Putting the Project Pieces Together Project Planning Training

Project Planning Training

Agenda Items
Introduction

Planning

Process Planning Steps Templates/Tools & Techniques Evaluation

Training Goals
Understand:

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.

It is the work plan, not the work.

It is a definition of needed work and resources
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Where Planning Fits

Level of Activity

Execute

Plan
Close Initiate Control Finish Time
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Start

Planning Process Overview

Planning

Core Work Plans

Facilitating Control Plans

Integrated Project Plan

Planning Objectives
Agreements on:

Scope Objectives Work activities Estimates Resources required Roles & responsibilities How to change & update the plan
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Importance / Lessons

Straying from original goals, Inadequate resourcing Repetitive meetings - on what needs done Frustration - poorly defined, communicated, and coordinated work activities Issues not understood or related Decisions repetitively re-opened or readdressed

Input to Planning

Product Description Project Charter Historical Information Organizational Policies Constraints Assumptions

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Output From Planning

Project Plan Updated Project Charter

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) 7. Determine how Quality will be Managed (Quality Mgmt Plan) 8. Determine how to meet communication needs (Communication Plan) 12. Determine what to Procure and when (Procurement Plan & SOWs)

5. Define and Sequence Activities (WBS) 6. Estimate Activity Durations & Determine Resource Needs (WBS)

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)

15. Integrated the Plans (Integrated Project Plan)

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Work 4. Develop Project Scope

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
Design
Engineer Specify

define work activities to manage, create and deliver the solution

Manage
Plan Execute Control Close

Rqmts
Assess Determine Analyze Propose

Build
Construct

Deliver
Install Train

Test Validate
Integrate

Determine Dependencies (Sequencing)

determine the order of work activities or dependencies

Assess Current System Review Scope Analyze New Requirements Determine & Review GAPS Adjust Requirements

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Examples WBSs
Example - WBS/How? Hierarchy Diagram Format
Project
2 1 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 ..

M anage
Plan Execute Control Close

Rqmts
Assess Determine Analyze Propose

Design
Engineer Specify

Build
Construct

Deliver
Install Train

Test Validate
Integrate

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.

List Format

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Examples of Sequencing
Assess Current System Review Scope Analyze New Requirements Determine & Review GAPS Adjust Requirements

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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.

6. Estimate Duration Determine Resource Needs

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 Dependents

Define Deliverables

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r T ask Nam e 9/10 9/17 9/24

October 10/1 10/8

Novem ber 10/15 10/22 10/29 11/5

Decem ber Janua 11/12 11/19 11/26 12/3 12/10 12/17 12/24 12/31

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

9/18

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% Definitive + or - 20%
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Intermediate + or - 30%

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%)

Tina Seshadri Technical Resource(as needed)

Pete Hale Application Development Team Lead (100%)

4 Business Analysts

1 Contract Systems Integration/ Database Developer

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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