Creating The A+ Assignment: A Project Management Approach

Creating the A+ assignment: A project management approach Peter Mellalieu Development draft A: 11 Oct 2001 This document helps you plan out the time you need to produce an A+ assignment for an undergraduate university assignment, using a project management framework. Some adaptations and extensions need to be made for more advanced work, such as a research report, or a postgraduate assignment.

Allocating your time In general, you need to allocate your time in three roughly equal parts which together form ten distinct phases of work:   

The start up, planning first draft and layout phases (4 phases) The investigation, research, figures and graphics phases (2 phases) The enhancement, proof reading, document integration and submission phases (4 phases)

The maximum grade you might achieve The diagram Maximum potential grade versus Percent Total work completed more precisely shows the maximum possible grade you might get if you just complete the first part, then the second part, and then all three parts described above. The grade applies to an undergraduate assignment and assumes a ‘quick and dirty’ cobble together and submission of the assignment given the work already completed – if you are lucky!

In detail: The project work breakdown structure The Project Work Breakdown Structure (Figure 1) shows the various tasks that need to be completed in each of the ten Phases of activity required to create an A+ (First Class) written assignment, such as an essay or report. The Work Tasks within each Phase are roughly sequenced from top to bottom according to a logical precedence in each Phase. In general, the Phases must be commenced starting from the left, and moving across the figure. However, some Phases can be carried out at the same time - such as the First Draft Writing Phase, and the Layout Design Phase. Note that an element of ‘Fast Tracking’ (to reduce the time between project start, and completion) is demonstrated. For example, some phases (such as the Enhancement Phase and the Document Integration Phase) can be commenced without waiting for feedback from the peer reviews of the document drafts produced in earlier phases. The peer feedback may be incorporated part way through the appropriate Phase, although in a more leisurely world, one would ideally have the peer feedback prior to starting work on a new Phase. The Network logic diagram (Figure 2) is a graphic representation showing the sequence and dependencies of the tasks. For those with access to project management software, a more detailed breakdown of the tasks

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could be produced and adapted to the particular assignment to be undertaken. The thick line shows the critical path. If you get behind in your work on any activity that is on the critical path, then there is a danger that your assignment will finish later than initially intended – unless you work overtime! The Percent of Total Work in Each Work Phase (Figure 3) shows the percentage proportion of the total project time that we estimate should be allocated to each Phase. The basis for this estimate of time derives from discussion with several undergraduate students at Massey University in 1999, and is based around a typical assignment requiring a work effort of 30 hours spread over s month. Note how you should limit the time you spend researching and investigating to about one-third of the total work effort – and that time includes writing up the notes of your research and investigation! Secondly, note that the Enhancement phase takes the second largest chunk of time – it is this phase of work that helps you craft your report into a rationally sequenced, logical, clear and consistent production. This is where you practice the art of writing and demonstrate the soundness of your thinking. The Project Timeline shows in a graphical format an example of how you might allocate your time across the main tasks in each phase over a month. This example assumes you have 30 hours to spend on the assignment – about 7 hours per week.

Technical terms In the Project Work Breakdown Structure there are some technical terms that writers use that you will need to understand and learn how to apply. For example: topic sentences (look under ‘paragraphing’), transitions, introductory proposition, citation, reference, and peer review. Look in the index and contents of a book such as Emerson (2000) or De Luca & Annals (2000). There are some project management terms that you should also learn about: milestone, critical path, and fast tracking. See a reference on project management such as Duncan (1996), or Quinn et al (1996, Chapter 5)

Acknowledgements This diagram was inspired by a mini-lecture presented by Lisa Emerson, Director - Student Learning Centre, Massey University, to students of Enterprise Development at Massey University, and a tutorial by Peter Mellalieu to the same class on the topic of Project Management.

Further reading For further reading on the topics of assignment writing and project management, see: De Luca, Rosemary & Annals, Alison, (2000) Writing that works: A guide for students, Auckland: Pearson Education ISBN 0-582-71897-X Emerson, Lisa (2000) Writing Guidelines for Business Students (2nd Ed), Palmerston North: Dunmore Press William R. Duncan (1996), A Guide to the Project Management Body of Knowledge, Upper Darby (PAUSA): Project Management Institute (PMI). Quinn, R.E., Faerman S.R., Thompson, M.P., McGrath, M.R. (1996) Becoming a master manager: a competency framework 2nd ed. New York: John Wiley. ISBN 0-471-00744-7 © Based on material by Peter Mellalieu and Lisa Emerson, 1999. All Rights Reserved. This diagram may be used by others for non-commercial purposes provided it is represented in its entirety, including this message.

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Maximum Potential Grade versus Percent Total Work Completed A+ A AB+ B G r a d e

BEnhancement, Proof Reading, Document Integration, and Submission Phases

C+ C D

Research, and Figures & Graphics Phases

E Startup, Planning, First Draft and Layout Phases

NIL

0

5

10

15

20

25

30

35

40

45 50 55 Percent of Total Work

3

60

65

70

75

80

85

90

95

100

Figure 1: Project Work Breakdown Structure for Creating an A+ Essay or Report Assignment © Peter Mellalieu 1999 Document Version: 1 Jan 1904

Startup Phase

Project Planning Phase

Phase Work 5% Total Work 5% Maximum Grade NIL Identify Assignment

Phase Work 5% Total Work 10% Maximum Grade E

Specification

assignment topic

Layout Design Phase

Research Phase

Phase Work 10% Total Work 20% Maximum Grade D

Phase Work 5% Total Work 25% Maximum Grade C

Phase Work 30% Total Work 55% Maximum Grade B-

Refine paragraphing

Incorporate feedback

supplementary

Prepare figures,

(Topic sentences,

on penultimate draft

available for

headings, sub-

reading, research,

diagrams, pictures

single ideas per

from peer review

committing to this

'Crash' write first

headings, fonts,

and/or interviews

and other graphics

paragraph, transitions

group

assignment

draft

margins, paragraphing, binding)

Identify key risks,

Create draft outline

uncertainties, deadline

and structure

contingency options

Contribution Allocate work load

Identify opportunities

tasks

target audience (reader) Identify co-requisite reading Define and

Identify other special

appendices, etc, and

introduction and

figures

integrate into

overview

appendices etc

argument Refine topic

Spell check

Write draft summary

Set up design

and conclusion

template and style guide on computer

report content and structure

assessment grade target

and arguments MILESTONE:

sentences

Layout design

Allocation Schedule Identify additional

and template

Schedule special

literature and

complete

resources, interviews,

research resources

against Assignment Specifications Circulate figures to peer group for critical

Spell check

review

Check revised draft

Backup computer files

Develop investigation Communicate plan to

and/or research

Circulate research

key stakeholders and

methodology

draft to peer group for critical review

MILESTONE:

searches for required

Revise Project

Project Plan

documents and/or

Management Plan

MILESTONE: Figures,

graphics

circulated

against Assignment Specification

check

guide/template to

Check introductory

Layout figures,

Binding

proposition and

graphics, appendices,

overview

break outs, etc into

Attach assignment

final document

cover sheet Dispatch to assessor

Prepare title page,

up’ statement

contents list, list of

Check for random

figures, index,

Make backup

(unconnected)

Check paragraphing

sentences

glossary,

(single ideas, topic

acknowledgements,

sentences, paragraph

appendixes, headers

length, transitions)

and footers

Check citations,

Check layout design

and Biography sections

references and

against Assignment

bibliography

Specifications

Circulate penultimate

Check figures,

Check layout for

draft to peer group

graphics, tables, etc

consistency

for critical review

explained

Revise Project

Check grammar

on final text from

Penultimate prepared

terms, formal terms,

learned, and recommendations for

Check page numbers Check spelling

Management Plan

Circulate final group for critical review

MILESTONE: text

Final

circulated

Backup computer files

Reflect and document key lessons learned, personal insights, and

Draft

First

recommendations for

circulated

carrying out future projects

This Project Work Breakdown Structure shows the various tasks that need to be completed in each of the ten major Phases of activity required to create an A+ (First Class) written assignment, such as an essay or report. The Work Tasks within each Phase are roughly sequenced from top to bottom according to a logical precedence in each Phase. In general, the Phases must be commenced starting from the left, and moving across the figure. However, some Phases can be carried out at the same time - such as the First Draft Writing Phase, and the Layout Design Phase. Note that an element of ‘Fast Tracking’ (to reduce the time between project start, and completion) is demonstrated. For example, some phases (such as the Enhancement Phase and the Document Integration Phase) can be commenced without waiting for feedback from the peer reviews of the document drafts produced in earlier phases. The peer feedback may be incorporated part way through the appropriate Phase, although in a more leisurely world, one would ideally have the peer feedback prior to starting work on a new Phase. The data for Phase Work shows the percentage proportion of the total project time that we estimate should be allocated to each Phase. The Total Work percentage shows the cumulative project work time including the current and all previous Phases. The Maximum Grade shows the maximum possible university grade which might reasonably be Maximum if the product of that Phase was quickly cobbled into a submitted assignment. This diagram was inspired by a mini-lecture presented by Lisa Emerson, Director - Student Learning Centre, Massey University, to students of Enterprise Development at Massey University, and a tutorial by Peter Mellalieu to the same class on the topic of Project Management. For further reading on the topics of assignment writing and project management, see: Lisa Emerson (1995) Writing Guidelines for Business Students, Palmerston North: Dunmore Press William R. Duncan (1996), A Guide to the Project Management Body of Knowledge,, Upper Darby (PA-USA): Project Management Institute (PMI). © Peter Mellalieu and Lisa Emerson, 1999. All Rights Reserved. This diagram may be used by others for non-commercial purposes provided it is represented in its entirety, including this message. This version: 1 Jan 1904

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from assessor.

orphans’

document to peer

MILESTONE:

Receive feedback

MILESTONE: Celebrate

definitions)

review

Management Plan

date

Resolve ‘widows and

Revise Project

peer group for critical

assessor by due

future projects

(straightforward text

Assignment

Revise lessons

Check words

text

MILESTONE: A+

peer review group Check spelling

MILESTONE:

computer backups

delivered to

Incorporate feedback

Research-based

hardcopy and

Celebrate completion

Spell check

Revise Project and

Final visual and spell

summary and ‘wrap

MILESTONE: circulated

group

Printout Final version

Backup computer files

Check first draft

from peer review

figures from peer

group

Backup computer files Spell check

Incorporate feedback

on layout design and

final text

Management Plan

confirm interviews

Incorporate feedback

Check conclusion,

Complete Reference

against Assignment Specification

group meetings

Check sequence

Backup computer files

MILESTONE::

established

supporting evidence

Phase Work 5% Total Work 100% Maximum Grade A+

from peer review

Circulate first draft to

Determine

Targets

Introduce quotations,

Check layout design

Phase Work 10% Total Work 95% Maximum Grade A

Apply style

Incorporate feedback

sentences

citations, and other Backup computer files

aids?) Brainstorm ideas for

graphics, tables,

and explanations to

requirements (group project?, multi-media

Prepare introductions structure

Draft key topic

circulated

argument Explain figures,

Initiate requests and

concepts and terms

Requirements

figures etc

group

Submission and Closing Phase

Check logic and

Refine logic and

peer review team

understand key

from peer review

Document Integration Phase

review group

thought)

‘break out’ sections,

Type up draft

Identify or specify

Prepare labelling for

figures, graphics,

Identify milestones Develop Gantt Work

Incorporate feedback

Write draft

Identify critical path

Work Load Hours

to new lines of

for using illustrations,

hours to phases and

Identify assessment

Recommended Total

Phase Work 5% Total Work 85% Maximum Grade A-

Complete

Assessment

Identify

Phase Work 15% Total Work 80% Maximum Grade B+

(page design, titles,

clashes, priorities, and

criteria

Final ProofReading Phase

Design layout style

Identify Percent

Identify Due Date

Phase Work 10% Total Work 65% Maximum Grade B

Enhancement Phase

reading

Identify length and format

Figures and Graphics Phase

Complete co-requisite Estimate work hours

Identify and/or select

First Draft Writing Phase

Update Project Management Template (for future projects) Backup computer files MILESTONE: document circulated

Final

success

Figure 2: Network Logic Diagram for Creating and A+ Essay or Report Assignment

First Draft Writing 10 %

Startup Phase 5%

Research 30 %

Enhancement 15 %

Proof Reading 5%

Document Integration 10 %

Project Planning 5%

Layout Design 5%

Figures & Graphics 10 %

This diagram shows the logical dependencies which exist for this project. For example, the Enhancement Phase depends on outputs from both the Research and Figures & Graphics Phases. Work flows from left to right across the diagram. Figures show percentage of total expected work load for the complete project. Thick line indicates Critical Path © Peter Mellalieu, 1 Jan 1904

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Submission and Closing 5% %

Figure 3: Percent of Total Work in Each Work Phase Submission

Startup Planning

Integration

Startup 5% Planning 5% First Draft

First Draft

10%

Layout 5%

Proof Reading

Research 30% Layout

Figures 10% Enhancement 15% ProofReading 5%

Enhancement

Integration 10% Submission 5%

Research

Figures

First Draft

6

Project Time Line for Creating an A+ Written Assignment

(Relaxed Version) Task Name

% of Total Project Work

STARTUP, PLANNING, FIRST DRAFT Startup

5

Requirements & Targets established Project Planning

5

Project Plan Circulated First Draft Writing

10

First Draft Circulated

Planned Start Duration in Hours

Planned Finish

Actual Start

Actual Finish

% Done Jul 2000 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

1/07/2000

0

1/07/2000

1/07/2000

1.5

2/07/2000

2/07/2000

0

2/07/2000

2/07/2000

1.5

4/07/2000

4/07/2000

0

4/07/2000

4/07/2000

3

7/07/2000

7/07/2000

0

7/07/2000

5

10

20

RESEARCH, FIGURES, GRAPHICS Research

30

Research-based text circulated Layout and Design

5

Design Template completed Figures and Graphics

10

Figures and Graphics circulated

7/07/2000

9

16/07/2000

16/07/2000

0

16/07/2000

16/07/2000

1.5

17/07/2000

17/07/2000

0

17/07/2000

17/07/2000

3

20/07/2000

20/07/2000

0

20/07/2000

20/07/2000

4.5

25/07/2000

25/07/2000

0

25/07/2000

25/07/2000

1.5

26/07/2000

26/07/2000

0

26/07/2000

26/07/2000

3

29/07/2000

29/07/2000

0

29/07/2000

29/07/2000

0.75

30/07/2000

30/07/2000

0

30/07/2000

30/07/2000

0.75

31/07/2000

31/07/2000

0

31/07/2000

50

55

65

ENHANCEMENT, INTEGRATION, SUBMISSION & CLOSURE Enhancement

15

Penultimate text circulated Final Proof Reading

5

Final Text and Figures circulated Document Integration

10

Final Document circulated Submission

2.5

Assignment delivered Closure Project Closed

2.5

80

85

95

This chart shows the scheduling of actual hours spent on a Writing project. Assumptions: 30 hours available for the assignment, a work load capacity of 7 hours/per week, and no ‘fast tracking’.

97.5

100

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