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Tracking a Project Plan A Case Study

This case study explores the life cycle of a project plan from sizing and estimation to tracking and oversight. Learn about the constituents of a plan, data collection methods, forecasting, and the elimination of variances. Discover taxonomy and artifacts related to tasks, resources, assignments, and work duration. Follow the data collection process, forecasting procedures, and reporting outcomes to ensure successful project management. Gain insights into eliminating variances, adding resources, and changing scope when necessary. Learn about setting up PWA for efficient project tracking and oversight.

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Tracking a Project Plan A Case Study

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  1. Tracking a Project PlanA Case Study

  2. Life Cycle of a Plan • Project Sized • Project Estimated • Project Planned • Budget • Schedule • Project Tracked

  3. Constituents of a Plan • Schedule • Duration by WBS Task • Project Start (or end) • Constraints (Internal/External) • Budget • Assigned Resources to Tasks

  4. Plan • Schedule • + • Budget • = • Plan

  5. Project Plan • Sized • Appropriate Units of Size (SW: KSLOC) • Estimated • Duration • Effort • Scheduled • WBS • Assignment of Resources

  6. Project Tracking and Oversight • Data Collection • Forecasting • Reporting • Eliminate Variances

  7. Taxonomy/Artifacts • Tasks • Resources • Assignments (Task + Resource) • Work • Duration • Summary Tasks (Titles) • Tasks (Imperative Mood and Unique) • Constraints (Internal/External/Calendar)

  8. Data Collection Methods • Using Project Web Access (PWA) • Methods • Hours/day • % Complete* • Total Hours *Note: “% Complete” NEQ to “% Work Complete”

  9. Chosen Method • Hours/day/Resource • Hours Worked • Remaining Work • Notes (Other data Supplied) • Unplanned/Planned Work interruptions • Unplanned/Planned Delays • Other pertinent information

  10. Data Collection Process • Resource • Using PWA, enters • Hours worked, Remaining Hours • Sends update to PM via PWA* • PM (or representative) • Updates Plan *Note: Automatic e-mail notification occurs

  11. Forecasting • Computes new Forecast • Publishes update* *Note: Automatic e-mail notification occurs

  12. Reports Out • Prepares and Distributes Reports* *Note: Automatic e-mail notification occurs

  13. Elimination of Variances* • Critical Path mandatory; others voluntary • Add resources • Change Scope • Change Baseline • *Notes: • Qualified by Criticality • Must eliminate negative schedule variances; positive are voluntary • Must eliminate positive cost variances; negative are voluntary

  14. Add Resources • Reassign • Procure additional • Comes from Reserve or • Requires Change Board Action or • Obtain from Reserve

  15. Change Scope • Change Baseline Duration and/or Baseline Work • Requires Change Board Action if affects overall contract cost and/or schedule • Requires Change Board Action if Contracted functionality is changed

  16. Change Baseline* • Cost or Schedule • Cost • Take from Reserve • Reallocate • Schedule • Reduce Slack • Change constraints *Note: These changes do not affect the Contract provisions aka scope of the contract

  17. Settings for PWA • Resources are in the Resource Pool; i.e. have User Account • PM has Client/Server account on the Project Server • Options set • Method selected

  18. Resource Accounts • Required Windows Authentication • Had e-mail address entered • E-mail server identified in Project Server • Hourly cost set • Set to $1, then costs are hours

  19. Project Options • Schedule Options • Calculation Options • Collaborate Options • Save Options • Published Fields • Timesheet View • E-Mail Notification

  20. Schedule Options

  21. Calculation Optons

  22. Collaborate Options

  23. Save Options

  24. Set Published Fields

  25. PWA Tracking Settings (1)

  26. PWA Tracking Settings (2)

  27. Timesheet View

  28. E-Mail Notification

  29. Other Considerations • Server is implemented • Sharepoint is initialized • Permissions are set appropriately • Security is set appropriately • Views are arranged • Server Configuration is set

  30. Other Methods • IPT Lead Reports • Earned Value Methods • Schedule Only

  31. IPT Lead Reports • Make the IPT Lead the Resource on the Tasks • Set data to be collected: • Start and finish dates only + Remaining Hours/Duration or • Total hours only + Remaining Hours or • % Complete + Remaining Hours/Duration

  32. Earned Value Methods • Set Tasks to use “Physical % Complete” • Resources report only Actual Starts, Finishes and Remaining Duration

  33. Schedule Only • Collect only Remaining Duration

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