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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:


  

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) 4 .

  It is the work plan.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. not the work. It is a definition of needed work and resources 5 .

Where Planning Fits Level of Activity Execute Plan Close Initiate Control Finish Time 6 Start .

Planning Process Overview Planning Core Work Plans Facilitating Control Plans Integrated Project Plan 7 .

Planning Objectives Agreements on:        Scope Objectives Work activities Estimates Resources required Roles & responsibilities How to change & update the plan 8 .

Inadequate resourcing Repetitive meetings . and coordinated work activities Issues not understood or related Decisions repetitively re-opened or readdressed   9 .poorly defined.Importance / Lessons     Straying from original goals. communicated.on what needs done Frustration .

Input to Planning      Product Description Project Charter Historical Information Organizational Policies Constraints Assumptions  10 .

Output From Planning    Project Plan Updated Project Charter Supporting Detail 11 .

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 12 .

Formality is based on Complexities TC = 3 BC = 5 Result .Potential High Complexity 13 .

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Define and Sequence Activities (WBS) 6. Estimate Activity Durations & Determine Resource Needs (WBS) 9. Develop Schedule (Schedule) 10. Determine how Quality will be Managed (Quality Mgmt Plan) 8. Identify Risk & Create Risk Response Plan (Risk Mgmt Plan) 15. Determine how changes will be managed (Change Mgmt Plan) 7. Integrated the Plans (Integrated Project Plan) 15 . Estimate Resource Costs 11.Planning diagram. Determine what to Procure and when (Procurement Plan & SOWs) 5. 4. Integrated Project Plan template. Build budget and spending plan (Cost Mgmt Plan) 14. Determine how to meet communication needs (Communication Plan) 12. Develop Project Scope (Scope Statement) 4. Organize and Aquire Staff (Organization Plan) 13.

agreement of what is and is not Includes:  primary objectives (products/deliverables)  major deliverable milestones  assumptions  constraints  completion criteria  16 .Work 4. Develop Project Scope  All the work. and only the work required Scope Statement .

How changes will be evaluated 3.4. Change Management Management of changes to the primary objectives and major deliverables milestones. The plan should include agreements of: 1. How change will be managed 17 . Change acceptance/expectations 2.

5.WBS/How? Structure(WBS) Project Design Engineer Specify • • • define work activities to manage. Define and Sequence Activities  Develop a Work Breakdown Example . 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 18 .

3 E x e c u t e 1 .. Write First draft of policy. 5.3 … . 4.3 … .2 S p e c if y 3 .4 P r o p o s e 2 .4 I n t e g r a t e D E L IV E R 5 . 5 . 8. 3.2 D e t e r m in e 2 . D E S IG N 3 . M anage Plan Execute Control Close • • Rqmts Assess Determine Analyze Propose • • Design Engineer Specify • • • Build Construct Deliver Install Train • • • Test Validate Integrate 3 • • • 4 1..5 … .4 … . Make changes as needed..Examples WBS’s Example .2 P la n 1 . 2. Formally review policy analysts and advocates. 7. Update program manuals and forms to reflect changes. 3 . Make changes as needed.1 C o n s t r u c t 4 ..1 I n s t a ll 5 .1 I n it ia t e 1 .1 A s s e s s 2 .4 C o n t r o l 1 .WBS/How? Hierarchy Diagram Format Project 2 1 M ANAGEM ENT 1 .2 T e s t 4 . Review with team/manager. List Format 5 19 .3 A n a ly z e 2 .5 C lo s e R E Q U IR E M E N T S 2 . Submitted to the SOS by 5:00pm the day before it is to be effective.2 T r a in 5 . B U IL D 4 .4 … .1 E n g in e e r 3 .3 V a lid a t e 4 . File notice w/Secretary of the State (SOS) 45 days before effective date. 6.

Examples of Sequencing Assess Current System Review Scope Analyze New Requirements Determine & Review GAPS Adjust Requirements 20 .

Estimate Duration Determine Resource Needs  For each task . Obtain initial estimate of likely duration for tasks does not take into account the number of people expected to perform the task.determine skills and resources 21 . 6.

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 22 .

and disseminate information •close.8. plan 23 . 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. file and archive information •update the comm. update.

Develop Schedule determining start and finish dates for tasks and assigning resources May Jun Jul Aug Sep Oct Nov 24 .9.

then schedule Define Scope Define WBS Define Resources Define Dependents Define Deliverables 25 .Define .

not a WBS.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 the project plan 26 .

10.50% Definitive + or .30% .rates) refined during the materials course of the project . Estimate Resource Costs Develop cost estimates for: internal & external labor (hrs.20% 27 Intermediate + or . supplies definitive just prior contracts to construction special costs Estimate ROM + or .

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 28 .11.

contract administration.Request for Proposal Evaluation Criteria 29 . Actual solicitation how and when. is part of execution how to manage solicitations.Statement of Work RFP .12. what. and how much. selection. Determine What to Procure and When Procurement planning determines: whether. and closeout Procurement documents: SOW .

Build Budget and Spending Plan Budgeting involves assigning the cost estimates to all the tasks creating a cost baseline.13. 30 .

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 31 .

for example: •initial draft . Integrate the Plans Previous steps are reiterated to create a coherent plan.reflects specific resources and dates 32 .15.reflects generic skills and duration •final plan .

Hardcopy Binders PMO Project Management Guide 33 .

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Thank you for your time 35 .

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