kumar: managing documentation projects
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TRANSCRIPT
Managing Documentation Projects
Kumar Dhanagopal
tcworld IndiaMarch 12, 2011
© Kumar Dhanagopal, 2011 tcworld India 2
The process1. Plan2. Execute, monitor, and control3. Close
OR…
1. Execute2. Lose control3. Stop4. Plan, execute, …
© Kumar Dhanagopal, 2011 tcworld India 3
Challenges• Getting started• Scoping• Estimating effort• Scheduling• Baselining• Communicating• Following up!• Managing reviews• Reporting
© Kumar Dhanagopal, 2011 tcworld India 4
• If I can do it, anybody can
• Each one of us is a project manager
© Kumar Dhanagopal, 2011 tcworld India 5
Getting started• Engage early
– Is it ever ok to engage late?– Engaging early ≠ writing from day 1
• Participate in the project initiation phase• Take charge• Set aside time for doc planning
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 6
Scoping• Use data from all sources
• Consider lifecycle use cases• Prioritize use cases• Look for opportunities to reuse content
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 7
Estimating effort• Plan at as granular a level as possible
Use case / task Topic Type Potential for reuse
Effort (person days)
Overview of clusters Concept Low 1.0
Server lifecycle Concept Medium 1.5UC1-Manage the server lifecycle
NoneUC0-Set up a cluster
Configuring a cluster Procedure None 0.5
None
Creating a cluster Procedure 0.5
Starting and stopping server instances
Procedure 0.5
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 8
Estimating effort (contd.)
• Avoid calculators– G-I-G-O– Result not really objective
• Keep a buffer!
It takes more to write less than to write more!
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 9
Scheduling
• Look beyond the math!– Task divisibility– Task sequence– People: skills, availability, interest
Effort estimate: 50 person days
Writers available: 2
Calendar days to complete the task: ?
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 10
Baselining
• How much analysis is enough?
95
0
20
40
60
80
100
120
0 10 20 30 40 50 60 70 80 90 100
Data available (%)
Relia
bilit
y of
the
plan
(%)
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 11
Baselining (contd.)
• Practice progressive elaboration• Get the plan reviewed• Keep a running list of “opens”• Commit only what’s feasible• Minimize the unknown unknowns• Be prepared to re-plan!
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 12
Communicating• Recognize communication channels
2 people 1 channel, 3 3, 4 6n x (n-1)/210 45!
• Communicate bad news early• It’s ok to over-communicate• Include all stakeholders• Know your champion• Listen!
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 13
Following up• Use all possible means• Keep a running to-do list• Push for an ETC date• Set reminders, flag email
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 14
Following up (contd.)Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 15
Managing reviews
• Plan– Identify reviewers up front– Define expectations, schedule, and process
• Execute– Watch reviewers’ priorities– Reiterate expectations– Monitor progress– Facilitate reviews: doc walkthrough,
incremental review, piecemeal review
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 16
Reporting
• Report regularly• Report w.r.t the plan• Flag issues, early• Focus on the future
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting
© Kumar Dhanagopal, 2011 tcworld India 17
Reporting (contd.)
Task Planned effort (days)
Work done (%)
T1T3Total 20
10
?
505010
Work remaining
78
15
Revised plan
121325
Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting• Report on the future
Work remaining: 15 / 25 = 60%
Work done: 100 – 60 = only 40%
© Kumar Dhanagopal, 2011 tcworld India 18
Reporting (contd.)Getting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting• Track the “burn” rate
0
20
40
60
80
100
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Time
Wor
k re
mai
ning
Plan Actual Forecast
© Kumar Dhanagopal, 2011 tcworld India 19
Think big picture
• Take the project seriously, not project management
• There’s life beyond the project
© Kumar Dhanagopal, 2011 tcworld India 20
Thank you!
Questions?