Project Manager Overview

Objectives
This lesson is devoted to clarifying the role of the Project Manager. During the meeting I hope to discuss the following topics:

1. Review HTML certification for PMs enrolled in CIS 58.54
2. review PMs responsibilities
3. review written proposal elements
4. pass around written proposal examples and take one home to study
5. review the requirements for a Project Web site
6. discuss how the team meetings went
7. if the client meeting was held, discuss it and analyze if team assignments are adequate to meet client needs
8. answer any question you may have about your role as PM

HTML Certification
Any PM who in enrolled in CIS 58.54 must complete the HTML certification process. Follow the links listed below to learn more.

HTML certification explained
Sign up for HTML Testing
Review HTML test schedule

Project Manager Responsibilities

1. Obtain contact information for team. I will send out an email announcing that the team assignment are up. You need to contact each team member by email and ask them for phone (home, cell, work) and ask for times when you can meet as a team. You can visit the class introduction page to find their email address. Visiting this page will also allow you to get to know your classmates in advance. If someone on your team does not respond within 2-3 days send your instructor a note.
   
2. Hold a team meeting to plan for the first client meeting which must be held by 9/10. You will want to develop a list of meeting times that work for everyoneon your team BEFORE you contact the client. The sooner the better is a good motto for this assignment. For some groups a face to face meeting works best while others can get this done using email or a chat room.
   
3. Contact client and set up the first meeting. The PM is also responsible for setting up all future meetings. Setting up the first meeting will probably occur within 5-7 days of being assigned a client. Yout team will also need to develop questions which will be discussed at the first meeting. These questions are usually sent to the client 3-5 days before the team arrives for the meeting. The PM begins the process of developing the questions, although then entire team can help you refine them. Examples are displayed below
   
   Client Introductory Questions
   TLT: PM Jeri Hastava
   DAAC: PM Cathy Clary
   Petaluma Arts Council: PM Linda Drexler
   Hospital Chaplaincy Services: PM Kristi Anderson
   RESBDC: PM Lani Hink
   RESIF : PM Irina Runneals
   Heritage Homes : PM Steve Fontaine
   

   As you attempt to establish an effective working relationship with your client you may discover that although they are very excited about having a Web site, they are not quite sure why they want one. Your job this week is to gather information and establish rapport with the client and among the team. Eventually you will be asked to take the information you gather and translate it into detailed, descriptive documents the team will use to produce an effective Web site.

   Finally I recommend you relax and enjoy the experience. This is a great group of people. The clients are grateful for your help, your teammates want to like you. Everyone is nervous and a bit confused - it will wear off in about 18 weeks. :->. When you attend the meeting dress in appropriate business attire (suit and tie is not necessary but maybe one step above student grunge). If the client seems really casual you can wear whatever you want to the subsequent meetings, but it never hurts to look professional the first time. Develop a plan for folks who are late to the client meeting.
   

4. You are the person who "breaks the ice" and gets the team communicating. Keep communication between the team upbeat and productive. Your job begins the first day you are assigned a team and never stops until the class is over. Your job is to be supportive, do what you can to resolve conflicts, and offer encouragement and support. When the class begins you will need to take the lead in raising issues, reminding the team of the timeline, and encouraging the team to talk. As the semester progresses the team should feel more comfortable with each other and will lead less prodding from you.
   
5. Compile the Web Proposal: This is a printed document which is provided to the client and the instructor. All of the items in this Web proposal are also a part of the Project Web site which is described in item 6. Many students find it easiest to create these documents as Web pages and print them out when the printed Web Proposal is presented to the instructor on 10/15 and approved the client by 10/22 .
   
   Meet with your team to determine what time slots works for them then sign up for a meeting with the instructor where you and your team will present the proposal.

   Sign up for a Web Proposal Meeting
   You may want to review the sign up schedule before filling out the form.
   Instructor's tips for a successful proposal
   
   The Web Proposal contains the following elements which are presented to me and the client in a folder. I will pass out examples during class tonight which you can keep until the Proposal meeting at which time you can return the sample.
   
   The printed proposal is presented to the instructor on 10/15 . Since many of the elements of the Web Proposal are contributed by others, I recommend you set an internal deadline which is 3-5 days ahead of the class deadline. If a piece of the proposal which is contributed by a classmate is not done by the due date, your grade will NOT be affected
   
   Examples of the pieces that make up the Web Proposal
   
   Cover sheet (client name, team members, date) [5 pts] view example
   Strategic Brief [20pts] This is a document which describes the organization, lists the goals and objectives of the project, documents the tone and message of the site and describes the site's target audience:
   instructor guidelines for strategic brief
   TLT example
   Puente example
   
   Deliverables (CD) this is a detailed list of what the client will receive include the number of pages, the images you will provide, any scripts you create, PDF files, training, marketing, etc. Make this document very detailed to avoid confusion later.
   view TLT example
   
   Storyboard (CD) This is a series of boxes which are a picture of the site. Use one box for each page and show the hierarchy and structure of the site.
   view TLT example
   
   Production Standards / directory structure chart (CD) This document contains a written description of how the HTML files will be named, and created. Where will the images be stored. Finally show where all the files for the site will be stored. This document helps the Designer and Content Developer understand where all the files are put and what the linking code should be.
   view TLT example
   
   Work Chart [25 pts] This explains who does what
   view TLT example
   
   Timeline [25 pts] This explains when each person does each task
   view TLT example
   
   Contract [05 pts] This document explains what the team will do and what the client will do in return. Please ask to use this site in your electronic portfolio, ask for letters of reference, and a link at the bottom of the pages crediting your team and the SRJC Web Development Program
   view instructor example

   Comps (also called Mock Ups) (80 pts) DES - A mock up is a picture of what the finished web pages will look like, it is not an actual sliced web page. The mock up is a template whic huses HTML and CSS and inserts "pretend text and imaages to simulate the look which will be acieved at the actuals site. Another approach is to create a flattened GIF or JPEG which is created in Photoshop and then optimized for display on the Web. After the client approves the mock the template of code or PSD image will be refined into code which will be used by the CDs to create the site.
   
   Creative Brief [20] DES - This document serves as a written explanation and justification for the design you created. Often a large client will receive more than just graphical mock ups, they will have a multi page proposal which explains how this design ties in to the existing corporate look and satisfies the company goals for the web site.
   
   Technology Brief - PROG This report explains what the programmer will be creating, where the scripts will be stored, and why the programs have been created as they have. [100 pts]
   view TLT example
   

6. Produce a Web Project site which contains:
   Team contact page,
   Strategic Brief
   Communication Strategy
   Deliverables (CD)
   Storyboard (CD)
   Production Standards / directory structure chart (CD)
   Work Chart Timeline
   Contract
   Comps / Mock ups (Des)
   Creative Brief (Des)
   Technology Brief - refer to text documents (net_asses.doc) PROG
   Shell site (CD)
   Bid
   
   
   Later on your will add links to the actual site as it is being developed (can reside in CD's account but you must link to it from Web Project Site)as well as links to 4 testing reports
   
   The Web Project site begins the second week of class, when you create a simple contact sheet and place it on the Web. This project ends at the end of the semester when the final testing results are placed online. I will review the project site one week after the Proposal is due.Review Web proposal with client and obtains client's sign off on project (deadline 10/15 ). Some teams are so confident that the client will accept the proposal that they present it to the client BEFORE the class meeting. That is fine with me.
   

   Special Note - If you are a designer enrolled in CIS 58.55 who is working as a Project Manager you will need to design a splash screen, navigation, color scheme and text formatting standards for the Web Project site. example Petaluma Arts Council Project site. example Petaluma Arts Council by Linda Drexler

   If you are enrolled in CIS 58.54 working as a Project Manager you can produce a bare bones site with text links and a simple look. example - Theatre Arts Project Site by Beth Henderson.
   
   Web Proposal Examples
   TLT - by Jeri Hastava
   DAAC - Cathy Clary
   Theatre Arts Project Site - this is a plain text site which is just fine if you are a PM who is not applying for a design certificate.
   Petaluma Arts Council - by Linda Drexler. The design for this Project site was quite sophisticated. This would be what I expect from a PM who is applying for a designer certificate.
   SRJC Culinary Arts Program - David Williams The design of this site was taken from the client's site. Both the client site and project site match. This is not required.
   
   Instructor's tips for a successful proposal
   

7. Test the site with typical users This can begin once the site is complete, it must begin by and 11/26is due 12/10.
   
8. Prepare the bid assignment
   Due 12/17
   
9. Complete the HTML exam process if you are enrolled in CIS 58.54. Review information about How the HTML Exams Work. If you are enrolled in CIS 58.55 and have assumed the role of PM you do not need
   
10. Create a CD which contains
    • Client's web pages ( provided by CD) Web site images (provided by Designer) Original PSD files (provided by Designer)
    • Client manual (provided by programmer or CD)
    Due 12/17