mmi entrepreneurship 6

Project Planning (Detail Level)

Chapter VI

Purpose of Project Planning (Detail Level)

…Defines the exact parameters of a project and ensure that all the pre-requisites for Project Execution and Control are in place.

The project definition and scope are validated The Triple Constraints – Project Scope, Budget, and Schedule

– are refined and confirmed

Risk assessment activities advance to the mitigation stage The components of the Project Initiation Plan are further

developed

Additional Project Team members are brought on board Project sponsorship and commitment are re-confirmed

Project Planning (Detail Level) processes

1. Conduct the Detail Planning Kick-off

2. Develop the Detail (Baseline) Project Plan

3. Perform Risk Assessment

4. Refine Management Plans

5. Confirm Approval to Proceed

1. Conduct the Detail Planning Kick-off

Orient New Project Team Members

Orient New Project Team Members

Team Members Oriented

Team Members Oriented

Review Outputs of Project Planning (High

Level) – PIP

Review Outputs of Project Planning (High

Level) – PIP

Project Outputs Reviewed


Kick Off Project Planning (Detail Level)



Kick-off Meeting Agenda

Kick-off Meeting Notes


Kick-off Meeting Agenda

Kick-off Meeting Notes

Task Task deliverables

Orient New Project Team Members Goal: enhance the ability of new team members to contribute quickly and

positively to the projects desired outcome.

Useful information for new tram members: All relevant project information from Project Initiation and

Project Planning (High Level)

Organization charts for the Project Team and performing Organization

Information on project roles and responsibilities

General information about the Customer

Logistics

Project procedures

Review PIP

Review the Project Charter and Project Initiation Plan

– The review of materials may spark innovative ideas from new team members since they bring different and varied experiences to the project.


Introduction of new team members Roles and responsibilities of each team

member Restating project background and objective(s) Most recent Project Schedule and timeline Identified risks Communication strategy Current project status, including open issues

and action items

2. Develop the Detail (Baseline) Project Plan

Confirm Customer Requirements

Confirm Customer Requirements

Decompose the Work Breakdown Structure

(WBS)

Decompose the Work Breakdown Structure

(WBS)Determine Activity

Sequencing Determine Activity

Sequencing Plan for Resources Plan for Resources

Determine Activity Duration


Task deliverables

Create Budget from Estimated Costs

Create Budget from Estimated Costs

Create Baseline Project Plan and Schedule

Create Baseline Project Plan and Schedule

Develop Quality Plan Develop Quality Plan

Task

Updated Project Plan Updated Project Plan

WBSWBS

Precedence Diagram Precedence Diagram

Resources Identified Resources Identified

Effort and Duration Estimates

Project Schedule

Effort and Duration Estimates

Project Schedule Project Budget Project Budget

Quality Plan Quality Plan

Baseline Project Plan Baseline Project Plan

Confirm Customer Requirements Refinements to the Project Scope are essential to project

success

The final scope document has to reflect a mutual agreement between all parties (Customer, Stakeholders, Project Team, etc)

Project Team must refine the scope statement to clearly define each deliverable including exact definition of what will be produced and what will not be produced

Communication between Project Manager and Customer is crucial

Decompose WBS

The work is subdivided into smaller, more manageable components

Constituent components of each deliverable should be described in terms of tangible, verifiable results to facilitate performance measurement

Decompose WBS - Example

How to Decompose WBS?

Respond to:– Am I able to clearly define the component?– Am I able to clearly state what will be done to complete

the work and what will NOT be done?– Am I able to estimate the time needed to complete the

component?– Am I able to assign an individual or organizational unit

who will be responsible for completing the work?– Am I able to assign a explicit cost of completing the

work?

If the answer to any of these questions is No, that particular component needs to be further broken down

Determine Activity Sequencing

The deliverables in WBS may be further subdivided into the activities

The activities to produce each component can be sequenced, meaning the identification and documentation of logical relationships between project activities:

– Finish-to-start – Finish-to-finish – Start-to-start – Start-to-finish

Plan for Resources

Involves determining what physical resources (people, equipment, materials) and what quantities of each should be used and when they would be needed to perform project activities


Use the revised Project Scope, the refined Work Breakdown Structure, and resources availability to develop activities duration that will then be input into the schedule

Obtain individual input on effort estimates (in the case of small projects) or from Team leaders (in the case of big projects)

Take into account people skills, absenteeism, meetings, discussions, and staff interaction

Be aware of Calendars, Constraints and Elapsed Time

Determine Activity Duration Management Techniques for Activity Duration Estimating:

Expert Judgment

Analogous estimating

Quantitatively based durations

Reserve time (contingency)

Important: Project Manager should determine the project critical path. If any task on the critical path is delayed, the entire project will be delayed.

Gannt Chart Example

Create Budget from Estimated Costs Recalculate the budget required to complete project activities and tasks!

Consider all costs including the cost of human resources, equipment, travel, materials and supplies

Use available documents:– Project Schedule – Staff Acquisition – Resource Requirements and Costs – Materials Acquisition – Preliminary Budget Estimate

Develop Quality Plan Check if changes have occurred to the Project Scope, Customer requirements, external standards or regulations, or any other aspect of the project that will affect the quality policy established for each deliverable during Project Planning (High Level).

– If the standards are no longer valid, the quality policy must be changed appropriately

Quality plan must comprise:– Quality policy created in Project Planning (High Level) and revised

in Project Planning (Detail)– All quality activities establish by PM and Customer to be

implemented during project life cycle to ensure the defined quality standards will be met (quality assurance) like Collecting project documentation, Conducting audits, Verifying business requirements, etc

Create Project Plan Baseline Includes:Project Plan - an updated version of the Project Initiation Plan

Baseline Project Schedule - a revised, definitive representation of activities, durations, dependencies, resources and milestones, to the level understood at this point in the project lifecycle

Quality Plan - the quality policy defined during Project Planning (High Level) and refined during Project Planning (Detail)

Budget - a revised, more accurate estimate of the dollars required to complete the project

3. Perform Risk Assessment

Identify New RisksIdentify New Risks

Quantify Risks Quantify Risks


Update Risk Plan Update Risk Plan Risk Management

Worksheet Risk Management

Worksheet

Identify New Risks, Update Existing Risks

Review the list of risks initially identified in the Project Imitation Plan to determine if all risks remain applicable

Introduce additional risk variables (if the case), occurred during Project Planning, specific to Scope, Schedule and Cost

Project Manager verifies the updated list of risks with the Project Team and Project Sponsor and/or Project Director

Consider both internal and external risks

Quantify Risk

Evaluate each risk in terms of the likelihood of its occurrence and the magnitude of its impact

Quantify risks (using high, medium, low criteria) displayed in the Risk Management Worksheet

Always take into account stakeholder risk tolerance

Determine the level of risk tolerance for the project

4. Refine Management Plans

Refine Management Plans defined in the PIP


Change Control Process

Change Log Issue Management

and Escalation Process

Open/Closed Issues Log

Change Control Process

Change Log Issue Management

and Escalation Process

Open/Closed Issues Log Refine the

Communication Plan Refine the

Communication Plan Communication Plan Communication Plan


Define the Organizational Change Management

Plan

Define the Organizational Change Management

Plan

Organizational Change Management

Plan

Organizational Change Management

Plan


Step A. Refine Change Control ProcessIdentify the person(s) authorized to request a changeIdentify the person responsible for analyzing the request

The timeframe allowed for a change request to be approved or rejected The process to follow if no timely decision is made

The percentage of the overall Project Budget that has been reserved for project changes

Refine the Communication Plan …Manage communication by deciding:

How project information will be collected and stored

The distribution structure, specifically detailing what, how, and when information will flow

The method by which information will be accessed if it is needed

Remember, there can never be TOO MUCH communication!

Define Organizational Change Management Plan

PeoplePeople

ProcessProcess Culture Culture

How the individuals using the product will be affected by its release?

How the individuals using the product will be affected by its release?

How the product of the project will affect already existing business processes?

How the product of the project will affect already existing business processes?

How severe the projects culture shock will be?

How severe the projects culture shock will be?

Change Management Plan

Project Plan 1. Executive Summary2. Goals and Objectives3. Success Criteria4. Project Scope5. Baseline Project Schedule

• WBS (Decomposed to the level the project will be managed)

• Effort and Duration Estimates• Project Schedule (Detail)• Project Budget• Project Resourcing

6. Stakeholder Roles and Responsibilities7. Communications Plan8. Change Control Process and Change Log9. Organizational Change Management Plan10. Issue Escalation and Management Process and Issues Log11. Quality Plan12. Risk Management Worksheet

5. Confirm Approval to Proceed

Prepare Formal Acceptance Package


Project Plan (Detail Level)

Project Plan (Detail Level)

Submit Project Plan (Detail Level) for

Approval

Submit Project Plan (Detail Level) for

Approval

Submitted Project Plan (Detail Level) Submitted Project Plan (Detail Level)


Gain Approval Gain Approval Signed Approval Form

Signed Approval Form

Confirm Approval



Submit Project Plan (Detail Level) for Approval

Submit Project Plan (Detail Level) for Approval

Gain Approval Gain Approval

•Project Manager and Project Sponsor should review the Business Need•A copy for each document developed until this stage needs to be archived as the Baseline Project Plan

•Project Manager should schedule a meeting with Project Sponsor to discuss the Detail Project Plan and gain agreement to secure the next phase of the project •The Project Plan (Detail Level) should be sent to all attendees in advance of the meeting •Project Manager should review and then organize the deliverables into a cohesive deliverable package and prepare a formal approval form.

•Project Manager must present the acceptance package to the Project Sponsor and obtain his signature, indicating approval o proceed to Project Execution and Control. •If the Project Sponsor does not approve the package, he should indicate the reason for rejection.

Measurement of Success

Process Measurements of Success Yes / No

Conduct Project Planning (Detail Level) Kickoff

Do your team members have complementary skill sets, with no apparent gaps as per project approach? If not, have you obtained authorization to provide them with necessary and timely training?

Develop Detail Project Schedule

Have the supervisors of all resources assigned to tasks on your project agreed to release those resources on the dates your project is expecting them?

Perform Risk AssessmentDoes your Project Sponsor and/or Project Director agree with your risk prioritization?

Do the other decision-makers agree with your risk mitigation actions?

Refine Management Plans

Do your Customers and Stakeholders agree with your definition of what constitutes a change?

Have you verified that the folks responsible for signing off on change control items and deliverable approval forms actually have authority and are willing to approve the items of expected magnitude and type?

Do your Customers understand the pre-determined acceptance criteria for all deliverables?

Have the persons you identified as “arbiters” for issue escalation agreed to serve in that capacity?

Have the expenditures associated with your team Training Plan been approved?

Is your Project Sponsor and/or Project Director sure that your organization will be ready to implement the product or service that your project will develop?

Confirm Approval to ProceedDo you have an approval form signed by your Project Sponsor and/or Project Director authorizing you to proceed to Project Execution and Control, or to halt the project?

mmi entrepreneurship 6

Technology

project activities

project roles

project manager

project definition

project success

project charter

project execution

entire project