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OFFICIAL INDUSTRY ASSOCIATION FOR MICROSOFT OFFICE PROJECT

1

Presented By:

© 2007 MPA. All rights reserved.

From Planningto

Baseline

Steve M. ClarkProject ManagerEdwards Industries, LLC.

2© 2007 MPA. All rights reserved.

Typical Comments

Some interesting tidbits about “Schedules”:• It is a “buzz word”

♦ A word people like to use but do not fully understand what it is.

• It is used often during meetings but is forgotten once the meeting ends.

• Is considered by some project managers as not “real” project management work.

• It is viewed simply as an exercise that has little real value.• “We should be managing the project not the schedule.”

♦ Do you want me to manage the project or the schedule?♦ It is used to “micro-manage” the project team…

• Schedules are too much work to maintain.• The schedule does not reflect what is really happening…

…or what is really needed…


Planning

How do you begin developing a schedule?• Are you ready to develop a schedule?

♦ What is needed?Project CharterScope StatementRequirementsWork Breakdown Structure (WBS)Stakeholders!» Determine which key stakeholders are needed for this process.» Other stakeholders are consulted as needed.

Subject Matter Experts (SME)♦ How long will it take?

That depends on the level of cooperation you get from the stakeholders and the SMEs.


Planning

The Secret to Schedule Development…

B P PM


Planning

What does BMPP stand for?

Big

Monster

Piece

Paperof

This is true!I affectionately refer to it as the “Wallpaper” process.


Planning

My Definition - BMPP is a “structured” brain storming process used to develop the schedule.What is needed?• A large piece of paper

♦ Preferably from a 36” x 50’ role♦ Several smaller sheets taped together (Post-it® Easel Pad 2.5’ x 2’)

• Post-it® Notes (several colors and sizes)♦ Note - This is not a 3M endorsement

• Felt Tip Markers (makes it easier to see the task descriptions)

• Scotch Tape

• Large Empty Wall Space


Planning

Your role in the process:• Facilitator

♦ You get the ball rollingOkay – What is the first step?

♦ Keep the ball rolling by invoking discussionKeep those light bulbs shinning bright

♦ Watch out for scope creep♦ Stop when you have squeezed all of the juice out

• Devil’s advocate♦ As the tasks are defined your job is say things like

What if…?What happens when…?What else is needed…?Are you sure…?


Planning

BMPP Advantages• It is easier to see the “whole picture” when Post-it® Notes are taped to

the wall then it is on a computer screen.♦ Change the task order.♦ Inserting and/or deleting tasks.

• If it has not already been done the group is building the WBS. If it already exists, it is improving schedule accuracy and being refined.

• Building your resource requirements and identifying resource conflicts.• The group is identifying risks and developing ways to avoid, manage, or

mitigate the risks as the “picture” evolves.• You are creating a level of detail that everyone agrees is appropriate.• Once complete you can get “buy-in”.

♦ Why? - The Stakeholders and SMEs participated in the development process.• It can be used during proposal development which can then be built

upon to create the actual schedule.♦ You get a more accurate reading as to what it is going to take.


Planning

BMPP Disadvantages• It can take several hours, days, or weeks to complete.

♦ However, Ask Yourself – Is it better to spend the time upfront to produce a “realistic” schedule (plan) or try to repair a “swag” later under pressure (pay me now – or pay me later…).

• If you use the wrong kind of tape you may be charged to repair the wall. ☺♦ If you use push pins make sure it is okay to do so. However,

scotch tape is better.

• Can take up a lot of wall space.How do we get started?


Mark Your Territory!


Identify Deliverables

Deliverables

FRD

VDD

SwDD


Identify Recurring Tasks

Deliverables

FRD

VDD

SwDD

RecurringTasks

WeeklyStatus mtg.

WeeklyT.E.M.


Identify High Level (Summary) Tasks

Deliverables

FRD

VDD

SwDD

RecurringTasks

WeeklyStatus mtg.

WeeklyT.E.M.

ProcurementAnalysisDesignPhase

DevelopmentPhase

TestingPhase

ProductionPhase


Identify Next Level (Summary?) Tasks

Deliverables

FRD

VDD

SwDD

RecurringTasks

WeeklyStatus mtg.

WeeklyT.E.M.

ProcurementAnalysisDesignPhase

DevelopmentPhase

TestingPhase

ProductionPhase

AnalysisTask 1

AnalysisTask 2

ProcureItem # 1

ProcureItem # 2

ServerDesign

Client Design


Define Task Relationships

Deliverables

FRD

VDD

SwDD

RecurringTasks

WeeklyStatus mtg.

WeeklyT.E.M.

ProcurementDesignPhase

DevelopmentPhase

TestingPhase

ProductionPhase

AnalysisTask 2

ProcureItem # 1

ProcureItem # 2

ServerDesign

Client Design

Analysis

AnalysisTask 1


Identify Milestone Tasks

Deliverables

FRD

VDD

SwDD

RecurringTasks

WeeklyStatus mtg.

WeeklyT.E.M.


DevelopmentPhase

TestingPhase

ProductionPhase

AnalysisTask 2

ProcureItem # 2

ServerDesign

Client Design

Analysis

AnalysisTask 1

ProcureItem # 1

Item # 1 Received


Define Task Parameters

Deliverables

FRD

VDD

SwDD

RecurringTasks

WeeklyStatus mtg.

WeeklyT.E.M.


DevelopmentPhase

TestingPhase

ProductionPhase

AnalysisTask 2

ProcureItem # 1

ProcureItem # 2

ServerDesign

Client Design

Analysis

AnalysisTask 1

Server Design

Start Date – 06/20/07Duration – 10 Days

Work – 80 hoursResource 1 – 80%Resource 2 – 40%

Notes – BOE, Assumptions, Dependencies, etc.


Congratulations!Now You Are Ready for MS Project!

Transferring from “Wallpaper” to the tool (MS Project)• First - use Scotch tape to secure the Post-it® Notes to your

wallpaper before you take the wallpaper off of the wall.♦ The adhesive on the back looses its strength rather quickly.

• Data entry is much easier after this process:♦ Your structure is predefined (if you were careful)♦ The tasks contain everything you need to enter them into MS Project

Task DescriptionStart DateDurationResource Names and AllocationsPredecessors and SuccessorsNotes


Schedule Flow Tips

Create Three Main Sections• Meetings and Major Milestones Section

♦ For Upper Management and Customer Reporting♦ Linked to Major Activities and Phases within the detailed Project

Schedule Section

• Deliverables Section♦ Listing of All Project Deliverables♦ Both Customer (contractual) and Internal (non-contractual)

• Project Section♦ Contains meat of the schedule♦ Includes Documentation Development♦ Includes Links to Meetings, Major Milestones and

Deliverables Sections♦ Contains the Documentation Section

Individual tasks for development process of each document


Schedule Flow Tips3 Major Sections


Schedule Flow TipsMeetings and Major Milestone Section – Major Milestones


Schedule Flow TipsMajor Milestone Mapping

Task Grouping for Major Milestone Reporting• Server Design

♦ Server DesignServer Design - Preliminary DesignServer Design - Peer ReviewCritical Design Review (CDR) – Server Design» Server CDR with PMO

Critical Design Review (CDR) – Server Design CompleteServer Design - Develop CodeServer Design - Unit Testing

♦ Server Design Complete

Tasks in Red is linked to the Major Milestone Section task with the same names


Schedule Flow TipsMajor Milestone Mapping


Schedule Flow TipsMeetings and Major Milestone Section – Meetings

Task Grouping for Meeting Reporting• Meetings Reported as a Milestone

♦ Project Kick-Off Meeting – Listed in “Meetings” SectionProject Kick-Off Meeting

♦ Project Kick-Off Meeting Complete♦ Status Review Meetings with Customer – Depends Upon Frequency

In-Process Review (IPR) Complete♦ Other Review Meetings with Customer

Task in Red is linked to the Major Milestone Section task with the same name


Schedule Flow TipsMeetings and Major Milestone Section – Meetings


Schedule Flow TipsDeliverables Mapping – Internal (Non-Contractual)

Internal Deliverables (Non-Contractual)• This is feedback needed before a process or phase can

begin♦ In our example we need information about the Server Room

Back-up Power?Are additional power drops needed?Is room cooling capacity Sufficient?

♦ Other ItemsSigned Documentation Authorizing Asset PurchaseResource availabilityContractor Equipment Availability

♦ Internal Deliverable Task may only be a milestone task.Successor task(s) within the body of the schedule are linked to this milestone


Schedule Flow TipsDeliverables Mapping – Internal (Non-Contractual)


Schedule Flow TipsDeliverables Mapping – External (Contractual)

Recommended Documentation Task Flow• Functional Requirements Document (FRD)

♦ Draft FRD♦ Internal Review of Draft FRD♦ Incorporate Changes into Draft FRD and Prep for Submittal♦ Submit Draft FRD to PMO for Approval♦ Incorporate PMO Comments into Draft FRD♦ Internal Review of Final FRD and Prep for Final Submittal♦ Submit Final FRD to PMO for Approval♦ PMO Approves FRD

Tasks in Red are linked to the Deliverables Section – External (Contractual) tasks with the same names.


Schedule Flow TipsDeliverables Mapping – External (Contractual)


Schedule Flow TipsDeliverables Mapping – Internal (Non-Contractual) and

External (Contractual)


Ready for Base Lining?

MS Project Data Entry Completion• Things to Double Check

♦ Calendars - Company Holidays and Vacation time (if known)♦ For each resource make sure you have the correct labor rates, other known

Non-Working times, or “Special” working hours (weekends, night or graveyard shifts, etc.).

♦ Add Material Costs and other ODC items to resource pool.• Here is what you know after base lining -

♦ The Actual Start and Dates are known♦ The Actual Project Cost (Planned Cost, BAC) is known

You have established the “Value” of each task as well as the overall project for EV.♦ Resource Requirements are defined

Hopefully a plan to deal with resource shortfalls and conflicts has been developed.

Next Steps• Stakeholder Final Review and Approval

♦ Resist those last minute attempts at scope creep

Final Step - Base Lining


Questions!

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