Planning & Scheduling a Production Activity BRITA LYONS HEGARTY, MARKET KNOWHOW 16 TH NOVEMBER 2015 TRADEIT: SMART USE OF ITWORKSHOP

Contents 1. Introduction to Project Management 2. Project Planning 3. Work Breakdown Structure 4. Presenting High Level Milestones 5. Build a Plan 6. Contingency Planning & Risk Assessment

What is a Project Project Management Institute (PMI): A project can be defined as a temporary endeavor undertaken to create a unique product or service. Projects are different from other ongoing operations in an organisation, because unlike operations, projects have a definite beginning and an end - they have a limited duration. A project typically has - a start and end date - a budget - a set of activities which are unique and not repetative Triple Constraint: Scope / Budget / Time

Project Phases

Something to remember “If it isn’t written down, it didn’t happen.”

2. Project Planning

2.1 Facilitating processes  Quality planning: determine standards for project  Roles and Responsibilities for team  Resource allocation – including budget  Communications plan: determiming what communication will be required by stakeholder and frequency of same  Risk Assessment  Procurement planning: what to procure and when

2.2 Scope Statement  Defining a project’s scope helps establish a common understanding for all project stakeholders. It is the foundation on which the schedule, budget and resource plans are built.  Define business objectives / goals  Key deliverables

2.T Task: Scope  Define your Production Activity – what will the project need to be Operationally Ready for?  Resource: Use project charter template to define high level scope Examples  Set-up new production line – need to increase capacity  Set-up capability for new product  Set-up capability for extension to exisiting product

3. Work Breakdown Structure A Work Breakdown Structure (WBS) is a visual representation of the level of work that is needs to be completed for a project. The Project Management Body of Knowledge (PMBOK) defines the work breakdown structure as a "deliverable oriented hierarchical decomposition of the work to be executed by the project team."Building a Work Breakdown Structure

3.1 Work Breakdown Structure Advantages:  It reduces the number of surprises and improves the chances of estimating project resources accurately.  It divides projects into smaller more manageable chunks that can be more easily estimated and controlled.  It provides a clear visual for the project team of the work effort needed in order to deliver a project.

3.2 What does a WBS look like?

3.T Task:  Define your Production Activity  Build a Work Breakdown Structure using template Resource Online template free trial versions available

4. Milestone Graph / Plan on a Page  Is a high level one page overview of the planned activity for a project.  The project timelines and work areas/streams been delivered over the lifetime of the project are clearly outlined in this visual document.  The POAP may highlight project milestones for the user to clearly see, at a high level, the project deliverables.

M1M2M3M4M5 NOV 2013Dec/Jan SEP 2014JAN/FEB 2014FEB 2014 Project Kick Off & Discovery Phase 1: Staff Transition Planning Phase & Service Transition Implementati on Project Sign Off & Go Live M1: Kick off of project with associated documentation – scope, project plan, risk log etc. Conducting discovery phase; mapping ‘as is’ processes within current Operation. M2: Transition of staff from current model. Timeline dependent on agreement with cliient. M3: Completion of project Planning Phase which will include a Service Transition Plan (incl. KPI’s, RP, Training, ICT) Note: A M3.a may be applicable; Phase 2: Staff Transition if required M4: Implementation of all work streams for a fully Operational managed service M5: Project is signed off in line with acceptance criteria. Go Live date finalised and transition to Operations. Example: Milestone Graph / Plan on a Page

5. Build your Plan A project plan is a list of tasks which is required to be completed in order to delivery on requirements. It has assigned owners and durations for completion. Based on your WBS you will need to think of what activities need to be completed in order to ensure Operational Readiness for each workstream. Tools which you can use  MS Excel  MS Project & Visio  Cloud solutions such: Smartsheet.com (register for a free trial)

6. Contingency Planning & Risk Assessment Contingency Plan: prepares a company to respond coherently to an unplanned event. A contingency plan is sometimes referred to as "Plan B. At a project level a contingency plan may need to be created in order to revert to plan B if baseline schedule, budget are in jeopardy. Risk Assessment: evaluating the potential risks that may be involved in a projected activity or undertaking. Identifying impact to delivery and agreeing how to mitigate against.

6.1 Contingency Planning & Risk Assessment Scenarios  Need to increase production  Human Resources – absenteeism high level  Supplier issue – what SLA with supplier / back up supplier  Systems failure – what SLA’s are with suppliers Business Continuity Planning  Unable to access facility e.g. flooding  Power cut

6.2 Sample: Risk Register #Risk Detail Impact on Project Probability Rating Impact Rating Risk Rating Risk Mitigation Actions Latest Updated Risk Owner 1 to /07/ Create risk

Thank you Brita Lyons Hegarty Consultant Market Knowhow Ltd. t: e: