Project Management in Practice Plan Planning the Project

Outline: Contents of a project plan Project launch meeting The planning process Project action plan Work breakdown structure (WBS) Other contents of project plans

Part 3: Planning the Project

Contents: Elements Purpose Scope Overview Objectives Approach Contractual Schedules Resources Personnel Risks Evaluation

Part 3: Planning the Project Useful aids and potential components Mind Mapping Linear Responsibility Chart Budget Project Action Plan Work Breakdown Structure Purpose Scope Resources Schedules Personnel Objectives Elements Risks Approach Overview Overview Evaluation

The Planning Process Project Conception Launch Meeting Action Plan Master Schedule WBS, Linear Responsibility Chart, Mind Mapping

Part 3: Planning the Project Conception

Part 3: Planning the Project The PM should first meet with the Senior Exec(s) responsible for the Project. Why?

Project Scope A clear project scope definition provides the guidelines that are used to develop your project plan. Project Scope Checklist: Project objectives (purpose, due date, budget) Deliverables (at each major phase of project) Milestones (significant events in the project) Technical requirements Limits and exclusions (who, what, how) Review with customer (agreement on expectations) Example of project scope statement

Example – Project Scope Statement

Part 3: Planning the Project Launch Meeting Launch Meeting Results: Scope is understood Functional managers understand responsibilities Initial plan developed

Part 3: Planning the Project

Project Action Plan

MSP Project Action Plan C=client, E=editor, ER=editing room, P=producer, S=secretary, SW=scriptwriter

Process to Construct the Project Action Plan Project activities identified and arranged in successively finer detail (by levels). Type and quantity of each required resource identified for each activity. Predecessors and durations estimated for each activity. Milestones identified. Individual or group assigned to perform the work identified for all activities. Using the Project Action Plan Project Master Schedule created by combining milestones, durations, and predecessors (used to compare actual and planned performance)

The Work Breakdown Structure Carnival Beth Games Tom Promotion Volunteers Joan Rides Kyle Entertain. Jill Food Bob Newspaper Posters Tickets Mark Grandstand Performers Sound Ben Stage Alan Seating Level 1 2 3 5.1.2 4 5 6 2.1 2.2 2.3 5.1 5.2 5.1.3 5.1.1

The Work Breakdown Structure Level 1 Task Level 2 Tasks Level 3 Tasks 1. Promotion 1.1 Research 1.1.1 Investigate past events 1.1.2 Interview running club members 1.2 TV and radio ads 1.2.1 Produce ads 1.2.2 Purchase air time 1.2.3 Monitor airings 1.3 Mailings 1.3.1 Acquire mailing lists 1.3.2 Prepare mailings 1.3.3 Mail promotional materials 1.4 Flyers 1.4.1 Design flyers 1.4.2 Print 1.4.3 Distribute to schools 1.4.4 Distribute to sports retailers

Approach for Creating the Work Breakdown Structure Gather Project Team Provide Team Members with Pad of Sticky-Notes Team Members Write Down all Tasks They can Think of. Sticky-Notes Placed and Arranged on Wall

Linear Responsibility Chart

Linear Responsibility Chart WBS Activity Beth Joan Bob Mark Tom Kyle Jill Alan Ben Carnival P S 1 Volunteers 2 Promotion 2.1 Posters 2.2 Newspaper 2.3 Tickets 3 Games 4 Rides 5 Entertainment 5.1 Grandstand 5.1.1 Stage 5.1.2 Sound 5.1.3 Seating 5.2 Performers 6 Food P = Primary responsibility; S = Support responsibility

Mind Mapping Promotion TV and radio ads Research Flyers Mailings Investigate past events Interview running club members Print Design To schools To sports retailers Prepare mailing Acquire address lists Mail promo Monitor airings Purchase air time Produce ads TV and radio ads Mailings Flyers Research Distribute

Exercise Coffee House Implementation Project Divide into small groups Your group has decided to form a partnership and open a new coffee house in an old restaurant building in downtown Fort Worth. The project starts now and ends in 12 weeks when the coffee house opens for business. Assignment: (40 minutes) Develop a list of necessary activities (use mind map) Estimate the duration of each activity Decide what resources are needed for each activity Estimate the budget to start the new coffee house