How to Develop a Winning Project Plan © Edward B. Farkas, CHS, CPM, MIEEE, PMP Managing Director, Project Management Practice ETR Technology Center

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Developing a Winning Project Plan -A Practical Approach- Scope Analysis Work Breakdown Structures LOE & Budget Development The Triangle of Truth (Triple Constraints) Project Risk Plan Project Communications Plan Project Resource Management Plan Project Scheduling Holistic Expectations Management

Perform a scope analysis BEFORE any planning begins Review the scope documents Scope analysis facilitates identification of…. Deliverables Stakeholders Assumptions Constraints Risks This information is key to the first planning steps: What do you think they are?

E-Commerce Web Site: Scope Description ABC is preparing to launch new web site selling device drivers for Window Operating Systems 3.1, 98, 2000 & XP. The site contains a search engine that allows the customer to locate the required driver by manufacturer. Once located the customer can purchase and download the driver. Prior to ABC’s Marketing Department planned December 15, 2004 announcement of the new site we will test the site simulating heavy public site usage. ABC wants the assurance that the new site, recently installed on a shared server, can handle the load. In addition to the load test ABC wants to make sure that the site is secure. The Security Test is viewed by ABC’s development team as critical to the success of the new site. ABC executive and product management want the testing to be completed prior to Marketing’s planned announcement. ABC Will provide as-needed customer training. Group Exercise – Based on the above scope description 1.Identify the project stakeholders. 2.Identify the project deliverables. 3.Identify project dependencies. 4.Identify project assumptions and risks 5.Identify project constraints. Project Scope Document

Scope Analysis Yields… ElementLeads to …Helps Drive … StakeholdersResponsibility Assignment Matrix, Communications Plan- PPOC Resource Management, Expectations Management DeliverablesWork Breakdown StructureWork Packages- Levels of Effort, Project Quality Plan DependenciesPotential (assumptions) RisksRisk Management Plan, Project Schedule RisksRisk Management PlanResources, Project Schedule ConstraintsPotential Risks, Possible Milestones, Potential End Date(s) Project Schedule ………………..What can we add to the table?

Work Breakdown Structure (WBS) A deliverable-oriented grouping of project elements which organizes and defines the total scope of the project Each descending level represents an increasingly detailed definition of a project component Project components may be products or services -References: PMBOK, 1996.

Work Breakdown Structure

Work Package A deliverable at the lowest level of the work breakdown structure A work package may be divided into activities -Reference: PMBOK, Glossary Discrete work packages, of limited durations, helps determine resource costs!

WBS Benefits Helps the team members buy-in to the plan. Helps develop the budget. Enables development of a basic project plan Results in risk reduction

Create a Risk Management Plan Identify risks (scope analysis, leveraged WBS) Quantify or Prioritize Determine Impact Manage i.e. avoid, transfer (deflection), mitigate, accept – may yield tasks that are schedule inputs Identify Qualify Quantify Respond Control

Risk Breakdown Structure Is the deliverable well defined? Is this item a dependency? Do I have the resources? Do I have the funding? Is there anything we’re assuming? Etc…

We can define communication protocols Project Escalation Paths (Supplements Event Management) Contact Points (PPOC Concept) Reporting Requirements (may be contractual)

Resource Management Who will do this? What’s needed to do this? How long will this take? Uncover the hidden dependencies during the planning session!

What do have now? We have identified the stakeholders We are aware of assumptions We are aware of constraints We know all required deliverables We have a complete WBS We have a risk management plan (RBS) We have an OBS We have a resource management plan We have a communications plan next?

A Project Schedule Includes: (Design an Activity Network Diagram First) A List Of Tasks A Timeline Relationship To Scope!

TASK COMPONENTS Activity: What Will Be Done Resource: Who (what is needed) Will Do It Duration: When Its Done Importance: Relationship To Other Tasks

Task Relationships Finish To Start: ‘from’ finish before ‘to’ starts Finish To Finish: ‘from’ finish before ‘to’ finishes Start To Start: ‘from’ start before ‘to’ starts Start To Finish: ‘from’ starts before ‘to’ finishes

F S S S F F S F GRAY = A BLACK = B

Task Relationship Terms Dependencies Predecessors Successors Concurrencies Sequencing

Prompt with questions…. Can This Task Start Before Another Is Completed? Can I Start This Task At The Same Time As Other Tasks? Does This Task Have To Be Completed Before Another Task Starts? Should This Task Happen Earlier Than Another?

How To Sequence Activities PDM: Precedence Diagramming Method AON: Activity On Node ADM: Arrow Diagramming Method CDM: Conditional Diagramming Method WBS: Work Breakdown Structure CPM: Critical Path Methodology CCM: Critical Chain Method

What exactly is the Critical Path & why do we want to know?

Determine Task Durations Identify Time Sensitive Tasks Identify Scope Constraints Identify Lead Time Tasks Correlate To Labor Plan

Assign Resources To Tasks Assign A Person(s) For Each Task Assign Corresponding Material(s) Assign Matrix (sub-contract/vendor) Resource LOE & Duration are different!

The Project Plan & the Schedule Provide the raw data to manage project costs & for Earned Value Management

Edward’s Law: in 1 = in other 2

Total Project Plan Development (simplified view) Scope Documents & Scope Management Plan ‘Blended’ Work Breakdown Structure Risk Management Plan Activity Network Diagram/Schedule Resource Management Plan Communications Plan Project Quality Plan Integrated Change Management Plan Expectations Management

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