Putting the Project Pieces

Together
Project Planning Training

Project Planning Training

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 Agenda Items

 Introduction

 Planning Process
 Planning Steps

 Templates/Tools & Techniques

 Evaluation

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Training Goals

Understand:
 what planning is/is not
 where and when to start
 to adapt or tailor planning
 shortening the planning time
 what the project plan
represents
 process and supporting
materials 3
 Project Approach

Project Manager
(marionette)
vs.
Project
Management
Approach
(participatory) 4
 What it is and is not

Initiate Plan Execute Control Close

Devising and maintaining a workable

scheme to accomplish the business need
that the project was undertaken to address.

 It is the work plan, not the work.

 It is a definition of needed work and
resources
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Where Planning Fits

Execute
Level of Activity

Plan
Close
Initiate Control

Start Finish
Time
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Planning Process Overview

Planning

Core Work Facilitating Control

Plans Plans

Integrated Project Plan

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Planning Objectives

Agreements on:
 Scope
 Objectives
 Work activities
 Estimates
 Resources required
 Roles & responsibilities
 How to change & update the plan

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Importance / Lessons

 Straying from original goals,

 Inadequate resourcing
 Repetitive meetings - on what needs done
 Frustration - poorly defined, communicated,
and coordinated work activities
 Issues not understood or related
 Decisions repetitively re-opened or re-
addressed

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Input to Planning

 Product Description
 Project Charter
 Historical Information
 Organizational Policies
 Constraints
 Assumptions

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Output From Planning

 Project Plan
 Updated Project Charter
 Supporting Detail

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Process Flexibility
On most projects:
planning steps are the same
the time spent and outcomes are flexible

High Formality

Complex Project Simple Project

Loose Formality 12
 Formality is based on Complexities

TC = 3
(TC)

BC = 5
Result - Potential
High Complexity
(BC)
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 Planning diagram, Integrated
Project Plan template.

4.
4. Determine how
Develop Project Scope changes will be
(Scope Statement) managed
(Change Mgmt Plan)

5. 7.
Define and Sequence Determine how Quality
Activities will be Managed
(WBS) (Quality Mgmt Plan)

6.
Estimate Activity 8.
Durations & Determine Determine how to meet
Resource Needs communication needs
(WBS) (Communication Plan)

11. 12.
9. 10. Determine what to
Organize and Aquire
Develop Schedule Estimate Resource Procure and when
Staff
(Schedule) Costs (Procurement Plan &
(Organization Plan)
SOWs)

13. 14.
Build budget and Identify Risk & Create
spending plan Risk Response Plan
(Cost Mgmt Plan) (Risk Mgmt Plan)

15.
Integrated the Plans
(Integrated Project
Plan)

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 Work
4. Develop Project Scope
 All the work, and only the work
required
 Scope Statement - agreement of what
is and is not
Includes:
 primary objectives
(products/deliverables)
 major deliverable milestones

 assumptions

 constraints

 completion criteria
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 4. Change Management
Management of changes to the
primary objectives and major
deliverables milestones.

The plan should include

agreements of:
1. Change acceptance/expectations
2. How changes will be evaluated
3. How change will be managed
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 5. Define and Sequence
Activities
 Develop a Work Breakdown
Example - WBS/How?
Structure(WBS)
Project
define work activities Manage Rqmts Design Build Deliver
to manage, create and Plan Assess Engineer Construct Install
deliver the solution Execute Determine Specify Test
Validate
Train
Control Analyze • •
Close Propose • Integrate •
• • • • •
• • •
•
 Determine Dependencies (Sequencing)

determine the order Assess Current

of work activities
System
Review Determine & Adjust
Scope Review GAPS Requirements

or dependencies Analyze New

Requirements

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 Examples WBS’s
Example - WBS/How? 1 MANAGEMENT
Hierarchy Diagram Format

Table of Contents Format

1.1 Initiate
1.2 Plan
1.3 Execute
1.4 Control
Project 1.5 Close
2 REQUIREMENTS
2.1 Assess
Manage Rqmts Design Build Deliver 2.2 Determine
2.3 Analyze
Plan Assess Engineer Construct Install 2.4 Propose
Execute Determine Specify Test Train 2.5 …..
Control Analyze • Validate • 3 DESIGN
Close Propose • Integrate • 3.1 Engineer
• • • • • 3.2 Specify
• • • 3.3 ….
• 3.4 …..
4 BUILD
4.1 Construct
1. Write First draft of policy.
4.2 Test
List Format

2. Review with team/manager. 4.3 Validate

3. Make changes as needed. 4.4 Integrate
4. File notice w/Secretary of the State 5 DELIVER
(SOS) 45 days before effective date. 5.1 Install
5. Formally review policy analysts and 5.2 Train
advocates. 5.3 …..
6. Make changes as needed. 5.4 …..
7. Update program manuals and forms
to reflect changes.
8. Submitted to the SOS by 5:00pm the
day before it is to be effective.

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Examples of Sequencing

Assess Current
System
Review Determine & Adjust
Scope Review GAPS Requirements
Analyze New
Requirements

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 6. Estimate Duration
Determine Resource
Needs
 Obtain initial estimate of likely
duration for tasks
does not take into
account the number
of people expected to
perform the task.

 For each task

- determine skills and
resources
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7. Determine How Quality
will be Managed

How will quality assurance and control be

conducted?
Wha
t?
•Identify Quality Standards
How
?
Chec •Quality Assurance
k
Quality •Quality Control
Plan

Sometimes performed
by a 3rd Party
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 8. Determine How to Meet
Communication Needs

The plan should determine:

•who needs what information
•when will they need it
•how will it be given to them
•by whom
And determine how to:
•store, update, and disseminate
information
See PMO Standard •close, file and archive information
Directory Setup •update the comm. plan

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 9. Develop Schedule
determining start and finish dates for
tasks and assigning resources

Ma Jun Jul AugSepOct Nov

y

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 Define - then schedule

Define
Scope
Define Define
Resources Deliverables
Define
WBS
Define
Dependents
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 r October Novem ber Decem ber Janua
T ask Nam e 9/10 9/17 9/24 10/1 10/8 10/15 10/22 10/29 11/5 11/12 11/19 11/26 12/3 12/10 12/17 12/24 12/31

Initiate
Product Description & Benefits
Charter
Project Proposal Approved 9/18

Plan
Scope Statement
Work Plan
Contract/Procurement Plan
QA Plan
Risk Plan
Project Plans Approved 9/27

Execute
Requirements
Analysis
Design
Coding
Testing
Maintenance
Controls
Status Reporting
Change Management
Communication Mgmt
Closing
Evaluation
Maintenance Turn-over

Terminology -
This is a schedule or Gantt chart,
not a WBS, not the project plan
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 10. Estimate Resource
Costs
Develop cost estimates for:
internal& external labor (hrs,rates)
materials refined during the
course of the project ,
supplies
definitive just prior
contracts
to construction
special costs
Estimate

ROM + or - 50%
Intermediate + or - 30%
Definitive + or - 20%
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 11. Organize and Acquire
Staff
P o lic y a n d P r a c t ic e
T e a m ( S te e r in g
C o m m itte e )

K r is te n D u u s M a u r e e n C a s t e r lin e
O IS O v e r s ig h t B u s in e s s S p o n s o r

D e b r a H e r r li
P r o je c t M a n a g e r
(1 0 0 % )

B r y a n N e a ly T in a S e s h a d r i P e te H a le
S y s te m T e c h n ic a l A p p lic a t io n
A r c h ite c tu r e T e a m R e s o u rc e (a s D e v e lo p m e n t T e a m
L e a d (5 0 % ) needed) L e a d (1 0 0 % )

1 C o n tra c t S y s te m s
4 B u s in e s s 3 C o n tra c t
I n t e g r a t io n /
A n a ly s ts D e v e lo p e r s
D a ta b a s e
D e v e lo p e r

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 12. Determine What to
Procure and When
Procurement planning determines:
whether, what, and how much, Actual solicitation
how and when, is part of execution
how to manage solicitations, selection, contract
administration, and closeout

Procurement documents:
SOW - Statement of Work
RFP - Request for Proposal

Evaluation Criteria

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 13. Build Budget and
Spending Plan
Budgeting involves assigning the cost estimates
to all the tasks creating a cost baseline.

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 14. Identify Risk & Create
Risk Response Plan
Risk planning involves:
identifyingrisks w/high effect and impact
planning for risk mitigation or contingency

Common sources of risk:

Changes in requirements
Design errors and omissions

Roles and responsibilities misunderstood

Poor estimates or unsupported estimates

Insufficiently skilled staff

Impossible timeframes
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 15. Integrate the Plans

Previous steps are

reiterated to create a
coherent plan.

for example:
•initial draft - reflects generic skills and duration
•final plan - reflects specific resources and dates

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Hardcopy Binders
PMO Project
Management Guide

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Thank you for your time

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