Breakdown of a training

• Computer
• Productivity software
• ProjectLibre (or equivalent software
• internet connection

In this activity, you will breakdown the training ( a programme, a course …) you want to plan (or coordinate) into small tasks and you will (re)organize those tasks and assign resources to them.

Planning and coordinating a training in Adult Education can be fairly complex. Using project management software allows you to track and to manage smaller (a course, a lesson…) but also larger projects (a programme, moving a programme online). The software allows you to zoom in (micromanagement) and to zoom out, keeping an eye on the total picture. The software allows you to keep track of progress and to investigate the effect of changes (deadlines, availability of resources…).

• Analyse the training and create a breakdown of the training project into small tasks, assigning resources and other properties (budget, time… ) to each task.
• Create reports on the training project which can be shared with others
• Evaluate and revise the planning when necessary

ProjectLibre is a free tool (distributed under a Common Public Attribution License) See https://www.projectlibre.com/.
It is available for download at https://sourceforge.net/projects/projectlibre/

In this activity we are using the standalone desktop version of ProjectLibre.  ProjectLibre Enterprise Cloud (paying) will be released in the near future, bring cloud features to the program (compare: GoogleDocs vs. a standalone word processor. As a cloud based program, ProjectLibre Enterprise Cloud will be comparable to MS Project Server.)

Step 1. Participants install ProjectLibre

Step 2. Participants break down the planning and coordination of the the current training activity into large blocks. To do so, they can use sticky notes on a blackboard or a wall, but they can also use software such as Simply Sticky Notes.  participants start to break down the different aspect of the training activity. In thinking about the blocks, needs assessment (identifying the training needs of participants), design (selecting the training content), development (creating training manuals, handouts, and exercises), delivery of the training (instruction for a successful training) and evaluation: (evaluating the training and assessing the participant’s learning) might be a good starting point.

A different colour can be used to breakdown each of the phases into greater detail and yet another to dig even deeper (eg. to the level of ‘send email to participants to present the trainer’).

Bloom’s taxonomy verbs (provided as a handout or looked up by the participants) can be used to describe the tasks.  

The number of levels that are described will obviously depend on the complexity of the project, the time available, the number of participants… )

Step 3. Participants study a ProjectLibre file in which the trainer in this activity has already entered the main elements. This file is used to explore the ProjectLibre user interface and functionality. Participants in the training each add the elements from the previous step to the file. Markers, links (precursors and successors), resources… are explained and implemented in the project file. Different types of reports are presented. Bloom’s taxonomy verbs are used in the descriptions of the tasks. Risks, communication… are added to each of the lines in the project files (where appropriate)

Step 4. Participants in the training each construct a project breakdown for one of their own trainings. Here as well, the structure the StepUp2ICT-project (Planning, Needs Assessment, Design, Development, Delivery of the training and Evaluation:) can be a good starting point. The breakdown is coded in ProjectLibre.

Step 5. Participants report on their breakdown and learn how to optimize the critical path (while staying realistic about different scenarios). Risks analysis and prevention as well as communication are added to the project plan.

1. Installing Project Libre
2. A breakdown of the training activity into tasks, using Bloom’s taxonomy to describe the tasks.
3. Exploring ProjectLibre using a file prepared by the trainer, and adding the outcomes of step 1 to the file using the software.
4. A breakdown of one of the participants’ ‘real’ training activities in ProjectLibre (each participant for him or herself). Trainers and other participants provide support
5. Reporting on and optimisation of the critical path
6. (optional) presentation and discussion of outputs

It is important that the planning of the training designed (planned, coordinated…) by the participants in this activity remains realistic. The software tends to ‘shrink’ the time needed to complete tasks and series of tasks. Sufficient emphasis must be on how to use the software to accomplish this.

If the group is not too large, step 3 can be done collectively using a smart whiteboard or a beamer. If not, small groups of 3 to 5 participants can work together.

There are no known security issues with ProjectLibre. As the program runs standalone on a desktop, there are no digital identity issues. An email address is needed to install the software. We recommend to create a gmail of other address specifically for this purpose.

We could not find a security policy for ProjectLibre as such. However here you can find the security policy  of LibreOffice, belonging to the same developing team as ProjectLibre.

https://www.libreoffice.org/about-us/security/

https://www.libreoffice.org/about-us/privacy/privacy-policy-en/