1 TenStep Project Management Process ™ PM00.3 PM00.3 Project Management Preparation for Success * Manage the Workplan *

2 TenStep Project Management Process ™ PM00.3 Manage the Workplan General process 1.Review the workplan on a regular basis 2.(Optional) Update workplan with actual effort hours 3.Determine whether there are any other activities that should be completed, but are not 4.Reschedule the current work to see if the project will be completed within the original effort, cost and duration. 5.Evaluate the critical path of the project

3 TenStep Project Management Process ™ PM00.3 Manage the Workplan 6.Run additional reports, as needed, from the project management tool 7.Review the project budget 8.Look for other signs that the project may be in trouble 9.On a monthly basis, adjust future work to reflect new or additional information

4 TenStep Project Management Process ™ PM00.3 Manage the Workplan Trouble signs for duration Activities starting to trend over budget or behind schedule early on in the project A small variance starts to get bigger, especially early in the project You discover that activities you think have already been completed are still being worked on Work is done that is outside the approved Project Definition or business requirements

5 TenStep Project Management Process ™ PM00.3 Manage the Workplan Trouble signs for duration You need to rely on unscheduled overtime to hit the deadlines, especially early in the project Team morale starts to decline Quality control, testing and project management time starts to be cut back

6 TenStep Project Management Process ™ PM00.3 Manage the Workplan Get the project back on schedule Overtime work Swap resources Reallocate resources onto the critical path Double check all dependencies Double check all time-constrained activities Improve processes

7 TenStep Project Management Process ™ PM00.3 Manage the Workplan Get the project back on schedule "Crash" the schedule Fast Track Regain commitments Improve morale Scope back work

8 TenStep Project Management Process ™ PM00.3 Manage the Workplan Trouble signs for budget On schedule but overbudget because activities are taking more effort than estimated On budget, but behind schedule because activities are taking more effort than estimated Mandatory activities or project expenses were missed from the original estimates (not change in scope) Work is done that is outside the approved Project Definition or business requirements On budget by purposely deferring expenses until next period

9 TenStep Project Management Process ™ PM00.3 Manage the Workplan Caution signs for budget Overbudget but some fixed expenses have come in earlier than expected Overbudget but are also ahead of schedule

10 TenStep Project Management Process ™ PM00.3 Manage the Workplan Get the project back on budget Unpaid overtime work Swap human resources Eliminate or replace non-labor costs Improve processes

11 TenStep Project Management Process ™ PM00.3 Manage the Workplan Get the project back on budget Regain commitments Use budget contingency Scope back work

12 TenStep Project Management Process ™ PM00.3 Manage the Workplan Trouble signs for effort hours Typically don’t manage by effort hours Usually shows up as work taking longer than scheduled or costing more than budgeted –Resolve with same techniques as budget / schedule problems

13 TenStep Project Management Process ™ PM00.3 Manage the Workplan Tolerances Complete project +/- Can replace a lack of estimating contingency

14 TenStep Project Management Process ™ PM00.3 Manage the Workplan Workplan Techniques Manage by percent complete? Manage by due date

15 TenStep Project Management Process ™ PM00.3 Manage the Workplan Earned Value calculations Earned value (EV) –The budgeted cost of the completed work Actual Cost (AC) –The actual cost of the completed work Planned Value (PV) –The budgeted cost of the work that should be complete

16 TenStep Project Management Process ™ PM00.3 Manage the Workplan Earned Value EV / AC tells you how you are trending on your budget –< 1 trending over budget –> 1 trending under budget EV / PV tells you how you are trending against your schedule. –< 1 trending behind schedule –> 1 trending ahead of schedule

17 TenStep Project Management Process ™ PM00.3 Manage the Workplan Critical Chain Overview Build the plan Accelerate the plan Manage project buffer

18 TenStep Project Management Process ™ PM00.3 Case Study #6 – Manage the Work Read case study for scheduling and budget problems. Document the problems that the project manager is facing. Discuss options the project manager should consider. What are the benefits and risks of your action plan?

19 TenStep Project Management Process ™ PM00.3 Manage the Project Manage workplan Manage issues Manage scope Manage communication Manage risk Manage documentation Manage quality Manage metrics

20 TenStep Project Management Process ™ PM00.3 Learning Objectives By the end of class, each participant should be able to: Understand the value of project management processes Review the various aspects of defining a project Build and maintain an appropriate project workplan Identify and manage issues, scope and communication Identify and manage project risks Determine methods to manage project documentation Identify and manage to the appropriate level of quality Identify metrics to improve processes and declare success

21 TenStep Project Management Process ™ PM00.3 Questions??