Failing to plan …

1. Plan the Work Failing to plan … is planning to fail.

2. Project Management Process Plan the Work Endorse the Plan Initiate & Align Work the Plan Transition & Closure Continuous Communication • Project Team Commitment • Management Endorsement • Project Description • Team Mission/ Assignment • Major Milestones • Boundaries • Team Identification • Roles & Responsibilities • Measures of Success • Operating Guidelines • Work Breakdown Structure (WBS) / Master Deliverables List (MDL) • Task Planning & Scheduling • Budget • Risk Planning • Communication Plan • Change Management Plan • Quality (QA/QC) Plan • Transition & Closure Plan • Managing Scope, Schedule & Budget • Manage Risks • Manage Change • Communicate • Progress • Issues • Lessons Learned • Implement Transition Plan • Review Lessons Learned • Reward & Recognize • Archive

3. Pre-Construction Plan the Work Plan the Work Process Map WSDOT – Project Management On-Line Guide On-Line Guide Overview Tools+Forms Develop Project Performance Baseline Project Management Plan Identify Project Phases/Sub-Phase (Levels 1 & 2) Identify the Processes (Level 3) Identify the Deliverables (Level 4) Reorder if needed Define Tasks Sequence the Tasks Estimate the Durations Identify Performers Establish Dependencies Add Resource Constraints Estimate and Verify Time/Cost Balance Assignments, Schedule and Budgets • Project Performance Baseline • Work Breakdown Structure • Performance Baseline Schedule • Budget • Risk Management Plan • Change Management Plan • Quality (QA/QC) Plan • Communication Plan • Transition and Closure Plan Work Breakdown Structure (WBS) Master Deliverables List (MDL) Risk Planning Task Planning and Scheduling Budget Change Management Plan Quality Plan (QA/QC) Communication Plan Initiate and Align Endorse the Plan Transition and Closure Plan Overview Process Overview Process

4. Project Performance Baseline Work Breakdown Structure (WBS) / Master Deliverables List (MDL) Risk Planning Task Planning and Scheduling Budget Plan the Work

5. Change Management Plan Project Performance Baseline Work Breakdown Structure (WBS) / MDL Quality Plan (QA/QC) Communications Plan Transition & Closure Plan Risk Planning Task Planning and Scheduling Budget Plan the Work

6. Plan the Work Develop WBS using the MDL TOOLS INPUT PRODUCTS • Master Deliverables List (MDL) Completed Initiate & Align Worksheet Completed Work Breakdown Structure

7. Project Mission Deliverables Deliverables Deliverables Tasks Tasks Tasks Tasks Tasks Tasks Tasks Tasks Tasks Work Breakdown Structure

8. PDIS Master Deliverables List (MDL)

9. PDIS Project Delivery Information System (using Project Scheduler 8 (PS8) In part, this came from a simple question: “How can we improve the communication, coordination, & management of multiple projects?”

10. Urban Corridors Northwest Region Southwest Region WSDOT Project Delivery Information System South Central Region Eastern Region Steering Team North Central Region Olympic Region HQ Project Delivery Information System (PDIS) Implementation Teams

11. PDIS Money Time SCHEDULE BUDGET Resources SCOPE

12. Plan the Work Master Deliverables List Provides consistent terminology or a list of parts for your project. The project team determines which parts and how to assemble them. Then build a project WBS - like a fine running machine.

13. Master Deliverables List

14. MDL Structure Level 1 Construction Pre-Construction Phase Level 2 Processes Level 3 Deliverables Level 4 Deliverables (in some cases) Level 5-10 Tasks

15. Process of elimination… Customize the MDL to your project • Identify Project Phase • Identify the Processes • Identify the Deliverables • Reorder if needed,“child/parent relationships”

16. Plan the Work Task Planning and Scheduling TOOLS INPUT PRODUCTS • TPW • PDIS • Completed Initiate & Align Worksheet • Completed WBS Performance Baseline Schedule for Endorsement

17. Task Milestone Deliverables Activity Finite duration Defined start & finish Assignable A deliverable upon completion Event Identifiable point Completion of a major deliverable or set of tasks Measurable Tangible Work Product Task Planning Terminology

18. Plan the Work Task Planning • Define the task • Estimate durations • Identify Dependencies • Assign Resources • Resource constraints • Estimate cost

19. A D G H B C E F Start Finish Plan the Work Network Logic Diagrams

20. START FRPLAN INFOREP TRANPLN FRGAME FRMENU INFOSITE TRNVEH FRFOOD INFOCMU TRFCON INFOPKT TRNTRSH FIN Start Dev. Food & Rec. Plan Info Recon Report Trans. & Contingency Plan Activity Plan w/ Game List Develop Menus Gather Site Info/Weather Forecasts Match Trans. Needs to Vehicles Assemble Food Storage & Handling Communicate & Confirm Info/Trans. Contingency Plan Assemble & Distribute Info Packets Trash Collection & Haul Plan Finish

21. Plan the Work Project Performance Baseline Schedule Endorsement

22. Plan the Work Validate Project Budget TOOLS INPUT PRODUCTS • PDIS • UCO • WSF • CPMS • Completed Initiate & Align Worksheet • Completed WBS • Performance Baseline Schedule for Endorsement • Updated Project Budget • Project Aging Report

23. Plan the Work Resource Loaded Schedule vs. CPMS

24. Plan the Work Aging Reports

25. Plan the Work Spending Curve (“S” curve”) $50,000 $40,000 $30,000 $20,000 $10,000 $0 Time

26. Plan the Work Develop Risk Management Plan TOOLS • Risk Mgmt. Plan Template • Sample RMP • CREM PRODUCTS INPUT • Completed Risk Management Plan • Completed Initiate & Align Worksheet • Previously identified PMP elements

27. Plan the Work Risk Planning Terminology • Risk is an uncertain event, if it occurs, has a positive or negative effect. • Risk Response Strategy is a pre-planned approach to address risk events should they occur; designed to enhance opportunities and reduce threats to a projects objectives. PMBOK, 2000 edition

28. Plan the Work Risk Planning Terminology • Triggers, or warning signs, indicate a risk has occurred or is about to occur. • Risk Mitigation seeks to reduce the probability and/or impact of a risk. PMBOK, 2000 edition

29. Plan the Work Risk Management Plan • Determine Level of Risk Assessment • Identify Risk • Qualitative Risk Analysis • Quantitative Risk Analysis • Risk Response Strategy • Risk Monitor & Control wwwi.wsdot.wa.gov/Design/CREM/

30. Transference Mitigation Avoidance Acceptance Risk Response Strategies Tools & Techniques

31. Risk Interview Decision Tree Analysis Stakeholders & Subject Matter Experts Alternative Implications Probability / Impact Matrix Low – Med - High Plan the Work Analysis Tools & Techniques

32. Green Red High Probability Green Yellow Low High Identified Risk Impact Low Qualitative Risk Analysis Probability & Impact Matrix

33. Green Red High Probability Green Yellow Low High Identified Risk Impact Low EXAMPLE #1 IDENTIFIED RISK: Budget is exceeded by 10%. Probability LOW Impact High Project Risk Profile Green Zone

34. Green Red High Probability Green Yellow Low High Identified Risk Impact Low EXAMPLE #2 IDENTIFIED RISK: Survey data incomplete or inaccurate. Probability Low Impact High Project Risk Profile YELLOW ZONE

35. Green Red High Probability Green Yellow Low High Identified Risk Impact Low EXAMPLE #3 IDENTIFIED RISK: Quality problems due to inexperienced staff, employee turnover and/or lack of quality management plan. Probability High Impact High Project Risk Profile RED ZONE

36. Plan the Work Communication Plan

37. Plan the Work Develop Communication Plan TOOLS INPUT • Communication Plan Template • Sample Communication Plan PRODUCTS • Completed Initiate & Align Worksheet • Previously identified PMP elements Completed Project Communication Plan

38. Plan the Work Communication • Who needs the information? • What information do they need? • When do they need the information? • How will the information be provided to them? • Formal or Informal?

39. Plan the Work Communication The exchange of information to the relevant parties (including ideas, expectations, goals, commitments, requirements, recommendations, and status) is vital to project success.

40. Management Gaps Functional Gaps Top Management: Policy Middle Operational Islands Management: Planning Supervisors: Scheduling Laborers: Operations Real Estate Services Environmental Traffic/WZTC Bridge Plan the Work

41. Project Sponsor or Executive Project Sponsor or Executive Informal Formal Project Manager Project Manager Employees Employees Informal Plan the Work Communication Channels

42. Plan the Work Communication Process Personality Screen Perception Screen Source Encoder Message Decoder Receiver Feedback Perception Screen Personality Screen

43. Plan the Work How many lines of Communication? n(n-1)/2 10 n = the number of people on the project

44. Util. PEO ENV R/W Bridge Traf. Maint. PIO Land. Prg Mg Survey Rail Hyd. Consul. Plan the Work How many lines of Communication? n(n-1)/2=?? 14(14-1)/2 = 91

45. Util. PEO ENV R/W Bridge Traf. RES Maint. PIO Land. Prg Mg Survey Rail Hyd. Consul. Plan the Work How many lines of Communication? 15(15-1)/2 = 105 105 – 91= 14

46. Plan the Work Communication Plan Other Considerations: • Project Performance Baseline • Risk Management Plan • Change Management Plan • Quality Plan • Transition & Closure Plan

47. Change Management Plan The roadmap for decision making when change occurs.

48. Plan the Work Develop Change Management Plan TOOLS INPUT • Change Mgmt. Plan Template • Sample Change Mgmt. Plan • PC&R PRODUCTS • Completed Initiate & Align Worksheet • Previously identified PMP elements Completed Change Mgmt. Plan

49. SCHEDULE BUDGET SCOPE Change Management Plan The roadmap for decision making when change occurs. Project Performance Baseline components Change Management Thresholds & Triggers

50. SCHEDULE BUDGET SCOPE Change Management Plan The roadmap for decision making when change occurs. Document processes for change management Identify, report, & track potential change issues Establish change tracking log Identify Endorsement requirements Update the Project Performance Baseline Gain Endorsement