the path to planning
Post on 13-Feb-2017
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THE PATH TO PLANNINGA Step by Step Approach to Developing a Mature Planning Function
Presenter: Stephen Pincher
FOCUS ON FUNDAMENTALS
Planning Culture - The Project is the Customer
Data Quality - Garbage In, Garbage Out
Schedule Quality – it’s more important than you think
THE PROJECT IS THE CUSTOMER
Support Projects First – Planning as a Function of Project Delivery
Be the Project Satnav – get them where they need to go as quickly and efficiently as possible
Valuable Project Information will come from strong relationships
Build a Planning Culture
COLLECT AND USE GOOD DATA
Choose data to store Manage how data is recorded Consider Information
Requirements Use Information Wisely Good Business Information
Depends on Good Data Garbage In Garbage Out
SCHEDULE QUALITY
Realistic All Tasks Represented Fully Resourced Level of Detail Logic Linked Critical Path Network Minimal lags, leads and
constraints Well maintained schedules
give confidence in Project Information
THE PATH TO PLANNING: STEP BY STEP
IdentifyGather
Requirements
Prioritise & Plan Implement
Review
IDENTIFY STAKEHOLDERSIDENTIFY PROCESSESIDENTIFY SYSTEMS
Identify
IDENTIFY STAKEHOLDERS
Planning and Project Controls Team Internal Customers – Senior Leaders, Project and Product
Managers, Resource Managers, Work Package Leaders External Customers – Clients, Main Contractors, Government,
Local Authorities Future Customers – Stakeholders who require support and
information that the business does not yet provide
IDENTIFY PROCESSES
Project Management Processes Information Flows Operating Rhythms Reporting Business Data Maturity of Existing Planning Function – Processes, Schedule
Quality
IDENTIFY SYSTEMS
Scheduling Software In Use Tools for Time Charging, Resource Planning, Estimation etc. Document Management Finance Risk & Analysis Database systems
ENSURE THAT BUSINESS NEEDS ARE ADDRESSED
Gather Requirement
s
GATHER REQUIREMENTS
Current Business Need High Level Requirements Detailed Requirements
EXISTING REQUIREMENTS
Support Project Managers Milestone Tracking Report to Clients
HIGH LEVEL REQUIREMENTS
Reduce Project Costs Decrease Time To Market Competitive bidding Manage Uncertainty Plan Resourcing Overview of Portfolio Focused Project Management Client Reporting
HIGH LEVEL REQUIREMENTS
Signalling Projects Time critical Possession Planning Subcontractors Scarce Resource Engineering Uncertainty Changes to Scope
Train Manufacture Materials / Supply Chain Plant resource efficiency Just In Time Programme Planning Delivery Strategy
HIGH LEVEL REQUIREMENTS
Depot Construction & Maintenance
Multi-disciplinary (Civils, M&E, Track, Signalling, Telecoms)
Co-ordinate Contractors Long Term Forecasting Reduce Operating Costs
Bids & Tenders Fast turnaround Limited Information Workable solutions Well presented Aligned to business plans
DETAILED REQUIREMENTS
Critical path schedules Cost Loading Possession plans Earned Value Management Resource forecasting Time-charging Tender programmes Monte Carlo
DETAILED REQUIREMENTS
Meeting Evolving Client Requirements
DETERMINE HOW TO DELIVER PLANNING MATURITY
Prioritise & Plan
PRIORITISE
Pressing Needs – Lack of Visibility, Lack of Control Available Planning Resource? Or Training/Recruitment
Required? Mature Processes? Or development required. Requirements of Existing Planning Function Demonstrate Value – Win Hearts and Minds Cost / Benefit Analysis of Requirements Take Baby Steps – Fundamentals First Projects are the First Customer
PLAN
What Resource is Available / Required? What Systems are Available? Required? What does DONE look like? What are measurement metrics / KPIs? Estimate durations Schedule Review Points Assess Training Requirements
DETERMINE HOW TO DELIVER PLANNING MATURITY
Implement
IMPLEMENT PROCESSES
Goals High level WBS Finance Aligned CBS Role & Resource Dictionaries Programme Tracker Schedule Quality Reviews Meeting Schedules / Agendas
IMPLEMENT PROCESSES
Goals Progress/ Reporting Cycle Draft Reports/ Dashboards New Bids in P6 Resource Forecasting Cost Loading
CHANGE CULTURE
Goals Teambuilding Information Flows Information Sharing – Training,
Blogs, Wikis Interactive Planning Sessions Pictures on Walls
REVIEW AND MONITOR PROGRESS
Review
REVIEW AND MONITOR PROGRESS
Regular Reviews With Stakeholders Progress against Documented Plan (of course) KPIs – eg. Resource utilisation up by x% Stagegates – achieve agreed level of maturity before
progressing to next stage
TIMING
Identify and Requirements stages minimum 8 weeks Prioritisation and Planning should not be hurried Address urgent requirements separately Visible results within 6 to 8 months
RISKS
Business as Usual Important Deadlines Resource availability – Overheads Resource availability – Skills gaps, vacancies Existing Systems and Processes – dual running Existing Systems and Processes – resistance to change Lack of Senior Leadership Support – eg. Driving all timesheets
to be complete by Friday lunchtime requires support of Leadership
FOCUS ON FUNDAMENTALS
Planning Culture - The Project is the Customer
Data Quality - Garbage In, Garbage Out
Schedule Quality – it’s more important than you think
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