TeamTeal_Session 11

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University of Maryland, University College *

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Management

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Feb 20, 2024

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docx

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1 Gizmotron’s Product Rollout: Session 11 Team Teal: University of Maryland Global Campus PMAN 634 9082 Foundations of Project Management Professor William Yates December 5, 2023

2 Table of Contents Communication ........................................................................................................................................... 3 Stakeholders ............................................................................................................................................... 5 Quality ......................................................................................................................................................... 6 Procurement ............................................................................................................................................... 8 References ................................................................................................................................................ 11 Appendix A- Gannt Chart .......................................................................................................................... 12 Appendix B- Communication Plan ............................................................................................................ 14 Appendix C ................................................................................................................................................ 15 Appendix D ................................................................................................................................................ 16 Appendix E ................................................................................................................................................ 17

3 Gizmotron’s Product Rollout: Session 11 This paper aims to highlight the expertise, proficiency, and awareness of Team Teal in effectively executing the Gizmotron's Product Rollout project, which has been diligently conducted over the course of this semester. The focus will be on four key areas: communications, stakeholder management, quality control, and procurement. Furthermore, it will furnish responses to the three questions pertaining to the regions. First, is it essential to incorporate a dedicated section in our project management plan that specifically addresses this area of expertise? Next, what kind of information should be included in the project management plan, and to what extent should it be detailed and formal? Finally, to what extent can the information be effectively conveyed through visualization rather than textual means? Communication The incorporation of a dedicated communications component is essential within the project management plan. Within the scope of project management, a communication plan serves as a comprehensive framework delineating the strategies and methods to be employed in providing crucial and continuous project-related information to pertinent stakeholders. The implementation of a comprehensive communication plan will facilitate the team's comprehension of the appropriate recipients and timing for notifications, as well as the inclusion of project stakeholders (PMI, 2017, p.367). Effective communication is achieved by tailoring the message to align with the specific interests of each project participant, while ensuring that the information conveyed is comprehensive, succinct, and unambiguous. Establishing the frequency of communication and chosen methods of distribution are crucial elements for both stakeholders and team members. Moreover, the dynamics of communication may vary depending on the

4 distinct phases of a project and extend globally within the context of the current work environment. The assessment of the communication plan with the sponsors, project team, and stakeholders is crucial throughout the duration of the project. The communication strategy grants the project manager and project team the authority to engage in communication with diverse stakeholders within the company without the need for constant permission-seeking (Zulch,2014 ) . More importantly, the implementation of a communication plan can significantly improve the efficiency and overall outcome of a project through two key factors. Firstly, it establishes clear and specific guidelines regarding the appropriate manner and timing for sharing project updates. Secondly, it generates written documentation that can be referred to in case of any inquiries or requests for information (Zulch, 2014). A thorough project management plan for communication encompasses various elements, including but not limited to communication goals, target audience identification, communication methods, frequency of communication, selection of communication channels, utilization of communication tools, and consideration of communication risks (PMI, 2017, p.364). The degree of detail and formality incorporated in the communication of your project management plan will be contingent upon various elements, such as the magnitude and intricacy of the project itself, the quantity and geographical distribution of the stakeholders, and the organizational culture that is prevalent within the organization. The extent to which information can be displayed visually relies on the individual communication plan and project management plan (Appendix B). However, it is generally possible to convey a significant amount of information in a communication plan by visual representation rather than through written words using Gantt charts, timelines, and roadmaps are effective tools for visualizing the project

5 schedule and milestones (William, 2015). Whereas organizational charts can be utilized to visually represent the project team and their respective roles and responsibilities (Appendix A). Stakeholders The PMBOK Guide 6th Edition defines a stakeholder as “an individual, group, or organization that may be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project, program, or portfolio (PMI, 2017). The number of stakeholders may vary across projects and aren’t always easily identified; however, communication should be based on the needs of each stakeholder or group once identified. The Gizmotron product rollout has both internal and external stakeholders that will need timely and effective communication (Appendix D). The project management plan should include a section that addresses stakeholders because their satisfaction needs to be maintained. Proper stakeholder management provides actionable plans to interact effectively and mitigate risks. The project management plan would include each stakeholder's name, level of authority (power), level of concern about the project’s outcomes (interest), and ability to influence the outcomes of the project (influence). Knowing these elements will impact on the level of engagement needed to move the project forward. The Chicagoland community is an external stakeholder that we have little information about but has major influence on the project outcomes. Without community buy-in, key project activities cannot begin to take place. For example, focus groups, surveys, email, and paper campaigns are dependent on community engagement. The team is not able to assess if the community has concerns about only targeting suburban communities, which would be valuable to ensuring cultural competence. The internal stakeholders include persons or teams directly involved in the project within the company. For

6 this product rollout the internal stakeholders would be broadly named under the project team, marketing team, product decision and development team, the sales team, business units as well as users. It is important that they are included in the plan so that potential risks are assessed, mitigated, and monitored. Employee buy-in and support are especially important to the project’s success, and they should be involved in the decision-making process to ensure streamlined progress ( University of Maryland Global Campus, n.d.). It is important to keep stakeholders in the loop about the project progress, challenges, and changes that affect the workplace and that could have a negative impact on the project. Therefore, a stakeholder management plan that includes specific stakeholder engagement helps guide resources to be allocated effectively ( Project Management Institute, 2017). Stakeholder visualization can be presented through a simple table or organizational chart which shows employee names, roles, and departments of each employee. A stakeholder analysis is presented through a stakeholder map so that employee’s interest(specialty) and impact on the project can be visualized. The map could plot stakeholder’s grid with axes for interest and influence. The Venn Diagram can also be used to show overlap of interests and influence. Another visualization is the or Gantt chart within MS Project that can show when activities will be implemented by team members or resources (Microsoft, 2021). Quality Including a section in the project management plan that provides knowledge areas on quality is essential. Quality management ensures that the project's deliverables meet the specified standards and expectations (Sweis et al., 2020). In today's competitive landscape, where customer satisfaction and product excellence are paramount, neglecting quality can lead to project failure.

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