Welcome to Project Planning

1. Project Planning Class WelcometoProject Planning Instructor Phyllis Sweeney sweeneyphyllis@hotmail.com Bellevue Planning Exhibits

2. Session 1 Objectives The student will be able to: • Understand the elements of Project Planning • Work Breakdown Structure • WBS Statement and Resource Planning • Project Networking • Project Scheduling • Finalizing Plan Elements Section Three: Project Planning, pg 183-287 Bellevue Planning Exhibits

3. Project Planning Overview • Class Discussion Reading • Class 1: Monday, November 10 Chapter 3, Wysocki • Course Introduction Pmbok, 4 • Introduction to Project Planning Document • Update of the Team POS • Quality Plan • Class 2: Wednesday, November 12 Chapter 4, Wysocki • Work Breakdown Structure Pmbok, 5 • Work Package Management • Develop Team WBS • Class 3: Monday, November 17 Chapter 5, Wysocki • Statement of Work and Resource Planning • Refined scope definition and resource assignment matrix • Document the SOW • Develop initial resource plan • NO CLASS ON WEDNESDAY, November 26 Bellevue Planning Exhibits

4. Project Management Overview • Class 4: Monday, November 19 Chapter 6, Wysocki • Network Diagramming Pmbok, Chapter 6 • Development of a project network diagram Lewis, pg 261-267 • Task dependency and various networking methods • Develop team project network diagram • Class 5: Wednesday, November 24 Chapter 7, Wysocki • Scheduling Lewis, pg 224 - 244 • Development of initial project schedule • Gantt chart and milestone chart • Class 6: Monday, December 1 • Finalizing Plan Elements & Project Controls • Project planning summary • Review of control tools, templates and methods • Review of project team deliverables • Continue to mature project notebook and associated deliverables • Complete course evaluations • Class 7: Wednesday, December 3: Consultation Class • Class 6: Monday, December 4 • Consultation Class: Wednesday, December 6 Bellevue Planning Exhibits

5. Deliverables for Project Planning All assignments: 1 per Team sent via email to sweeneyphyllis@hotmail.com by 4:00 p.m. of due date. Bellevue Planning Exhibits

6. What is Involved in Project Planning? • Planning is often the most difficult and most unappreciated process in project management • Many people have a negative view of planning because they do not use plans to facilitate action • Planning is about strategy – that you have an overall approach to running the project • The main purpose of project plans is to guide execution • A project plan is a document used to coordinate all project planning documents Bellevue Planning Exhibits

7. Project Success • Within the agreed upon schedule • Within the agreed upon budget • Within the agreed upon specifications • Within the organizational work flow • Within the organizational culture • Minimum and agreed to scope changes • When accepted by the customer Bellevue Planning Exhibits

8. Project Management Customer Expectations Scope Quality Cost Time Resources Technology Bellevue Planning Exhibits

9. Plan Elements • Context • Structure • Organization • Readability • Manageability • Phasing • Flow Bellevue Planning Exhibits

10. Types of Plans • Budget* Event allocations • Configuration Management Tracking changes for integrity • Facilities* Where the work is done • Logistics support How will replacements be managed • Management* Organizing the PMO • Manufacturing How will the product be built • Procurement* Sources, supplier mgmt, make/buy • Quality assurance Meeting expectations • Research/development* Prototyping and experimentation • Scheduling* Ensuring critical dates will be met • Tooling Ensuring tool availability when needed • Training Ramping and maintaining skills required • Transportation Getting things where needed and when *Planning related Bellevue Planning Exhibits

11. Planning Overview Idea Feasibility Alternatives Prototype Lifecycle Design Develop Deploy Enhance Replace Context (scope) Pre-plan (plan the plan) Structure Planning Task Milestone Resource Schedule Level (validate) Re-Plan Approve Execute Bellevue Planning Exhibits

12. A Good Plan The proper mix of processes, methods, tools and techniques Bellevue Planning Exhibits

13. Portfolio Fit Within Plan Priority Visibility Sponsorship Bellevue Planning Exhibits

14. Integrated Processes-Better Results Project Management Integration Mgmt Interface Mgmt Concurrent Engineering Total Quality Management Change Management Risk Management Bellevue Planning Exhibits

15. PM Integration Management Processes • Project Plan Development: taking the results of other planning processes and putting them into a consistent, coherent document - The Project Plan/Charter/POS • Project Plan Execution: carrying out the project plan • Overall Change Control: coordinating changes across the entire project Bellevue Planning Exhibits

16. Good Project Integration Management The Key to Overall Project Success • Project managers must coordinate all of the other knowledge areas throughout a project’s life cycle • Many new project managers have trouble looking at the “big picture” and want to focus on too many details Bellevue Planning Exhibits

17. Interface Management • Interface management involves identifying and managing the points of interaction between various elements of the project • Project managers must establish and maintain good communication and relationships across organizational interfaces • Interface management also involves coordinating customer & stakeholder requirements Bellevue Planning Exhibits

18. Customer Needs Requirements Deliverables Quality Plan Customer Focus • The first priority of the project manager/team is to meet the customer needs • The project manager must: • Clearly identify who the project customer(s) are • Identify what the customers needs are Bellevue Planning Exhibits

19. Stakeholder Analysis • A stakeholder analysis documents important (often sensitive) information about stakeholders such as • stakeholders’ names and organizations • roles on the project • unique facts about stakeholders • level of influence and interest in the project • suggestions for managing relationships Bellevue Planning Exhibits

20. Sample Stakeholder Analysis Bellevue Planning Exhibits

21. Quality Planning Process • Identify Customers and Stakeholders • Determine Customer Needs and expectations • Identify Applicable Quality Standards and Specify performance Criteria • Document tasks and Responsibilities to Ensure Deliverables Meet Performance Criteria • Prepare Quality Management Plan Bellevue Planning Exhibits

22. Quality Control Process • Identify what specific project results will be subject to quality control checks • Select appropriate QC tool or technique for each • Testing • Review/Inspection • Statistical Sampling • Control Charts • Collect data on actual performance • Evaluate data and compare to quality standard • Respond to results Bellevue Planning Exhibits

23. Quality Assurance Process • Identify aspects of the project performance to review for quality assurance • Select the type of review • Set the schedule and scope of each review • Conduct reviews according to plan • Initiate changes to bring project processes into conformance with QA standards Bellevue Planning Exhibits

24. Quality Reviews Reviews should identify and help correct work product or deliverable conformance, determine cause of defect or process deficiency Ensure Adequate Planning • Walk Throughs • Inspection • Round Table • Functionality Testing Bellevue Planning Exhibits

25. Exercise: Quality Control The instructor will provide each team with an object. Each team is to develop a quality control plan/system for their “product” using the following steps: • Examine the product and decide what its purpose is • Decide on the desired level of performance for the product and set standards to support the level of performance • Select appropriate quality control measures • Establish criteria for maintaining quality (e.g., acceptance/rejection criteria, number of acceptable defects, sample size) • Prepare to discuss your teams “product” quality control plan • Include a Quality Plan in your Notebook for your individual projects Bellevue Planning Exhibits

26. Planning, Estimating, Scheduling What’s the difference? • Planning: Identifying activities. No specific start and end dates. • Estimating: Determining the size & duration of activities and resource requirements. • Scheduling: Adding specific start and end dates, relationships, and assigning resources. Bellevue Planning Exhibits

27. Project Planning • What (Technical Objectives) • Project Charter/Overview Statement • Project Definition • Introduced Formally in Text • Has Always Been A Fundamental for Experienced Project Managers • Work Breakdown Structure • Who (Resource Utilization) • Organizational Breakdown Structure • Responsibility Assignment Matrix Bellevue Planning Exhibits

28. Project Planning (cont'd) • Task • Task Start • Task Effort • Task Relationships • How Much (Budget) • Cost by task • Accumulated Costs Bellevue Planning Exhibits

29. Project Estimates • How did you feel when a customer once asked… “How long will your project take?” • Not an easy answer to give right? • At least not if it were a real customer on a real project • How can the PM effectively manage that issue? Bellevue Planning Exhibits

30. Project Schedule • Identify “what” needs to be done—the Work Breakdown Structure (WBS) • Identify “how much” needs to be done—the Size estimation techniques, level of effort • Identify “task relationships” between tasks—the Dependency graph, Network Diagram • Estimate “how long” for the work to be done—the actual schedule, including duration Bellevue Planning Exhibits

31. Schedule Management • Involves the processes required to ensure timely completion of a project. • Dependent on quality of • Activity definition • Activity sequencing • Activity duration estimating • Schedule development • Schedule monitoring Bellevue Planning Exhibits

32. Network & Critical Path 7 3 4 Start Project Charter/POS End 5 1 3 4 WBS 8 9 Constructed Schedule Estimated Tasks & Resources From POS to Schedule Bellevue Planning Exhibits

33. Authorization Resource Availability Requirements Complex POS*/Work Agreement Dependency Network Diagram Work Breakdown Structure Project Team Estimates Schedule Profile Cost Profiles Communications & Tracking Relationship of Project Elements * Project Overview Statement Bellevue Planning Exhibits

34. The Project Management Strategy Bellevue Planning Exhibits

35. Project Plan Characteristics • Just as projects are unique, so are project plans • Plans are dynamic • Plans must be flexible • Plans should be updated as changes occur • Plans must be used as a guide to project execution Bellevue Planning Exhibits

36. Getting Started • What changes are needed in current POS • Goals/Objectives • Scope • Assumptions • Risks • Other?? • What should be documented as part of the overall project planning document? Bellevue Planning Exhibits

37. Team Exercise • Review current POS (Project Overview Statement) • Turn-in updated POS in at Session 2. Send updated softcopy to sweeneyphyllis@hotmail.com by 4 p.m. • Identify content and gaps that may need changing • Update to include missing elements (if any) • Review Project Plan Elements (handout) • Begin drafting Project Planning Document (see template handout) – complete by Session 6 • Document Quality Plan • Turn-in Quality Plan in at Session 3. Send softcopy to sweeneyphyllis@hotmail.com by 4 p.m. Bellevue Planning Exhibits