Kumar: Managing Documentation Projects

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  • 1. Managing Documentation Projects Kumar Dhanagopaltcworld India March 12, 2011

2. The process1. Plan2. Execute, monitor, and control3. CloseOR1. Execute2. Lose control3. Stop4. Plan, execute, Kumar Dhanagopal, 2011 tcworld India 2 3. ChallengesGetting startedScopingEstimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReporting Kumar Dhanagopal, 2011tcworld India 3 4. If I can do it, anybody can Each one of us is a project manager Kumar Dhanagopal, 2011 tcworld India 4 5. Getting startedScopingEstimating effort Getting startedSchedulingBaseliningCommunicatingFollowing up!Managing reviews Engage earlyReporting 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 Kumar Dhanagopal, 2011tcworld India5 6. Getting started Scoping Estimating effort Scoping Scheduling Baselining Communicating Following up! Managing reviews Use data from all sourcesReporting Consider lifecycle use cases Prioritize use cases Look for opportunities to reuse content Kumar Dhanagopal, 2011 tcworld India6 7. Getting startedScopingEstimating effort Estimating effortSchedulingBaseliningCommunicatingFollowing up!Managing reviews Plan at as granular a level as possible Reporting Use case / task TopicTypePotential Effortfor reuse (persondays) UC0-Set up aOverview of clusters Concept Low 1.0 cluster Creating a cluster Procedure None0.5 Configuring a clusterProcedure None0.5 UC1-ManageServer lifecycle Concept Medium1.5 the serverStarting and stoppingProcedure None0.5 lifecycle server instances Kumar Dhanagopal, 2011tcworld India7 8. Getting startedScopingEstimating effort Estimating effort (contd.) SchedulingBaseliningCommunicatingFollowing up!Managing reviews Avoid calculators Reporting G-I-G-O Result not really objective Keep a buffer!It takes more to write less than to write more! Kumar Dhanagopal, 2011tcworld India8 9. Getting startedScopingEstimating effort Scheduling SchedulingBaseliningCommunicatingFollowing up!Effort estimate: 50 person days Managing reviewsReportingWriters available: 2Calendar days to complete the task: ? Look beyond the math! Task divisibility Task sequence People: skills, availability, interest Kumar Dhanagopal, 2011tcworld India9 10. Getting started Scoping Estimating effort BaseliningScheduling Baselining Communicating Following up! Managing reviews How much analysis is enough? Reporting 120 Reliability of the plan (%)95 100 80 60 40 200 0 10 20 3040 50 60 70 80 90 100Data available (%) Kumar Dhanagopal, 2011tcworld India 10 11. Getting startedScopingEstimating effort Baselining (contd.)SchedulingBaseliningCommunicatingFollowing up!Managing reviewsPractice progressive elaboration ReportingGet the plan reviewedKeep a running list of opensCommit only whats feasibleMinimize the unknown unknownsBe prepared to re-plan! Kumar Dhanagopal, 2011tcworld India11 12. Getting started Scoping Estimating effort Communicating Scheduling Baselining Communicating Following up! Recognize communication channels Managing reviews Reporting 2 people 1 channel,3 3, 4 6 n x (n-1)/2 10 45!Communicate bad news earlyIts ok to over-communicateInclude all stakeholdersKnow your championListen! Kumar Dhanagopal, 2011tcworld India 12 13. Getting started Scoping Estimating effort Following upScheduling Baselining Communicating Following up! Managing reviewsUse all possible meansReportingKeep a running to-do listPush for an ETC dateSet reminders, flag email Kumar Dhanagopal, 2011 tcworld India13 14. Getting started Scoping Estimating effort Following up (contd.) Scheduling Baselining Communicating Following up! Managing reviews Reporting Kumar Dhanagopal, 2011 tcworld India14 15. Getting started Scoping Estimating effort Managing reviewsScheduling Baselining Communicating Following up! Managing reviews Plan Reporting 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 Kumar Dhanagopal, 2011 tcworld India 15 16. Getting startedScopingEstimating effort ReportingSchedulingBaseliningCommunicatingFollowing up!Managing reviewsReport regularly ReportingReport w.r.t the planFlag issues, earlyFocus on the future Kumar Dhanagopal, 2011tcworld India16 17. Getting startedScopingEstimating effort Reporting (contd.) SchedulingBaseliningCommunicatingFollowing up!Managing reviews Report on the futureReportingTaskPlanned WorkWorkRevisedeffort (days) done (%)remainingplanT1 1050 712T3 1050 813Total20 ?1525Work remaining: 15 / 25 = 60%Work done: 100 60 = only 40% Kumar Dhanagopal, 2011tcworld India17 18. Getting started Scoping Estimating effortReporting (contd.) Scheduling Baselining Communicating Following up! Managing reviews Track the burn rateReporting10080 Work remaining604020 01 2 3 4 5 6789 10 1112 13 14 15TimePlanActual Forecast Kumar Dhanagopal, 2011tcworld India 18 19. Think big picture Take the project seriously, not projectmanagement Theres life beyond the project Kumar Dhanagopal, 2011 tcworld India 19 20. Thank you!Questions?kumards_99@yahoo.com Kumar Dhanagopal, 2011 tcworld India 20

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