March 18, How to plan any project Bruce Fieggen, PMP Vice President of Project Management Q Pharma Corp.

March 18, Priority Hierarchy for Resource Allocation Emergencies Operations Projects Emergencies (fire-fighting): Health & Safety Out of Service Regulatory Mandate Operations: Daily Core Business Functions Routine Procedures Projects: Corporate Department Section Fix Change

March 18, Authorization. –verbally (confirmation ) –meeting minutes –business plan –capital appropriation request Prioritization. Priority List Active Inactive – Characteristics: Inventory of projects Whole number ranking Capacity line Done by Project Steering Team Frequency = about every 30 days Published & distributed widely

March 18, Planning a project Planning a project Lack of Support Lack of Follow-through Support comes from Understanding Commitments must be Visible

March 18, Getting the Right Resources in-house Take from within organization, or… Hire consultants specifically for the project Your back room… …is someone else’s front room Peter Drucker

March 18, The project kick-off

March 18, Kick-off agenda TimeItemLed by… 9:00 - 9:10Check-in. IntroductionsAll 9:10 - 9:25Project PurposeJoe Money 9:25 - 9:45Project ObjectiveP.M. 9: :00Project ScopeP.M. 10: :45Work Breakdown StructureP.M. 10: :00BreakAll

March 18, Kick-off agenda TimeItemLed by… 11: :00Responsibility MatrixP.M. 12:00 - 1:00Responsibility Matrix (Working lunch) P.M. 1:00 - 1:15Transfer Issues, Risks, Assumptions P.M. 1:15 - 4:45Project ScheduleP.M. 4:45 - 5:00Close meeting, next stepsJoe Money

March 18, Six serving men I keep six honest serving men They taught me all I knew Their names are WHAT and WHY and WHEN And HOW and WHERE and WHO Rudyard Kipling

March 18, WHY? WHERE? Project Purpose

March 18, WHAT? 25 words or less Covers: Project Cost, Schedule and Performance Developed by NASA Project Objective

March 18, Apollo Objective Project Objective To accomplish a manned lunar landing and safe return of the astronauts, by September 30, 1970, at a cost not to exceed $40 Billion.

March 18, How do you create an objective? –First tell them the Apollo objective –Ask team for ideas. –Whiteboard them. –Explain difference between objective and scope –Categorize them. –Play around with wording until all agree. Project Objective

March 18, What do you do with the Objective –Make it visible –Ask team members the three Iacocca questions Project Objective What is your understanding of the project objective? What is your part in delivering this objective? What is in the way of doing your part and what can I do to help?

March 18, Support comes from understanding WHAT is part of this project? WHAT waits for the next project? –Deliverables –Measures –Exclusions –Issues/Risks/Assumptions Project Scope

March 18, Defines the total scope of the project. HOW? –Decomposes (breaks down) project into small manageable tasks Deliverables-oriented grouping of project components Can be represented in a chart or graphically Work not in the WBS is outside the scope of the project. (PMBOK 2008) Work Breakdown Structure Work Breakdown Structure

March 18, WBS Fun. Spec.Des. Spec.PVPIQ Prot.OQ Prot.PQ Prot.IQ Rept. Draft FS Review FS Edit FS Review FS Edit FS Appr. FS Draft IQR Rev. IQR Edit IQR Rev. IQR Edit IQR Appr. IQR Conduct Test Res. Dev. Validation Project 17 Draft DS Review DS Edit DS Review DS Edit DS Appr. DS Draft PVP Review PVP Edit PVP Review PVP Edit PVP Appr. PVP Draft IQP Review IQP Edit IQP Review IQP Edit IQP Appr. IQP Draft OQP Review OQP Edit OQP Review OQP Edit OQP Appr. OQP Draft PQP Review PQP Edit PQP Review PQP Edit PQP Appr. PQP

March 18, Responsibility Matrix WHO? Commitments must be Visible Who will take responsibility for each task?

March 18, Responsibility Matrix Review Instr Draft Instruc. Appr. Rep. Edit Rep. Review Rep. Draft Rep. Resolve Deviations Conduct Test. Sue Project Mgr Joe Engineering Lori Testing Peter Mktg Mary QA Responsible Contributes

March 18, Schedule WHEN? IDTask NameDurationStartFinishPred.% Com 70Conduct Testing5 daysMon 11/25/10Tue 12/3/106950% 71Resolve Deviations4 daysWed 12/4/10Mon 12/9/10700% 72Draft Test Report3 daysTue 12/10/10Thu 12/12/10710% 73Review Report1 dayFri 12/13/10 720% 74Edit Report2 daysMon 12/16/10Tue 12/17/1073,930% 75Approve Report1 dayWed 12/18/10 740% 76Draft Instructions5 daysThu 12/19/10Fri 12/27/10750% 77Review Instructions3 daysMon 12/30/10Thu 1/2/11760% NovDecJanFebMarAprMayJunJulAugSepOctNovDecJan Qtr 4, 2010Qtr 1, 2011Qtr 2, 2003Qtr 3, 2003Qtr 4, 2003Qtr 1, 2004

March 18, Schedule Ask the “Circle-dot” person for task duration and predecessor. Don’t challenge them on the first pass Let them see how their tasks drive the overall project schedule Ask the team for ways to bring the schedule in to meet management mandated due date

March 18, Schedule Scheduling Conventions FS FF SS FS -5 FS +3 DependenciesLead Lag

March 18, How much time are you dedicating to this task? Level of Effort

March 18, All assumptions affect time and cost of tasks Quality? Risk? Make them visible Assumptions

March 18, When should you document risks and issues on a project? When should you deal with them? Risks

March 18, Compare the project estimates for cost and schedule with those mandated by management in Purpose and Objective sessions. Make Assumptions Visible Comparison to Management-mandated plan

March 18, Elements of a Project Plan –Objective –Scope –Work Breakdown Structure –Responsibility Matrix –Schedule –Cost –Issues/Risks/Assumptions Summary

March 18, Bruce Fieggen Vice President of Project Management Q Pharma Corporation 22 South Street Morristown, NJ ext Questions?