1 tenstep project management process ™ pm00.3 pm00.3 project management preparation for success *...

1TenStep Project Management Process™

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PM00.3PM00.3 Project Management Preparation for Success Project Management Preparation for Success

* Manage the Workplan ** Manage the Workplan *


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Manage the WorkplanManage the Workplan

General process

1. Review the workplan on a regular basis

2. (Optional) Update workplan with actual effort hours

3. Determine whether there are any other activities that should be completed, but are not

4. Reschedule the current work to see if the project will be completed within the original effort, cost and duration.

5. Evaluate the critical path of the project


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Manage the WorkplanManage the Workplan6. Run additional reports, as needed, from the project

management tool

7. Review the project budget

8. Look for other signs that the project may be in trouble

9. On a monthly basis, adjust future work to reflect new or additional information


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Manage the WorkplanManage the WorkplanTrouble signs for duration

• Activities starting to trend over budget or behind schedule early on in the project

• A small variance starts to get bigger, especially early in the project

• You discover that activities you think have already been completed are still being worked on

• Work is done that is outside the approved Project Definition or business requirements


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Manage the WorkplanManage the WorkplanTrouble signs for duration

• You need to rely on unscheduled overtime to hit the deadlines, especially early in the project

• Team morale starts to decline

• Quality control, testing and project management time starts to be cut back


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Manage the WorkplanManage the WorkplanGet the project back on scheduleGet the project back on schedule

• Overtime work

• Swap resources

• Reallocate resources onto the critical path

• Double check all dependencies

• Double check all time-constrained activities

• Improve processes


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Manage the WorkplanManage the WorkplanGet the project back on scheduleGet the project back on schedule

• "Crash" the schedule

• Fast Track

• Regain commitments

• Improve morale

• Scope back work


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Manage the WorkplanManage the WorkplanTrouble signs for budget

• On schedule but overbudget because activities are taking more effort than estimated

• On budget, but behind schedule because activities are taking more effort than estimated

• Mandatory activities or project expenses were missed from the original estimates (not change in scope)

• Work is done that is outside the approved Project Definition or business requirements

• On budget by purposely deferring expenses until next period


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Manage the WorkplanManage the WorkplanCaution signs for budget• Overbudget but some fixed expenses have come in

earlier than expected

• Overbudget but are also ahead of schedule


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Manage the WorkplanManage the WorkplanGet the project back on budget

• Unpaid overtime work

• Swap human resources

• Eliminate or replace non-labor costs

• Improve processes


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Manage the WorkplanManage the WorkplanGet the project back on budgetGet the project back on budget

• Regain commitments

• Use budget contingency

• Scope back work


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Manage the WorkplanManage the WorkplanTrouble signs for effort hours

• Typically don’t manage by effort hours

• Usually shows up as work taking longer than scheduled or costing more than budgeted

– Resolve with same techniques as budget / schedule problems


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Manage the WorkplanManage the WorkplanTolerances

• Complete project +/-

• Can replace a lack of estimating contingency


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Workplan Techniques

• Manage by percent complete?

• Manage by due date


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Earned Value calculations

• Earned value (EV)

– The budgeted cost of the completed work

• Actual Cost (AC)

– The actual cost of the completed work

• Planned Value (PV)

– The budgeted cost of the work that should be complete


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Earned Value

• EV / AC tells you how you are trending on your budget

– < 1 trending over budget

– > 1 trending under budget

• EV / PV tells you how you are trending against your schedule.

– < 1 trending behind schedule

– > 1 trending ahead of schedule


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Manage the WorkplanManage the WorkplanCritical Chain Overview

• Build the plan

• Accelerate the plan

• Manage project buffer


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Case Study #6 – Manage the WorkCase Study #6 – Manage the Work• Read case study for scheduling and budget problems.

• Document the problems that the project manager is facing.

• Discuss options the project manager should consider. What are the benefits and risks of your action plan?


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Manage the ProjectManage the ProjectManage workplan

• Manage issues

• Manage scope

• Manage communication

• Manage risk

• Manage documentation

• Manage quality

• Manage metrics


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Learning ObjectivesLearning Objectives

By the end of class, each participant should be able to:Understand the value of project management processesReview the various aspects of defining a projectBuild and maintain an appropriate project workplan • Identify and manage issues, scope and communication• Identify and manage project risks• Determine methods to manage project documentation• Identify and manage to the appropriate level of quality• Identify metrics to improve processes and declare success


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Questions??

1 tenstep project management process ™ pm00.3 pm00.3 project management preparation for success *...

Documents

project slide

project budget

project expenses

project management time

project management preparation

project management tool

approved project definition

project team morale