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Failing to plan … is planning to fail. Plan the Work
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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
Plan
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
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) /
Master Deliverables List (MDL)
BudgetTask Planning and Scheduling
Risk
Planning
Plan the Work
Project Performance Baseline
Work Breakdown Structure (WBS) /
MDL
BudgetTask Planning and Scheduling
Risk
Planning
Change Management
Plan
Quality Plan (QA/QC)
Communications Plan
Transition & Closure Plan
Completed Initiate & Align Worksheet
Master Deliverables List (MDL)
Completed Work Breakdown Structure
INPUTTOOLS
PRODUCTS
Plan the Work
Develop WBS using the MDL
Work Breakdown Structure
Deliverables
Tasks
Tasks
Tasks
Deliverables
Tasks
Tasks
Tasks
Project
Mission
Deliverables
Tasks
Tasks
Tasks
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
HQ
OlympicRegion
North CentralRegion
Eastern Region
WSDOT Project Delivery
Information System
South CentralRegion
Steering Team
UrbanCorridors
SouthwestRegion
NorthwestRegion
SCOPE
SCH
EDU
LEB
UD
GET
Resources
Mon
ey
PDIS
Tim
e
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
Task
Activity
Finite duration
Defined start & finish
Assignable
A deliverable upon
completion
Milestone
Event
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
A
Start Finish
B C
D E
F G H
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
1
2
3
4
5
6
7
8
9
10
11
12
13
14
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
Start
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
START
FRPLAN
INFOREP
TRANPLN
FRGAME
FRMENU
INFOSITE
TRNVEH
FRFOOD
INFOCMU
TRFCON
INFOPKT
TRNTRSH
FIN
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
$0
Time
Spending Curve (“S” curve”)
•Completed Initiate & Align Worksheet•Previously identified PMP elements
Risk Mgmt. Plan TemplateSample RMPCREM
•Completed Risk Management Plan
INPUT
TOOLS
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
Low
High
Low
High
Green
Green
Red
Yellow
Impact
Pro
bab
ili
ty
Identified Risk
IDENTIFIED RISK: Budget is exceeded by 10%.
Probability
LOW
Impact
High
Project Risk Profile
Green Zone
EXAMPLE #1
Low
High
Low
High
Green
Green
Red
Yellow
Impact
Pro
bab
ility
Identified Risk
IDENTIFIED RISK: Survey data incomplete or inaccurate.
Probability
Low
Impact
High
Project Risk Profile
YELLOW ZONE
EXAMPLE #2
Low
High
Low
High
Green
Green
Red
Yellow
Impact
Pro
bab
ility
Identified Risk
IDENTIFIED RISK: Quality problems due to inexperienced staff, employee turnover and/or lack of quality management
plan.
ProbabilityHigh
ImpactHigh
Project Risk ProfileRED ZONE
EXAMPLE #3
Low
High
Low
High
Green
Green
Red
Yellow
Impact
Pro
bab
ility
Identified Risk
Communication
Plan
Plan the Work
•Completed Initiate & Align Worksheet•Previously identified PMP elements
Communication Plan TemplateSample Communication Plan
Completed Project Communication Plan
INPUT
TOOLS
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
Gaps
Top Management:
Policy
Middle Management:
Planning
Supervisors:Scheduling
Laborers:Operations
FunctionalGaps
Envir
onm
enta
l
Real Esta
te S
erv
ices
Tra
ffic/W
ZTC
Bri
dge
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
10
Plan the WorkHow many lines of Communication?
n(n-1)/2=??
14(14-1)/2 = 91
Traf.
R/WUtil. PEO
ENV
Bridge
Maint.
Land.
Survey
Consul.Hyd.Rail
Prg Mg
PIO
Plan the WorkHow many lines of Communication?
15(15-1)/2 = 105
Traf.
R/WUtil. PEO
ENV
Bridge
Maint.
Land.
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.
•Completed Initiate & Align Worksheet•Previously identified PMP elements
Change Mgmt. Plan TemplateSample Change Mgmt. PlanPC&R
Completed Change Mgmt. Plan
INPUT
TOOLS
PRODUCTS
Plan the Work
Develop Change Management Plan
Change Management PlanThe roadmap for decision making when change occurs.
Project Performance Baseline components
Change Management Thresholds & Triggers
SCOPE
SCH
EDU
LE
BU
DG
ET
Change Management PlanThe roadmap for decision making when change occurs.
Identify, report, & track potential change issues
Establish change tracking log
Identify Endorsement requirements
Update the Project Performance BaselineUpdate the Project Performance Baseline
SCOPE
SCH
EDU
LE
BU
DG
ET
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
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
rchi
ve”
“Arc
hive
”
“THE Plan” “The Plan” “The Plan”
•Completed Initiate & Align Worksheet•Previously identified PMP elements
WSDOT Std. Specs.Quality Plan TemplateSample Quality Plan
Completed Quality Plan
INPUT
TOOLS
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
INPUT
TOOLS
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
Transition & Closure Plan
• 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
Transition & Closure Plan
Continuous Communication
•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
•Managing Scope, Schedule & Budget•Manage Risks•Manage Change•Communicate
• Progress• Issues• Lessons Learned
Endorsethe Plan
Initiate& Align
Workthe Plan
Transition& Closure
Planthe Work
•Implement Transition Plan•Review Lessons Learned•Reward & Recognize•Archive
•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
Begin with the End in
Mind!
