7 November 2006Program Management Basics Purdue FIRST Programs Slide 1 Program Management Basics Purdue FIRST Programs Chris Fultz Rolls-Royce Corporation Updates for Posting January 2, 2008

7 November 2006Program Management Basics Purdue FIRST Programs Slide 2 Program Management Basics On Your Last Project (or 2006 Robot) Did You, – Have Enough TimeYN – Have Enough MoneyYN – Have Enough CapabilityYN – Change RequirementsYN

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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.

7 November 2006Program Management Basics Purdue FIRST Programs Slide 5 Program Management Basics Project Manager Job Requirements: –Manage Scope, Schedule and Cost, while minimizing Risk Project Manager Responsibilities: 1.Capture Requirements 2.Define the System / Solution 3.Create a Schedule 4.Perform / Deliver 5.Review and Close-Out 6.Repeat

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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

7 November 2006Program Management Basics Purdue FIRST Programs Slide 7 Program Management Basics Project Manager Responsibilities 1.Capture Requirements 2.Define the System / Solution 3.Create a Schedule 4.Perform / Deliver 5.Review and Close-Out 6.Repeat

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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

7 November 2006Program Management Basics Purdue FIRST Programs Slide 10 Program Management Basics Project Manager Responsibilities 1.Capture Requirements 2.Define the System / Solution 3.Create a Schedule 4.Perform / Deliver 5.Review and Close-Out 6.Repeat

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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

7 November 2006Program Management Basics Purdue FIRST Programs Slide 12 Program Management Basics Define System / Solution - Rubric

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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.

7 November 2006Program Management Basics Purdue FIRST Programs Slide 14 Program Management Basics Define System / Solution – Sample WBS 1 Develop Engine Compressor Design Analysis Fabricate Test Turbine Design Analysis Fabricate Test Gearbox Design Analysis Fabricate Test WBS = Work Breakdown Structure

7 November 2006Program Management Basics Purdue FIRST Programs Slide 15 Program Management Basics Define System / Solution – Sample WBS 2 Develop Engine Design Compressor Turbine Gearbox Analysis Compressor Turbine Gearbox Fabrication Compressor Turbine Gearbox Test Compressor Turbine Gearbox

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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.

7 November 2006Program Management Basics Purdue FIRST Programs Slide 17 Program Management Basics Define System / Solution – FIRST Team Robot Drive Base Design Analysis Fabricate Test Appendage 1 Design Analysis Fabricate Test Appendage 2 Design Analysis Fabricate Test Electronics Design Analysis Fabricate Test Integration Work Organization Budget

7 November 2006Program Management Basics Purdue FIRST Programs Slide 18 Program Management Basics Define System / Solution – FIRST Team Robot Drive Base Design Analysis Fabricate Test Appendage 1 Design Analysis Fabricate Test Appendage 2 Design Analysis Fabricate Test Electronics Design Analysis Fabricate Test Integration TEAM Jill Design Analysis Fabricate Test Bill Design Analysis Fabricate Test Mary Design Analysis Fabricate Test Robert Design Analysis Fabricate Test Mike Work Organization Budget

7 November 2006Program Management Basics Purdue FIRST Programs Slide 19 Program Management Basics Define System / Solution – FIRST Team Robot Drive Base Design Analysis Fabricate Test Appendage 1 Design Analysis Fabricate Test Appendage 2 Design Analysis Fabricate Test Electronics Design Analysis Fabricate Test Integration TEAM Jill Design Analysis Fabricate Test Bill Design Analysis Fabricate Test Mary Design Analysis Fabricate Test Robert Design Analysis Fabricate Test Mike $1400 $400 $$ $300 $$ $400 $$ $100 $$ $200 Work Organization Budget

7 November 2006Program Management Basics Purdue FIRST Programs Slide 20 Program Management Basics Project Manager Responsibilities 1.Capture Requirements 2.Define the System / Solution 3.Create a Schedule 4.Perform / Deliver 5.Review and Close-Out 6.Repeat

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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

7 November 2006Program Management Basics Purdue FIRST Programs Slide 22 Program Management Basics Same Task Durations, Shorter Overall Time, So Higher Risk

7 November 2006Program Management Basics Purdue FIRST Programs Slide 23 Program Management Basics Project Manager Responsibilities 1.Capture Requirements 2.Define the System / Solution 3.Create a Schedule 4.Perform / Deliver 5.Review and Close-Out 6.Repeat

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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

7 November 2006Program Management Basics Purdue FIRST Programs Slide 25 Program Management Basics Perform / Deliver - Samples Engine Development Project:FIRST Project:

7 November 2006Program Management Basics Purdue FIRST Programs Slide 26 Program Management Basics Project Manager Responsibilities 1.Capture Requirements 2.Define the System / Solution 3.Create a Schedule 4.Perform / Deliver 5.Review and Close-Out 6.Repeat

7 November 2006Program Management Basics Purdue FIRST Programs Slide 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

7 November 2006Program Management Basics Purdue FIRST Programs Slide 28 Program Management Basics Project Manager Job Requirements: –Manage Scope, Schedule and Cost, while minimizing Risk Project Manager Responsibilities: 1.Capture Requirements 2.Define the System / Solution 3.Create a Schedule 4.Perform / Deliver 5.Review and Close-Out 6.Repeat