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Applied Project Handbook

For the

Solar Engineering and Commercialization Professional Sciences Master’s Program

Arizona State University

Steven W. Trimble, PhD

Revision 6, 19 Jan 2021 (TLA)

Contents 1. Introduction and Basic Information .......................................................................................................... 1

1.1 Welcome ............................................................................................................................................. 1

1.2 Purpose ............................................................................................................................................... 1

1.3 Outcomes ............................................................................................................................................ 1

1.4 Major Applied Project Deliverables .................................................................................................... 1

1.5 Process ................................................................................................................................................ 2

1.6 Schedule .............................................................................................................................................. 2

1.7 Labor Budget ....................................................................................................................................... 2

1.8 Project Hours Logbook Sheet .............................................................................................................. 2

1.9 Project Notebook ................................................................................. Error! Bookmark not defined.

1.10 Transition from Student to Professional ........................................................................................... 3

1.11 The Importance of Project Management ......................................................................................... 3

1.12 Colloquium Applied Project Workshops ............................................ Error! Bookmark not defined.

1.13 Course SEC 593: Applied Project Preparation and Commercialization Principles ........................... 3

1.14 Applied Project Advisors and Their Duties ........................................................................................ 4

1.15 Format for Progress Reports to Advisors .......................................................................................... 5

1.16 Project Evaluation ............................................................................................................................. 6

1.17 Lessons Learned ................................................................................................................................ 6

1.18 Professional Communications .......................................................................................................... 6

1.19 Applied Project Final Report Format ................................................................................................ 7

1.20 Defense Presentation Format ........................................................................................................... 9

2. Applied Project Criteria, Format and Examples ........................................................................................ 9

2.1 Criteria................................................................................................................................................. 9

2.2 Format ................................................................................................................................................. 9

2.3 Prior Applied Project Examples ........................................................................................................... 9

2.4 Example Scenarios for Applied Projects Incorporating a Student-Created Solution ........................ 10

2.5 Example 1. Product Design ............................................................................................................... 10

2.6 Example 2. Educational Software ..................................................................................................... 11

2.7 Example 3. Performance of an Existing Solar System ....................................................................... 11

2.8 Example 4. CSP Thermal Storage System .......................................................................................... 12

3. Phase 1: Exploration ............................................................................................................................... 13

3.1 Purpose ............................................................................................................................................. 13

3.2 Outcomes .......................................................................................................................................... 13

3.3 Approach ........................................................................................................................................... 13

3.4 Career Questions .............................................................................................................................. 13

3.5 Literature Review and Interviews ..................................................................................................... 13

3.6 Data Analysis and Selection of Candidate Topics ............................................................................. 14

3.7 Phase 1 Exit Criteria Checklist ........................................................................................................... 14

4. Phase 2: Selecting a Topic and Advisors and Presenting at the Shark Tank ........................................... 14

4.1 Purpose ............................................................................................................................................. 14

4.2 Outcomes .......................................................................................................................................... 14

4.3 Approach ........................................................................................................................................... 14

4.4 Problem Statement Selection ........................................................................................................... 15

4.5 Enrollment of Advisors ...................................................................................................................... 15

4.6 Problem Statement Solution Requirements Definition .................................................................... 15

4.7 First Progress Report to the Advisors ............................................................................................... 15

4.8 Project Management Competencies ................................................................................................ 15

4.9 Plan for Preparing the Initial Project Proposal .................................................................................. 15

4.10 Preparing for the Shark Tank ............................................................. Error! Bookmark not defined.

4.11 Phase 2 Exit Criteria Checklist ......................................................................................................... 16

5. Phase 3: Preparing the Project Proposal ................................................................................................. 17

5.1 Purpose ............................................................................................................................................. 17

5.2 Outcomes .......................................................................................................................................... 17

5.3 Approach ........................................................................................................................................... 17

5.4 The Importance of the Project Proposal ........................................................................................... 18

5.5 How Can One Plan a New Project? ................................................................................................... 18

5.8 General Methods for Identifying Project Tasks ................................................................................ 18

5.9 Use this Handbook to Help Identify Required Tasks ......................................................................... 19

5.10 A Good Baseline Plan Is Needed ..................................................................................................... 19

5.11 Task Dictionary ................................................................................................................................ 19

iii

5.13 Turning Tasks into an Activity Network .......................................................................................... 19

5.14 Project Schedules ............................................................................................................................ 22

5.15 Project Schedules are Living Documents ........................................................................................ 22

5.16 Labor Budget Chart ......................................................................................................................... 23

5.17 Tracking Actual Labor Spent versus Budgeted Amount .................................................................. 23

5.18 Material Budgets ............................................................................................................................. 25

5.19 Managing Risk ................................................................................................................................. 25

5.21 Phase 3 Exit Criteria Checklist ......................................................................................................... 25

6. Phase 4: Initial Work ............................................................................................................................... 27

6.1 Purpose ............................................................................................................................................. 27

6.2 The Dangers of Not Working Hard in Phase 4 .................................................................................. 27

6.3 Outcomes .......................................................................................................................................... 27

6.4 Approach ........................................................................................................................................... 27

6.5 Project Review No. 1 ......................................................................................................................... 28

6.6 Phase 4 Exit Criteria Checklist ........................................................................................................... 28

7. Phase 5: Major Work............................................................................................................................... 29

7.1 Purpose and Overview ...................................................................................................................... 29

7.2 Outcomes .......................................................................................................................................... 29

7.3 Approach ........................................................................................................................................... 29

7.4 Project Review No. 2 ......................................................................................................................... 29

7.5 Phase 5 Exit Criteria Checklist ........................................................................................................... 30

8. Phase 6: Final Work ................................................................................................................................. 31

8.1 Purpose ............................................................................................................................................. 31

8.2 Outcomes .......................................................................................................................................... 31

8.3 Approach ........................................................................................................................................... 31

8.4 Project Review No. 3 ......................................................................................................................... 31

8.5 Phase 6 Exit Criteria Checklist ........................................................................................................... 32

9. Phase 7: Final Documentation ................................................................................................................ 33

9.1 Purpose ............................................................................................................................................. 33

9.2 Outcomes .......................................................................................................................................... 33

9.3 Approach ........................................................................................................................................... 33

9.4 Phase 7 Exit Criteria Checklist ........................................................................................................... 33

Appendix A: Forms and Worksheets ............................................................................................................. 1

Applied Project Time Logbook Sheet ........................................................................................................ 1

Worksheet 1: Solar Industry Career Questions ........................................................................................ 2

Worksheet 2: Literature Review ............................................................................................................... 3

Worksheet 3: Interviews ........................................................................................................................... 4

Worksheet 4: Go-Forward Topics and Issues ........................................................................................... 5

Worksheet 5: Problem Statement Selection ............................................................................................ 6

Worksheet 6: Enrollment of Advisors ....................................................................................................... 7

Worksheet 7: Problem Statement Requirements .................................................................................... 8

Worksheet 8: Plan for Preparing the Initial Project Proposal ................................................................... 9

Review No. 1 Feedback Form for Advisor ............................................................................................... 11

Review No. 1 Feedback Form for Faculty Advisor .................................................................................. 12

Review No. 2 Feedback Form for Industry Advisor ................................................................................. 13

Review No. 2 Feedback Form for Faculty Advisor .................................................................................. 14

Appendix B. Phase Exit Criteria Checklists .................................................................................................. 15

Exit Criteria Checklist: Phase 1 Exploration ............................................................................................ 15

Exit Criteria Checklist: Phase 2: Selecting a Topic and Advisors ............................................................. 16

Exist Criteria Checklist: Phase 3: Proposal Preparation .......................................................................... 17

Exit Criteria Checklist: Phase 4: Initial Work ........................................................................................... 18

Exit Criteria Checklist: Phase 5: Major Work .......................................................................................... 19

Exit Criteria Checklist: Phase 6: Final Work ............................................................................................ 20

Exit Criteria Checklist: Phase 7: Final Documentation ............................................................................ 21

Appendix C. Progress Reports to the Advisors ........................................................................................... 22

Introduction ............................................................................................................................................ 22

Progress Report Email Format ................................................................................................................ 22

Schedule Format ..................................................................................................................................... 22

Labor Chart Format ................................................................................................................................. 22

Example Progress Report ........................................................................................................................ 23

1. Introduction and Basic Information 1.1 Welcome

The Applied Project is the culminating event for the PSM SEEC program. It is an opportunity for the student to apply what they have learned during the course of the program and to network with industry leaders. In the process of conducting the Applied Project, the student will solve a solar industry problem and demonstrate the ability to manage a project using industry tools.

Members of the PSM SEEC faculty and industry mentors willing to help each student be successful. They are here to advise, guide and evaluate; however, it is up to the student to manage and conduct their own Applied Project effort.

1.2 Purpose

The purpose of this handbook is to provide the PSM SEEC student and mentors with the information necessary to conduct and advise the Applied Project, respectively. It is imperative that the student become familiar with the contents and follow the guidelines provided herein.

1.3 Outcomes

The Applied Project is the culminating activity for the PSM SEEC student. It is a major effort requiring at least 140 hours of student work spread over seven months (Jan through July). The Applied Project requires the student to find a solar energy problem in the “real world” and then solve it using the skills and abilities gained through the solar PSM program. The solution can take a number of forms such as a business plan, prototype design, policy analysis, student designed/conducted performance evaluation, etc. The outcomes of the Applied Project are threefold:

1. To solve an industry problem concerning solar energy engineering and commercialization.

2. To have the student demonstrate the ability to apply solar PSM coursework to the project.

3. To have the student demonstrate the ability to plan and manage a project.

1.4 Major Applied Project Deliverables

The major deliverables for the Applied Project are as follows:

• Project Log Book (log activities, Gantt charts, and Progress Reports) • Applied Project Proposal • Applied Project Final Report (must contain a literature review & address aspects below) • Applied Project Presentation

1.5 Process

The Applied Project process is divided into seven sequential phases as follows:

• Phase 1: Topic Exploration • Phase 2: Topic Selections • Phase 3: Project Proposal • Phase 4: Initial Work • Phase 5: Major Work • Phase 6: Final Work

1.6 Schedule

Figure 1-1 presents a generic Applied Project schedule. There are a number of key program milestones that must be considered when planning the Applied Project. All milestones discussed throughout this document are based on fall admission and a 12-month degree completion schedule. The major milestones are as follows:

• Applied Project Proposal Due (mid Feb) • Phase 4 Review with Advisors (early-April) • Schedule presentation Date (Mid-May) • Phase 5 Review with Advisors (end of May) • Phase 6 Review with Advisors (end of June) • Applied Project Report and Presentation (mid through end of July)

The student must follow this schedule. Milestones must be reached and work must be completed on-time. Delays by the student in completing work as scheduled may delay the normal graduation date. It is imperative that the student manages their time and starts each phase at the appropriate time.

1.7 Labor Budget

The student will need to spend at least 135 hours on the Applied Project. These hours are spread over 7 months. Table 1-1 provides a highly suggested allocation of the time by both month and semester.

1.8 Project Hours Logbook Sheet

Employers and clients expect their professionals to keep track of the hours spent on each project. Therefore, students will keep a record of the time they spend on their Applied Project on a Logbook Sheet. This is provided in Appendix A as Form 1. The Logbook Sheet will be included in the Appendix of the Applied Project Report. It should be updated whenever the

student spends time on the Applied Project. Keeping the logbook up-to-date is one of the factors affecting the Applied Project grade.

1.10 Transition from Student to Professional

Students tend to be over-committed. There are always more assignments than time to properly complete them. Many students are good at “cutting corners” and streamlining their problem-solving strategies to save time. They put a premium on saving time. They consider this being efficient. This strategy often works in school because the problems tend to be simple and well-defined.

Real world problems are different. They tend to originate as issues. A major task is finding the right problem within the issue. These problems are usually complex with incomplete information. The pathway to a solution is usually not clear. There are often roadblocks and changing conditions. Assumptions made early in the process are often proven incorrect as the project progresses. Industry problems take time—a lot of time. The process by its very nature is not efficient (many false starts and mid-course corrections), yet the process is effective¸ that is, it results in a solution that solves the complex problem.

Many good students have trouble with the process of solving industry problems. They want to cling to their old student approaches like “cutting corners” rather than embracing the problem- solving approaches used by successful professionals. The Applied Project process has been designed to transition the student into following effective approaches to solving complex industry problems. This process enables the student to be a critical thinker who challenges every assumption, documents their work and looks for multiple candidate solutions before settling on a final approach.

1.11 The Importance of Project Management

Successful professionals define their project scopes to fit the available resources. They carefully define the outcomes to be achieved. They then manage their projects so they achieve all their objectives within the available resources and time frames. Employers want to hire new graduates who have demonstrated their project management skills in the conduct of their Applied Projects.

1.13 Course SEC 593: Applied Project Preparation and Commercialization Principles

The course SEC 593 will cover several Phases of the Applied Project process. In addition, this course will cover commercialization principles and their application to the development of the solar energy industry.

1.14 Applied Project Mentor and Their Duties

The Applied Project must address a solar energy (or renewable energy) industry issue. The student will need the advice and guidance of someone from industry that is associated with the selected issue. The student will also need advice and guidance from a faculty member to help the student apply PSM SEEC coursework to the Applied Project. The advisors also serve as the quality check on the student’s work. Therefore, the advisors will be the ones (along with the instructor) to approve the exit criteria checklists for Applied Project phases 3 through 7.

The student is the manager of the Applied Project and not the advisors. It is the student’s responsibility to meet all Applied Project schedule items on-time and with acceptable quality. It is also the student’s responsibility to have regular communications with their advisors. Students are required to provide email progress reports to the advisors every two weeks.

It is the student’s responsibility to enroll both a faculty member and a representative from industry as project advisors. Students will have an opportunity to network with faculty and industry professionals during PSM SEEC events. PSM SEEC course instructors can also provide help to the student in finding the right advisors for their project.

Students should be aware that their industry advisor is often an excellent avenue to networking within the solar energy industry and, ideally, will become a mentor or colleague throughout the student’s career. The opportunity to have an industry advisor is a unique benefit of the PSM SEEC program. These industry advisors are very busy. The student needs to be mindful of the industry advisor’s time constraints. The student needs to make special use of phone calls and emails to allow the industry advisor to work their advising into an already busy schedule. The goal is to limit and maximize the time commitment of the industry advisor. The same goal applies to the faculty advisor.

The duties of the faculty and industry advisors are to provide expertise, guidance and accountability to the student in accomplishing the Applied Project. The advisors along with the SEC 593 instructor determine the Applied Project grade. The grade must be a “Satifactory” or better.

The PSM SEEC program is deeply thankful for the Applied Project Mentors. Their time and expertise are a key element in conducting this unique program. A list of specific advisor duties is given in Table 1-2.

Table 1-2. Industry Mentor Duties

1. Agree in writing (email) to the student that you will be the advisor for their Applied Project.

2. Read this handbook to understand the requirements of the Applied Project. 3. Help the student fill-out Worksheet 6: Enrollment of Advisors (see Appendix A, Figure A-

7). 4. Help the student fill-out Worksheet 7: Problem Statement Requirements (Appendix A,

Figure A-8). 1. Respond to student emails and phone calls. The student should be communicating with

the advisor at least every two weeks. Advisors should expect the student to be concise and clear in their communications in the format given in Appendix C of this handbook.

2. Conduct Project Reviews 1 and 2 with the student. This can be by ZOOM Meeting, over- the-phone or by email. The student will prepare the reviews according to the format given in the handbook. The advisors will provide feedback with the following forms provided in Appendix A: Figures A-10, A-11, A-12 and A-13.

3. Conduct Project Review 3 with the student by discussing the draft final report 4. Review and approve phase exit checklists for Phases 3-7. 5. Review the draft final report and provide feedback. 6. Attend the Applied Project presentation and provide feedback. 7. Email your grade for the student’s Applied Project to the PSM SEEC Program Chair. The

grade is based on how well the student interfaced with the advisor, solved the industry problem, prepared the Applied Project final report, prepared the Applied Project reflection and conducted the Applied Project defense.

1.15 Format for Progress Reports to Advisors

It is important for the student to keep the advisors informed of their progress. It is up to the student to eliminate the burden of the advisors going back over prior emails to understand what is being done on the project. The best way to do this is for the student to email a progress report to their advisors every two weeks. This progress report will provide an updated schedule, updated labor versus time. These items must be prepared according to the instructions of the SEC 593 instructor. In addition, there needs to be a discussion of progress, current issues and plans for the next reporting period. A list of requested advisor action items

also needs to be included. The goal is to be concise, but complete. An example of a progress report is given in Appendix C.

1.16 Project Evaluation

Successful projects meet all their objectives on-time and within their resource budgets. For the Applied Project, the most valuable resource is the student’s time as measured in labor hours. The key to effective project management is making the project plan a living document that is updated as conditions change on the project. These updates need to be discussed with and approved by the advisors.

Some of the questions that should be asked when evaluating the project are listed below.

• Did the project meet its objectives? • Was the project notebook kept up to date? • What unexpected issues occurred and how were they effectively handled? • Did the project advisors receive email updates at least every two weeks? • Was the risk mitigation plan presented in the project proposal effective? • Were variances in schedule and budget properly addressed during Review 1, Review 2

and the Applied Project reflection?

1.17 Lessons Learned

Successful organizations are learning organizations. They take the time to evaluate their completed projects and identify what worked and did not work. For items that did not work, the organization identifies better approaches to be taken next time this item is encountered. Learning organizations value employees and suppliers who know how to identify these lessons learned.

Part of the Applied Project process is to demonstrate this competency. The best practice approach is to capture the lessons learned as they occur during the project and enter them into the project notebook. This record makes it easy to complete the lessons learned section of the Applied Project reflection during Phase 7.

1.18 Professional Communications

All Applied Project documents must be professionally prepared. This means the ideas are logically presented, the formats conform to the requirements, the rules of English grammar are followed and the writing is easy to read. It also means that all graphics are easy to read and the captions tell the reader what is important about the graphic. All ideas and information not created by the student must be referenced.

Students are expected to have another party review and edit their communications.

1.19 Applied Project Final Report Format

The Applied Project is intended for students whose career aspirations are best served by gaining practical experience in developing a solution to a solar energy industry problem. The Applied Project must be accomplished in partnership with an organization within the solar energy (or renewable energy) industry. The solution can take a number of forms such as a business plan, prototype design, policy analysis, student designed/conducted performance evaluation, etc.

The Applied Project final report describes the problem and its solution. The format for the final report is provided below.

Title page

Abstract

Acknowledgments

Table of Contents

1. Introduction

1.1 Description of the Industry Issue

• What is the need the project seeks to address • Why is the project worth doing • What industry organization is involved • Who are the stakeholders

1.2 Problem Statement

• Provide a concise and clear problem statement that defines the type of solution desired and the scope of the solution expected.

• Include statements of what the problem does not cover • Describe the significance of this problem to society • Describe why this problem is unique

1.3 Solution Requirements

• List what requirements the solution must satisfy in order for it to be acceptable for the given problem statement.

2. Background Information

• Present the information gathered about the issue including prior attempts at a solution from both a literature review and interviews with appropriate people

• Present information about applicable solar energy coursework and tools such as computer programs, etc.

• Present information about solutions to similar problems

3. Project Approach

• This section describes the both the technical and project management processes used to complete the project.

• For the technical approach break the project down into major tasks and describe each task.

• Present a completed project schedule that shows the major tasks, project phases and major milestones that were accomplished.

• Describe how the project was managed.

4. Project Results

• Describe what tasks were accomplished and what the results were. • Include results for each solution requirement given in Section 1.3.

5. Conclusions

• Discuss the major conclusions based on the results. • State how well the solution satisfies the problem statement requirements. • State how well the project was managed

6. Recommendations

• Describe what the major stakeholders should do next. • Identify any additional work that should be done to improve the solution.

7. References

• References should be in AIP format. Any deviation in formatting must be approved by the PSM SEEC Program Chair.

Appendices and Attachments

1.20 Presentation Format

The format for the defense presentation slides is provided in Figure 1-4.

• Title • Issue Background • Problem Statement and Significance • Problem Statement Requirements • Approach • Candidate Solutions Considered • Final Solution Implementation (several slides covering the work done and

showing that the solution meets all the problem statement requirements). • Conclusions • Recommendation • Acknowledgements • References

2. Applied Project Criteria, Format and Examples 2.1 Criteria

The Applied Project must address a specific problem in the solar (or renewable) energy industry. The student must create a solution using the skills and abilities developed during the PSM SEEC program. It is desirable that the student actually implements the solution and measures its success. If this is not possible, then an implementation plan and a rationale for expected success must be provided.

The Applied Project must be centered on the student’s creative solution to a solar (or renewable) energy industry problem. The Applied Project cannot just involve the reporting of work done by others.

2.2 Format

The PSM SEEC Applied Project requires a final report and a presentation.

2.3 Prior Applied Project Examples

Table 2-1 lists the titles of many prior project reports. This gives the student a good idea of the many different issues within the solar energy industry. Examples of selected reports are posted on the PSM SEEC program website.

Table 2-1 Examples of Prior Applied Projects and Industry Advisors

2.4 Example Scenarios for Applied Projects Incorporating a Student-Created Solution

Four example scenarios are presented below to show how the student can take an industry issue and arrive at a specific problem that is then solved by the student.

2.5 Example 1. Product Design

The engineering manager for the ABC Company needs to reduce the cost of the PV structure they produce by 30 percent. The engineering manager has a solution in mind. She wants the PSM SEEC student to analyze her potential solution relative to meeting the required structural loads and meeting the cost reduction target. The engineering manager has agreed to be the industry advisor.

This appears to be a promising Applied Project. However, the student cannot just consider the solution recommended by the engineering manager. The student must start with the requirements of the PV structure in terms of structural loads, life, reliability, environment, ease of installation, location, etc. The student must then explore the design space and identify at least two other candidate solutions in addition to the solution proposed by the engineering manager.

The student then compares the candidate solutions to determine which solution approach best meets the requirements. The student takes the selected solution approach and optimizes the solution through analysis with the goal of reducing production cost. The cost of the optimized solution is then compared to the current production cost. The student then concludes whether the optimized solution meets the cost reduction goal.

The student also needs to develop an implementation plan for the optimized solution. The plan needs to have a compelling rationale of why it will be successful. All the work accomplished on this project will be covered in the Applied Project Final Report.

2.6 Example 2. Educational Software

The student is interested in developing solar energy educational software. The development of the software is not sufficient. The software must be the solution to an actual solar energy industry need. Establishing the need and defining specific solution requirements are an important part of the Applied Project. The student will also need to identify a specific path to implementation of the software into the solar community. For example, the student could partner with a non-governmental agency and use one of its representatives as the industry advisor. In this case, the Applied Project Final Report would include as attachments the software and user’s manual.

2.7 Example 3. Performance of an Existing Solar System

The student is interested in determining the performance of an existing solar facility. Part of the project is finding a facility that needs that type of testing. A representative from the facility should serve as the industry advisor. The student must work with the industry advisor to define the performance questions that need to be answered with the test data.

The student must create the test plan and test procedures, install and calibrate the equipment, collect and analyze the test results, and determine how well the performance questions have been answered. The students must also manage the project, evaluate its conduct and identify the lessons learned.

2.8 Example 4. CSP Thermal Storage System

The student wants to learn more about the use of concentrating solar power (CSP) thermal storage as a way of managing loads on the grid. It is not enough for the student to gather existing information on the subject and report on the findings. This knowledge must be applied to a specific solar energy industry problem. One option would be to design an off-grid industrial park that has its electricity needs solely provided by a CSP plant with thermal storage. In this scenario, the student would have to find a candidate industrial park and obtain its requirements. The student would then design the plant, estimate its capital and operating costs, and estimate the cost of electricity. A good industry advisor would be someone involved in CSP thermal storage or someone involved in developing industrial parks.

3. Phase 1: Exploration 3.1 Purpose

The overall Applied Project process that is divided into seven phases was presented in Section 1.5 This major section discusses how to conduct the first phase which is exploration of the solar energy (and renewable energy) industry to find a topic of interest.

3.2 Outcomes

The following outcomes will be achieved in this phase:

• The student will thoroughly comprehend the information in the Applied Project handbook and agree to follow the process presented therein.

• The student will have explored a variety of potential topics and their associated industry issues.

3.3 Approach

The student will use literature surveys, interviews and coursework to explore interesting solar energy topics. For topics of interest, the student will identify applicable industry issues. Whenever the student works on the project, they will enter the time spent on the time logbook sheet filed in the project notebook (see Section 1.8 for more details).

3.4 Career Questions

Phase 1 is an exciting time in the project. The student is starting the process with all things possible. The best way for the student to start is to ask questions regarding their solar energy career. Worksheet 1 (See Figure A2 in Appendix A) lists a number of such questions. It is a good idea for the student to show this worksheet to potential advisors so they know what the student wants to achieve with their Applied Project.

The answers to these questions will guide the student towards the right topics and industry issues. The Applied Project can be an excellent avenue for networking into a desired career area within the solar energy industry.

3.5 Literature Review

The student will need to find relevant literature to review such as recent books, journal articles, trade magazines, information from solar energy organizations, etc. T

3.6 Data Analysis and Selection of Candidate Topics

After completing the above worksheets, the student will need to analyze this information and then use Worksheet 4 (see Figure A-5 in Appendix A) to identify at least three topics with their industry issues for further consideration during Phase 2.

3.7 Phase 1 Exit Criteria Checklist

The final task of Phase 1 is to compete the exit criteria checklist given in Figure B-1 in Appendix B. This document will be submitted to the colloquium Applied Project instructor during the second workshop session.

4. Phase 2: Selecting a Topic and Advisors 4.1 Purpose

The purpose of Phase 2 is to finalize the Applied Project topic.

4.2 Outcomes

The following outcomes will be achieved in this phase:

• The student will select the Applied Project topic area, identify the chosen solar industry issue and define a specific problem statement.

• The student will identify the requirements that must be met by the solution to the selected problem statement.

• The student will enroll both an industry advisor and a faculty advisor. • The student will submit a draft progress report to the instructor

submit their first progress report to the advisors by the end of January. • The student will demonstrate that they have the competencies to plan and manage a

project successfully. • The student will prepare a detailed plan for how they will assemble the Project Proposal

during Phase 3. • The student will review and comprehend the writing guidelines for the Applied Project. • The student will work with their advisors to prepare an initial project plan • The student will present their initial project plan early February.

4.3 Approach

The student will learn how to complete Phase 2 during the colloquium Applied Project Workshops 3 and 4 that will be conducted in the November time frame. The student will work over the Winter Break to complete many of the Phase 2 outcomes. The student will select their

topic and advisors in enough time for the student to prepare the initial project plan by the end of January.

4.4 Problem Statement Selection

The student will then explore the topic area to identify a number of solar or renewable energy industry issues. From these candidate issues, the student will select a specific issue for the Applied Project. The student will then identify a specific problem associated with this issue. As the student performs these tasks, they will fill out Worksheet 5: Problem Statement Selection (see Figure A-6 in Appendix A).

4.5 Enrollment of Mentors

Once the topic area is selected, the student will enroll both an industry advisor and a faculty advisor. The word “enroll” is used because no faculty member or industry person is obliged to be one of the student’s advisors. The student must convince the potential advisors that participation on the student’s Applied Project will benefit the advisors in specific ways. The advisors are primarily motivated by a desire to help students prepare for successful careers in industry. It is their way of “giving back” to their professions. At this time, the student will fill out Worksheet 6: Enrollment of Mentors (see Figure A-7 in Appendix A). The advisors will help the student finalize their problem statement as discussed in Section 4.4.

4.6 Problem Statement Solution Requirements Definition

The student will refine the problem statement by defining the requirements that must be met for the problem to be solved. These requirements will be listed in Worksheet 7: Problem Statement Solution Requirements (see Figure A-8 in Appendix A). The selected advisors should be included in the process of defining these requirements.

4.7 First Progress Report to the Mentors

The student will prepare the first progress report to the advisors and submit it to them at the end of January. All progress reports will be prepared in accordance with the guidelines provided in Appendix C.

4.8 Project Management Competencies

During the colloquium Applied Project workshop sessions, the student will learn the project management competencies necessary to successfully complete the Applied Project. These competencies will be covered again in the spring semester in SEC 593.

4.9 Plan for Preparing the Initial Project Proposal

The process for preparing the initial project plan to be presented at the Shark Tank will be covered during the colloquium Applied Project Workshop Sessions 3 and 4. The student will

then fill out Worksheet 8: Plan for Preparing the Initial Project Proposal (see Figure A-9 in Appendix A). The student will begin the process of preparing the Initial Project Proposal during the Winter Break. The student should read Section 5 to understand what will eventually need to be in the final Project Plan prepared in Phase 3.

4.10 Phase 2 Exit Criteria Checklist

Phase 2 will be completed in early February. The final task in this phase is to fill out the exit criteria checklist given in Figure B-2 in Appendix B. This document will be submitted to the SEC 593 instructor. The instructor will approve and sign the form and return it to the student so it can be filed in the project notebook.

5. Phase 3: Preparing the Project Proposal 5.1 Purpose

The purpose of Phase 3 is to (1) integrate feedback into the initial Project Proposal and complete the final Project Proposal and (2) start work on the project in anticipation of Project Proposal approval by the SEC 593 instructor.

5.2 Outcomes

The following outcomes will be achieved in this phase:

• The student will incorporate feedback from the into the final Project Proposal.

• The student will work with their advisors to finalize the Project Proposal that will include the following:

o Identify all the tasks that must be accomplished to complete the project. o Arrange the flow of the tasks to fit the program milestones. o Prepare a project schedule, a time-phased labor budget and a time-phased

materials budget. o Prepare a risk mitigation plan and then modify the plan to incorporate the

elements of the risk mitigation plan. • The student will start work on appropriate project tasks in anticipation of Project

Proposal approval by the SEC 593 instructor. • The student will continue to submit progress reports to the advisors. • The student will complete the Project Proposal and have it approved by their advisors

and the SEC 593 instructor.

5.3 Approach

The student will follow the standard proposal preparation process presented in this section of the Applied Project handbook. The student will allocate adequate time to work on the proposal. This includes time to do additional research on the industry issue being addressed. The student will document the work accomplished in this phase and file it in the project notebook. A key part of the proposal will be the risk mitigation plan. The student will work with their advisors to identify all the project tasks and the proper additional tasks to mitigate the risk of the project (1) not meeting all the problem statement requirements, (2) not meeting the program milestones, (3) exceeding the allocated resources, or (4) any combination of the first three items.

5.4 The Importance of the Project Proposal

It takes resources to solve problems. In industry, someone has to pay the professionals to solve the problem. Most sources of project money will not provide the money unless they are confident that the problem will be solved within the budget and time frame specified. This means that the proposal needs to be clear on what the project will do, how it will do it and how it will be managed to prevent the risks of not meeting schedule and/or budget.

5.5 How Can One Plan a New Project?

Granted, it is not easy to identify all the tasks that are needed to accomplish a project that has not been done before. However, this must be done and done well if the project is to receive the needed resources. Preparing proposals for projects that tackle new problems is a major task of the solar energy professional. The Applied Project is the opportunity to learn and then demonstrate this important skill.

5.6 Planning Research-Type Projects with Fixed Schedule and Budget

The PSM SEEC Applied Project is a research-type project because the problem is new to the industry. Every project has three main elements: budget, schedule and scope. In this case, the budget of labor hours is fixed at 140 hours. Likewise, the schedule is fixed. The project must end by July 31 and there are fixed intermediate milestones (see Figure 1-1). Therefore, the free variable is scope. The scope of the project is defined in the project statement of work (SOW). The SOW must include all the tasks necessary to meet the solution requirements of the problem statement (see Section 4.6).

5.7 Managing the Applied Project

Due to the research-nature of the Applied Project, unexpected events and findings will emerge as the project progresses. These items may negatively impact schedule and/or labor budget. The student must work with their advisors to re-scope the project so that it can still be accomplished on-time and within budget.

5.8 General Methods for Identifying Project Tasks

Professionals faced with planning a new project do the following:

1. Study how similar projects were done.

2. Consult with experts familiar with the topic being considered.

3. Study in detail the problem solution requirements and list all the tasks that must be done to achieve them.

4. Identify the desired outcome of each task and think about what conditions might cause this outcome to not occur. Then, identify what additional tasks can be done to prevent these conditions from occurring (this is part of risk management).

5. After this preliminary listing of tasks is accomplished, the professional uses their imagination to write out a possible scenario of how the project might flow. This process will help identify additional tasks.

5.9 Use this Handbook to Help Identify Required Tasks

In addition to the generic methods of identifying the project tasks, the PSM SEEC student should use the phase descriptions in this handbook to identify additional tasks such as worksheets, checklists, etc.

5.10 A Good Baseline Plan Is Needed

It is important to remember that the baseline plan in the proposal is just that—a baseline. It is expected that unplanned events will occur as the project progresses. That is why project management is so important. The project must be managed to accommodate these unplanned events. But, a starting point is required. There has to be some basis for funding the proposed project. Hence, a baseline project plan is vital to get the project going. The better the baseline plan, the easier it is to manage the project once it is funded.

5.11 Task Dictionary

The task dictionary lists each task to be performed during the Applied Project. It is arranged by phase with all the tasks that will occur in that phase listed. For each task, a description of what is to be done and what deliverables will be generated are entered into the dictionary. It is also important to define what tasks must be done prior to this task, i.e., what are the predecessor tasks.

5.12 Tasks for Phases 4, 5 and 6

The flow of work after Phase 3 Project Proposal is divided into three phases to provide logical project review points at the conclusions of Phases 4, 5 and 6. These reviews are needed to provide the student and advisors with a way of formally reviewing project progress and making any necessary mid-course changes.

5.13 Turning Tasks into an Activity Network

Each task can be represented by a block as shown in Figure 5-1.

Figure 5-1. Generic Task Block Diagram

Once the project tasks have been defined, the student needs to determine how these tasks relate (i.e., predecessors and successors). This is done by arranging the tasks into an activity chart similar to the example given in Table 5-1. By arranging the tasks according to dependencies in an activity network, it is possible to see which tasks must be accomplished sequentially and which can be done in parallel. An activity network chart for the example given in Table 5-1 is presented in Figure 5-2. In this example, the sequential Task B and Task C are accomplished in parallel with Task D. Note that the calendar time necessary for each task is included in the chart. Once the network is constructed, the critical path can be determined. This is the shortest time that all tasks can be accomplished. It is the path that takes the longest to accomplish. In the example figure, this is the path A-D-F-G. This critical path is indicated with heavy lines. If the time required to complete all the tasks exceeds the allocated calendar time, then one or more of the task calendar times needs to be decreased. However, only tasks that are on the critical path should be considered. Changes to other tasks will not reduce the overall project calendar time.

Table 5-1. Example Project Task Information

Task Predecessor Successor Time, weeks

A Start B 1.0

B A C 1.0

C B E 1.0

D A E 2.5

E C, D G 1.5

F C, D G 2.0

G E, F End 1.0

Figure 5-2. Activity Network Chart for Example Project Defined in Table 5-1

A 1.0 wk

B 1.0 wk

C 1.0 wk

D 2.5 wk

E 1.5 wk

F 2.0 wk

G 1.0 wk

Start

End

1 2 3 4 5 6 7Weeks

Critical Path

5.14 Project Schedules

Once the activity network is complete, this data can be converted into project schedules in the form of Gantt charts. This set of charts should include a top-level chart similar to the one shown previously in Figure 1-1. More detailed Gantt charts for each phase should also be created.

There are a number of computer programs for making Gantt charts such as MS Project. Most companies have a specific format that they and their customers and suppliers use. For the Applied Project, the student will make their Gantt charts using MS PowerPoint to the specific format given by the instructor.

5.15 Project Schedules are Living Documents

Project schedules are an important management tool to show how the project is progressing. It compares actual work on the tasks versus the baseline planned work. From the schedule the student can show what percentage of the task is complete, when the work was done and when the task is scheduled to be completed. It also shows slips in the planned completion dates of tasks.

The example schedule in Figure 5-3 shows the following:

• The project started in February and is scheduled to end the following July. • The schedule reports work through May 1 • Phases 1 and 2 were completed on schedule. • Phase 3 is complete but it slipped in schedule and completed in late March instead of

early March. • Phase 4 was scheduled to be completed in early April. However, only 50 percent of the

work has been done and the task is now scheduled to complete in early May. • Phase 5 was scheduled to begin in early April, but it has not started yet. However, it is

still planned on being completed on-time at the end of May. • Work has not begun on Phases 6 and 7 • Review 1 has not been completed.

Based on the data given in Figure 5-3, the example project is behind schedule. Since Phase 5 does not show a slip in schedule, the project is planning on catching up and still completing Phases 5, 6 and 7 on schedule. The schedule is incomplete because Review 1 has not occurred as planned, but no planned slip date is indicated. This schedule indicates that a great deal of work will be accomplished in May. The project mentors should work with the student to see if that is a reasonable management approach and what other approaches should be considered.

Figure 5-3. Example Project Showing Slips in Schedule

5.16 Labor Budget Chart

Based on Table 1-1, the suggested labor budget spread of the minimum of 140 hours for the Applied Project is shown in Figure 5-4.

5.17 Tracking Actual Labor Spent versus Budgeted Amount

Figure 5-5 shows the actual and budgeted labor values for the example project shown in Figure 5-3. The project was on budget through January, but little work has been done in February, March and April. The project now has a labor budget variance. That is, the actual labor spent does not match with the budgeted labor planned. Good project management requires that this variance be addressed and the project changed such that the overall project completes on-time and within budget. The estimated line shows the planned labor to be spent for the remainder

of the project. Note that there is a large amount of time planned for May. The student needs to work with the advisors to see if this is really a viable solution to the variance.

Figure 5-4. Applied Project Labor Budget Based on Table 1-1.

Figure 5-5. Labor Actuals vs. Budget and Estimated Completion for the Example Project Given in Figure 5-3.

5.18 Material Budgets

There may be some materials that are needed to accomplish the project. These costs are measured in dollars and are handled in a similar way to project labor. A budget is set and then actual material expenses are tracked as they occur. This is for simulation purposes only.

5.19 Managing Risk

Project risk is the risk that the project will fail, that is, not meet all its objectives on-time and within budget. A risk mitigation plan seeks to eliminate conditions that would cause the project to fail. Risk management starts with reviewing the baseline project plan and identifying what might cause a problem on the project. For example, the analyses may take too long, or a key interviewee may not be available. Once this list is assembled, each potential risk cause must be given a probability of occurrence and a level of severity value. For the probability of occurring, a good method of doing this is to use a scale of 1 to 5 where 1 means there is little probability of the risk occurring and 5 meaning there is a likely chance that the risk cause will occur. Likewise, the level of severity can be numbered from 1 to 5 with 1 meaning there is little effect on the project and 5 meaning there is a major effect on the project. A risk number is then assigned to each risk cause by multiplying the probability of risk by the severity level. The risks are then listed with the highest risk numbers at the top of the list. For the high risk number causes, ways of minimizing each risk must be identified. These risk mitigation tasks must then be added to the project task list and integrated into the project plan.

5.20 Final Project Proposal Outline

The final project proposal is a written document that has more details than presented in the Shark Tank slides. The final project proposal should follow the outline provided in Figure 5-6. The final project proposal must be approved by the advisors.

5.21 Phase 3 Exit Criteria Checklist

The final task in this phase is to fill out the exit criteria checklist given in Figure B-3 in Appendix B. The advisors will approve and sign the form and return it to the student so it can be filed in the project notebook.

Project Proposal Outline

Title Page

Abstract

Table of Contents

1. Introduction

2. Background and Industry Issue

3. Problem Statement, Requirements and Industry Significance

4. Scope and Objectives

5. Approach

6. Task Dictionary

7. Project Schedules a. Top-Level Schedule by Phase with Milestones b. Schedule for Each Phase

8. Labor and Material Budgets

9. Risk Mitigation Plan

10. Top Five Success Project Success Factors

Figure 5-6. Project Proposal Outline

6. Phase 4: Initial Work 6.1 Purpose

The purpose of Phase 4 is to start as many tasks as possible to get the project going. Starting a task early and gathering data helps to identify any issues that were not planned for during the proposal phase. This early identification of issues provides more time to factor these new results into the project.

6.2 The Dangers of Not Working Hard in Phase 4

Phase 4 occurs during the middle part of the spring semester. This is a busy time for students as they work on their other courses. It is all too easy for the student to push Applied Project work into a later time frame so more time can be spent on other courses. This must not be done. For the student to be successful and graduate on-time, a great deal of work must be accomplished in Phase 4.

6.3 Outcomes

The following outcomes will be achieved in this phase:

• The student will start as many tasks as possible. • The student will update the project plan as needed. • The student will document all work on the Applied Project in the project notebook. • The student will present Project Review 1 to the advisors in the form of a slide

presentation. Feedback will be integrated into the project. • The student will log all time spent on the log sheet. • The student will continue to submit progress reports every two weeks to the advisors. • The student will complete the phase exit criteria checklist

6.4 Approach

The student will work on the Applied Project in a disciplined manner by following the project plan. The focus will be gathering as much data as needed for analysis in Phase 5. The student will also prepare any analysis models that will be used in Phase 5. The student will complete any remaining research and data gathering that was not accomplished in prior phases. The student will start preparing draft sections of the final report. The student will work closely with their mentors to make sure that adequate progress is being made on the project.

6.5 Project Review No. 1

The purpose of the project review is to (1) hold the student accountable for staying on schedule and investing adequate time in the conduct of the Applied Project and (2) to provide the student with an additional avenue to receive guidance, advice and feedback from the advisors.

The project review can be accomplished through email, teleconference, Skype or a face-to-face meeting. The important points are that (1) the student provides a PowerPoint document to the advisors and (2) the advisors provide feedback to the student. The student and advisors are encouraged to make this an opportunity for discussion. Advisors are encouraged to ask questions and stimulate the student’s thinking.

The student’s PowerPoint presentation should include the following slides:

• Title • Summary of Industry Issue • Problem Statement • Problem Statement Requirements • Approach • Top Level Schedule • Schedule for Phase 4 • Budgets • Candidate Solutions Considered • Final Solution Description • Initial Progress on Solving the Problem • Key Issues • Go-Forward Plan

Following the presentation, each advisor will take about 15 to 20 minutes to fill out the advisor feedback form. The forms for the industry advisor and the academic advisor are provided as Figures A-10 and A-11 in Appendix A, respectively. These filled-out forms will be sent to the student. The student will incorporate the feedback into their Applied Project. The student will also file these forms in the project notebook.

6.6 Phase 4 Exit Criteria Checklist

The final task in this phase is to fill out the exit criteria checklist (see Figure B-4 in Appendix B). The advisors will approve and sign the form and return it to the student so it can be filed in the project notebook.

The student should use as many slides from previous work as possible and just modify them for this review.

7. Phase 5: Major Work 7.1 Purpose and Overview

The purpose of Phase 5 is to complete the majority of the project tasks. The nature of the specific tasks will depend on the type of problem being addressed. These tasks were defined during the project proposal activities. Significant work should have already been completed in Phase 4.

7.2 Outcomes

The following outcomes will be achieved in this phase:

• The student will address the feedback given in the Phase 4 Project Review No. 1. • The student will update the project plan as needed. • The student will schedule the presentation date by May 15. • The student will document all work on the Applied Project in the project notebook. • The student will present Project Review 2 to the advisors in the form of a slide

presentation. Feedback will be integrated into the project. • The student will log all time spent on the log sheet. • The student will continue to submit progress reports to the advisors. • The student will complete the phase exit criteria checklist

7.3 Approach

The student will work on the Applied Project in a disciplined manner by following the project plan. The focus of this phase is completing most of the project tasks. In this phase the student will analyze the data gathered in prior phases and implement the results of those analyses. The student will work closely with their advisors to make sure that adequate progress is being made on the project.

7.4 Project Review No. 2

The student’s PowerPoint presentation should include the following slides:

• Title • Summary of Industry Issue • Problem Statement • Problem Statement Requirements • Approach • Top Level Schedule • Schedule for Phase 5 • Budgets • Candidate Solutions Considered • Final Solution Description • Initial Progress on Solving the Problem • Key Issues • Go-Forward Plan

Following the presentation, each mentor will take about 15 to 20 minutes to fill out the mentor feedback form. The forms for the industry advisor and the academic advisor are provided as Figures A-12 and A-13 in Appendix A, respectively. These filled-out forms will be sent to the student. The student will incorporate the feedback into their Applied Project. The student will also file these forms in the project notebook.

7.5 Phase 5 Exit Criteria Checklist

The final task in this phase is to fill out the exit criteria checklist given in Figure B-5 of Appendix B. The advisors will approve and sign the form and return it to the student so it can be filed in the project notebook.

The student should use as many slides from previous work as possible and just modify them for this review.

8. Phase 6: Final Work 8.1 Purpose

The purpose of Phase 6 is to complete all project tasks except the final version of the final report and the defense presentation.

8.2 Outcomes

The following outcomes will be achieved in this phase:

• The student will complete all tasks except the finalizing of the project final report and the defense presentation

• The student will update the project plan as needed. • The student will document all work on the Applied Project in the project notebook. • The student will log all time spent on the log sheet. • The student will continue to submit progress reports to the advisors. • The student will complete the phase exit criteria checklist.

8.3 Approach

The student will work on the Applied Project in a disciplined manner by following the project plan. The focus will be completing all outstanding tasks. The student will also complete the rough draft of the final report. The rough draft content must be complete. The rough draft must conform to all writing guidelines and must be free of spelling and grammatical errors. It must have been edited by someone other than the student. The student will submit the rough draft to the advisors for their review of the content. The advisors will not proof-read the report. If it does not follow the writing guidelines, it will be rejected and the student must resubmit once the writing is correct. This will probably delay the student’s graduation date, so this outcome should be avoided.

8.4 Project Review No. 3

The project review can be accomplished through email, Skype or ZOOM Meeting. For Review No. 3, the advisors will provide feedback on the draft Applied Project final report. They will also provide feedback on the student’s Applied Project Reflection document.

8.5 Phase 6 Exit Criteria Checklist

The final task in this phase is to fill out the exit criteria checklist given in Figure B-6 of Appendix B. The advisors will approve and sign the form and return it to the student so it can be filed in the project notebook.

9. Phase 7: Final Documentation 9.1 Purpose

The purpose of Phase 7 is to (1) complete the final report and (2) prepare/present the project defense.

9.2 Outcomes

The following outcomes will be achieved in this phase:

• The student will complete and submit the final report to the advisors. • The student will prepare the defense presentation. • The student will present the defense. • The student will log all time spent on the log sheet. • The student will complete the phase exit criteria checklist. • The student will submit the Applied Project notebook to the SEC 593 instructor at the

time of the defense. • The advisors will submit their letter grade for the Applied Project to the SEC 593

instructor. • The SEC 593 instructor will provide their Applied Project grade along with the grades

from the advisors to the PSM SEEC Director.

9.3 Approach

The student will incorporate feedback from the advisors into the final version of the project final report. The student will prepare the defense presentation by following the outline presented in Section 1.20. The student will complete the project notebook and submit it to the advisors during the defense for their final review. At the defense, the advisors will tell the student if any changes to the final report will be required. The student will make these changes and submit the corrected final report to the advisors.

9.4 Phase 7 Exit Criteria Checklist

The final task in this phase is to fill out the exit criteria checklist given in Figure B-7 in Appendix B. The advisors will approve and sign the form and return it to the student so it can be filed in the project notebook.

Appendix A: Forms and Worksheets Applied Project Time Logbook Sheet

Date Start Time Finish Time Work Description Hours

Figure A-1. Applied Project Time Logbook Sheet

Worksheet 1: Solar Industry Career Questions Name ____________________ Date ______

The student must answer the following questions to provide guidance in selecting an Applied Project topic. The answers must be typed. The completed worksheet must be filed in the project notebook.

Q: What do I want the Applied Project to do to further my career goals? A:

Q: What do I want to accomplish during my career? A:

Q: Where do I want to live? A:

Q: Is there a specific company in the solar energy industry that I want to join? A:

Q: Is there a new solar product or service I want to develop? A:

Q: Do I want to start my own business? A:

Q: Am I interested in certain solar energy models such as community solar? Describe. A:

Q: Do I want to change solar policy? A: