Fundamentals of Buffers

1. Fundamentals of Buffers A revolution in how things get done!

2. Effective Planning • Plan Development  collaboratively with team • Layout tasks and their dependencies • Assign resources (no unassigned tasks in near-term) • Review resource loading  update plan as necessary • Assign project priority to major milestones • Move higher priority projects ahead of lower priority projects • Size buffers  collaboratively with stakeholders • Establishes commit date between project team and the business • Monitor project health  find ways to finish before commit date • Repeat #1, 2 & 4 frequently  pivot as needed • Rolling Wave Planning

3. Variability Work (hours) • Duration (days) = Availability (hours/day) Work + X% • Duration (days) = Availability - Y% ∴ Duration will vary!

4. Buffer Unbuffered Date (low probability) Buffered Date (commit/due date)

5. Buffer Unbuffered Date (low probability) Buffered Date (commit/ due date)

6. Sizing the Buffer Remaining Work Today Unbuffered Duration

7. Sizing the Buffer • Top-Down Method • Low/Medium Project Risk Profile • Technical challenges are typical of other products (incremental advances in technology) • Critical resources are dedicated to the project (available when you need them) • Buffer size = 1/3*(Unbuffered Duration) • High Project Risk Profile • High technical risks (technology that’s new to the company and/or world) • Critical resources are not available when you need them (busy on other projects) • Buffer size = 1/2*(Unbuffered Duration) or more!

8. Sizing the BufferTop-Down = 13.5 weeks = 5 business days/week * 13.5 weeks = ~68 business days Unbuffered Duration Buffer = 1/3*(68) = ~23 business days

9. Sizing the Buffer • Bottom-Up Method • Separate tasks by type: Work vs. Monitor • Look at the critical path • Ask, is this critical task’s duration a 50/50-type or a 90/10-type estimate? • Buffer Size = sum of the critical path task variances (days)

10. Sizing the BufferWork Tasks 7 days 2 days Work tasks (50/50) = 9 days  Buffer contribution = 50%*(9) = 4.5 days

11. Sizing the BufferMonitor Tasks 3 days 13 days Monitor tasks (90/10) = 16 days  Buffer contribution = 10% * 16 = 1.6 days  Buffer Size = 4.5 + 1.6 = ~6 days

12. Sizing the Buffer • Top-Down • Bottom-Up • Come to an agreement with stakeholders and commit Buffer = 8 business days Buffer = 6 business days Buffer = 7 business days

13. Configuring Buffers Buffer Task Tracking Milestone Pace Car Tracking Milestone Pace Car Buffer Task

14. Buffer Task • Overlap the buffer’s start date with the milestone • Buffer’s Duration = Buffer Size + 1 day • Make the title explicit • Suggested format: Buffer/(Milestone Name) • e.g. Buffer/OQ Complete 8 days 7 days

15. Buffer Task Settings Buffer Report: unique code Tracking Start Date: mm/dd/yy Tracking Start Date The day you start tracking the milestone’s movement

16. Tracking Milestone Settings • Buffer Track In: unique code • (Must) unique code = same value used in the buffer task • e.g. Buffer Track In: Project A-OQ Complete Buffer Track In:(unique code)

17. Pace Car Size Offset • Optional • Visualize the yellow region of the Buffer Chart in the Game Plan • It changes throughout the project (Offset) Pace Car Size = 5 days Pace Car Size = 5 days Offset = 13 days Offset = 5 days

18. Pace Car & Project Health If the Tracking Milestone… • Is left of the Buffer Task’s start date, the project is below the green region on the Buffer Chart – Ahead. • Is left of the Pace Car’s start date, the project is in the green region on the Buffer Chart – Low Risk. • Is above the Pace Car, the project is in the yellow region on the Buffer Chart – Some Risk. • Is right of the Pace Car’s end date, the project is in the red region on the Buffer Chart – At Risk. • Is right of the Buffer Task’s end date, the project is above the red region on the Buffer Chart - Behind.

19. Pace Car Settings • Duration =15% of the buffer’s duration • e.g. if buffer’s duration = 30 days, then… • Pace Car’s duration = 15%*30 = 4.5  5 days • Buffer Chart: unique code (PaceCar) • unique code = same value used in the buffer task • (PaceCar) = must follow unique code; used to define that this is a Pace Car and not a buffer or tracking milestone. • e.g. Buffer Chart: Project A-OQ Complete (PaceCar) 5 days Buffer Chart:unique code (PaceCar)

20. Buffer Chart Settings • unique code = same value used in the buffer task 

21. Monitor Project Health Edit Title

22. Changing Buffers • Once projects are active and buffer size has been agreed to with the stakeholders, changes must be made using an approval process. • Playbook Process Owner Team to define & implement the process • If approved… • Do not change the original buffer • Rename it to show it was the original • Create and configure a new buffer task and pace car • Specify a new, unique Buffer Report code leaving the original intact

23. Learn and Improve • If buffer end dates are consistently missed… • Ask why and look for root causes • Challenge project risk profile assumptions

24. Buffer Task • Until the project starts, leave Buffer task’s lifecycle Planned • (Could) Make it a successor to the milestone • When the project starts, Schedule the Buffer Task • (Must) No predecessors, break link to the milestone Planned Scheduled Link No Link

25. Need a hand? • Contact Technical Support at support@accuer.com • We’re here to help!