Concerns about Project Management

My work is research so that I cant plan it

How can I commit to a schedule if I dont know
how it will work out
I dont have time to plan got to get it done

Project plan is a map and a guide

- No map, most likely to get lost
- Plan: understand risks and trade-offs
- Basis for systematic plan modification
- Mechanism for efficient communications
 Framework: Project Cycle

Thesis ideas Thesis Proposal Thesis Completed

Concept
System Design
(Architecture)
Tech. Foundation Detailed design/
Capabilities
Implementation
Goal

Systems analysis/
Demo/test/
Synthesis Documentation
Project planning Project tracking
Thesis proposal Plan modification
Communicate
Thesis submission
 Product Development Lifecycle

Product Spec.
Marketing
Manufacturing

Prototype

New Spec.
Marketing
New Product New Technology

Product II
Similar Framework
 Project Management Process

Planning
Project Definition, Scope, Buy-ins
Mechanics of putting together a plan
Tools: Work Breakdown Structure (WBS)
GANTT, PERT, etc. charts - computerized
Tracking plan progress
Communicate and follow-up
Complete project
Managing and control
 Project Management
Project Management

Project Planning Execution Management

Define objective Get objective signed-off
Define work/tasks Track plan progress
Identify resources Communicate within team
Plan schedule Customer communications
Iterate Secure resources
Plan modification Project discipline

Technical People

Scope, Resources, Schedule & Customers

 How to Get Started

Start with the essence of what you are trying to do

Draw a block diagram of your system
Architecture
Do a high level flow chart of your software
Identify modules
Postulate the end result of your prototype
User interface, typical use scenarios
List all possible tasks that needed to be done
Organize tasks
Do some or all of above
 Mechanism of Planning
Define project objective
Define work breakdown structure (WBS)
Identify tasks and subtasks -- deliverables
Lowest element stand alone work package
Identify tasks relationship
Identify possible risks
Estimate work packages (people, time, etc.)
Create initial schedule
Iterate plan
Document
 Ex: WBS - Buy A House
` BUY A HOUSE

FIND
LOCATION FINANCING
HOUSE

- Determine - Type of
1 - Criteria 3 6
affordability House

- Determine - Find Real

- Visit
2 4 mortgage 7 Estate
Locations
provider Agent

- Lockup
- Look for
5 mortgage 8
House
commitment

- Make
9 Offer, P&S
Agreem't

10 - Closing

Top Down Decomposition, Elemental Tasks

 Network Diagrams

TASK PREDECESSOR 5
1-criteria 3 4
3
2-visit loc. 1
1
3-affordability
4-mortgage co 3 6
5-mortg lock 4 2 7
6-type of hse 1 8
7-real est agent 2, 6 9
10
8-look for hse 7
9-offer, P&S 5, 8
10-closing 9

Scheduling Techniques
PERT Program Evaluation and Review techniques
CPM Critical Path Method
 Buy a House

Simple Gantt Chart View

 Possible Application

Thesis ideas Thesis Proposal

(May 10) Understand the scope
Concept of your goal
System Design Define your objective
(Architecture)
Tech. Foundation Define tasks and work
Capabilities
Goal breakdown structure
Systems analysis/ Develop project plan
Synthesis
Project planning Review plan, iterate
Thesis proposal
Document > thesis
proposal
 Some Estimation Considerations

Completeness in definition of tasks and interfaces

Time for meetings and communications
The range of abilities of team members
Experience with similar job/ tasks
Learning time for new equipment or software
Availability of special facilities

Earlier identification of unknowns or risks

A priori calculations concerns but may not be a
show stopper (especially in R&D)
 Closing Summary
Project Management Lead an endeavor
Planning is a map, a guide, especially for a team
Relatively simple and helpful techniques
Management is mostly about people
Goal, discipline, communicate
Risks are inevitable, planning helps to avoid
stupid ones
Experience counts
Assessing the scope of work, timing, risks

Risks are Essential in Achievements

Luck is an Element of Success
 Historical Perspective
Phases Use Methods
1960-1970 Traditional Project Construction, Technology and
Management Aerospace, schedule driven
Defense
1970-1985 Focused Project High tech Software
Management businesses, multi- engineering,
discipline matrix
developments management
1985-1993 Renaissance of All organizations, Total quality
Project developing formal management,
Management methods concurrent
engineering
1993- present Modern Project Accept by top System
Management management, engineering,
Recognize as a change and risk
discipline management