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Task Management Plan by hvg98489

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									National
                      Task
Society of            Management
Black                 Plan
Engineers
                      Purpose: This document is
                      designed to increase the
MISSOURI UNIVERSITY   effectiveness of task
OF SCIENCE AND
                      assignment and
                      completion.
TECHNOLOGY
CHAPTER               Michael Wyatt II



                      Creation Date: 11/23/2008
                                                                  Task Management Plan                2




 PURPOSE
 This document is designed to increase the effectiveness of task assignment and completion.

 SCOPE
 This process should apply to all tasks assigned to executive board members.

 TARGET AUDIENCE
 This process is directed towards executive board members.

 OVERVIEW
 As indicated in the figure below, the Task Management Plan (TMP) defines steps that will lead to clear,
 meaningful, documented progress for our organization.




Figure 1 - Task Completion Flow




 Creation Date: 11/23/2008
                                                                 Task Management Plan           3




BACKGROUND

W HAT IS AN ACTION ITE M ?
An action item is a specific task with a

       Clear purpose
       Definite deadline
       Tangible work product and/or deliverable
       Primary Person Responsible (PPR)

H OW WILL ACTION ITEMS ENHANCE OUR PRODUCTI VITY ?
Action items will give purpose to our meetings and transform ideas into reality.

W HAT IS DIFFERENT ABO UT THIS PROCESS ?
In the past, there was no documentation on the assignment of tasks. Work was simply expected to be
performed. There was no mandated follow-up or institutionalized accountability. There were no
standard operating procedures (SOPs). This document will change that.




Creation Date: 11/23/2008
                                                                                                      Task Management Plan                                     4




Contents
Purpose ......................................................................................................................................................... 2
Scope ............................................................................................................................................................. 2
Target Audience ............................................................................................................................................ 2
Overview ....................................................................................................................................................... 2
Background ................................................................................................................................................... 3
   What is an action item? ............................................................................................................................ 3
   How will action items enhance our productivity? .................................................................................... 3
   What is different about this process? ....................................................................................................... 3
Assignment.................................................................................................................................................... 5
   Elements of an action item ....................................................................................................................... 5
       Category ................................................................................................................................................ 5
       Deadline ................................................................................................................................................ 6
       Primary Person Responsible (PPR) ........................................................................................................ 6
       Work Product/Deliverable .................................................................................................................... 6
       Task Description .................................................................................................................................... 6
       Purpose & Benefit ................................................................................................................................. 6
       Priority................................................................................................................................................... 6
Reiteration .................................................................................................................................................... 7
   End of Meeting Review ............................................................................................................................. 7
   Mass Email ................................................................................................................................................ 7
   Individual Email ......................................................................................................................................... 7
   Internet Posting ........................................................................................................................................ 7
Follow-up ...................................................................................................................................................... 8
   Levels of Intensity ..................................................................................................................................... 8
   Status Reports ........................................................................................................................................... 8
       Estimated Time of Completion ............................................................................................................. 8
       Additional Resources Needed ............................................................................................................... 8
       Resources Used ..................................................................................................................................... 8


Creation Date: 11/23/2008
                                                                                                     Task Management Plan                                     5


Completion.................................................................................................................................................... 8
   Deliverable Presented ............................................................................................................................... 8
   Verified by Vice President ......................................................................................................................... 8
   Signed By PPR............................................................................................................................................ 9
   Files added to Task Repository ................................................................................................................. 9
Review ........................................................................................................................................................... 9
Document Control....................................................................................................................................... 10
   Author: .................................................................................................................................................... 10
   Michael Lawrence Wyatt, II - Chapter President 2008-2009 .................................................................. 10
   Category: ................................................................................................................................................. 10
   Administrative Document ....................................................................................................................... 10
   Owner: .................................................................................................................................................... 10
   Chapter President ................................................................................................................................... 10
   Function: ................................................................................................................................................. 10
   Facilitate the assignment and tracking of tasks ...................................................................................... 10
   Next Review Date:................................................................................................................................... 10
   Quarterly ................................................................................................................................................. 10
Change History ............................................................................................................................................ 10
   Version .................................................................................................................................................... 10
   Version Number ...................................................................................................................................... 10
   Release Date ........................................................................................................................................... 10
   Change Description ................................................................................................................................. 10



ASSIGNMENT
Action items can be assigned during and outside of meetings. All action items shall have the following
elements:

E LEMENTS OF AN ACTION ITEM


C ATEGORY
Which zone does this task fall under?




Creation Date: 11/23/2008
                                                               Task Management Plan   6


       Administrative
       Programs
       Communications
       Finance
       Membership


D EADLINE
Deadlines shall consist of the following

       Month
       Day
       Year
       Hour
       Minute


P RIMARY P ERSON R ESPONSIBLE (PPR)
The name and position of the PPR shall be included.


W ORK P RODUCT /D ELIVERABLE
A deliverable should be defined within the action item. Some examples follow:

       Word Document
       PowerPoint Presentation
       Excel Spreadsheet
       Image


T ASK D ESCRIPTION
A brief description of the work to be done


P URPOSE & B ENEFIT
Answers the following questions:

Why does need to be done?

How will it help NSBE?


P RIORITY
Choose from the following levels:

       High
       Normal


Creation Date: 11/23/2008
                                                                 Task Management Plan                7


       Low



REITERATION
The following events are to take place upon assignment of an action item.

E ND OF M EETING R EVIEW
During meetings, a time shall be set aside in the agenda for the purpose of reviewing action items. At
this point, the elements of each action item shall be read and checked for comprehension. Then the
following questions shall be asked

       Do you accept this action item?
       Do you foresee any trouble completing this task?
       What additional resources do you need to ensure the completion of this task?



M ASS E MAIL
Within 24 hours of the assignment of an action item, an Excel spreadsheet containing the following shall
be sent out by the Vice President to the entire board

       Task Description
       PPR
       Category
       Date Assigned
       Deadline
       Task Duration
       Work Product
       Purpose & Benefit

I NDIVIDUAL E MAIL
Within 24 hours of the assignment of an action item, a task containing the aforementioned elements
included in the Excel spreadsheet shall be created by the Vice President in Outlook on the NSBE email
account. This task shall then be assigned to the Primary Person Responsible (PPR) through Outlook to
be accepted within 24 hours. If the task is not accepted within 24 hours, immediate follow up by the
Vice President shall be required.

I NTERNET P OSTING
Within 24 hours of the assignment of an action item, the action item spreadsheet shall be posted on the
chapter website by the Vice President in the Documents section.



Creation Date: 11/23/2008
                                                                    Task Management Plan                     8


FOLLOW-UP
It is vital that we not only hold each other accountable, but that we also support each other and
communicate our problems and successes so that those that come after us can learn. Therefore it is
necessary to have status reports and follow-ups.

L EVELS OF I NTENSITY
Corresponding to the different priority levels, there will be different levels of intensity for follow-ups
and/or status reports.

       High Priority (Intense): Status check every 5-10% of the task duration
       Normal Priority (Moderate): Status check every 10-20% of the task duration
       Low Priority (Light): Status check every 20-30% of the task duration

S TATUS R EPORTS
Status reports shall be compiled by the Vice President and at minimum consist of the following:


E STIMATED T IME OF C OMPLETION
Is progress ahead of/on/behind schedule?

Can this task be completed? (This question must be given a definite answer before 60% of the task
duration.)


A DDITIONAL R ESOURCES N EEDED
What can be provided to help expedite the completion of the task?

What can be provided to enhance the quality of the work product?

R ESOURCES U SED
What resources have been used thus far?

COMPLETION
An action item shall be considered completed after the following has occurred:

D ELIVERABLE P RESENTED
The agreed upon deliverable shall be presented to the Vice President through digital format.

V ERIFIED BY V ICE P RESIDENT
The Vice President upon careful review of the deliverable shall input the date completed into the Action
Item Spreadsheet and include a digital signature.




Creation Date: 11/23/2008
                                                                 Task Management Plan              9


S IGNED B Y PPR
The Primary Person Responsible shall include a digital signature on the Action Item Spreadsheet.

F ILES ADDED TO T ASK R EPOSITORY
The deliverable and status reports created along the way shall be put in the appropriate place.

REVIEW
After verification, at minimum, the following questions shall be answered.

       If this task were assigned again, what would be done differently, if anything?
       If this task were assigned again, what would be done the same, if anything?




Creation Date: 11/23/2008
                                                          Task Management Plan           10




DOCUMENT CONTROL
AUTHOR:               MICHAEL LAWRENCE WYATT, II - CHAPTER PRESIDENT 2008-2009
CATEGORY:             ADMINISTRATIVE DOCUMENT
OWNER:                CHAPTER PRESIDENT
FUNCTION:             FACILITATE THE ASSIGNMENT AND TRACKING OF TASKS
NEXT REVIEW DATE:     QUARTERLY

CHANGE HISTORY
VERSION                 VERSION NUMBER          RELEASE DATE            CHANGE DESCRIPTION
ORIGINAL                1                       12/1/2008               N/A




Creation Date: 11/23/2008

								
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