Rationale and Point Awards

In the answers that follow, your recommendations may differ from those of the author because of the type of industry or the nature of the project. You will be given the opportunity to defend your answers at a later time.

a. If you selected the correct priority according to the table on pages 375-376, then the following system should be employed for awarding points:

Priority Points

A 10

b. If you selected the correct accomplishment mode according to the table on pages 375-376, then the following system should be employed for assigning points:

Method of Accomplishment Points

Y

10

T

10

P

8

D

8

A

6

c. You will receive 10 bonus points for each correctly postponed or delayed activity accomplished during the team meeting.

d. You will receive 5 points for each half-hour time slot in which you perform a priority A activity (one that is correctly identified as priority A).

e. You will receive a 10-point penalty for any activity that is split.

f. You will receive a 20-point penalty for each priority A or B activity not accomplished by you or your team by Friday at 5:00 p.m.

Activity Rationale

1. The updating of schedules, especially for Phase II, should be of prime importance because of the impact on functional resources. These schedules can be delegated to assistant project managers. However, with a team meeting scheduled for Wednesday, it should be an easy task to update the schedules when all of the players are present. The updating of the schedules should not be delayed until Thursday. Sufficient time must be allocated for close analysis and reproduction services.

2. This must be done immediately. Your assistant project manager for manufacturing should be able to handle this activity.

3. You must handle this yourself.

4. Here, we assume that the representative is available only today. The assistant project managers can handle this activity. This activity may be important if you were unaware of this vendor's product.

5. This could be delegated to your assistants provided that you allow sufficient time for personal review on Wednesday.

6. Delaying this activity for one more week should not cause any problems. This activity can be delegated.

7. You must take charge at once.

Activity Rationale

8. Even though your main concern is the project, you still must fulfill your company's administrative requirements.

9. This can be delayed until Wednesday's team meeting, especially since these are Phase III schedules. However, there is no guarantee that line people will be ready or knowledgeable to discuss Phase III this early. You will probably have to do this yourself.

10. The procurement request must be answered. Your assistant project manager for manufacturing should have this information available.

11. This is urgent and should not be postponed until the team meeting. Good project managers will give functional managers as much information as possible as early as possible for resource control. This task can be delegated to the assistant project managers, but it is not recommended.

12. This belongs to the project manager. The agenda review and the meeting can be split, but it is not recommended.

13. This must be done immediately. The results could severely limit your resources (especially if overtime would normally be required). Although your assistant project managers will probably be involved, the majority of the work is yours.

14. Most project managers hate a request like this but know that situations such as this are inevitable.

15. Project policies should be told by the project manager himself. Policy changes should be announced as early as possible. Team meetings are appropriate for such actions.

16. Obviously, the project manager must do this task himself. Fortunately, there is sufficient time if the lead times are accurate.

17. The priority of this activity is actually your choice, but an A priority is preferred if you have time. This activity cannot be delegated.

18. This activity must be done, but the question is when. Parts of this task can be delegated, but the final decision must be made by the project manager.

19. Obviously you must do this yourself. Your priority, of course, depends on the deadline on the corporate project review form.

20. The project manager must perform this activity immediately.

21. Top-level executives from both the customer and contractor often communicate project status among themselves. Therefore, since the conclusions in the report reflect corporate policy, this activity should be accomplished immediately.

22. The reproduction department considers each job as a project and therefore you should try not to violate their milestones. This activity can be delegated, depending on the nature of the report.

23. This could have a severe impact on your program. Although you could delegate this to one of your assistants, you should do this yourself because of the ramifications.

24. This must be done, and the team meeting is the ideal place.

25. You, personally, should give the functional manager the courtesy of showing you his outstanding results. However, it is not a high priority and could even be delegated or postponed since you'll see the data eventually.

Rationale

The question here is the importance of the problem. The problem must be resolved by Thursday in case an executive meeting needs to be scheduled to establish company direction. Waiting until the last minute can be catastrophic here.

The project manager should personally review all data presented to the customer. Check Thursday's schedule. Did you forget the interchange meeting?

This is your show.

This should be done immediately. Nonparticipants need to know the project status. The longer you wait, the greater the risk that you will neglect something important. This activity can be delegated, but it is not recommended.

You may have to solve this yourself even though you have an assistant project manager for manufacturing. The decision may affect the schedule and miletones.

Activities such as this do not happen very often. But when they do, the project manager should make the most of them, as fast as he can. These are gold mine activities. They can be delegated, but not postponed.

If this activity is not accomplished immediately, the results can be catastrophic. Regardless of the project manager's first inclination to delegate, this activity should be done by the project manager himself.

This activity can be postponed or even avoided, if necessary.

Obviously, if the report is that important, then your assistant project managers should have copies of the report and the activity can be delegated.

This activity should be discussed in the car pool, not on company time.

This is extremely serious. The line manager would probably prefer to work directly with the project manager on this problem.

This is an activity that you should handle. Transmitting this to one of your assistants may aggravate the situation further. Although it is possible that this activity could be postponed, it is highly unlikely that time would smooth out the conflict.

This is a decision for the project manager. Extreme urgency may not be necessary.

39. Project managers also have a social responsibility.

40. The solution to this activity is up for grabs. Most companies realize that employees occasionally need company time to complete personal business.

41. Why is he asking you about a recurring problem? How did he solve it last time? Let him do it again.

42. You must do this personally, but it can wait until Monday.

43. This activity is not urgent and can be accomplished by your assistant project managers.

44. This could be your lucky day.

45. Although most managers would prefer to delegate this activity to their secretaries, it is really the responsibility of the project manager since it involves personal business.

PRIORITY/ACCOMPLISHMENT MODE

Monday Tuesday Wednesday Thursday

PRIORITY/ACCOMPLISHMENT MODE

Monday Tuesday Wednesday Thursday

Activity

Prior.

Accom.

Prior.

Accom.

Prior.

Accom.

Prior. Accom

1

B

D,Y,T,P

B

D,Y,T,P

A

D,Y,T

2

A

D,Y,T

3

A

Y

4

A/B

D,Y,T

5

B

D,Y,P

B

D,Y,P

A

D,Y

6

B

D,Y,P

B

D,Y,P

B

D,Y,P

B D,Y,P

7

A

Y

8

A

Y

9

B

Y,P

B

Y,P

A

Y

10

B

Y,T,P

B

Y,T,P

B

Y,T,P

B Y,T,P

11

A

D,Y,T

12

A

Y

13

A

Y,P

14

A

Y

15

B

P,Y

A

Y

16

B

Y,P

B

Y,P

B Y,P

17

C

A,Y

18

B/C

D,Y,P

B

D,Y,P

B D,Y,P

19

A/B

Y,P

A/B

Y,P

A/B Y,P

20

A

Y

21

A

Y

22

A

D,Y

23

A

D,Y,T

(Continued)

PRIORITY/ACCOMPLISHMENT MODE

Monday Tuesday

Activity Prior. Accom. Prior. Accom.

Wednesday

Thursday

Wednesday

Thursday

Prior.

Accom.

Prior.

Accom.

A

Y

B

Y,T,P,D

B

Y,T,P,D

B

Y

A

Y

A

Y

A

Y

A

Y,D

A

Y,T

Activity Rationale

46. This is an example of an administrative responsibility that is required of all personnel regardless of the job title or management level. This activity must be accomplished today, if time permits.

47. Although you might consider this as a B priority or one that can be postponed, you must remember that your assistant project manager considers this as an A priority and would like an answer today. You are morally obligated to give him the answer today.

48. Why can't he get the answer himself? Whether or not you handle this activity might depend on the priority and how much time you have available.

49. How important is it for you to review the publication?

50. This is mandatory attendance on your behalf. You have total responsibility for all overtime scheduled on your project. You may wish to bring one of your assistant project managers with you for moral support.

Now take the total points for each day and complete the following table:

Summary Work Plgr

rm>

IVsinls

Monday

Wcdintiliy

Ttuinsduy

l;ri(tay

IVÏIli!

Project Management Made Easy

Project Management Made Easy

What you need to know about… Project Management Made Easy! Project management consists of more than just a large building project and can encompass small projects as well. No matter what the size of your project, you need to have some sort of project management. How you manage your project has everything to do with its outcome.

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