Project Planning Process

Department of Human ServicesBusiness Process Management Office

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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 notWhere and when to startTo adapt or tailor planningShortening the planning time What the project plan representsProcess and supporting materials

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Project Approach

Project Management

Approach(Participatory)

Project Manager

(Control with Fear)

v.s.School of ManagementSchool of Management

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What it is and is not

It is the work plan, not the work

It is a definition of needed work and resources

Devising and maintaining a workable scheme to accomplish the business need that the project was undertaken to address

.

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Where Planning FitsL

evel

of

Act

ivit

y

Start FinishTime

Initiate

Execute

Close

Monitoring and Control

Plan

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Planning Process Overview

Planning

Core Work Plans

Facilitating ControlPlans

Integrated Project Plan

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Planning Objectives

Agreements on:ScopeObjectivesWork activities Estimates Resources requiredRoles & 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

Business Case

Project Charter

Historical Information

Organization’s Policies

Assumptions

Constraints

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Process FlexibilityOn most projects:Planning steps are the sameThe time spent and outcomes are flexible

Complex Project Simple Project

High Formality

Loose Formality

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Formality is based on Complexities

TC = 3

BC = 5

Result - Potential High Complexity

(TC

)

(BC)

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Planning Diagram, Integrated Project Plan template

5.Define and Sequence

Activities(WBS)

6.Estimate Activity

Durations & DetermineResource Needs

(WBS)

4.Develop Project Scope

(Scope Statement)

9.Develop Schedule

(Schedule)

13.Build budget and

spending plan(Cost Mgmt Plan)

7.Determine how Quality

will be Managed(Quality Mgmt Plan)

8.Determine how to meetcommunication needs(Communication Plan)

11.Organize and Aquire

Staff(Organization Plan)

12.Determine what toProcure and when

(Procurement Plan &SOWs)

4.Determine howchanges will be

managed(Change Mgmt Plan)

10.Estimate Resource

Costs

15.Integrated the Plans(Integrated Project

Plan)

14.Identify Risk & CreateRisk Response Plan

(Risk Mgmt Plan)

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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

Work

Some may be cutand pasted from theproduct description

or charter.

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4. Change ManagementManagement of changes to the primary

objectives and major deliverables milestones.

1. Change acceptance/expectations2. How changes will be evaluated3. How change will be managed

The plan should include agreements of:

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5. Define and Sequence Activities

Develop a Work Breakdown Structure(WBS)

Example - WBS/How?

Project

DesignRqmts Build DeliverManage

PlanExecuteControlClose••

AssessDetermineAnalyzePropose••

EngineerSpecify•••

Construct

TestValidateIntegrate

•••

InstallTrain•••

•define work packages to manage, create and deliver the solution

Determine Dependencies (Sequencing)•determine the order of work activities or dependencies

ReviewScope

Assess CurrentSystem

Analyze NewRequirements

Determine &Review GAPS

AdjustRequirements

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Examples WBS’sExample - WBS/How?

Project

DesignRqmts Build DeliverManage

PlanExecuteControlClose••

AssessDetermineAnalyzePropose••

EngineerSpecify•••

Construct

TestValidateIntegrate

•••

InstallTrain•••

Hierarchy Diagram Format1 MANAGEMENT

1.1 Initiate1.2 Plan1.3 Execute1.4 Control1.5 Close

2 REQUIREMENTS

2.1 Assess2.2 Determine2.3 Analyze2.4 Propose2.5 …..

3 DESIGN

3.1 Engineer3.2 Specify3.3 ….3.4 …..

4 BUILD4.1 Construct4.2 Test4.3 Validate4.4 Integrate

5 DELIVER

5.1 Install5.2 Train5.3 …..5.4 …..

Tab le o f C

ont ents Form

at

1. Write First draft of policy.2. Review with team/manager.3. Make changes as needed.4. File notice w/Secretary of the State

(SOS) 45 days before effective date.5. Formally review policy analysts and

advocates.6. Make changes as needed.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.

List Form

at

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Examples of Sequencing

ReviewScope

Assess CurrentSystem

Analyze NewRequirements

Determine &Review GAPS

AdjustRequirements

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6. Estimate Duration Determine Resource Needs

Obtain initial estimate of likely duration for activity

does not take into account the number of people expected to perform the task.

For each activity determine skills

and resources

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7. Determine How Quality will be Managed

How will quality assurance and control be conducted?

•Identify Quality Standards

•Quality Assurance

•Quality Control

How?

What?

Check

Sometimes performed by a 3rd Party

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8. Determine Communication Needs

The plan should determine:•who needs what information •when will they need it •how will it be given to them •by whom

See PMO StandardDirectory Setup

And determine how to:•store, update, and disseminate information •close, file and archive information•update the comm. plan

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9. Develop Schedule

May Jun Jul Aug Sep Oct Nov

Determining start and finish dates for tasks and assigning resources

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Define - Then Schedule

DefineScope

DefineWBS

DefineResources

Define Deliverables

Define Dependents

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Task Name

InitiateProduct Description & Benefits CharterProject Proposal Approved

PlanScope StatementWork PlanContract/Procurement PlanQA PlanRisk PlanProject Plans Approved

ExecuteRequirementsAnalysisDesignCodingTestingMaintenance

ControlsStatus ReportingChange ManagementCommunication Mgmt

ClosingEvaluationMaintenance Turn-over

9/18

9/27

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 12/31r October November December Janua

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 supplies contracts special costs

refined during the course of the project ,

definitive just priorto construction

Estimate

ROM + 100% or - 50%

Intermediate + or - 30%

Definitive + or - 20%

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11. Organize and Acquire Staff

K risten D uusO IS O versigh t

M aureen C asterlineB usiness S ponsor

D ebra H errliP ro ject M anager

(100% )

Bryan N ealySystem

Architecture TeamLead (50% )

Pete H aleApplica tion

D eve lopm ent TeamLead (100% )

3 C ontractD eve lopers

4 BusinessAnalysts

T ina SeshadriTechnica l

R esource(asneeded)

P olicy and P racticeTeam (S teering

C om m ittee)

1 C ontract System sIn tegra tion/D atabaseD eve loper

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12. Determine What to Procure & When

Procurement planning determines:whether, what, and how much,how and when, how to manage solicitations, selection, contract administration, and closeout

Procurement documents:SOW - Statement of WorkRFP - Request for ProposalEvaluation Criteria

Actual solicitation is part of execution

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13. Build Budget & Spending Plan

Budgeting involves assigning the cost estimates to all the tasks creating a cost baseline.

Jan Feb Mar June So onInternal Labor 5,000 5,000 5,000 6,000 10,000External Labor 7,000 15,000 15,000HW/SW 3,000 20,000 20,000Contracts 9000 30,000Training 5,000 5,000 5,000

Total 10,000 10,000 15,000 50,000 80,000

Budget/Spending Plan

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14. Identify Risk & Create Risk Response Plan

Risk planning involves:identifying risks w/high effect and impactplanning for risk mitigation or contingency

Common sources of risk:Changes in requirementsDesign errors and omissionsRoles and responsibilities misunderstoodPoor estimates or unsupported estimatesInsufficiently skilled staffImpossible 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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Output From Planning

Updated Project CharterProject PlanProject Schedule

Supporting Detail

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Applicability of DHS Core Valuesto Project Management

                                                                                                           

Professionalism

Responsibility

Stewardship

Integrity

Respect

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Help and References

Available on the PMO Web site: Project Management Process GuidePlanning TemplatesPlanning Exampleshttp://www.oregon.gov/DHS/admin/pmo

Contact the BPM for assistance email – Joan.H.Riley@state.or.usphone – 503-378-3355

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Additional Questions

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Please take some time for Class Evaluation!

Please fill out both sides.