Failing to plan … is planning to fail. Plan the Work.

transcript

Failing to plan …

is planning to fail.

Plan the Work

Project Management ProcessInitiate& Align

Endorsethe Plan

Workthe Plan

Transition& Closure

•Project Description•Team Mission/ Assignment•Major Milestones•Boundaries•Team Identification•Roles & Responsibilities•Measures of Success•Operating Guidelines

•Work Breakdown Structure (WBS) / Master Deliverables List (MDL)•Task Planning & Scheduling•Budget•Risk Planning•Communication Plan•Change Management Plan•Quality (QA/QC) Plan•Transition & Closure Plan

•Project Team Commitment•Management Endorsement

•Implement Transition Plan•Review Lessons Learned•Reward & Recognize•Archive

Continuous Communication

Planthe Work

•Managing Scope, Schedule & Budget•Manage Risks•Manage Change•Communicate

• Progress• Issues• Lessons Learned

Identify Project Phases/Sub-Phase (Levels 1 & 2)

Identify the Processes (Level 3)

Identify the Deliverables (Level 4)

Reorder if needed

Define Tasks

Sequence the Tasks

Estimate the Durations

Identify Performers

Establish Dependencies

Add Resource Constraints

Estimate and Verify Time/Cost

Balance Assignments, Schedule and Budgets

Tools+FormsWSDOT – Project Management On-Line Guide

Project Management Plan

Project Performance Baseline Work Breakdown Structure

Performance Baseline Schedule

Budget

Risk Management Plan Change Management Plan

Quality (QA/QC) Plan Communication Plan

Transition and Closure Plan

BudgetTask Planning and Scheduling

Risk Planning

Change Management

Quality Plan (QA/QC)

Communication Plan

Transition and Closure Plan

Pre-ConstructionPlan the Work

Work Breakdown Structure (WBS)

Master Deliverables List (MDL)

Develop Project Performance Baseline

Overview

Initiate and Align

Process Overview

Endorse the Plan

Process

On-Line Guide

Plan the Work Process Map

Plan the Work

Project Performance Baseline

Work Breakdown Structure (WBS) /

Planning

Plan the Work

Project Performance Baseline

Work Breakdown Structure (WBS) /

Planning

Change Management

Quality Plan (QA/QC)

Communications Plan

Transition & Closure Plan

Completed Initiate & Align Worksheet

Completed Work Breakdown Structure

INPUTTOOLS

PRODUCTS

Plan the Work

Develop WBS using the MDL

Work Breakdown Structure

Deliverables

Project

Mission

Deliverables

PDISProject Delivery Information

System(using Project Scheduler 8 (PS8)

In part, this came from a simple question:

“How can we improve the communication, coordination, & management of multiple projects?”

Project Delivery Information System (PDIS)

Implementation Teams

OlympicRegion

North CentralRegion

Eastern Region

WSDOT Project Delivery

Information System

South CentralRegion

Steering Team

UrbanCorridors

SouthwestRegion

NorthwestRegion

Resources

Master Deliverables ListProvides consistent

terminology or a list of parts for your project.

The project team determines which parts and how to assemble them.

Then build a project WBS - like a fine running machine.

Plan the Work

Master Deliverables List

Level 1

Level 2

Level 3

Processes

Level 4

Deliverables

PhasePre-Construction Construction

MDL Structure

Deliverables (in some cases)

Level 5-10Tasks

Process of elimination…

1. Identify Project Phase

2. Identify the Processes

3. Identify the Deliverables

4. Reorder if needed,“child/parent relationships”

Customize the MDL to your project

•Completed Initiate & Align Worksheet•Completed WBS

TPWPDIS

Performance Baseline Schedule for Endorsement

INPUTTOOLS

PRODUCTS

Plan the Work

Task Planning and Scheduling

Task Planning Terminology

Activity

Finite duration

Defined start & finish

Assignable

A deliverable upon

completion

Milestone

Identifiable point

Completion of a major

deliverable or set of tasks

Deliverables

Measurable

Tangible

Work Product

Task Planning

Define the task

Identify Dependencies

Estimate durations

Assign Resources

Estimate cost

Resource constraints

Plan the Work

Network Logic Diagrams

Start Finish

Plan the Work

Gantt Chart

0d 1d 2d 3d 4d 5d 6d 7d 8d 9d 10d 11d 12d 13d 14d 15d 16d 17d 18d 19d 20dTask # WBS Code Task Name

Default Complete Complete Milestone Remaining Remaining Milestone Free Float Total Float (+) Total Float (-) Delay Non-Resource Baseline 1 Required Date

Critical Remaining Remaining Milestone

Parent Complete Complete Milestone Remaining Remaining Milestone

Page # 1 of 1

Dev. Food & Rec. Plan

Info Recon Report

Trans. & Contingency Plan

Activity Plan w/ Game List

Develop Menus

Gather Site Info/Weather Forecasts

Match Trans. Needs to Vehicles

Assemble Food Storage & Handling

Communicate & Confirm Info/Trans.

Contingency Plan

Assemble & Distribute Info Packets

Trash Collection & Haul Plan

Finish

FRPLAN

INFOREP

TRANPLN

FRGAME

FRMENU

INFOSITE

TRNVEH

FRFOOD

INFOCMU

TRFCON

INFOPKT

TRNTRSH

Plan the Work

Project Performance Baseline Schedule

Endorsement

•Completed Initiate & Align Worksheet•Completed WBS•Performance Baseline Schedule for Endorsement

PDISUCOWSFCPMS

•Updated Project Budget•Project Aging Report

INPUTTOOLS

PRODUCTS

Plan the Work

Validate Project Budget

Resource Loaded Schedule vs. CPMSPlan the Work

Plan the Work

Aging Reports

Plan the Work

$50,000

$40,000

$30,000

$20,000

$10,000

Spending Curve (“S” curve”)

•Completed Initiate & Align Worksheet•Previously identified PMP elements

Risk Mgmt. Plan TemplateSample RMPCREM

•Completed Risk Management Plan

PRODUCTS

Plan the Work

Develop Risk Management Plan

Risk Planning Terminology

• Risk is an uncertain event, if it occurs, has a positive or negative effect.

• Risk Response Strategy is a pre-planned approach to address risk events should they occur; designed to enhance opportunities and reduce threats to a projects objectives.

PMBOK, 2000 edition

Plan the Work

Risk Planning Terminology

• Triggers, or warning signs, indicate a risk has occurred or is about to occur.

• Risk Mitigation seeks to reduce the probability and/or impact of a risk.

PMBOK, 2000 edition

Plan the Work

Risk Management Plan• Determine Level of Risk Assessment• Identify Risk• Qualitative Risk Analysis• Quantitative Risk Analysis• Risk Response Strategy• Risk Monitor & Control

wwwi.wsdot.wa.gov/Design/CREM/

Plan the Work

Risk Response Strategies Tools & Techniques

Mitigation

Avoidance

Acceptance

Transference

Analysis Tools & Techniques

Risk InterviewStakeholders & Subject Matter

ExpertsDecision Tree

AnalysisAlternative

Implications

Plan the Work

Probability / Impact Matrix

Low – Med - High

Qualitative Risk Analysis

Probability & Impact Matrix

Yellow

Impact

Identified Risk

IDENTIFIED RISK: Budget is exceeded by 10%.

Probability

Impact

Project Risk Profile

Green Zone

EXAMPLE #1

Yellow

Impact

Identified Risk

IDENTIFIED RISK: Survey data incomplete or inaccurate.

Probability

Impact

Project Risk Profile

YELLOW ZONE

EXAMPLE #2

Yellow

Impact

Identified Risk

IDENTIFIED RISK: Quality problems due to inexperienced staff, employee turnover and/or lack of quality management

ProbabilityHigh

ImpactHigh

Project Risk ProfileRED ZONE

EXAMPLE #3

Yellow

Impact

Identified Risk

Communication

Plan the Work

Communication Plan TemplateSample Communication Plan

Completed Project Communication Plan

PRODUCTS

Plan the Work

Develop Communication Plan

Communication Who needs the information?

What information do they need?

When do they need the information?

How will the information be provided to them?

Formal or Informal?

Plan the Work

Communication

The exchange of information to the relevant parties (including ideas,

expectations, goals, commitments, requirements, recommendations, and

status) is vital to project success.

Plan the Work

Plan the WorkManagement

Top Management:

Policy

Middle Management:

Planning

Supervisors:Scheduling

Laborers:Operations

FunctionalGaps

Real Esta

ffic/W

OperationalIslands

Communication ChannelsPlan the Work

Project Sponsor or Executive

Project Manager

Employees

Project Sponsor or Executive

Project Manager

Employees

Informal

Formal

Informal

Communication ProcessPlan the Work

Source Encoder ReceiverMessage Decoder

Feedback

Personality Screen

Perception Screen

Personality ScreenPerception Screen

How many lines of Communication?

n(n-1)/2

n = the number of people on the project

Plan the Work

Plan the WorkHow many lines of Communication?

n(n-1)/2=??

14(14-1)/2 = 91

R/WUtil. PEO

Bridge

Maint.

Survey

Consul.Hyd.Rail

Prg Mg

Plan the WorkHow many lines of Communication?

15(15-1)/2 = 105

R/WUtil. PEO

Bridge

Maint.

Survey

Consul.Hyd.Rail

Prg Mg

PIORES

105 – 91= 14

Communication Plan

• Project Performance Baseline• Risk Management Plan• Change Management Plan• Quality Plan• Transition & Closure Plan

Other Considerations:

Plan the Work

Change Management PlanThe roadmap for decision making when change occurs.

Change Mgmt. Plan TemplateSample Change Mgmt. PlanPC&R

Completed Change Mgmt. Plan

PRODUCTS

Plan the Work

Develop Change Management Plan

Project Performance Baseline components

Change Management Thresholds & Triggers

Identify, report, & track potential change issues

Establish change tracking log

Identify Endorsement requirements

Update the Project Performance BaselineUpdate the Project Performance Baseline

Document processes for change management

Gain EndorsementGain Endorsement

• Review procedures & thresholds• Consult with:

– Region Management– Program Management– Project Control & Reporting

• Use the Project Control Form (as required)

http://wwwi.wsdot.wa.gov/ProjectReporting/

Formal Processes & Procedures

Plan the Work

What’s the value in “Updating the Project Management Plan”?

Roadtrip! – Seattle to Boston

“The Plan”• I-90• 10 days• $2500.

Baseline

“THE Plan”

Progress Check -

I-82 to Yakima?

Deviation from Plan – Options –

1.Get back “on plan”

2.Revise plan to show “new intent”

“The Plan”• I-90• 10 days• $2500.

Roadtrip! – Seattle to Boston

“The Plan”• I-90• 10 days• $2500.

Baseline

Revision 1

“Revision 1”• SLC• CHI• I-90• 10 days• $2500.

Baseline

Revision 2

“Revision 2”• DNV• St Louis• Ohio – I-90• 12 days• $3000.

ProposedRevision 3

“Rev 3”• Myrtle Beach, SC.• 15 days• $4000.“A

“Arc

“THE Plan” “The Plan” “The Plan”

WSDOT Std. Specs.Quality Plan TemplateSample Quality Plan

Completed Quality Plan

PRODUCTS

Plan the Work

The purpose of the Quality Plan is to document the project’s quality standards and goals and to provide a baseline against which the Quality Assurance / Quality Control efforts of the Project Team may be compared.

Quality (QA/QC) Plan

• Review the Project Performance Baseline• Identify applicable Quality standards

– Design Documentation Checklist– Design Matrices

• List the work elements & standards• Review with performing staff

The purpose of the Project Quality Plan is to document the project’s quality standards;to provide

a baseline against which the QA/QC efforts of the project team may be compared.

Plan the Work

WSDOT Quality Assurance & Control

• Quality Assurance – the process of evaluating overall project performance on a regular basis to provide confidence that the project will satisfy the relevant quality standards.

• Quality Control – the process of monitoring specific project results to determine if they comply with relevant quality standards and identifying ways to eliminate causes of unsatisfactory performance.

Plan the Work

Why do we need a Quality Plan?

• Consistency • Value• Avoidance of Rework• Responsibilities

Plan the Work

Transition & Closure PlanThe Transition and Closure Plan outlines points in the

project at which formal transition and closure activities will take place, the requirements of the

transition and the responsible organization, and the process steps that will be taken to accomplish an

efficient and effective transition.

Begin with the End in Mind!

Previously identified PMP elements

Transition & Closure Plan TemplateSample Transition & Closure Plan

Completed Transition & Closure Plan

PRODUCTS

Plan the Work

Develop Transition & Closure Plan

Transition & ClosureTransition – the

process of changing from one phase to another.

Closure – the act or process of closing, a finish or end.

Transition & Closure Plan• Establish Transition/Closure Points

– Scoping to Pre-Construction– Pre-Construction to Construction– Construction Complete

• Develop Acceptance Criteria• Demobilization Strategies

– Staff reassignment– Facilities, equipment, services– Roles & responsibilities

Plan the Work

Lessons Learned

• Identify processes to document, report, & compile

• Establish Team activities & responsibilities

• Report lessons learned

Lessons Learned System:

wwwi.wsdot.wa.gov/IPD/WSDOT+Lessons+Learned.htm

Plan the Work

Archive• Review WSDOT requirements

– Design Manual– Design Documentation

Checklist– Others?

• Develop archiving instructions– Identify documents to be retained– Where should they be stored?– For how long?– Who is responsible?

Plan the Work

Reward & Recognize• Review WSDOT policy• Identify “target” performance metrics

– Individual– Team

• Rewards and recognition for exemplary performance

• Develop a budget

Plan the WorkFinancial Closure• Review requirements & procedures

• Schedule Closure– Track activities performed– Ensures activities are not overlooked

• Shelf Projects– Expedites start-up and completion

process.

• Update throughout the process

Plan the Work

Continuous Communication

•Project Description•Team Mission/ Assignment•Major Milestones•Boundaries•Team Identification•Roles & Responsibilities•Measures of Success•Operating Guidelines

•Project Team Commitment•Management Endorsement

•Managing Scope, Schedule & Budget•Manage Risks•Manage Change•Communicate

• Progress• Issues• Lessons Learned

Endorsethe Plan

Initiate& Align

Workthe Plan

Transition& Closure

Planthe Work

Begin with the End in

Failing to plan … is planning to fail. Plan the Work.

Documents