Transcript PM Planning - International Academy of Project Management

Putting the Project Pieces
Together
Project Planning Training
Project Planning Training
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Agenda Items
 Introduction
 Planning
Process
 Planning Steps
 Templates/Tools & Techniques
 Evaluation
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Training Goals
Understand:
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what planning is/is not
where and when to start
to adapt or tailor planning
shortening the planning time
what the project plan
represents
process and supporting
materials
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Project Approach
Project Manager
(marionette)
vs.
Project
Management
Approach
(participatory)
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What it is and is not
Initiate
Plan
Execute
Control
Close
Devising and maintaining a workable
scheme to accomplish the business need
that the project was undertaken to address.
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It is the work plan, not the work.
It is a definition of needed work and
resources
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Level of Activity
Where Planning Fits
Execute
Plan
Close
Initiate
Control
Start
Finish
Time
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Planning Process Overview
Planning
Core Work
Plans
Facilitating Control
Plans
Integrated Project Plan
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Planning Objectives
Agreements on:
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Scope
Objectives
Work activities
Estimates
Resources required
Roles & responsibilities
How to change & update the plan
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Importance / Lessons
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Straying from original goals,
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Inadequate resourcing
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Repetitive meetings - on what needs done
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Frustration - poorly defined, communicated,
and coordinated work activities
Issues not understood or related
Decisions repetitively re-opened or readdressed
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Input to Planning
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Product Description
Project Charter
Historical Information
Organizational Policies
Constraints
Assumptions
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Output From Planning
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Project Plan
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Updated Project Charter
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Supporting Detail
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Process Flexibility
On most projects:
planning steps are the same
the time spent and outcomes are
flexible
High Formality
Complex Project
Simple Project
Loose Formality
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Formality is based on Complexities
TC = 3
BC = 5
Result - Potential
High Complexity
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Planning diagram, Integrated
Project Plan template.
4.
Develop Project Scope
(Scope Statement)
4.
Determine how
changes will be
managed
(Change Mgmt Plan)
5.
Define and Sequence
Activities
(WBS)
7.
Determine how Quality
will be Managed
(Quality Mgmt Plan)
6.
Estimate Activity
Durations & Determine
Resource Needs
(WBS)
8.
Determine how to meet
communication needs
(Communication Plan)
9.
Develop Schedule
(Schedule)
10.
Estimate Resource
Costs
11.
Organize and Aquire
Staff
(Organization Plan)
13.
Build budget and
spending plan
(Cost Mgmt Plan)
14.
Identify Risk & Create
Risk Response Plan
(Risk Mgmt Plan)
12.
Determine what to
Procure and when
(Procurement Plan &
SOWs)
15.
Integrated the Plans
(Integrated Project
Plan)
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Work
4. Develop Project Scope
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All the work, and only the work
required
Scope Statement - agreement of what
is and is not
Includes:
 primary objectives
(products/deliverables)
 major deliverable milestones
 assumptions
 constraints
 completion criteria
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4. Change Management
Management of changes to the
primary objectives and major
deliverables milestones.
The plan should include
agreements of:
1. Change acceptance/expectations
2. How changes will be evaluated
3. How change will be managed
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5. Define and Sequence
Activities
 Develop
a Work Breakdown
Example - WBS/How?
Structure(WBS)
Project
define work activities
to manage, create and
deliver the solution
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Manage
Plan
Execute
Control
Close
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Rqmts
Assess
Determine
Analyze
Propose
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Design
Engineer
Specify
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Build
Construct
Test
Validate
Integrate
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Deliver
Install
Train
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Determine Dependencies (Sequencing)
determine the order
of work activities
or dependencies
Assess Current
System
Determine &
Review GAPS
Review
Scope
Adjust
Requirements
Analyze New
Requirements
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Examples WBS’s
Example
- WBS/How? Format
Hierarchy
Diagram
1
Project
2
Manage
Plan
Execute
Control
Close
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Rqmts
Assess
Determine
Analyze
Propose
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Design
Engineer
Specify
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Build
Construct
Test
Validate
Integrate
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List Format
1. Write First draft of policy.
2. Review with team/manager.
3. Make changes as needed.
4. File notice w/Secretary of the State
(SOS) 45 days before effective date.
5. Formally review policy analysts and
advocates.
6. Make changes as needed.
7. Update program manuals and forms
to reflect changes.
8. Submitted to the SOS by 5:00pm the
day before it is to be effective.
Deliver
Install
Train
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M ANAGEM ENT
1 .1 I n it ia t e
1 .2 P la n
1 .3 E x e c u t e
1 .4 C o n t r o l
1 .5 C lo s e
R E Q U IR E M E N T S
2 .1 A s s e s s
2 .2 D e t e r m in e
2 .3 A n a ly z e
2 .4 P r o p o s e
2 .5 … ..
D E S IG N
3 .1 E n g in e e r
3 .2 S p e c if y
3 .3 … .
3 .4 … ..
B U IL D
4 .1 C o n s t r u c t
4 .2 T e s t
4 .3 V a lid a t e
4 .4 I n t e g r a t e
D E L IV E R
5 .1 I n s t a ll
5 .2 T r a in
5 .3 … ..
5 .4 … ..
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Examples of Sequencing
Assess Current
System
Determine &
Review GAPS
Review
Scope
Adjust
Requirements
Analyze New
Requirements
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6. Estimate Duration
Determine Resource
Needs
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Obtain initial estimate of likely
duration for tasks
does not take into
account the number
of people expected to
perform the task.
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For each task
- determine skills and
resources
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7. Determine How Quality
will be Managed
How will quality assurance and control be
conducted?
•Identify Quality Standards
•Quality Assurance
Quality
Plan
•Quality Control
Sometimes performed
by a 3rd Party
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8. Determine How to Meet
Communication Needs
The plan should determine:
•who needs what information
•when will they need it
•how will it be given to them
•by whom
And determine how to:
See PMO Standard
Directory Setup
•store, update, and disseminate
information
•close, file and archive information
•update the comm. plan
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9. Develop Schedule
determining start and finish dates for
tasks and assigning resources
May Jun Jul Aug Sep Oct Nov
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Define - then schedule
Define
Scope
Define
WBS
Define
Resources
Define
Deliverables
Define
Dependents
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r
T ask Nam e
Initiate
Product Description & Benefits
Charter
Project Proposal Approved
Plan
Scope Statement
Work Plan
Contract/Procurement Plan
QA Plan
Risk Plan
Project Plans Approved
Execute
Requirements
Analysis
Design
Coding
Testing
Maintenance
Controls
Status Reporting
Change Management
Communication Mgmt
Closing
Evaluation
Maintenance Turn-over
9/10
9/17
9/24
October
10/1
10/8
November
10/15 10/22 10/29 11/5
December
Janua
11/12 11/19 11/26 12/3 12/10 12/17 12/24 12/31
9/18
9/27
Terminology This is a schedule or Gantt chart,
not a WBS, not the project plan
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10. Estimate Resource
Costs
Develop cost estimates for:
internal
& external labor (hrs,rates)
refined during the
materials
course of the project ,
supplies
definitive just prior
contracts
to construction
special costs
Estimate
ROM
+ or - 50%
Intermediate + or - 30%
Definitive + or - 20%
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11. Organize and Acquire
Staff
Policy and Practice
Team (Steering
Committee)
Kristen Duus
OIS Oversight
Maureen Casterline
Business Sponsor
Debra Herrli
Project Manager
(100%)
Bryan Nealy
System
Architecture Team
Lead (50%)
4 Business
Analysts
Tina Seshadri
Technical
Resource(as
needed)
1 Contract Systems
Integration/
Database
Developer
Pete Hale
Application
Development Team
Lead (100%)
3 Contract
Developers
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12. Determine What to
Procure and When
Procurement planning determines:
whether,
what, and how much,
Actual solicitation
how and when,
is part of execution
how to manage solicitations, selection, contract
administration, and closeout
Procurement documents:
SOW
- Statement of Work
RFP - Request for Proposal
Evaluation Criteria
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13. Build Budget and
Spending Plan
Budgeting involves assigning the cost estimates
to all the tasks creating a cost baseline.
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14. Identify Risk & Create
Risk Response Plan
Risk planning involves:
identifying
risks w/high effect and impact
planning for risk mitigation or contingency
Common sources of risk:
Changes
in requirements
Design errors and omissions
Roles and responsibilities misunderstood
Poor estimates or unsupported estimates
Insufficiently skilled staff
Impossible timeframes
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15. Integrate the Plans
Previous steps are
reiterated to create a
coherent plan.
for example:
•initial draft - reflects generic skills and duration
•final plan - reflects specific resources and dates
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Hardcopy Binders
PMO Project
Management Guide
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Thank you for your time
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