12 fatal mistakes lds make
DESCRIPTION
Presentation at Training 2013TRANSCRIPT
R U S SE L L M A R T I N A S S O C I A T E S&
12 Fatal Mistakes
presented by
Russell Martin & Associates (317) 475-9311 [email protected] www.russellmartin.com
© Russell Martin & Associates www.russellmartin.com
Page 1
Content • DEFINE the Project
Charter
• PLAN the PROJECT
• MANAGE the Chaos
• TRANSITION to Maintenance
© Russell Martin & Associates www.russellmartin.com
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Why Not?
R U S SE L L M A R T I N A S S O C I A T E S&
What’s Different? Projects are Flash Mobs
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R U S SE L L M A R T I N A S S O C I A T E S&
Dare to Properly Manage Resources!
Define Plan Manage Review END START
1. Set Business Objectives
2. Establish Project Scope
3. Set Project Objectives
4. Mitigate Risks
5. Establish Constraints
6. Plan communications
7. Establish Governance Plan
1. Determine Milestones
2. Schedule Task Dependencies
3. Adjust for Resource Dependencies
4. Create budget
1. Control work in progress
2. Provide status and feedback
3. Leverage Governance
4. Resolve conflict
1. Close the project
2. Turn over deliverables
3. Hold Project Review
4. Celebrate accomplishments
Steps to Great Projects
initiate plan monitor close
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DEFINE the Project Charter • Roles
• Return on Investment
• Scope
• Project Objectives
• Risk/Constraints
• Communications Plan
• Change/ Governance Plan
R U S SE L L M A R T I N A S S O C I A T E S&
Improve Service
Increase Revenue
Avoid Cost
Also… • Reaction to government regulation • Reaction to competitive pressures
#1 Return on Investment:
Business Objectives
Page 6
by…
My project will…
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The Greek Goddess of Business
R U S SE L L M A R T I N A S S O C I A T E S&
the project
The Sponsor
Internal Experts (SMEs)
Finance
Customers Functional Leaders
The Project Manager
The Dedicated Project Team
#2 Roles
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Developers
External Experts (SMEs)
Administrative Support
Vendors/ Contractors
Legal
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• Outline key accountabilities for the projects
• Identify the accountabilities that you currently have on the team
• Determine the gap • Create jobs / project
organizational structure • Hire accountabilities
(in/out) • Onboard new roles
Roles
R U S SE L L M A R T I N A S S O C I A T E S&
#3 DEFINE The Scope Diagram
Charities Sponsor:
CEO
Volunteer Day
Project
Catering
Volunteers
Food
Budget Sch
edule
Budget
Ava
ilable
Corporate Communications
Employees
Communication Plan
Status
Tra
inin
g
Governance Needs
© Russell Martin & Associates www.russellmartin.com Page 9
R U S SE L L M A R T I N A S S O C I A T E S&
#4 Develop Project Objectives
“ So What?” • Concrete and specific • Measurable • Achievable and realistic • Time-bound • Refers to project deliverables
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System Objectives Product/Service Objectives
Cost / Revenue Related Objectives
Learning / Performance
Related Objectives
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Overall Project Risk
Average:
Size - How “big” is this project or how long will it take relative to others you have done?
Rated 1(small) - 10(large)
Structure - How stable are the requirements?
Rated 1(fixed) - 10(undefined)
Technology - How understood is the technology and procedures?
Rated 1(old) - 10(new)
#5 Document Risks
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R U S SE L L M A R T I N A S S O C I A T E S&
1 – 3 Wing this project
4 – 6 Do a quick project charter, high level
project plan
7 – 8 Block regular project management time
9 – 10 Block frequent time, clear your schedule
and plan NOW to cut the scope
So What?
> 5 Mitigate the Risk
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PLAN the PROJECT PLAN • Methodologies
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What tasks
need to be done?
What tasks
have to be done
first?
Who’s available to help?
What dates are
fixed?
Determine milestones and tasks
Find Task Dependencies
Find Resource Dependencies
Determine the Schedule
•Standard methodologies •Flows on Scope Diagram •Training, meetings, communication
•Pillage THEN Burn
•Do not plan multi-tasking •Choose the best resource for the right task
•Work back from the known date constraints •Reasonability based on experience
Create the Project Schedule
Page 14 © Russell Martin & Associates www.russellmartin.com
R U S SE L L M A R T I N A S S O C I A T E S& Page 15
What is a Methodology?
A repeatable series of tasks or set of practices grouped into phases to create or do something. Includes: • Tasks with a recommended order • Milestones (usually Phases that are done) • Supporting Tools • Implied Skill Sets
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ADDIE (Instructional Systems Design)
2/3 duration 1/3 duration
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Sample ADDIE: Plans
09/07/11 Project Due Date: 10/01/12
Phase Milestone TaskDuration in
DaysDue Date Task Owner Comment
On Time
Y/N
Analysis 9 09/20/11 5 Percent Complete: 80%
Needs analysis 3 09/12/11 Y
Cost/Benefit Analysis 1 09/13/11 Y
Obtain customer sign-off of
needs/benefit analysis2 09/15/11 Y
Setup initial kickoff meeting 2 09/19/11 Y
Conduct kickoff meeting 1 09/20/11 N
7 09/29/11 7 Percent Complete: 0%
Determine target audience 1 09/21/11 N
Refine learning goals/objectives
and connect to organizational
goals
1 09/22/11 N
Outline possible deliverables 1 09/23/11 N
Create an interim timeline 1 09/26/11 N
Identify and determine success
factors1 09/27/11 N
Review draft DOU with your senior
leader1 09/28/11 N
Obtain customer/senior leader
sign-off of DOU1 09/29/11 N
15 10/20/11 3 Percent Complete: 0%
Background research 5 10/06/11 N
Interview SMEs 5 10/13/11 N
Location visit (audience
interviews)5 10/20/11 N
Design 7 10/31/11 5 Percent Complete: 0%
Define scope of work and
deliverables 3 10/25/11 N
Identify project team 1 10/26/11 NDescribe the project goals in
detail outlining roles and
responsibilities
1 10/27/11 N
Define timeline 1 10/28/11 N
Submit to your senior leader for
review and approval1 10/31/11 N
7 11/09/11 6 Percent Complete: 0%
Defining objectives for each
deliverable1 11/01/11 N
Design Document Overview
(Goals/Context/Learner Analyses)1 11/02/11 N
Objective-Assessment Blueprint 1 11/03/11 N
Outline/storyboard 2 11/07/11 N
Review design doc with your
senior leader1 11/08/11 N
Obtain sign-off from your senior
leader and customer1 11/09/11 N
Development 35 12/28/11 5 Percent Complete: 0%Scripting
Create project plan
DE
SIG
N Choose the best
intervention and plan
how to execute.
Define scope of work, project
teams, detailed goals, and
firm timelines for your senior
leader’s approval.
Develop design documents
Define objectives for each
deliverable and
outline/storyboard project for
your senior leader’s and
Customer’s approval.
AN
AL
YS
IS
Identify the learners’
needs and project
constraints.
Tasks starting from receiving
the customer request and
occurring until after kick-off
meeting.
Develop Document of Understanding
Process of defining
audience, goals, possible
deliverables, interim
timelines, success factors,
and having customer agree
to plan.
Data collection
Research is done at this
time.
Project Initiation
<Enter Project Title Here)Key Information:
1) Enter the Project Due Date; the Project Start Date will be added
automatically. Adjusting the Duration in Days for Tasks will change the Project
Start Date.
2) Milestone Dates and Duration in Days will be populated automatically from the
last due date in the section
3)Check your dates to make sure there are no holidays.
4)Review task deliverables and adjust Duration in Days accordingly.
5) Strikethrough tasks that do not apply to this project and enter a "0"
for the Duration in Days.
Project Start Date:09/07/11 Project Due Date: 10/02/12
Phase Milestone TaskDuration in
DaysDue Date Task Owner Comment
On Time
Y/N
Analysis 10 09/21/11 5 Percent Complete: 20%
Needs analysis 2 09/09/11 Y
Cost/Benefit Analysis 3 09/14/11 N
Obtain customer sign-off of
needs/benefit analysis2 09/16/11 N
Setup initial kickoff meeting 2 09/20/11 N
Conduct kickoff meeting 1 09/21/11 N
7 09/30/11 7 Percent Complete: 0%
Determine target audience 1 09/22/11 N
Refine learning goals/objectives
and connect to organizational
goals
1 09/23/11 N
Outline possible deliverables 1 09/26/11 N
Create an interim timeline 1 09/27/11 N
Identify and determine success
factors1 09/28/11 N
Review draft DOU with your senior
leader1 09/29/11 N
Obtain customer/senior leader
sign-off of DOU1 09/30/11 N
15 3 Percent Complete: 0%
Background research 5 10/07/11 N
Interview SMEs 5 10/14/11 N
Location visit (audience
interviews)5 10/21/11 N
Design 7 11/01/11 5 Percent Complete: 0%
Define scope of work and
deliverables 3 10/26/11 N
Identify project team 1 10/27/11 NDescribe the project goals in
detail outlining roles and
responsibilities
1 10/28/11 N
Define timeline 1 10/31/11 N
Submit to your senior leader for
review and approval1 11/01/11 N
7 11/10/11 6 Percent Complete: 0%
Defining objectives for each
deliverable1 11/02/11 N
Design Document Overview
(Goals/Context/Learner Analyses)1 11/03/11 N
Objective-Assessment Blueprint 1 11/04/11 N
Outline/storyboard 2 11/08/11 N
Review design doc with your
senior leader1 11/09/11 N
Obtain sign-off from your senior
leader and customer1 11/10/11 N
DE
SIG
NA
NA
LY
SIS
<Enter Project Title Here>
Project Start Date:
Process of defining
audience, goals, possible
deliverables, interim
timelines, success factors,
and having customer agree
to plan.
Data collection
Research is done at this
time.
Key Information:
1) Enter the Project Start Date; the Project End Date will be added automatically as
the last date in the Evaluation section.
2) Due Dates and Duration in Days for Milestones will be added automatically as
the last due date in the section.
3) Check your dates to make sure there are no holidays.
4) Review task deliverables and adjust accordingly.
5) Strikethrough tasks that do not apply to this project and enter a "0"
for the duration.
Project Initiation
Identify the learners’
needs and project
constraints.
Tasks starting from receiving
the customer request and
occurring until after kick-off
meeting.
Develop Document of Understanding
Create project plan
Choose the best
intervention and plan
how to execute.
Define scope of work, project
teams, detailed goals, and
firm timelines for your senior
leader’s approval.
Develop design documents
Define objectives for each
deliverable and
outline/storyboard project for
your senior leader’s and
Customer’s approval.
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SAM: Successive Approximation Model
Allen Interactions www.alleninteractons.com
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Structured IT Development
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RAD: Rapid Application Development
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Agile
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Six Sigma
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Lean Six Sigma: DMAIC
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#6 Milestones vs. Tasks
1. Analysis Complete 2. Approve Requirements 3. Requirements Approved 4. Build Use Cases 5. Testing Finalized 6. Run Test Scripts 7. Determine Final Metrics Goal 8. Do Analysis
MILESTONE TASK NEITHER
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Grown Up Definitions
A milestone is a date that is used to measure whether the project is on track. START and END are milestones. Milestones are often used to measure when a group of related tasks and/or subprojects will be completed. Alias: phase A task is a small unit of work (guideline: less than two weeks to complete) that you can assign to a person (project stakeholder or team member) who will ensure its completion (not necessarily by them). Aliases: activity, work A sub-project is a deliverable which will be created through a related group of tasks assigned to a project stakeholder with the expertise to figure out what the tasks need to be. A deliverable is a finished product relating to a project goal/objective.
EXAMPLES: ANALYSIS Done Create Use Cases Construct Website Completed Website
R U S SE L L M A R T I N A S S O C I A T E S& Page 26
Steps to Great Learning
PROCESS
Maintain
Analyze the business need / learning objectives
Design a learning solution given current constraints
Build the Solution
Roll Out the Solution
Evaluate Success
Analyze Design Develop Implement Evaluate
R U S SE L L M A R T I N A S S O C I A T E S&
Define START
Page 27
Steps to Great Learning Projects: DEFINE
Analyze the business need / learning objectives
Analyze
Business Objs Roles Scope Project Objs Risk/Constraints
R U S SE L L M A R T I N A S S O C I A T E S&
Define Plan START
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Steps to Great Learning Projects: PLAN
Analyze the business need / learning objectives
Design a learning solution given current constraints
Build the Solution
Roll Out the Solution
Analyze Design Develop Implement
Business Objs Roles Scope Project Objs Risk/Constraints
R U S SE L L M A R T I N A S S O C I A T E S&
Define Plan Manage START
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Steps to Great Learning Projects: MANAGE
Analyze the business need / learning objectives
Design a learning solution given current constraints
Build the Solution
Roll Out the Solution
Analyze Design Develop Implement
Business Objs Roles Scope Project Objs Risk/Constraints
Tasks to be done ADAPT as change occurs
R U S SE L L M A R T I N A S S O C I A T E S&
Define Plan Manage Review END START
Steps to Great Learning Projects: Traditional
PROCESS
Maintain
Analyze the business need / learning objectives
Design a learning solution given current constraints
Build the Solution
Roll Out the Solution
Evaluate Success
Analyze Design Develop Implement Evaluate
Business Objs Roles Scope Project Objs Risk/Constraints
Tasks to be done ADAPT as change occurs
Evaluate PROJECT and LEARNING
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R U S SE L L M A R T I N A S S O C I A T E S&
Define Plan Manage Review END START
Steps to Agile Learning Projects PROCESS
Maintain
Analyze the business need / learning objectives
Design a learning solution given current constraints
Build the Solution
Roll Out the Solution
Evaluate Success
Analyze Design Develop Implement Evaluate
Business Objs Roles Scope Project Objs Risk/Constraints
Tasks to be done ADAPT as change occurs
Evaluate PROJECT and LEARNING
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R U S SE L L M A R T I N A S S O C I A T E S&
Top 10 Project Factors
Team skills and experience
Level and quality of sponsorship
Level and quality of stakeholder buy-in
Size
Complexity / Requirements change
Quality required
Development tools and work environment
Level of innovation required
Product stability required
Schedule constraints (realism)
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#7 Estimating
"Here's a good question. How long does it take to catch a fish? Ridiculous, you say. One can't estimate the time to catch a fish. It could be just after you cast a line in the water. It might be never. Or anywhere in between. As ridiculous as this sounds, that is just the feeling that goes through our minds when we are asked to estimate the duration for a task. Our first thought is How the h*** should I know? But we can't get away with this. So we dig in and take a scientific stab at the task duration.” - Practical Project Management, Harvey Levine
R U S SE L L M A R T I N A S S O C I A T E S&
• Accept the change and increase time and cost
• Accept the change and increase the size of the project team to stay on track
• Accept the change and eliminate an equal amount of other tasks/milestones
• Put the idea in the next release (not your project)
• Reject the idea because the value (business and project objectives impact) does not justify the cost
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#8 Managing Scope
“YES, and the impact will be
this…”
Every change and great idea = more scope (time/cost)
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#9 Managing Issues
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Issue
Issues become tasks on the schedule
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DISTRIBUTION: Distribute Product (software)
Package and distribute product Distribute installation information Conduct integration test for product Conduct user acceptance test for software Conduct reviews for product Perform configuration control for product Implement documentation for product Install Product (software) Install product (packaged software) and database data Install any related hardware for the product Document installation problems Accept Product (software) in Operations Environment Compare installed product (software) to acceptance criteria Conduct reviews for installed product (software) Perform configuration control for installed product (software)
#10Transition Planning
Options (Products, Processes) • Incremental
implementation or phased approach,
• Parallel execution, • One-time conversion
and switchover or • Any combinations of
the above.
OPERATIONS: Operate the System Utilize installed software system Monitor performance Identify anomalies Produce operations log Conduct reviews for operations logs Perform configuration control for operations logs Provide Technical Assistance and Consulting Provide response to technical questions or problems Log problems Maintain Support Request Logs Record support requests Record anomalies Conduct reviews for support request logs MAINTENANCEL Identify Product (software) Improvements Needs Identify product improvements Develop corrective/perfective strategies Produce product (software) improvement recommendations Implement Problem Reporting Method
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#11 The Lifecycle of a Project
Enth
usi
asm
Time Adapted from Robert Lewis’ book Bare Bones Project Management
Unenlightened optimism
Dawning pessimism
Enlightened optimism
Pre-completion panic
Success!
R U S SE L L M A R T I N A S S O C I A T E S&
#12 More HELP?
At www.russellmartin.com:
•Purchase books
•Get our LEARNING FLASH e-zine for more tips and tools
•Find out about workshops, webinars, e-learning and virtual alumni communities
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@nolecture Lou Russell