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Creating the A+ assignment:

A project management approach

Peter MellalieuDevelopment draft A: 11 Oct 2001

This document helps you plan out the time you need to produce an A+ assignment for an undergraduateuniversity assignment, using a project management framework. Some adaptations and extensions need tobe made for more advanced work, such as a research report, or a postgraduate assignment.

Allocating your timeIn general, you need to allocate your time in three roughly equal parts which together form ten distinctphases 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 achieveThe diagram Maximum potential grade versus Percent Total work completed more precisely shows themaximum possible grade you might get if you just complete the first part, then the second part, and then allthree parts described above.

The grade applies to an undergraduate assignment and assumes a ‘quick and dirty’ cobble together andsubmission of the assignment given the work already completed – if you are lucky!

In detail: The project work breakdown structureThe Project Work Breakdown Structure (Figure 1) shows the various tasks that need to be completed ineach of the ten Phases of activity required to create an A+ (First Class) written assignment, such as an essayor report. The Work Tasks within each Phase are roughly sequenced from top to bottom according to alogical 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 LayoutDesign Phase.

Note that an element of ‘Fast Tracking’ (to reduce the time between project start, and completion) isdemonstrated. For example, some phases (such as the Enhancement Phase and the Document IntegrationPhase) can be commenced without waiting for feedback from the peer reviews of the document draftsproduced 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 anew Phase.

The Network logic diagram (Figure 2) is a graphic representation showing the sequence and dependenciesof 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 thecritical path. If you get behind in your work on any activity that is on the critical path, then there is adanger 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 totalproject time that we estimate should be allocated to each Phase. The basis for this estimate of time derivesfrom discussion with several undergraduate students at Massey University in 1999, and is based around atypical assignment requiring a work effort of 30 hours spread over s month. Note how you should limit thetime you spend researching and investigating to about one-third of the total work effort – and that timeincludes writing up the notes of your research and investigation! Secondly, note that the Enhancementphase takes the second largest chunk of time – it is this phase of work that helps you craft your report into arationally sequenced, logical, clear and consistent production. This is where you practice the art of writingand demonstrate the soundness of your thinking.

The Project Timeline shows in a graphical format an example of how you might allocate your time acrossthe main tasks in each phase over a month. This example assumes you have 30 hours to spend on theassignment – about 7 hours per week.

Technical termsIn the Project Work Breakdown Structure there are some technical terms that writers use that you willneed 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 ofa book such as Emerson (2000) or De Luca & Annals (2000). There are some project management termsthat you should also learn about: milestone, critical path, and fast tracking. See a reference on projectmanagement such as Duncan (1996), or Quinn et al (1996, Chapter 5)

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

Further readingFor 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: PearsonEducation 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 (PA-USA): Project Management Institute (PMI).

Quinn, R.E., Faerman S.R., Thompson, M.P., McGrath, M.R. (1996) Becoming a master manager: acompetency 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 maybe used by others for non-commercial purposes provided it is represented in its entirety, including thismessage.

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10095908580757065605550454035302520151050Percent of Total Work

Grade

NIL

E

D

C

C+

B-

B

B+

A-

A

A+

Maximum Potential Grade versus Percent Total Work Completed

Startup, Planning,First Draft and Layout

Phases

Research, and Figures & Graphics

Phases

Enhancement, Proof Reading,Document Integration, and

Submission Phases

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Figure 1: Project Work Breakdown Structure

for Creating an A+ Essay or Report Assignment

© Peter Mellalieu 1999 Document Version: 1 Jan 1904

EnhancementPhase

Phase Work 15% Total Work 80% Maximum Grade

B+

First DraftWriting Phase

Phase Work 10% Total Work 20% Maximum Grade

D

Submissionand Closing

Phase

Phase Work 5% Total Work 100% Maximum Grade

A+

Startup Phase

Phase Work 5% Total Work 5% Maximum Grade

NIL

Identify Assignment Specification

Identify or specify target audience (reader)

Identify co-requisite reading

Identify other special requirements (group project?, multi-media aids?)

MILESTONE:: Requirements and Targets estab l i shed

Refine paragraphing (Topic sentences, single ideas per paragraph, transitions to new lines of thought)

Check for random (unconnected) sentences

Check first draft against Assignment Specification

Complete Reference and Biography sections

Printout Final version

Binding

Attach assignment cover sheet

Dispatch to assessor

Identify length and format

Identify Percent Assessment Contribution

Identify Due Date

Identify assessment criteria

Identify Recommended Total Work Load Hours

ResearchPhase

Phase Work 30% Total Work 55% Maximum Grade

B-

Refine logic and structure

Refine topic sentences

Complete supplementary reading, research, and/or interviews

Revise Project Management Plan

Check revised draft against Assignment Specification

Revise Project Management Plan

Write draft introduction and overview

Write draft summary and conclusion

Brainstorm ideas for report content and structure

Complete co-requisite reading

'Crash' write first draft

Circulate first draft to peer group for critical review

Backup computer files

Final Proof-Reading Phase

Phase Work 5% Total Work 85% Maximum Grade

A-

Check logic and argument

Check sequence

Check introductory proposition and overview

Check conclusion, summary and ‘wrap up’ statement

Check paragraphing (single ideas, topic sentences, paragraph length, transitions)

Check citations, references and bibliography

Check words (straightforward terms, formal terms, definitions)

Revise Project Management Plan

Celebrate completion

Check grammar

Revise Project Management Plan

Circulate research draft to peer group for critical review

Draft key topic sentences

Incorporate feedback on penultimate draft from peer review group

MILESTONE: Penultimate text p repa red

MILESTONE: A+ Assignment delivered to assessor by due d a t e

MILESTONE: Final text circulated

DocumentIntegration

Phase

Phase Work 10% Total Work 95% Maximum Grade

A

Apply style guide/template to final text

Layout figures, graphics, appendices, break outs, etc into final document

Prepare title page, contents list, list of figures, index, glossary, acknowledgements, appendixes, headers and footers

Check layout for consistency

Update Project Management Template (for future projects)

MILESTONE: Final document c i r cu la ted

MILESTONE: Research-based text circulated

Backup computer filesBackup computer files

MILESTONE: First Draft circulated

Spell check

Circulate penultimate draft to peer group for critical review

Determine assessment grade target

ProjectPlanning

Phase

Phase Work 5% Total Work 10% Maximum Grade

E

Allocate work load hours to phases and tasks

Identify critical path

Identify milestones

Develop Gantt Work Allocation Schedule

Communicate plan to key stakeholders and peer review team

MILESTONE: Project Plan c i r cu la ted

Incorporate feedback from peer review group

Final visual and spell check

Circulate final document to peer group for critical review

Identify and/or select assignment topic

Define and understand key concepts and terms

Estimate work hours available for committing to this assignment

Identify key risks, uncertainties, deadline clashes, priorities, and contingency options

Schedule special resources, interviews, group meetings

Type up draft

Create draft outline and structure

Identify additional literature and research resources

Spell check

Initiate requests and searches for required documents and/or confirm interviews

Spell check

Incorporate feedback from peer review group

Introduce quotations, citations, and other supporting evidence and arguments

Layout Design Phase

Phase Work 5% Total Work 25% Maximum Grade

C

Design layout style (page design, titles, headings, sub- headings, fonts, margins, paragraphing, binding)

MILESTONE: Layout design and template comp lete

Figures andGraphics

Phase

Phase Work 10% Total Work 65% Maximum Grade

B

Prepare figures, diagrams, pictures and other graphics

Prepare labelling for figures etc

Prepare introductions and explanations to figures

Spell check

Check layout design against Assignment Specifications

Circulate figures to peer group for critical review

MILESTONE: Figures, graphics c i r cu la ted

Identify opportunities for using illustrations, figures, graphics, ‘break out’ sections, appendices etc

Set up design template and style guide on computer

Explain figures, graphics, tables, appendices, etc, and integrate into argument

Incorporate feedback from peer review group

Check figures, graphics, tables, etc explained

Check spelling

Check page numbers

Check layout design against Assignment Specifications

Resolve ‘widows and orphans’

Incorporate feedback on layout design and figures from peer review group

Incorporate feedback on final text from peer review group

Check spelling

Reflect and document key lessons learned, personal insights, and recommendations for carrying out future projects

Make backup hardcopy and computer backups

Backup computer files

Backup computer files

Backup computer files

Backup computer files

Receive feedback from assessor.

Revise lessons learned, and recommendations for future projects

MILESTONE: Celebrate success

Develop investigation and/or research methodology

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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StartupPhase 5 %

ProjectPlanning

5 %

First DraftWriting 10 %

LayoutDesign 5 %

Research 30 %

Enhancement 15 %

ProofReading

5 %

Figures &Graphics

10 %

DocumentIntegration

10 %

Submissionand Closing

5% %

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

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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Figure 3: Percent of Total Work in Each Work Phase

Startup 5%

Planning 5%

First Draft 10%

Layout 5%

Research 30%

Figures 10%

Enhancement 15%

ProofReading 5%

Integration 10%

Submission 5%

StartupPlanning

First Draft

Layout

ResearchFigures

First Draft

Proof Reading

Enhancement

Submission

Integration

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Task Name % of Total

Project Work

Planned Start Duration in Hours

Planned Finish Actual Start

Actual Finish

% Done

STARTUP, PLANNING, FIRST DRAFT 1/07/2000 0 1/07/2000

Startup 5 1/07/2000 1.5 2/07/2000 5

Requirements & Targets established 2/07/2000 0 2/07/2000

Project Planning 5 2/07/2000 1.5 4/07/2000 10

Project Plan Circulated 4/07/2000 0 4/07/2000

First Draft Writing 10 4/07/2000 3 7/07/2000 20

First Draft Circulated 7/07/2000 0 7/07/2000

RESEARCH, FIGURES, GRAPHICS

Research 30 7/07/2000 9 16/07/2000 50

Research-based text circulated 16/07/2000 0 16/07/2000

Layout and Design 5 16/07/2000 1.5 17/07/2000 55

Design Template completed 17/07/2000 0 17/07/2000

Figures and Graphics 10 17/07/2000 3 20/07/2000 65

Figures and Graphics circulated 20/07/2000 0 20/07/2000

ENHANCEMENT, INTEGRATION, SUBMISSION & CLOSURE

Enhancement 15 20/07/2000 4.5 25/07/2000 80

Penultimate text circulated 25/07/2000 0 25/07/2000

Final Proof Reading 5 25/07/2000 1.5 26/07/2000 85

Final Text and Figures circulated 26/07/2000 0 26/07/2000

Document Integration 10 26/07/2000 3 29/07/2000 95

Final Document circulated 29/07/2000 0 29/07/2000

Submission 2.5 29/07/2000 0.75 30/07/2000 97.5

Assignment delivered 30/07/2000 0 30/07/2000

Closure 2.5 30/07/2000 0.75 31/07/2000 100

Project Closed 31/07/2000 0 31/07/2000

31302928272625242322212019181716151413121110987654321Jul 2000

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Project Time Line for Creating an A+ Written Assignment (Relaxed Version)

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’.