Program Management Basics

1. Program Management Basics Purdue FIRST Programs Chris Fultz Rolls-Royce Corporation Updates for Posting January 2, 2008 Program Management Basics Purdue FIRST Programs

2. Program Management Basics • On Your Last Project (or 2006 Robot) Did You, • Have Enough Time Y N • Have Enough Money Y N • Have Enough Capability Y N • Change Requirements Y N Program Management Basics Purdue FIRST Programs

3. Program Management Basics • The Bad News, and the Good News is • That it Really Doesn’t Change … • But You Can Learn To Manage The Impacts Program Management Basics Purdue FIRST Programs

4. Program Management Basics • Program – An ongoing activity, comprised of multiple projects, that may span several years and has no planned ending. • Project – A specific activity undertaken to achieve a particular outcome. It has a specific start date and a specific end date. Program Management Basics Purdue FIRST Programs

5. Program Management Basics • Project Manager Job Requirements: • Manage Scope, Schedule and Cost, while minimizing Risk • Project Manager Responsibilities: • Capture Requirements • Define the System / Solution • Create a Schedule • Perform / Deliver • Review and Close-Out • Repeat Program Management Basics Purdue FIRST Programs

6. Program Management Basics • What We Will Do • Look at each of the primary Project Manager responsibilities, and provide examples from a “simulated real-world” project and a FIRST build season Program Management Basics Purdue FIRST Programs

7. Program Management Basics • Project Manager Responsibilities • Capture Requirements • Define the System / Solution • Create a Schedule • Perform / Deliver • Review and Close-Out • Repeat Program Management Basics Purdue FIRST Programs

8. Program Management Basics • Capture Requirements • Engine Development Project: • Customer Meetings and Discussions • Customer Requirements Document • FAA Rules, Federal & State Laws • Internal Design Requirements • Corporate Strategies • Union Agreements & Commitments • Lessons Learned, Best Practices • FIRST Project: • Kick-Off Event, Video • Rules • Q & A Sessions at FIRST • Chief Delphi Postings • Team Guidelines / Goals Program Management Basics Purdue FIRST Programs

9. Program Management Basics • Capture Requirements - Sample • Engine Development Project: • Power, Efficiency (Fuel Burn) • Life, Mission Cycle • Weight & Size Limits • Connection / Installation Points • Material Limitations • Schedule • Costs - Product & Expenses • Safety Requirements • FIRST Project: • Power (1 Battery, 1 Pump) • 2 Minute Match, Climb, Hang • 135 pounds, H – W – L • Interfaces – Radio Communication • Limited Materials (Motors) • Must Ship Date • Cost Limits (FIRST & Team Budget) • Safety Requirements Program Management Basics Purdue FIRST Programs

10. Program Management Basics • Project Manager Responsibilities • Capture Requirements • Define the System / Solution • Create a Schedule • Perform / Deliver • Review and Close-Out • Repeat Program Management Basics Purdue FIRST Programs

11. Program Management Basics • Define System / Solution • Engine Development Project: • Brainstorm Solutions • Make Sketches / Prototypes • Identify Likely Solutions • Create Rubric / Capability Matrix • Select a Final Solution • Complete Independent Reviews • Create Work Breakdown Structure • FIRST Project: • Brainstorm Solutions • Make Sketches / Prototypes • Identify Likely Solutions • Create Rubric / Capability Matrix • Select a Final Solution • Complete Independent Reviews * • Create Work Breakdown Structure Program Management Basics Purdue FIRST Programs

12. Program Management Basics • Define System / Solution - Rubric Program Management Basics Purdue FIRST Programs

13. The next 2 slides show two types of WBS (Work Breakdown Structures). The first one is organized by component and then function, the second is organized by component, then function. Program Management Basics Purdue FIRST Programs

14. Program Management Basics WBS = Work Breakdown Structure • Define System / Solution – Sample WBS 1 Program Management Basics Purdue FIRST Programs

15. Program Management Basics • Define System / Solution – Sample WBS 2 Program Management Basics Purdue FIRST Programs

16. The next slides show a team structure defined by the work to be done, then the organization to do that work, and the budget flow to support the work. The third slide is animated to show the overlap. • One theory is that the work, organization and budget breakdowns should overlay for an efficient program. Program Management Basics Purdue FIRST Programs

17. Program Management Basics • Define System / Solution – FIRST Team Work Organization Budget Program Management Basics Purdue FIRST Programs

18. Program Management Basics • Define System / Solution – FIRST Team Work Organization Budget Program Management Basics Purdue FIRST Programs

19. Program Management Basics • Define System / Solution – FIRST Team Work Organization Budget Program Management Basics Purdue FIRST Programs

20. Program Management Basics • Project Manager Responsibilities • Capture Requirements • Define the System / Solution • Create a Schedule • Perform / Deliver • Review and Close-Out • Repeat Program Management Basics Purdue FIRST Programs

21. Program Management Basics • Create A Schedule • Engine Development Project: • Identify Key Deliverables • Identify Critical Customer Dates • Estimate Task Durations • Identify Task Dependencies • Create Draft Schedule • Review, Revise Until Issues Resolved • Gain Acceptance From Stakeholder • FIRST Project: • Identify Key Deliverables • Identify Critical Dates (FIRST, Other) • Estimate Task Durations • Identify Task Dependencies • Create Draft Schedule • Review, Revise Until Issues Resolved • Gain Acceptance From Stakeholders Program Management Basics Purdue FIRST Programs

22. Program Management Basics Same Task Durations, Shorter Overall Time, So Higher Risk Program Management Basics Purdue FIRST Programs

23. Program Management Basics • Project Manager Responsibilities • Capture Requirements • Define the System / Solution • Create a Schedule • Perform / Deliver • Review and Close-Out • Repeat Program Management Basics Purdue FIRST Programs

24. Program Management Basics • Perform / Deliver • Engine Development Project: • Design & Analysis • Manufacture Components • Make & Test Subsystems • Integrate Subsystems & Test • Complete Audits / Reviews • Manage Change / Monitor Progress • Manage Risk • Complete & Deliver Product • FIRST Project: • Design & Analysis • Manufacture Components • Make & Test Subsystems * • Integrate Subsystems * & Test • Complete Audits / Reviews * • Manage Change / Monitor Progress * • Manage Risk * • Complete & Deliver Product Program Management Basics Purdue FIRST Programs

25. Program Management Basics • Perform / Deliver - Samples Engine Development Project: FIRST Project: Program Management Basics Purdue FIRST Programs

26. Program Management Basics • Project Manager Responsibilities • Capture Requirements • Define the System / Solution • Create a Schedule • Perform / Deliver • Review and Close-Out • Repeat Program Management Basics Purdue FIRST Programs

27. Program Management Basics • Review & Close-Out • Engine Development Project: • Close Charge Numbers • Re-Assign People • Create a Project Package • Complete Final Reviews • Determine Future Requirements • Continuous Improvement Activities • Root Cause / Corrective Action • Lessons Learned Reviews • FIRST Project: • Stop (normally) • Recommend • Continuous Improvement Activity • Preparation for Next Season Program Management Basics Purdue FIRST Programs

28. Program Management Basics • Project Manager Job Requirements: • Manage Scope, Schedule and Cost, while minimizing Risk • Project Manager Responsibilities: • Capture Requirements • Define the System / Solution • Create a Schedule • Perform / Deliver • Review and Close-Out • Repeat Program Management Basics Purdue FIRST Programs