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Project Management, leadership and Skills: planning and control- midterm assignment: 7 Aug 2016
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Robert Kennedy College & Salford Business School
Student ID NO. @00439663
Module Name
Class#1713 –
UoS-PMLaSPaC –
[UoS] Project Management, Leadership and Skills: Planning and Control
Assignment Title
PMLS Assignment 1 – Dundee Tram System
Assignment deadline: 7 Aug 2016
Effective word count: 3295 (deviation from 3000 = 9, 95%)
This word count is done by excluding:
Module names
Titles
Indexes and front-page information
Bibliography
Appendix text
I confirm I have read the University regulations on plagiarism and that this assignment is
my own work.
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Contents
1 Abstract ................................................................................................................................................. 3
2 Presentation of the Business Case – First Part ...................................................................................... 4
3 Introduction – Second Part .................................................................................................................. 13
4 Background ......................................................................................................................................... 13
4.1 Project Initiation .......................................................................................................................... 14
4.2 Project Planning .......................................................................................................................... 14
5 Project Objectives ............................................................................................................................... 19
5.1 Performance Measurements ........................................................................................................ 19
5.2 Quality Assurance ....................................................................................................................... 20
5.3 Stakeholder Management ............................................................................................................ 21
6 Project Activities ................................................................................................................................. 23
6.1 Work Breakdown Structure ........................................................................................................ 23
6.2 Scheduling ................................................................................................................................... 24
6.3 Resources .................................................................................................................................... 26
6.4 Constraints and risks ................................................................................................................... 27
6.5 Communication Plan ................................................................................................................... 29
6.6 Possible Success / Failure factors ............................................................................................... 31
7 Conclusion and recommendations ...................................................................................................... 33
8 List of References ............................................................................................................................... 34
9 Appendix A – Detailed Planning Sheet .............................................................................................. 37
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1 Abstract
The Dundee City Council wanted to build their own Tram System. Based on the failures of a
similar project done in Edinburgh, the City Council decided to use a different approach than the
one chosen by the Edinburgh Tram System Project, which used the traditional waterfall project
management framework.
Because the Dundee City Council did not had enough knowledge available internally, they asked
a consultancy company specialized in the Agile Project Management Framework to conduct an
analysis if the Dundee Tram System Project could benefit from the Agile Project approach.
After a selection procedure, Micro-Touch & Consult got the opportunity to make a business report.
This business Report had to show how the Agile Project Management Framework could be used
to avoid the failures of the Edinburgh Tram System Project.
This business report consists out of two parts. The first part is the presentation held for the Dundee
City Council on which they decided to choose for Micro-Touch & Consult as the consultancy they
wanted to implement the Agile Project Management Framework.
The second part is a working out of the elements bullet wise described in the presentation. It is a
reflection on how the Agile Project Management Framework can be successfully implemented
within the Dundee Tram System Project. It describes how these elements can secure project
execution on time, within budget and with the initial defined resources.
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2 Presentation of the Business Case – First Part
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3 Introduction – Second Part
The Dundee City Council (DCC) appointed Micro-Touch & Consult (MTC) to execute the Dundee
Tram system Project (tDTSP) for their city. With the disaster of Edinburgh in mind, the DCC
asked MTC to define a project outline that included possible solutions to the failures of the
Edinburgh Tram System Project (tETSP).
4 Background
MTC has shown a presentation to the DCC prior to this business report. The main elements of this
presentation were positively received and MTC was asked to further work out the structure in a
business report. The main failures of the tETSP were at the top list of MTC to solve during tDTSP,
being:
Avoid time overruns of cycles
Better grip on reaching the milestones
More transparency in cost overruns
Produce an initial estimation that travels with the project
Being able to embrace and react to changes along the project road
Integrate double loop learning into the release and iteration planning procedures
Double loop learning, as described by Mullins in “Management and Organizational Behavior”
(2005), is characterized by changing the mental model of an organization on which a decision is
based. In a project, this means checking the reality of the plan and the actions based on it.
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4.1 Project Initiation
Every project has a starting phase. It is where the work of the project is defined and the main roles
are filled with the right people; like the project manager and project team (Meredith & Mantel,
2009). To be able to authorize a project the estimated costs, size and impact must be reflected in
what is called the project initiation document (Lock, 2007). This is where tDTSP will start.
The project initiation definition should end with a signed commitment (Kloppenborg, 2006). The
commitment of Kloppenborg (2006) is comparable with finishing the initiation process before
follow-up phases are executed defined by Merla (2005). This commitment should preferably come
from an important project sponsor like the senior executive or comparable role. In the case of the
tDTSP this sign off must be done by one of the key members of the DCC, or else the project will
be at risk from the start,
Recognizing major project sponsors should be part of the role definition within the project team
mentioned by Meredith & Mantel (2009). That puts in place adequate support for the project and
increases possible success for tDTSP, where presumably tETSP took some short cuts with relevant
and well-known consequences.
4.2 Project Planning
Project planning for tDTSP concerns the definition of the activities and decisions that should be
made in the future (Zwikael, 2005) to execute the foundation set in the project initiation phase
(Merla, 2005). The quality of the planning phase will improve if this foundation has the sign off
from the right people (Maylor, 2010; Kloppenborg, 2006). If the first initiation planning is
insufficiently defined, the identification of the constituent activities and follow up planning for
tDTSP is at risk (Merla, 2005; Maylor, 2010).
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4.2.1 Planning problems
The tDTSP shows some characteristics of projects which are not always the best fit for Agile
planning -the project is partly planned far ahead, -there are firm deadlines and
requirements/functionality, -requirements are understood only at very high levels and the
organization is yet still somewhat uncomfortable with planning freedom and project flexibility
(Cohn & Martin, 2006).
These elements brought tETSP in big problems. MTC recommends the opposite of planning far
ahead and graving deadlines in stone with static requirements and functionality. Just because many
requirements are only known and understood at very high levels, tDCC needs an approach that
embraces uncertainty and change. That is where MTC extends the Agile way of working and
planning.
4.2.2 Waterfall and Agile
The planning process in traditional project environments is often done upfront. The detailed tasks,
milestones, dependencies and relationships are put into extensive planning charts. After the initial
planning phase, the implementation is done sequentially until the end (Maylor, 2010; Turner,
2009).
Figure 4.2.2.1 – Waterfall project management in construction (QArea, 2006)
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This sequentially without the freedom to loop back to previous steps gave it the name ‘waterfall’
or ‘stage-wise’, which is still popular in very large projects. It often shows weak spots resulting in
project overruns with exceeding budget, time and resources (Turner, 2009; Charvat, 2003).
Although Agile express another approach, the up-front planning is still being used as part of the
project development methodology (Serrador & Pinto, 2015). Positive about iterative Agile
planning is being able to react to changes when needed. A possible downsize for tDTSP is the
danger of project delays caused by schedules, which are not aligned with each other. Agile
planning can be deceptive because the relative ease of it can introduce a false feeling of safety
(Cohn & Martin, 2006).
Agile planning consists of several layers, regularly called the “planning onion” introduced by Cohn
in 2006. It combines the planning of these layers into a coherent overall Agile iterative planning
structure (Ruhe, 2010.)
Figure 4.2.2.2 - The Planning Onion (Cohen, 2006)
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4.2.3 Iterative planning
The main difference between waterfall and Agile is that waterfall is about sequential project phases
(Kerzner, 2009) where in Agile they are called cycles, iterating over these phases. The Agile
approach is more aligned with the reality of continuous change within tDTSP, incorporating a
double loop learning process throughout the project life cycle (White, 2008; Mulling, 2005).
Double loop learning is focused on finding the root cause of the problems within tDTSP and
change behavior when needed (Mullins, 2005). This can be perfectly incorporated into the life
cycle management of Agile. Single loop learning is more concentrated on the symptoms of
problems as can be found in traditional waterfall project management with excessive planning
upfront and following strict procedures.
4.2.4 Chosen approach
Considering the problems that occurred during tETSP related to all the elements of the iron
triangle, time – money and budget, MTC advices the DCC to go Agile. The cyclic nature of the
Agile project management (tAPM) Framework decreases the chance of similar problems because
of the transparency in its iterative processes (Cohn & Martin, 2006).
Figure 4.2.4.1 – Double loop learning and evaluation during planning cycles (Cohen, 2006)
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This report focus itself on the applicability of tAPM Framework for tDTSP. This is done for
optimal use of resources, time, and money through double loop learning during iterative
development (Mullins, 2005). Continuous evaluation of the project plan, risks and changing needs
will help secure success for tDTSP and avoids repeating the failures of tETSP.
Figure 4.2.4.2 – Agile project management framework vs Waterfall (Ballard, 2015)
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5 Project Objectives
The main project objectives are to avoid the failures of the tETSP. For performance measurements
and quality assurance, the planning and visualization elements of the APM framework will be uses.
Further objectives as stated in the presentation are to deliver: - a satisfactory tram system for tDCC,
- successfully finish the project within 3-4 years, - deliver the project with a budget of 500 million
GBP, -meet the performance objectives of tDCC, - execute the project conform the APM
Framework and use iterations with double loop learning processes to embrace and react to constant
changes (Cohen, 2006).
5.1 Performance Measurements
Performance measurements in traditional waterfall projects is often done through highly detailed
planning sheets with many tasks defined up-front. This has the disadvantage that when
requirements change, the initial slack in the planning turns into time shortages. The Gantt charts
and work brake down structures then become fuzzy and untrustworthy for tDTSP (Bomarius, et
al., 2009).
Similar things happened within the tETSP, resulting in a lack of transparent planning and
insufficient insight in the true progression of the project. To avoid these problems, MTC will use
the information radiators and planning meeting elements of the APM framework.
The APM methodology measures performance through information radiators (Narayan, 2015)
which are simple to produce and understand and should always be visible for all relevant
stakeholders of tDTSP. The release planning is reflected in the product backlog and visual release
plans. The iterations and tasks are made visible through burn-down and burn-up charts. The
individual tasks are visualized on a Kanban board, which is the topic of the everyday standup
meeting for all teams within tDTSP (Sliger & Broderick, 2008).
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History and literature of Agile projects show that these information radiators combined with the
major Agile meetings are often the elements that prevent cost and time overruns where traditional
planning tools lack this transparency (Shalloway, et al., 2010).
Figure 5.1.1 – Example of burn up chart of tasks to do in a sprint (Clarios, 2016)
5.2 Quality Assurance
Quality assurance procedures will analyze the overall project performance to make sure that all
quality requirements are met. When done properly it supports continuous improvement procedures
(Greiman, 2013).
Agile Quality Assurance puts more effort in solving quality issues than traditional quality
assurance approaches. Agile embraces and reacts to change when needed. It increases the
possibilities to improve quality where traditional project management has an ingrained fear for
change (Stamelos & Sfetsos, 2007).
The cyclic nature of APM makes continuous improvement practices automatically part of the
overall processes. Every release and iteration has a natural part dedicated to quality improvements
(Unhelkar, 2013). MTC avoids the quality problems faced during the tETSP through constantly
checking the quality constraints of the output during every iteration and user story. The double
loop learning procedures improves this quality even further (Mullins, 2005).
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Where in waterfall often-special quality assurance consultants are used to manage and monitor the
quality procedure, in Agile projects it is the Agile coach or Scrum Master that monitors the quality
of the Agile processes (Carilli, 2016). MTC can be that consultancy, helping institutionalize the
Agile processes within the organization and teams of tDTSP.
Figure 5.2.1 - Agile QA Iteration Landscape (Pearson, 2014)
5.3 Stakeholder Management
It is the main responsibility of the project manager to manage the needs and requirements of the
stakeholders within the tDTSP. A large part of that is being able to manage the expectations and
align them with the needs of the project (Maylor, et al., 2008). Robert Newcombe (2003) added
two principles to this: 1.) “the project should be managed for the benefit for all stakeholders” and
2.) “project managers build a trusting relationship with the stakeholders” and act on their behalf
towards and within the project as an abstract entity.
Probably these principles were high on the list of tETSP, while the project failed utterly on these
elements. Where Newcombe (2003) emphasize the importance of mapping the stakeholders and
acting on it, it is the Agile approach and not waterfall that has the cyclic nature of double loop
learning that makes reacting on changes in the Stakeholder maps possible (Carilli, 2016; Cohen,
2006).
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The waterfall approach is inflexible towards change and changing project stakeholders. MTC will
use the “stakeholder map of the stakeholder management framework for teams, programs and
portfolios” mentioned by Jemilo (2012), to initialize the stakeholders and Agile react to changes
within this map.
Stakeholder mapping will also be used to analyze the interests of the project stakeholders within
tDTSP (Pinto, et al., 2002), identify their expectations, and power for a better understanding and
reaction to the related PESTLE forces (Johnson, et al., 2008).
Figure 5.3.1 – Scaled Agile Stakeholder Mapping (Leffingwel, 2008)
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6 Project Activities
6.1 Work Breakdown Structure
Within the APM Framework the elements of the overall work breakdown structure (WBS)
reflected in Figure 6.1.1, are further worked out in the Backlog refinement meetings during the
release cycles, known as Backlog Grooming sessions (Schwabber & Sutherland, 2013).
Figure 6.1.1. – Overall Work Breakdown Structure of tDTSP (MTC, 2016)
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The examples in Figure 6.1.2 reflect the complexity of the WBS areas. The main focus of defining
the complexity was the question if tDTSP could; -use its own assets, -had done the actions before
or -would be dependent on external stakeholders and assets and had not much experience with the
specific area.
Figure 6.1.2 – Complexity indication for the WBS areas (MTC, 2016)
6.2 Scheduling
MSP Gantt chart with milestones.
Figure 6.2.1 – Overall Agile Project Planning with parallel iterations (MTC, 2016)
For a more detailed representation of this overall Agile project planning, see Appendix A.
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An Agile characteristic of the planning sheet in Figure 6.2.1 is the parallel execution of different
areas. The tasks are executed in releases and iterations and every iteration takes certain high
priority User Stories from the backlog. They are the most wanted and urgent requirements of that
moment (Newcombe, 2003; Carilli, 2016). Figure 6.2.1 shows the initial high level planning after
which the requirements are defined and resolved in the releases.
Figure 6.2.2 – Release model of tDTSP (MTC, 2016).
The releases act on the requirements of the WBS. The detailed planning of the User Stories from
the backlog is done in the Backlog refinement sessions and iteration planning (Sliger & Broderick,
2008). The cyclic nature of the iterations is reflected in Figure 6.2.3.
Figure 6.2.3 – The cyclic nature of the Agile Project Framework execution of tDTSP (Sutherland, 2013).
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The iterations and the daily work is done through the daily Scrum cycle as reflected in Figure
6.2.4. In these cycles, the Backlog Items are further refined when needed and aligned with the
Backlog items of the other areas.
Several Scrum teams work in parallel and the Scrum of Scrum meetings secure the constant
alignment of all the different work types. The feedback loops embedded in the double loop learning
procedures will prevent deviation from the original planning and requirements, as was the case
within tETSP.
Figure 6.2.4. – The cyclic nature of every sprint and daily work (Sutherland, 2013)
6.3 Resources
Resource management is concerned with everything around people related to the project. It is
comprised with managing and training the people in the organization. For tDTSP recruiting,
developing and rewarding people (Johnson, et al., 2008) will be very important because of the
short-term contracts involved for many roles.
The specialized tasks needed in the tDTSP, makes the development of unique resources and
competencies also very important (Johnson, et al., 2008). This can lead to increased quality and
chance to finish the project within time, budget and planned resources. Where Johnson (2008) puts
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and emphasize on the people side of resource management, Meredith (2009) mentions another
important resource: time.
For tDTSP management of the balance between time and other resources (Meredith & Mantel,
2009) will be the key to success where tETSP had many blind spots that led to an overrun in time
and budget. Time management will be captured within the release planning and iteration
management (Cohn & Martin, 2006).
6.3.1 Iron Triangle
The iron triangle paradigm switch between waterfall and Agile makes resources and time
(schedule) the key driving elements of the quality and scope of production within tDTSP.
Figure 6.3.1 – Waterfall and Agile triangles (Appnovation, 2013)
6.4 Constraints and risks
The definition of project management from the Project Management Association of Japan (2005)
mentioned by Maylor (2010) is very relevant: “a project is a value adding undertaking which is
completed within a given time frame and under certain constraints”, free translation.
Other important elements of constraints are more related to the PESTLE (Political, Economy,
Social, Technical, Legal, Environmental) forces under which certain criteria of tDTSP are defined
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(Johnson, 2008). Maylor (2010) brings forward the probably most important constraints time, cost,
quality and indirectly the resources as being leading project factors guiding many actions.
All project frameworks have some sort of a risk register with quantifiable levels for risk
identification (Moran, 2014). The difference between the Agile approach to risks and other
frameworks, specifically the waterfall method used within the tETSP, is the constant evaluation of
risks within the double loop learning process of iteration reviews and retrospectives (Cohn &
Martin, 2006).
Risk management is not specifically referenced within the Agile framework, but the next five main
risk areas are recognized within many implementation of the APM Framework: - Intrinsic
Schedule flaw (things go wrong in the schedule), - Specification Breakdown (lacking
specifications), - Scope Creep (keep increasing the scope), - Personal loss (resources change) and
- Productivity Variation (lack of transparent velocity).
These areas are the focus in tDTSP and will constantly be checked and re-evaluated within the
iterations (DeMarco & Lister, 2003). Figure 6.4.1 reflect the major risks being identified and
managed.
Figure 6.4.1 – Major risks identified for the DTSP (MTC, 2016)
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6.5 Communication Plan
The communication management Plan consist out of communication planning, distribution of
information, performance reporting and management of stakeholders as defined by Maylor (2010).
The information radiators of APM are constantly communicated and shared with the relevant
stakeholders. The double loop learning and evaluation processes of every iteration review and
retrospective will feed the urgent areas where communication must be approved or changed.
Figure 6.5.1 – Main internal organizational stakeholders in communication plan (MTC, 2016)
Performance reporting and management of stakeholders will be done when the need arise and is
defined during the iteration review and retrospective sessions. The information will flow from
internal organizational stakeholders to external stakeholders. The communication plan will be
adjusted based on double loop learning change management techniques during the release and
iterations planning sessions.
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Figure 6.5.2 – Main stakeholders in communication plan (MTC,2016)
For tDTSP two main stakeholder areas are defined: being the organizational stakeholders and the
external stakeholders, both reflected in figure 6.5.1 & 6.5.2. Figure 6.5.3 shows the flow of
communication, where the filtering and definition of communication needs is defined in part A
after which it is transmitted through the proper channels to part B.
Figure 6.5.3 – Communication flow from internal to external stakeholders (MTC, 2016)
The communication channels and flow will be embedded in the Agile Communication Model as
reflected in Figure 6.5.4. The Product Owner, who is the ‘man in the middle’ between the
organization, external stakeholders and the Scrum team, constantly executes this model.
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Figure 6.5.4. – Scrum Communication Model (Sutherland, 2013)
6.6 Possible Success / Failure factors
Possible success factors of tDTSP are those that were the main failures of tETSP. These success
factors are properly put together by Anantatmula (2010) and produces the following list: -clearly
defined goals, -support from key stakeholders from the Dundee city council, -well defined Agile
process to do project planning and implementation in cycles, -iterative consultation with clients
and stakeholders to get a grip on the expectation and requirements, -monitoring and feedback loops
during the iterations for change management and finally -proper communication with relevant
stakeholders and Scrum Team(s) for early detection of unexpected problems.
An important safeguard to secure these success factors is the double loop learning process
ingrained in the release and iteration planning procedures of the Agile Framework as reflected in
figure 6.6.1.
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Figure 6.6.1 – Double Loop Learning process (Mullins, 2005)
Reframing the goals and requirements when needed will keep tDTSP on the right track. This will
be the most important element of the release and iteration planning procedures. Constant
evaluation of decisions and actions by the Scrum Team(s) and relevant stakeholder must prevent
time and cost overruns. Embracing change must be a fundamental driver.
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7 Conclusion and recommendations
The Tram System for the Dundee City Council happened to be a major decision that could
significantly improve the transportation capabilities of its citizens and indirectly of the tourists. To
be sure that the project would be successfully executed and finished within time, budget and with
the predefined resources, a new project management approach was needed.
This report shows that the APM Framework can be a good candidate to increase the chance of
project success against the given requirements. It will create financial benefit before, during and
after the implementation of the APM Framework and supports successful completion of the tram
system. This is done through its cyclic nature of double loop learning and embracing change during
the project iterations.
The most important risks were identified related to the main elements of the WBS. The cyclic
nature and double loop learning during the iteration reviews and retrospectives will ensure that
they are sufficiently addressed and solved on time.
It is recommended that the DCC will choose for the APM Framework and adjust its organizational
structures accordingly to make it a better fit for the Agile way of doing things. Although some
flexibility in the hierarchical management structures is already available, some improvement still
need to be made.
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Turner, R. J., 2009. The Handbook of Project-Based Management. 3 ed. New york: McGrawGHill.
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Zwikael, O., 2005. Critical planning processes for project success. Philadelphia, PMI.
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9 Appendix A – Detailed Planning Sheet
Figure 10.1 – Detailed Planning Sheet with dates (MTC, 2016)