Transcript Project Management Overview

Project Management Education
The Define Phase
1
Agenda
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Introductions
Project Management Review
The Concept Phase
Project Initiation
Stakeholders and Scope
Definition
• How to Develop a Project
Charter
• Wrap-up
2
Introductions
• Name
• Department
• Number of years at the
company
• Number of projects you
have managed
• Average size of project
you have managed
• Course expectations
• Ice breaker
3
Ground Rules
• Level Playing Field (titles
left at the door)
• One conversation at a time
• Respect opinions of others
• No beating a dead horse
• Come back from breaks
ON TIME
• Have FUN
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Course Objectives - to Understand:
• What is the Define
Phase
• Design Documents and
Requirements
Specifications
• Project Planning
• Critical Path Analysis
• The Project Baseline
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Student Objectives
• What are your
objectives?
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Brain Teaser
VAD ERS
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Project Management Review
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Definitions
• A project is “a temporary
endeavor undertaken to
create a unique product or
service”
• Project management is
“the application of
knowledge, skills tools
and techniques to project
activities in order to meet
or exceed stakeholder
needs and expectations
from a project”
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Characteristics of a Project Manager
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Communication skills
Facilitation skills
Leadership skills
Organizational skills
Negotiating skills
Project Management
Technical skills
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Project Lifecycle
Concept
Project or phase is approved
in order to proceed
As the execution is
controlled, it may require
additional planning
Develop
Controlling
Processes
Define
Plan developed for execution
Plan is executed and Controlled
Feedback in both directions
Plan and execution
has been controlled
Executing
Processes
Plan is successfully executed
Deliver
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9 PMI PM Knowledge Areas
• Scope
• Time
• Cost
• Risk
• Quality
• Human Resource
• Communications
• Procurement/Contract
• Project Integration
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Triple Constraint
As project managers, we are always trying to
manage the constraints of product, schedule, and
budget
… The “Triple Constraint”
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The Concept Phase - Review
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Identified the Scope and Objectives
Initiated the Project
Analyzed Project Stakeholders
Prepared High Level Estimates
Created the Project Charter
Did Initial Resource Planning
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Brain Teaser
NOXQQIVIT
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The Define Phase
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Design Documents
• Frequently specific design
documents are necessary
to guide the development
of the project
• These design documents
can specify physical
products or logical
(software) products
• The key to success is clear
communication and
understanding between
customers and designers
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Activities and Schedule
Development
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Activity Definition
Activity definition involves identifying and documenting the specific activities
that must be performed in order to produce the deliverables and subdeliverables identified in the work breakdown structure. Implicit in this
process is the need to define the activities such that the project objectives will
be met.
Outputs of Activity Definition:
– Activity List - The activity list must include all activities which will be
performed on the project. It should be organized as an extension to the
WBS.
– Supporting Detail - Supporting detail for the activity list should be
documented and organized as needed to facilitate its use by other project
management processes. Supporting detail should always include
documentation of all identified assumptions and constraints.
– WBS Updates - In using the WBS to identify which activities are needed,
the project team may identify missing deliverables or corrections to the
WBS.
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Re-Roofing Project Activity List
#
Activity
1.1.1 Measure Roof
1.1.2 Calculate Materials
1.2.1 Purchase Materials
1.2.2 Take Delivery
1.3.1.1 Remove Shingles
1.3.1.2 Remove Nails
1.3.2.1 Apply Shingles
1.3.2.2 Cut Caps
1.3.2.3 Apply Caps
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Activity Sequencing
Activity sequencing involves identifying and documenting
interactivity dependencies. Activities must be sequenced
accurately in order to support later development of a
realistic and achievable schedule.
Outputs of Activity Sequencing:
– Project Network Diagram - A project network diagram is a
schematic display of the project’s activities and the logical
relationships (dependencies) among them.
– Activity List Updates - In much the same manner that the activity
definition process may generate updates to the WBS, preparation
of the project network diagram may reveal instances where an
activity must be divided or otherwise redefined in order to diagram
the correct logical relationships.
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Re-Roofing Project Network
Diagram
1.1.1 Measure
Roof
1.1.2 Calculate
Materials
1.2.1 Purchase
Materials
1.2.2 Take
Delivery
1.3.1.1 Remove
Shingles
1.3.2.1 Apply
Shingles
1.3.1.2 Remove
Nails
1.3.2.2 Cut
Caps
1.3.2.3
Apply
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Caps
Activity Duration Estimating
Activity duration estimating involves assessing the number of work
periods likely to be needed to complete each identified activity. The
person or group on the project team who is most familiar with the
nature of a specific activity should make, or at least approve, the
estimate. This will often require consideration of elapsed time as
well.
Outputs of Activity Duration Estimating:
–Activity Duration Estimates - Activity duration estimates are quantitative
assessments of the likely number of work periods that will be required to
complete an activity. They should always include some indication of the range
of possible results (2 weeks +/- 2 days, or 8 to 12 days).
–Basis of Estimates - Assumptions made in developing the estimates.
–Activity List Updates - Updates to the activity list as discovered.
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Re-Roofing Project Duration
Estimates
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Schedule Development
Schedule development means determining start and finish dates for
project activities. If the start and finish dates are not realistic, the
project is unlikely to be finished as scheduled. The schedule
development process must often be iterated.
Outputs of Schedule Development:
–Project Schedule - The project schedule includes at least planned start and
expected finish dates for each detail activity. (Note: the project schedule remains
preliminary until resource assignments have been confirmed.)
–Supporting Detail - Supporting detail for the project schedule includes at least
documentation of all identified assumptions and constraints.
–Schedule Management Plan - A schedule management plan defines how
changes to the schedule will be managed. It may be formal or informal, highly
detailed or broadly framed based on the needs of the project.
–Resource Requirement Updates - Resource leveling and activity list updates
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may have a significant effect on preliminary estimates of resource requirements.
Re-Roofing Project Schedule
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Group Exercise
Create Project Network Diagram for the
Buying a Car Project Exercise
– Activity List
– Project Network Diagram
– Present results
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Brain Teaser
EMPLOYMENT
EMPLOYMENT
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Project Schedule - GANTT Chart
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Project Plan Development
Project plan development uses the outputs of the other planning processes to
create a consistent, coherent document that can be used to guide both project
execution and project control. This process is almost always iterated several
times. The project plan is used to:
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Guide project execution
Document project planning assumptions
Document project planning decisions regarding alternatives chosen
Facilitate communication among stakeholders
Define key management reviews as to content, extent, and timing
Provide a baseline for progress measurement and project control
Outputs of Project Plan Development:
– Project Plan - The project plan is a formal, approved document used to manage
and control project execution. The final Project Charter with project schedule,
organization, resources, budget and other attachments is the project plan.
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Project Plan Development Review
PMI Planning Processes
Core Processes
5.2
Scope
Planning
6.2
Activity
Sequencing
6.4
Schedule
Development
6.1
Activity
Definition
6.3
Activity
Duration
Estimating
5.3
Scope
Definition
7.3
Cost
Budgeting
7.1
Resource
Planning
7.2
Cost
Estimating
4.1
Project Plan
Development
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Brain Teaser
arrest
you’re
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Critical Path
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Determine Critical Path of Project Plan
Critical Path - “The series of activities that determines the duration of a
project. In a deterministic model, the critical path is usually defined as
those activities with float less than or equal to a specified value, often
zero. It is the longest path through the project. ” (PMBOK)
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Roofing Network Logic Diagram
Roofing Network Logic Diagram
ES =5
EF =6
Remove
Shingles
D=2
LS =5
LF =6
TF =0
ES =1
EF = 1
Measure
Roof
D=1
LS =1 LF = 1
TF =0
ES =2
EF =2
Calculate
Materials
D=1
LS =2
TF =0
ES =3
EF =3
Purchase
Materials
D=1
LF =2
LS =3
TF =0
ES =4
EF =4
Take
Delivery
LS =4
EF =5
Remove
Nails
D=1
D=1
LF =3
ES =5
LF =4
TF =0
LS =6
LF =6
TF =1
ES =5
EF =5
Cut Caps
D=1
LS =6
LF =6
TF =1
ES =7
EF =9
Apply
Shingles
D=3
LS =7
LF =9
TF =0
ES =10 EF =11
Apply Caps
D=2
LS =10 LF =11
TF =0
ES - Early Start
EF - Early Finish
LS - Late Start
LF - Late Finish
TF - Total Float
D - Duration
LF = Next LF - Next Duration
LS = LF - Duration + 1
EF = ES + Duration -1
ES = Previous EF + Duration
Total Float (TF) = ES - LS
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Determining Critical Path - Key Terms
Early Start (ES) - “...the earliest possible point in time on which the
uncompleted portions of an activity (or project) can start, based on
the network logic and any schedule constraints. Early start dates can
change as the project progresses and changes are made to the project
plan.” (PMBOK)
Early Finish (EF) - “...the earliest possible point in time on which the
uncompleted portions of an activity (or project) can finish, based on
the network logic and any schedule constraints. Early finish dates
can change as the project progresses and changes are made to the
project plan.” (PMBOK)
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Determining Critical Path - Key Terms
Late Start (LS) - “...the latest possible point in time that an activity may
begin without delaying a specified milestone (usually the project
finish date).” (PMBOK)
Late Finish (LF) - “...the latest possible point in time that an activity
may be completed without delaying a specified milestone (usually
the project finish date).” (PMBOK)
Total Float (TF) - “The amount of time that an activity may be delayed
from its early start without delaying the project finish date. Float is
a mathematical calculation, and can change as the project progresses
and changes are made to the project plan. Also called slack, total
float, and path float.” (PMBOK)
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Illustration of Terms
• Cooking a 20 pound turkey for Thanksgiving
dinner
• Know turkey must be thawed by 1pm Thursday,
Thanksgiving day
• Once turkey is thawed, must put in oven within 24
hours
• Two options to thaw turkey:
– Thaw in refrigerator: 1 day for every 4 pounds (total of
5 days)
– Thaw in cold water changed every 30 minutes: 30
minute minimum per pound (total of 10 hours)
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Illustration of Terms
• Question- in order to have the turkey
completely thawed by 1pm Thursday, what
is the Early Start, Early Finish, Late Start,
Late Finish, and Total Float?
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Illustration of Terms
• Late Finish – know is 1pm Thanksgiving Day
• Late Start – minimum time to thaw is 10 hours so
latest start is 3am Thanksgiving morning
• Early Finish – have 24 hours from time thawed to
put in oven; early finish for thaw would be 1pm
Wednesday
• Early Start – longest time to thaw is 5 days; early
start would be 5 days prior to 1pm Wednesday or
1pm on the previous Friday
• Total Float – from 1pm Friday to 3am Thursday or
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5 days and 14 hours
ES-EF/LS-LF Calculations
• ES = Previous ES + Previous duration
• EF = ES + task duration - 1
• LF = previous LF - previous task duration (working
backwards through the NLD)
• LS = LF - task duration +1
• Total Float (TF) = ES - LS
• Critical Path = path where TF = 0
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Baseline Project plan
Baseline Project Plan - “The original approved plan (for a project, a work
package, or an activity), plus or minus approved scope changes.
Usually used with a modifier (e.g., cost baseline, schedule baseline,
performance measurement baseline). ” (PMBOK)
• Not etched in stone
• Living document
• Understand purpose of what MS project is
showing you
• Different types of baseline (schedule, cost)
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S Curve Example
S Curve Example
$12,000
$10,000
Dollars
$8,000
$6,000
$4,000
$2,000
$0
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Time Periods
Baseline
Actual
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Brain Teaser
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Final Exercise
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Class Wrap-Up
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Course Objectives - Review
• What is the Define
Phase
• Design Documents and
Requirements
Specifications
• Project Planning
• Critical Path Analysis
• The Project Baseline
47
Wrap Up Student Objectives
• Did we meet your
objectives?
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/ Chart
• What was good about
the class?
• What could be
improved?
• What could be
changed to make the
class better?
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Thank You!
• Please fill out the class
evaluation and give it
to the instructor before
you leave!
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