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Business Management Consultants 1 Welcome to Preparing a Project Execution Plan Workshop George Merguerian BE, MBA, PMP® 3 rd Athens Best Practices Conference -2008

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Page 1: Welcome to Preparing a Project Execution Plan Workshopconferences.hau.gr/resources/project2008/presentations/George... · Welcome to Preparing a Project Execution Plan Workshop

Business Management Consultants

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Welcome to Preparing a Project Execution Plan Workshop

George Merguerian BE, MBA, PMP®

3rd Athens Best Practices Conference -2008

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Business Management ConsultantsSpecialists in Global Project Management™

Brussels Frankfurt Houston Istanbul Milan Ottawa Shanghai Singapore Warsaw Washington DC

OfficialStrateg

ic ProjectManagementAdviso

r To

AIRBUS

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George Merguerian2001 - Senior Partner BMC

Customers: Coca-Cola, CSM, DSM, FMC, European Commission, InBev, Schlumberger , VT Group, UHDE International, UCB ...Universities: Rotterdam School of Management, IMI Kiev

1995 – Projects Director on global e-commerce projects in healthcare, pharma, retail and air transport sectors in cooperation with the major consultancies.

1990 - Management Centre Europe: Productivity Improvement,QM and IT Practice1988 - Cummins Engine Company – Projects Manager1980 - Schlumberger – Engineer and Manager – Europe, MEA, Asia, NAM

Management of field operations, R&D and product development. 1978 - Foster Wheeler, CC – Design Engineer - Petrochem & Ships – Asia & MEA

Education: BE Mechanical Engineering, M.B.A. IMD, Lausanne.

Professional: Member of the Project Management Institute, Project Management Professional – PMP®

Other: Board member - European Society of Engineers and Industrialists(SEII)

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1. To explore the inter‐dependent nature of Triple Constraints

2. To learn about best practices in preparing a Project Execution Plan

Workshop Goals

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Every Projecthas a

customer

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Project Management

A project is a single non‐repetitive enterprise, usually undertaken to achieve planned results within a Time Limit and a Cost Budget.

Because a project is unique, its outcome can never be predicted with absolute confidence. Projects are risk enterprises.     (Dennis Lock ‐ Project Management)

Every Projecthas a 

customer

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8 People3.2 seconds

Formula 1 Race

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The role of the project manager: keep the Project’s triple Constraints (T, Q, €) in balance & 

the stakeholders satisfied

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Concept and Proposal

Development

Implementation

Termination

Verification

Final PhaseIntermediate PhasesInitial Phase

9

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Initiation

Customer requirements•Problem

•Opportunity

•Business need

Project InitiationCommitment to go aheadProject ManagerassignedProject Charter

Project Planning

Business Case Project Charter Proj. Exec. Plan

Stakeholders input critical

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The Project CharterThe Project TitleThe Project Manager’s nameObjectivesHigh level deliverablesBudget, Schedule – high levelBusiness CaseSignatures of key stakeholders approving the planning process

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A Project Charter ExampleProject Name: E-Learning Live Project Manager: Greg Lowov Project Sponsor President Date: Sep 15th, 2007 Objective: Reduce training days at Training Centres by 10,000 days per year through e- training. Deliverables: 1. Gather requirements 2. Develop Platform Design 3. Develop training plans 4. Develop Training contents 5. Deliver a pilot training Busiiness Case: Due to huge cost of training (300$ per person day, 50 000 training days delivered in 2005 and projection is 180 000 training days by 2010), develop distance learning platform that will save 10 000 days per year from the training centres. Constraints: 1. Suitable real-time technology may not be available in the market 2. Required band width maybe too high for some regions. 3. Different time zones may prevent some regions from participating. Assumptions: 1. The training delivered will be as effective as the face to face training. 2. There will be strong commitment from regional bosses (high initial start-up costs). 3. New competency management system will need to be developed as competency will be difficult to measure when training is

delivered through ETP Live. Key Stakeholders: Charles X Real-Time Solution Sponsor Ken IT Manager John Personnel Manager Stephan Recruiting, Training & Development Manager Pierre President … ……..

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Planning

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Five Basic  Project PlanningElements and Behaviours

Requirements

Work Packages

Objectives

Organisation

Budget

Iterate

1

2

3

4

5

Schedule

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Five Basic  Project PlanningElements and Behaviours

Requirements

Work Packages

Objectives

Organisation

Budget

Iterate

1

2

3

4

5

Schedule

Agreement

Agreement

Achieve

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Good Practices in Project Objectives Setting

1. Involve all stakeholders – degree of involvement depends on their level of influence 

2. Express the requirements in terms of a SMART Objective(s)

3. Circulate objective(s) and obtain agreement

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SMART Objective Example

Increase plant capacity utilization of ZZ Antwerp  facility from 50% to 70% of by June 2007 at a cost that does not exceed 500 000 Euros

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Deliverables

1. Specific final outputs of a project.2. Important to agree what will and will not be 

delivered to prevent false expectations and sometimes  …litigation

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List all Assumptions

• Factors that can impact your Activities – resource allocation, economic shifts, stakeholders support …

• Assumptions with uncertainty need to be risk managed 

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Example of unchecked assumptions

A European Software company supplying USA in 2002:  “Exchange rate between USD and Euro will fluctuate 5% during the period of this contract”

Mars Orbiter: The British worked in Metrics and the Americans inimperial units – where is the Orbiter????

SEPTEMBER 30, 1999

Likely Cause Of Orbiter

Loss

Found

The peer review

preliminary

findings indicate that one tea

m

used English

units (e.g.,

inches, feet an

d pounds) while

the other used

metric units

for

a key spacecraft operat

ion. Full

Story

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Title: Migrate MYNETObjective: Technically and Functionally migrate the MyNet Intranet to new

version by December 07 at a cost not to exceed €300K. Deliverables/ Functional As-Is & Technical To-Be

New System developmentLegacy conversionTesting and AcceptanceUser material

Not in Scope: Redesign (Look and Feel)Multilingual Interface

Constraints Seamless transitionUsing approved software (SW)Migration transparent to users

Assumptions: New line to backbone readyContent requirements will not change……….

Stakeholders: Senior Managers, Users, Contractors

Project Scope Statement

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Requirements

Work Packages

Objectives

Organisation

Budget

Iterate

1

2

3

4

5

Schedule

ControlControl

Achieve

Organising the Work Packages

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Divide the total project work into groups, tasks and sub‐tasks small enough to permit adequate control without creating administration burden.

Developing a Work Breakdown Structure

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Example of WBS

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Easy to understandCovers all the work that needs to be doneBreakdown into  20‐80 hour work packagesFor most project 3‐4 levels is sufficient to define all activitiesThe highest level of the work package is a deliverable

Developing Work  Packages 

Level 0

Level 1

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Identify CandidatesEstablish ContactsVisit SitesObtain BidsSelect VenueAward Contract

Venue

Determine ThemeSolicit AbstractsSelect SpeakersPrepare ScheduleNotify Speakers

Speakers

Obtain AbstractsPrepare MockupPrepare Production FilePrint ProgramsDeliver to Venue

Program

Annual Conference

Example of a WBS

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Example: of  a Chronological Breakdown(A New Product Launch)

WBS Product Launch

Definition Feasibility AcceptanceProgram

DevelopmentProgram Launch Sales

WBS Level

1

Brochures Margin Stock Profile Support Training

Sales Aids & Brochure

ProductionAdvertising Training

DBT Stocking & Measurement

System

2

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Study reportWrite, review,

approve, publish

Study report

6 Month

Study report

ScheduleDependenciesBudget

RisksEffortDeliverables

0.5 FTE $ 10,000

6 Month

Study reportName

Write, review, approve, publish

Write, review, approve, publish

Page 47

Risk Level

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Requirements

Work Packages

Objectives

Organisation

Budget

Iterate

1

2

3

4

5

Schedule

AccountabilityAccountability

Achieve

The Organisation

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Good Practice in Organisation

Create an activity based organisationFor each package there must be a person assigned

– best to achieve this voluntarily

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Example of an Organisation

PM Product Manager D DistributorMM Marketing Manager MD Mfg DivisionTD Training Department CD Country DirectorCM Communications Mktg

Product Manager

(PM)

Definition (MM)

Feasibility (PM)

Acceptance (CD)

Program Development

(PM)

Program Launch (PM)

Sales (PM)

WBS Level

1

Brochures (CM)

Margin (PM)

Stock Profile (MD)

Support (MM)

Training (TD)

Sales Aids & Brochure

Production (CM)

Advertising (MM)

Training (TD)

DBT Stocking & Measurement

System (MD)

2

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Good Practice in Organisation Define Roles of the Team Members

• Role based assignment identifies team participants, clients, and their roles in the project

• Helps clarify the authority and working relationships of the project team members – known as a RACI Matrix:– Responsible – does the work, responsible for the package– Accountable – approves the work done– Contributes – supports the responsible person– Informed – needs to know about progress on that package

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Example: Clarifying Roles

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Requirements

Work Packages

Objectives

Organisation

Budget

Iterate

1

2

3

4

5

Schedule Effective Communications

Effective Communications

Achieve

The schedule

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Gantt Charts

A

B

C

time

A B C

WBS

A Communication Tool,Its Beauty is in its Simplicity

The past The future

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Allen Bradley(A New Product Launch)

WBS Product Launch

Definition Feasibility AcceptanceProgram

DevelopmentProgram Launch Sales

WBS Level

1

Brochures Margin Stock Profile Support Training

Sales Aids & Brochure

ProductionAdvertising Training

DBT Stocking & Measurement

System

2

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Name Duration

Definition 1w

Feasibility 30d

Brochures 1w

Margin 2w

Stock Profile 4w

Support 2w

Training 2w

Acceptance 1w

Go/No Go Decision Dev 0d

Program Development 35d

Sales Aids & Broch Prod 3w

Advertising 4w

Training 5w

DBT Stock & Meas Sys 7w

Go/No Go Launch 0d

Program Launch 1w

Sales 12w

Month 1 Month 2 Month 3 Month 4 Month 5 Month 6 Month 7

Example Gantt as Management Report(A New Product Launch)

SlackNon-criticalCriticalSummary Task

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Requirements

Work Packages

Objectives

Organisation

Budget

Iterate

1

2

3

4

5

Schedule

ControlControl

Achieve

The Budget

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Example of Activity Based Budget Calculation

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1. Agreement on Precise Objectives2. Work Packages   3. Activity Based Organisation4. Schedules that people can understand5. Activity Based Budgets

Summary: 5 Good Practices in Planning

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The potential retailability of the new lighting device (project codename Brighter) will be investigated in trials at industrial retail centres starting October 2007 through December 2007. The device (suited for industrial use like chicken farms) uses broadband photodiodes that work on 2.5v input and 1.8v digital output operating on a single CMOS IC. The Brighter’s simple design, efficient power consumption (compared to other similar devices) and new remote switching mechanism that can be operated through Bluetooth enabled devices will be highlighted to potential buyers from various industries like farming, construction, animal husbandry. We expect to have 500 people appreciate and test the Brighter. Those who test will be asked to fill in a simple multiple‐choice type questionnaire and will receive a present in appreciation of their effort. The output of these questionnaires will help us further improve design elements of Brighter.  We expect to run these retailability tests in four major European cities – Frankfurt, London, Milan and Paris.  Our headquarters has asked 4 people from regional offices in each of these cities to be assigned for these trials. We expect the total effort in the four cities not to exceed 16 man‐weeks during the trial period.  Headquarters will contribute 50% of the total budget needed for this exercise which at this stage we estimate it to be around 400 000 Euros.

Workshop: Create Scope Statement SMART Objectives, Deliverables, Boundaries (use your imagination) Assumptions, Stakeholders,

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1. Develop an objective that captures Time, Effort (€) and Quality

2. List high-level deliverables3. List Assumptions4. Make a 2-Level WBS

WorkshopStakeholders, Requirements, Objectives & Deliverables

Of the Brighter Project

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