JIACS19-05-11 Page 95 DESIGN PROTOTYPES INC. PROJECT MANAGEMENT (A): SELECTION OF THE PROJECT TEAM Patricia A. Lapoint, McMurry University Carrol R. Haggard, Fort Hays State University CASE DESCRIPTION The primary subject matter of this case concerns project management. A secondary issue examined is office politics. This case can be used in Project Management, Operations Management, or Quality Management courses. The case has a difficulty level of three. The case is designed to be taught in two class hours and is expected to require four hours of outside preparation by students mitted to reproduce or redistribute it for any other purpose . tted to view the material on-line and print a copy for your personal use until 20-Oct-2023. CASE SYNOPSIS Raef Conley has just been assigned his first major project. Having worked on several small projects since joining Design Prototypes Inc., 9 years ago, Raef has never taken on a major project. This is a significant opportunity for him, one that could advance his career in many ways. Although he is excited about the opportunity, he is also somewhat anxious. as while there is the potential for career advancement, he is also cognizant of the fact that failure could te that you are no mean the end of his career at Design Prototypes. Raef's first task is to assemble a project team. Raef needs to assemble a team of seven individuals selected from a pool of eleven. While all of the candidates have strengths, some appear to be better suited to the project than others. Three of the candidates have political connections which could influence their selection. Another You are pe candidate has a strong personal connection to Raef. While uncertain about his actual motives, Raef has a feeling that his boss has clear preferences toward two of the candidates. The case revolves around the questions of: How does Raef weigh technical competence with personal and political considerations? Who should Raef select for the team? Journal of the International Academy for Case Studies, Volume 19, Number 5, 2013 Distributed by The Case Centre North America Rest of the world www.thecasecentre.org t +44 (0)1234 750903 case centre All rights reserved e info.usa@thecasecentre.org e info@thecasecentre.orgJIACS19-05-11 JIACS19-05-11 Page 96 Page 97 DESIGN PROTOTYPES INC. PROJECT MANAGEMENT (A): Table 1: Project Purpose And Goals SELECTION OF THE PROJECT TEAM Purpose: to design the electronic components for a new product Goals: 1) to develop a timeline for each phase of the project Raef Conley has just been assigned his first major project. Having worked on several 2) to complete the project on time 3) to complete the project on budget small projects since joining Design Prototypes Inc. 9 years ago, Raef has never taken on a major 4) to meet customer specifications and requirements project. This is a significant opportunity for him, one that could advance his career in many ways. Although he is excited about the opportunity, he is also somewhat anxious as while there is the potential for career advancement, he is also cognizant of the fact that failure would mean Table 2: Project Team Selection Process the end of his career at Design Prototypes. 1. Assess the knowledge and technical requirements of the project Raef joined Design Prototypes Inc. after receiving his B.S. degree in Electrical 2. Diversify the team according to knowledge, skills, departmental representation, background/ experience, Engineering from a well-known university in the South. The first projects Raef worked on and vested interest in the project 20-Oct-2023 required applying his academic knowledge and training. As a project team member, Raef 3. Assess ability of the team to work together; team synergy ntil 20-Oct-2023 4. Establish team size approached his responsibilities as a team member with enthusiasm. He contributed his expertise 5. Determine time availability to the technical requirements of the project and served as an informal team leader. His technical 6. Determine team Co-location or virtual der ref F4598un redistribute it for any other purpose expertise and his ability to work effectively with diverse team members were no doubt factors in 2 Order ref F459800; his selection as project manager. Although he was confident he could successfully meet the Based on the purpose and goals of the project and the team selection process, Raef felt challenges as project manager, he had concerns. that a team of 6-8 persons would be sufficient. The following are brief biographies of potential His role in the new project was very different than his involvement in previous projects. team members: This project required less hands-on in the application of his technical skills, rather it demanded iya Taniya on 20-Oct-2022. Order project management skills. While he was confident that he could apply his technical knowledge 1. Michael Matson: 6 years with the company; B.S. in Civil Engineering; no previous project experience; strong performer; motivated; eager to take on new assignments; home department-Civil Engineering to any project, actually managing the project is an entirely different skill set requirement; a skill 2. Elroy Bennett: 22 years with the company; worked for 2 major engineering firms prior to Design set for which he was concerned that his university education had not directly prepared him. Prototypes Inc.; no degree; project experience; home department- Existing Products Development 'Where should I begin", Raef thought. Drawing upon a course in his engineering 3. Alison Whitley: new graduate with a B.S. in Electrical Engineering from Raef's alma mater (Raef was program, Raef remembered Professor Bentley's discussions of project management. He searched part of the recruiting team for Alison and has been serving as an informal mentor to Alison); young, preuse by Purchased for use by Taniya hrough his old textbooks in Dr. Bentley's course (which he thankfully had kept), and found the energetic; home department-Electrical Engineering 4. Daniel Swenson: B.S. degree in Marketing; graduated with honors; experienced in new product design; topic on Project Management. He felt a good starting point would be the Project Management Please note that you are not permit Please note that you are not permi 4 years with the company; home department- New Products Development Process Model (See Figure 1). You are permitted to view the m 5. Robert Brandon: 15 years in project management; worked on 6 major projects for the company; no You are permitted to view the m degree; home department-Operations Administration Figure 1: Project Management Process Model 6. Pierce Kennedy: 7 years with the company in the Manufacturing Division; M.B.A. in Operations Management; home department-Electronics Assembly 7. Margaret Sobel: 18 years with Design Prototypes Inc.; B.S. in Management; experience working on Selection > Initiation > Planning > Delivery > Closure small projects; leadership role in 3 different areas of the company; home department-Project Administration 8. Philip Lowery: B.S. degree in Electrical Engineering; 12 years with the company; worked for 2 major Fortune 100 companies prior to joining Design Prototypes Inc.; Very good friend of Jonathon Wright, According to the model, his immediate task was to assemble a project team (Initiation Raef's manager; home department- Electrical Engineering Stage). What criteria should he use to select the team? Considering the purpose and goals of the 9. Billy Brown: 32 years with the company; no degree; worked his way through the ranks of the company project (Table 1) and referring to the Project Team Selection Process (See Table 2), Raef to his current position as Materials Management Director; home department-Materials/Purchasing believed that these factors should drive the team member composition. 10. Simon Wright: son of the VP of Engineering Division; 2 years with the company; B.A. in English and M.A. in Economics; home department-Public Relations Journal of the International Academy for Case Studies, Volume 19, Number 5, 2013 Journal of the International Academy for Case Studies, Volume 19, Number 5, 2013JIACS19-05-11 JIACS19-05-11 Page 98 Page 99 11. Rae Beth Merson: Director of Environmental Safety and Quality; M.S. in Environmental Quality; 16 years with the company; previous positions prior to Design Prototypes Inc. include Inspector for the What follows are excerpts from several interviews. EPA, Environmental Impact Analyst, and Feasibility Studies Coordinator/Director; home department-Environmental Safety and Quality Interview with Elroy Bennett: Raef decided that he should pare down the 11 individuals based upon specific criteria. Therefore, he established the following criteria to screen each of the 11 individuals: Raef: "Good morning Elroy. Please be seated. As you probably know I am assembling a project team to design the electronic components for one of our new products (Alpha C306). . At least 3 of the team members need the technical engineering expertise required for the project. Your name was recommended to me by your supervisor, Gavin Dodd. Did Mr. Dodd fill b. Project experience preferred you in on any of the project details"? Elroy: Dodd was sketchy on the project details." I did, however receive the Fact Sheet." Raef also felt that there was great value in having a diverse team, so, beyond these Raef: "Good. The project requires significant engineering expertise as well as marketing, and ntil 20-Oct-2023 criteria, team diversity would be an additional factor in making the selections manufacturing expertise. Your 22 years with the company in the engineering department In order to prepare for the interviews, based upon the team member selection criteria, rsonal use until 20-Oct - 2023 . as well as your previous experience at 2 engineering firms and project experience make Raef decided to initially place each of the candidates into 3 groups: 1) those that seemed to fully you an ideal candidate to work on this project. The team will begin its work with a meet the criteria (Elroy Bennett), 2) those that seemed to partially meet the criteria (Michael conceptual prototype design of the electronic component. The task of the project team is Matson, Alison Whitley, Daniel Swenson, Robert Brandon, Margaret Sobel, Philip Lowery,), o develop the specifications for the ALPHA C306 with a target launch date in 2 years. and 3) those that did not seem to meet either criteria (Pierce Kennedy, Billy Brown, Simon aniya on 20-Oct-2022. Order ref F459800. That is about as specific as I can get right now. We have a reasonable project budget to Wright, Rae Beth Merson) work with. Do you think you might be interested?" As part of the process, Raef contacted managers in each of the relevant home Elroy: "I think so". Will I have to also do my job in the department as well?" departments in order to solicit their support for the project and to negotiate that candidate's time Raef: "We are still working with supervisors on that issue, but I feel confident that something for the project. Realistically, Raef knew that he would only get a percentage of a candidate's can be arranged to free up some of your time to work on this project. I expect that the time to work the project since the home department's work would also need attention. Some of project will take about 20 months to complete, but not everyone on the team will be ed to view the material on-line and print a copy for you hese negotiations are still in progress. Raef proceeded to contact each person on the list, committed for the entire project life. Do you have any other questions?" schedule an interview appointment, and e-mail a copy of the FACT SHEET for the project prior Elroy: "No, not at this time". to the interview. The FACT SHEET is as follows: Purchased for use by Taniy Raef: Well, thank you for your time and I will let you know one way or the other if you are selected for the team." chased fo Please note that you are not permit Figure 2: FACT SHEET ALPHA PROJECT FACT SHEET Interview with Alison Whitley: You are permitted Thank you for your interest in the Alpha Project. The following is a basic description of the ALPHA Project. Raef: 'Good to see you Alison. Please have a seat. How has the job been going?" At this stage of the development process, we are still working with the conceptual product prototype, but as the Alison: "It is great! My supervisor, Blake Thompson, is so supportive and wow, is he ever project unfolds, more specific details will develop. The ALPHA Project involves the design of an electronic smart. I feel so fortunate to work with a man like Blake. My coworkers are highly component with multiple versatile market applications. The basic target markets are business-to-business. The objective of the design team is to take the conceptual prototype design and create the specifications for a commercial talented and very easy to work with and of course, you have been a tremendous product which is targeted to launch 2 years from now source of support and have provided invaluable guidance. I feel like a real part of a Senior management is very excited about the prospects for the new product and expects the members of the team." project team will be up to the challenge. The final team size will be 6-8 members, chosen from a well-screened list Raef: Thank you, I can see your level of enthusiasm has not waned since coming on board. after the selection interviews are completed. As you know, I am assembling a project team to design a new product. The new Again, thank you for your interest, and I look forward to meeting with you at the interview. Regards, product has the potential to become one of the biggest selling products for the Raef Conley Journal of the International Academy for Case Studies, Volume 19, Number 5, 2013 Journal of the International Academy for Case Studies, Volume 19, Number 5, 2013JIACS1 9-05-11 company; it could over time develop into a new division of products. That is why I thought you should join the project Alpha team." \"Absolutely, yes, yes". When will the project begin?" The actual dates have not yet been determined, but my best guess is within the next 3 months. I need to have the 7-member team selected and in place by then.\" \"I know I am new to the company, but I believe I have a lot to contribute to the team. It sounds like an amazing opportunity to learn, I know my degree in Electrical Engineering will be useful to the project, but I also know that I can work with anyone." \"I think you could contribute to the successful completion of the project. It would certainly be a developmental opportunity for you and who knows there could be career advancement opportunities later on.\" \"I like the sound of that\". When do you think you will make yotu' decisions?\" I need to conduct several more interviews, but expect to have the selection decisions made within the next 3 weeks.\" Do you have any questions?" \"Not at this time, but can I call you later if I do?" I would also like to know more about this new product Alpha C306. Is there any information available I could read or someone I might speak with about the product concept?\" \"I see you have done your homework; very few people know the product name. Let me get back to you on that. Product development projects are highly condential, so JIACS1 9-05-11 Page 1/11 important diverse expertise is to the design of the product. It can make a signicant difference to the costs of materials, manufacturing, and to the costs of distribution." \"This project appears to be very complex. Were there times during the project where you felt you were overwhelmed, over your head that is?\" \"To be honest, yes. Aer all, I was only a student; I did not have 'real world' experience at that point. The project team leader was someone with experience and I felt very comfortable going to her for any issues I had.\" \"That is a solid testimony for good leadership skills for any project manager. Do you have any questions about the project or about me?\" \"Just one. If I were selected for the team and decided to participate, how much autonomy might I have?\" What do you mean by autonomy, Daniel?\" Some project managers allow you the discretion to make some decisions related to the work you are doing; others may not. What approach would you take managing this project?\" Well, I would like to think I could give team members enough exibility to work their parts of the project, but at the same time, when circumstances arise, I may have to make the nal decision. Do you think you can live with that?\" I expect I can if I am allowed some freedom to make some decisions over those parts of the project assigned to me." nu-2023 ranymh a pase andpnnucopylorywrp. naiuuu andpnmacopylorywrp. naluuu to Ianmdum or mdlstrlhtttev amya an chtezzz Order remaas to mutation or redistrihmev there may be some sensitivity to how much information is available." Good. I will be contacting everyone shortly about my team selection decisions. Thank Alison: "I understand. I look forward to your call.\" you for coming to lunch with me. My treat! Interview with Daniel Swenson: Interview with Robert Brandon: Raef: "Hello Daniel. I hope that our interview over lunch works for you. This has been an incredible week. I have interviewed several people for the project team. I did not realize that picking a project team was so time intensive. I am leaming. From your credential search I see that you have experience in product design. Can you describe that experience for me?\" \"Of course. I majored in Marketing at the university, graduating with honors, My honors project involved designing a prefabricated electrical switch, digital, of course, for electrical energy usage. The other team members had specialized electronic backgrounds. We worked with a major customer in the community. Our product design was so favorably received by the customer that the local government decided to fund the project for further research and development. Our team worked with component parts suppliers to help us identify cost savings for materials used in the product. Until I worked on this type of product design team I did not realize how Raef: \" Good morning Robert. I hope the trafc from Corporate was not too stressful. I usually take the 1-645 loop each morning and that trafc can be brutal." Robert: \" Actually, it wasn't that bad except for a 2-mile section of construction. It always seems as if some roadway in the area is under construction; there is no way to avoid it.\" Raef: \" That is absolutely true. I am appreciative that you took the time from your busy schedule to interview for the project team. Do you have any comments or questions related to the Fact Sheet information sent to you previously?" I read on the Fact Sheet that the product design is still in its conceptual stage. As you know, I have had extensive experience working on projects, large and small, and in various stages of development. Senior management's goal of having the product ready for commercial application is only 2 years. At this stage of product development that timeline seems a bit too optimistic to me. From my experience in Furatased lot use by ramya ramya an ZGOctAZDZZ Order museum. You are pevmmu oviewthc m Please not hat you am n p the company working on product development projects in the earlier conceptual Journal afme International Academy for Case Slaaies, Volume 19, Number 5, 2013 Journal ofthe InlemationalAmdemyfor Case Studies, Volume 19. Number 5. 2013 JIACS1 9-05-11 stages it generally takes anywhere from 2.5-4 years to launch a new product. Is there any exibility in the timeline, Raei'l\" It may be possible to squeeze another 6 months out of management, but certainly not much more than that. I have evaluated the project requirements and I believe that with the right combination of people, we can meet the goal. Clearly, it will not be easy; it will require a strong commitment of time and energy from each team member, as well as the resources to pull this off. But when we do, the rewards will be signicant not only for the company but also for those of us who contributed to its successful launch I can also tell you that senior management has committed a realistic budget for the project for which I fought most vigorously.\" "I do not want you to think I am hesitant to join the team, but I have some serious concerns about the strict timeline for product launch; I thrive on the challenge of working on projects especially those that can have a strong impact on the company's growth. But I need to tell you that I am working on my degree and my wife and I are expecting another child in 5 months." \"Congratulations. Robert!\" \"Thank you. This is our third child and we are hoping for a boy this time\". \"There is no question that family and college take a lot of time. Do you think we can work through the time demand if you were chosen for the team, Robert?\" \"As much as I would like to join the team and I know I can make a valuable contribution, I am not 100% sure. I don't want to make a promise that I am not able to keep.\" \"I appreciate your honesty, Robert. Take a few days to consider the invitation and get back with me with your decision. Does that solmd OK with you?\" \"Denitely- more than reasonable! I will call you in a couple of days. Thank you for your time Raef.\" As Robert turned to leave the ofce, Raef shouted \"Watch out for that traffic!" Interview with Simon Wright: Raef: Simon: Good morning Simon, it is nice to meet you. As you may know, I am assembling a Dude, I know all about the project and] am here to tell you that I am your man. In fact, I have already started working on it. When I learned of the project 3 weeks ago, I started looking into Design Prototypes history on project development. Applying my economics background, I found a somewhat disturbing pattern; the company has a tendency in initially under funding development projects, so the pattern is that it takes much longer than is necessary to nally develop the project. Being able to take this data to the right person, sometimes it is nice to be connected, I was able to negotiate a Journal oflhe International Acudemyfor Case Studies, Volume 19, Number 5, 2013 me n tor any mm purpose our personal us. will emu-2023 2 Omev museum. Illa and pnnia copy ed to mpmdum or m JIACS1 9-05-11 Page 1/13 Raef: much larger budget than has been the pattern. (The amount Simon mentioned was $100,000 less than what Raef had been promised.) The only dovmside is that we have to nish the project in 18 months, but, it should be doable. When do you start? Well, Simon, it looks like you understand the project, do you have any questions? No, I am on top of things, besides, I probably know more about the project that you do. I think that I have made my major contribution to the project in securing funding, although if you run short, I might be able to get another $40-$50,000. Thanks for coming in, I will get back to you on the composition of the team. Interview with Philip Lowery: Raef: Philip: Raef: Good morning Philip. As I am sure you know, I am assembling a project team to design the electronic components for one of our new products. Yes, I am aware of the project, since we work in the same department; it is hard to keep something like that a secret. The project requires signicant engineering expertise as well as marketing and manufacturing expertise. Obviously, you were invited to be considered as part of the team due to your engineering expertise, that and I appreciate the way that you mentored me when I rst started at Design Prototypes. Thanks for that, I appreciate your condence in me, From what I have heard and read about the project, thanks for the Fact sheet by the way, it was informative, I think that I could make some signicant contributions to the project. You envision the project lasting 2 years, is that correct? That is correct. While I wouldn't want this to get out,... can I trust you? Certainly, what you say here stays here. As you may know, I am 63 and I am seriously considering retiring in the next 18 months. I am starting to 'feel my age' as they say, and my wife and I would like to do some traveling while we are still physically able to do so. So, While the project certainly sounds exciting and something that I am very interested in, I am afraid that I won't be able to commit to seeing it completed. However, ifI am part of the team, I will give it my best effort as long as I am here. Thank you for your honesty. You can be assured that your plans are safe with me. Do you have any other questions? Not at this time. I will be making my decision in the next few weeks and will let you know. Journal ofthe International Academy for Care Studies, Volume 19. Number 5. 2013 Furaizsed In! use by r mya ramya pn 200mm Omev museum. You ave pevmmud Iuwewm. matev on-hne and pnnu copy varywr personal us. will zoom-2023 Please note mat you are not permuted to Iagmdum or redistribute n tor any mm purpose JIACS19-05-11 JIACS19-05-11 Page 104 Page 105 Interview with Rae Beth Merson: Jonathon: "Hey Raef, how's it going? I understand you have completed all of the interviews for the project team. I had a call from the Engineering VP about his son, Simon. I Raef: Good morning, Ms. Merson. Please be seated. Did you have any trouble finding was also curious what you thought of Philip Lowery.' my office?" Raef: "Well, I haven't had a chance to evaluate each of them yet; that is my next step." Rae Beth: "No, your directions were very good. I didn't even have to use my Garmin." Jonathon: "Can you give me some preliminary sense of Simon's and Philip's chances of Raef: As you know, I am putting together a project team...' being on the team?" Rae Beth: 'Yes, I heard about this from the VP of the Engineering Division last week at the Raef: "They both have something to offer the team. Philip has the specialized technical annual benefit for Neglected and Abused Children. Isn't Mary Beth, his wife, knowledge in Electrical Engineering, and Simon's knowledge of economics might lovely?" be useful in cost determination of the best components to use in the design. That is Raef: "I have never had the pleasure of meeting her." about all I can say at this point. But I am on a short deadline to make the team Rae Beth: "Oh, you should. She is so heavily involved in community activities; I do not member decisions soon." ntil 20-Oct-2023 know where she finds the time. I am sorry, you were saying." Jonathon: "I trust you will make the 'right' decisions, Raef." Raef: "I am putting this project team together for a new product and quite frankly, Ms. As Jonathon left Raef's office he couldn't get Jonathon's words out of his head. What did r personal use until 20-Oct-2023. Merson, your credentials are impressive. The product will fill a need in the Jonathon mean by the 'right' decisions? energy sector. As you are aware, we are very environmentally conscious at Design Prototypes, and all of our products need to meet or exceed environmental standards. How do you think you can contribute to this project team?" Taniya on 20-Oct-2022. Order ref F459800. Oct-202% Rae Beth: "As you stated, I believe my credentials speak for themselves. I have dedicated myself professionally and personally to environmental issues. Over the years I have worked in both the public and private sectors in Environmental Quality. I Please note that you are not permitted to reproduce or redistribute it for any other purpose have learned that if products are designed with environmental quality in mind, then the usage for those products will help to serve our long-term environmental goals as a nation. This project seems to serve as furthering those long-term use by Taniy You are permitted to view the material on-line and print a copy for your Purchased for use by Taniya Taniya on 20 societal goals." Raef: "I could not agree with you more, Ms. Merson. Do you have any questions about the project?' Purchased for u Rae Beth: "No, I think I have the information I need to make a decision should you select Please note that you ar me for the team." You are permitted to vie Raef: "Thank you for your time, and I will be in touch." Raef was glad that Rae Beth Merson was his last interview. As he reflected on all of the interviews, one thing became very clear. All of these individuals had something to offer the team. It would be easy to select them all, but he knew he could only select 7 of them. Which 7 would he choose? At that moment, Jonathan Wright, Raef's manager popped into his office. Journal of the International Academy for Case Studies, Volume 19, Number 5, 2013 Journal of the International Academy for Case Studies, Volume 19, Number 5, 2013