1. Bellevue Planning Exhibits1 Welcome to Project Planning Instructor Phyllis Sweeney sweeneyphyllis@hotmail.com Project Planning Class

2. Bellevue Planning Exhibits2 Session 1 Objectives The student will be able to: –Understand the elements of Project Planning –Work Breakdown Structure –WBS Statement and Resource Planning –Project Networking –Project Scheduling –Finalizing Plan Elements Section Three: Project Planning, pg 183-287

3. Bellevue Planning Exhibits3 Project Planning Overview Class DiscussionReading Class 1: Monday, November 10 Chapter 3, Wysocki Course IntroductionPmbok, 4 Introduction to Project Planning Document Update of the Team POS Quality Plan Class 2: Wednesday, November 12 Chapter 4, Wysocki Work Breakdown StructurePmbok, 5 Work Package Management Develop Team WBS Class 3: Monday, November 17 Chapter 5, Wysocki Statement of Work and Resource Planning Refined scope definition and resource assignment matrix Document the SOW Develop initial resource plan NO CLASS ON WEDNESDAY, November 26

4. Bellevue Planning Exhibits4 Project Management Overview Class 4: Monday, November 19 Chapter 6, Wysocki Network DiagrammingPmbok, Chapter 6 Development of a project network diagramLewis, pg 261-267 Task dependency and various networking methods Develop team project network diagram Class 5: Wednesday, November 24 Chapter 7, Wysocki SchedulingLewis, pg 224 - 244 Development of initial project schedule Gantt chart and milestone chart Class 6: Monday, December 1 Finalizing Plan Elements & Project Controls Project planning summary Review of control tools, templates and methods Review of project team deliverables Continue to mature project notebook and associated deliverables Complete course evaluations Class 7: Wednesday, December 3: Consultation Class Class 6: Monday, December 4 Consultation Class: Wednesday, December 6

5. Bellevue Planning Exhibits5 Deliverables for Project Planning DeliverablesDue Date 1. Updated POSSession 2 – 11/12 2. Quality PlanSession 3 – 11/17 3. Work Breakdown StructureSession 4 – 11/19 4. Statement of Work 5. Resource Assignment Matrix Session 5 – 11/24 6. Schedule, including Network and Critical Path 7. Project Plan Session 6 – 12/1 All assignments: 1 per Team sent via email to sweeneyphyllis@hotmail.com by 4:00 p.m. of due date.sweeneyphyllis@hotmail.com

6. Bellevue Planning Exhibits6 What is Involved in Project Planning?  Planning is often the most difficult and most unappreciated process in project management  Many people have a negative view of planning because they do not use plans to facilitate action –Planning is about strategy – that you have an overall approach to running the project  The main purpose of project plans is to guide execution  A project plan is a document used to coordinate all project planning documents

7. Bellevue Planning Exhibits7 Project Success  Within the agreed upon schedule  Within the agreed upon budget  Within the agreed upon specifications  Within the organizational work flow  Within the organizational culture  Minimum and agreed to scope changes  When accepted by the customer

8. Bellevue Planning Exhibits8 Project Management Resources Technology Customer Expectations Scope Cost Time Quality

9. Bellevue Planning Exhibits9 Plan Elements  Context  Structure  Organization  Readability  Manageability  Phasing  Flow

10. Bellevue Planning Exhibits10 Types of Plans  Budget*Event allocations  Configuration ManagementTracking changes for integrity  Facilities*Where the work is done  Logistics supportHow will replacements be managed  Management*Organizing the PMO  ManufacturingHow will the product be built  Procurement*Sources, supplier mgmt, make/buy  Quality assuranceMeeting expectations  Research/development*Prototyping and experimentation  Scheduling*Ensuring critical dates will be met  ToolingEnsuring tool availability when needed  TrainingRamping and maintaining skills required  TransportationGetting things where needed and when *Planning related

11. Bellevue Planning Exhibits11 Planning Overview IdeaFeasibilityPrototypeAlternatives DesignDevelopDeployEnhance Replace Context (scope) Structure Pre-plan (plan the plan) TaskResourceMilestoneSchedule Level (validate) Re-Plan Execute Approve Lifecycle Planning

12. Bellevue Planning Exhibits12 A Good Plan The proper mix of processes, methods, tools and techniques

13. Bellevue Planning Exhibits13 Portfolio Fit Within Plan Priority Visibility Sponsorship

14. Bellevue Planning Exhibits14 Integrated Processes-Better Results Integration Mgmt Interface Mgmt Change Management Concurrent Engineering Project Management Total Quality Management Risk Management

15. Bellevue Planning Exhibits15 PM Integration Management Processes  Project Plan Development: taking the results of other planning processes and putting them into a consistent, coherent document - The Project Plan/Charter/POS  Project Plan Execution: carrying out the project plan  Overall Change Control: coordinating changes across the entire project

16. Bellevue Planning Exhibits16 Good Project Integration Management  Project managers must coordinate all of the other knowledge areas throughout a project’s life cycle  Many new project managers have trouble looking at the “big picture” and want to focus on too many details The Key to Overall Project Success

17. Bellevue Planning Exhibits17 Interface Management  Interface management involves identifying and managing the points of interaction between various elements of the project  Project managers must establish and maintain good communication and relationships across organizational interfaces  Interface management also involves coordinating customer & stakeholder requirements

18. Bellevue Planning Exhibits18 Customer Focus  The first priority of the project manager/team is to meet the customer needs  The project manager must: –Clearly identify who the project customer(s) are –Identify what the customers needs are Customer Needs Deliverables Requirements Quality Plan

19. Bellevue Planning Exhibits19 Stakeholder Analysis  A stakeholder analysis documents important (often sensitive) information about stakeholders such as –stakeholders’ names and organizations –roles on the project –unique facts about stakeholders –level of influence and interest in the project –suggestions for managing relationships

20. Bellevue Planning Exhibits20 Sample Stakeholder Analysis

21. Bellevue Planning Exhibits21 Quality Planning Process  Identify Customers and Stakeholders –Determine Customer Needs and expectations  Identify Applicable Quality Standards and Specify performance Criteria  Document tasks and Responsibilities to Ensure Deliverables Meet Performance Criteria  Prepare Quality Management Plan

22. Bellevue Planning Exhibits22 Quality Control Process  Identify what specific project results will be subject to quality control checks  Select appropriate QC tool or technique for each –Testing –Review/Inspection –Statistical Sampling –Control Charts  Collect data on actual performance  Evaluate data and compare to quality standard  Respond to results

23. Bellevue Planning Exhibits23 Quality Assurance Process  Identify aspects of the project performance to review for quality assurance  Select the type of review  Set the schedule and scope of each review  Conduct reviews according to plan  Initiate changes to bring project processes into conformance with QA standards

24. Bellevue Planning Exhibits24 Quality Reviews Reviews should identify and help correct work product or deliverable conformance, determine cause of defect or process deficiency Ensure Adequate Planning  Walk Throughs  Inspection  Round Table  Functionality Testing

25. Bellevue Planning Exhibits25 Exercise: Quality Control 1.Examine the product and decide what its purpose is 2.Decide on the desired level of performance for the product and set standards to support the level of performance 3.Select appropriate quality control measures 4.Establish criteria for maintaining quality (e.g., acceptance/rejection criteria, number of acceptable defects, sample size) 5.Prepare to discuss your teams “product” quality control plan 6.Include a Quality Plan in your Notebook for your individual projects The instructor will provide each team with an object. Each team is to develop a quality control plan/system for their “product” using the following steps:

26. Bellevue Planning Exhibits26 Planning, Estimating, Scheduling What’s the difference?  Planning: Identifying activities. No specific start and end dates.  Estimating: Determining the size & duration of activities and resource requirements.  Scheduling: Adding specific start and end dates, relationships, and assigning resources.

27. Bellevue Planning Exhibits27 Project Planning  What (Technical Objectives) –Project Charter/Overview Statement Project Definition Introduced Formally in Text Has Always Been A Fundamental for Experienced Project Managers –Work Breakdown Structure  Who (Resource Utilization) –Organizational Breakdown Structure –Responsibility Assignment Matrix

28. Bellevue Planning Exhibits28 Project Planning (cont'd)  Task –Task Start –Task Effort –Task Relationships  How Much (Budget) –Cost by task –Accumulated Costs

29. Bellevue Planning Exhibits29 Project Estimates  How did you feel when a customer once asked… “How long will your project take?”  Not an easy answer to give right?  At least not if it were a real customer on a real project  How can the PM effectively manage that issue?

30. Bellevue Planning Exhibits30 Project Schedule  Identify “what” needs to be done—the Work Breakdown Structure (WBS)  Identify “how much” needs to be done—the Size estimation techniques, level of effort  Identify “task relationships” between tasks— the Dependency graph, Network Diagram  Estimate “how long” for the work to be done— the actual schedule, including duration

31. Bellevue Planning Exhibits31 Schedule Management  Involves the processes required to ensure timely completion of a project.  Dependent on quality of –Activity definition –Activity sequencing –Activity duration estimating –Schedule development –Schedule monitoring

32. Bellevue Planning Exhibits32 From POS to Schedule Start 3 5 4 7 134 End 89 Project Charter/POS WBS Estimated Tasks & Resources Network & Constructed Schedule Critical Path

33. Bellevue Planning Exhibits33 Relationship of Project Elements * Project Overview Statement POS*/Work Agreement Authorization Requirements Estimates Work Breakdown Structure Cost Profiles Schedule Profile Dependency Network Diagram Resource Availability Project Team Communications & Tracking

34. Bellevue Planning Exhibits34 The Project Management Strategy

35. Bellevue Planning Exhibits35 Project Plan Characteristics  Just as projects are unique, so are project plans  Plans are dynamic  Plans must be flexible  Plans should be updated as changes occur  Plans must be used as a guide to project execution

36. Bellevue Planning Exhibits36 Getting Started  What changes are needed in current POS –Goals/Objectives –Scope –Assumptions –Risks –Other??  What should be documented as part of the overall project planning document?

37. Bellevue Planning Exhibits37 Team Exercise  Review current POS (Project Overview Statement) –Turn-in updated POS in at Session 2. Send updated softcopy to sweeneyphyllis@hotmail.com by 4 p.m.sweeneyphyllis@hotmail.com Identify content and gaps that may need changing Update to include missing elements (if any) –Review Project Plan Elements (handout) –Begin drafting Project Planning Document (see template handout) – complete by Session 6  Document Quality Plan –Turn-in Quality Plan in at Session 3. Send softcopy to sweeneyphyllis@hotmail.com by 4 p.m. sweeneyphyllis@hotmail.com