Demystifying the PMBOK: Project Planning Made Simple" By" Bill Carswell, Ph.D., PMP" Adjunct Professor" Embry Riddle Aeronautical University" "

Transcription

1 Demystifying the PMBOK: Project Planning Made Simple" By" Bill Carswell, Ph.D., PMP" Adjunct Professor" Embry Riddle Aeronautical University" "

2 How Complicated Is PM?" walks the reader through the new Fifth Edition of the PMBOK Guide, beginning with the process definition, then a description of the intent of the process, followed by a discussion of the individual ITTOs. clearly written and accessible (288pp.)! It s not that complicated!!

3 What is Project Management? "! Project Management answers 3 questions!! What does my customer/sponsor want? (scope)!! How do I develop and deliver? (schedule)!! How much will it cost? (budget)! Scope! The Iron Triangle of PM =>! Schedule! Budget!

4 The Linkages" Marching Orders! Stakeholders! Scope! Communications! Schedule! Budget! Procurements! Quality! HR! Risk!

5 Marching Orders"! Project Charter!! Contract!! Statement of Work!! Business Case!! MOU / Teaming Agreement! The marching orders is the document that tells you, the PM, what the customer wants! Numbering system refers to PMBOK 5 th Ed. processes!

6 Project Charter (Sample Template)"

7 The Linkages" Marching Orders: Project Charter (contract etc )! Scope: Scope Baseline!

8 Scope Baseline" Scope Baseline Contains!! 1. Scope Statement! 2. WBS! 3. WBS Dictionary! Create WBS Outputs!!1. Scope Baseline! Scope Statement! WBS! WBS Dictionary!

9 WBS"! WBS = The What of PM!! Products!! Services!! Data! What is your customer paying you for, in terms of deliverables?!

10 Scope Statement (Sample Template)" List Primary Deliverables!

11 The WBS"! Provides a vision of what has to be delivered!! Start with top level deliverables and subdivide into smaller, more manageable components.!! Provides the basis for defining the schedule.!

12 What Makes a Quality WBS?"! Project activities are not listed, as these are components of the project schedule, not the WBS.!! All (WBS) elements are nouns. Verbs are not use to identify WBS elements.!! Verbs are used for schedule activities! From PMI WBS Practice Standard, 2nd Ed., Section 5.5.1!

13 WBS Tabular Structure" WBS# Level 1 Level 2 Level 3 Level X 1.0 Project 1.1 Major Deliver Item (Product/Service/Data) Major Subelement Major Subelement 1.2 Major Deliverable Item Major Subelement Major Subelement x.x Work Package (Lowest Level)

14 Airplane WBS"

15 Airplane WBS"

16 WBS Graphical Structure" 1.0 Project Level Major Deliverable 1.2 Major Deliverable 1.2 Major Deliverable Level Major Subelement Major Subelement Major Subelement Level Major Subelement Major Subelement Major Subelement Major Subelement Major Subelement x.x.x Work Package (Lowest Level)

17 Airplane WBS" 1.0 Aircraft Sysem 1.1 Air Vehicle 1.2 Systems Engineering 1.3 Project Management 1.4 System Test and Evaluation 1.5 Training 1.6 Data 1.7 Peculiar Support Equipment 1.8 Common Support Equipment 1.9 Operational / Site Activation 1.10 Industrial Facilities 1.11 Initial Spares Airframe Development Test and Evaluation Equipment Technical Publications Test & Measurement Equipment Test & Measurement Equipment System Assy, Inst. & Check-out on Site Construction/ Conversion Propulsion Operational Test and Evaluation Services Engineering Data Support & Handling Equipment Support & Handling Equipment Contractor Technical Support Equipment Acquisition Vehicle Subsystems Mock-ups / System Integration Labs Facility Management Data Site Construction Maintenance (Industrial Facilities) Avionics Test and Evaluation Support Support Data Site/Ship/Vehicle Conversion Armaments/ Weapons Delivery Test Facilities Data Depository Sustainment/Interim Contractor Support Auxiliary Equipment Furnishings and Equipment Software Integration, Assy, Test, Check-Out

18 Services WBS" 1.0 Process Improvement Project 1.1 Needs Analysis 1.2 Process Improvement Plan 1.3 Project Management Current Process Evaluation Trade Study Desired Process Definition Process Improvement Plan Proposal Process Gap Analysis

19 Product Development WBS" 1.0 New Product Development 1.1 Business Case 1.2 Product Development 1.3 Legal/Regulatory 1.4 License/Mfr Trade Study 1.5 Production Preparation 1.6 Marketing & Sales 1.7 Customer Support 1.9 Project Management Portfolio Evaluation Product Design Intellectual Property Protection Partnership Evaluations Equipment Install/ Upgrade Marketing Plan Online Support Product Evaluation Product Prototype Regulatory Approval & Compliance Internal Mfg/Mktg Assessment Labor Sales/Marketing Materials Phone Support Technology Gap Analysis Product Prototype Testing Adverse Event Management Trade Study Recommendation Supply Chain Sales force training Field Service Support Product Requirements Final Bill of Materials Publications Packaging/Directions

20 The WBS is NOT a Schedule" This is not a WBS. This is a numbered schedule: Project Activities do not belong in the WBS. The WBS consists of nouns, not verbs. The WBS (as part of the Scope Baseline) is an input to the schedule development processes, not an output.

21 Tabular WBS with Brief Dictionary" WBS Elements 1.0 Project 1.1 Major Deliverable Item, Service or Data Major SubElement Major SubElement 1.2 Major Deliverable Item, Service or Data Major SubElement Major SubElement SubElement SubElement Work Package (Lowest Level) WBS Dictionary Brief Description of each WBS element, as appropriate Cost Control #

22 WBS Detailed Dictionary The Detailed WBS Dictionary " WBS Element No./Name: Author/Organization: Address: Estimate Summary: (Fill out using data from attached detailed worksheet) Labor $0.00 Travel $0.00 Material $0.00 Subcontracts $0.00 ODC $0.00 Total $0.00 Date: Phone: WBS Element Description: (Provide enough detail to justify the estimates to follow, reference governing requirements, and list applicable acceptance and quality criteria.) Summary Page! Activity/Task Descriptions: (Identify all schedule milestones and activities currently known that are required to develop and deliver this WBS element. These will be expanded on in the attached worksheet and used to establish the framework for the project schedule and to estimate costs. At this point 3-5 schedule activities are typically sufficient.) Key Cost-Driving Assumptions: (List key cost-driving assumptions, including specialized or long-lead equipment, customer furnished equipment (i.e. things that won t be expensed to the project), travel requirements, subcontracts, shipping and any other known direct charges to the project.) Risk: (Describe any risks for this WBS.)

23 WBS Dictionary Detailed Worksheet" Labor Hours By Labor Category Labor Detailed Schedule Activities/Task Descriptions Start Date or predecessor Estimated Duration Position /Skill/ Resource Position /Skill/ Resource Position /Skill/ Resource Position /Skill/ Resource Position /Skill/ Resource Position /Skill/ Resource Position /Skill/ Resource Position /Skill/ Resource 1 2 Total Hours Labor Rate Total Cost by Labor Category Travel Purpose/Activity Travel Dates Location No. Trips No. Travlers Per Diem Hotel Airline/ Car Rental Car Est. $$$ 1 2 Materials Item Description/Activity Vendor Qty Unit Price Total $ Lead Time Del Date Est. $$$ 1 2 Subcontract Task Statement/Activity/SOW Ref. Contractor 1 2 Location Total $ Comp. Date Est. $$$ ODC Explanation/Activity Total $ Est. $$$ 1 2

24 Linking the Iron Triangle " Marching Orders! Scope! Schedule! Budget!

25 Schedule Development"! The primary input to the schedule development processes is the Scope Baseline.! Scope Baseline! Scope Statement! WBS! WBS Dictionary! 6. Time Management!!!6.2 Define Activities!!6.3 Sequence Activities!!6.4 Estimate Resources!!6.5 Estimate Durations!!6.6 Develop Schedule!

26 Schedule Foundation"! Identifies all toplevel activities for each WBS!! Combine all activities into a single schedule!! Sequence, resource, add duration!! Add detailed activities! WBS Element No./Name: Author/Organization: Address: WBS Detailed Dictionary Estimate Summary: (Fill out using data from attached detailed worksheet) Labor $0.00 Travel $0.00 Material $0.00 Subcontracts $0.00 ODC $0.00 Total $0.00 WBS Element Description: Date: Phone: (Provide enough detail to justify the estimates to follow, reference governing requirements, and list applicable acceptance and quality criteria.) Activity/Task Descriptions: (Identify all schedule milestones and activities currently known that are required to develop and deliver this WBS element. These will be expanded on in the attached worksheet and used to establish the framework for the project schedule and to estimate costs. At this point 3-5 schedule activities are typically sufficient.) Key Cost-Driving Assumptions: (List key cost-driving assumptions, including specialized or long-lead equipment, customer furnished equipment (i.e. things that won t be expensed to the project), travel requirements, subcontracts, shipping and any other known direct charges to the project.) Risk: (Describe any risks for this WBS.) 6.2 Define Activities!

27 Schedule Development" 6.3 Sequence Activities! 6.4 Estimate Resources! 6.5 Estimate Duration!

28 WBS Dictionary"! Using the WBS Dictionary elements to develop the schedule ensures that sufficient activities are identified so that every WBS element gets!! Developed!! Delivered!

29 Budget Development"! For the first pass at the budget, the welldeveloped WBS Dictionary can be used as the planning tool.! Scope Baseline! Scope Statement! WBS! WBS Dictionary! 7. Cost Management!!!7.2 Estimate Costs!!7.3 Determine Budget!

30 WBS Detailed Dictionary WBS Element No./Name: Date: Author/Organization: The Golden Thread" Just add it all up! Address: Estimate Summary: (Fill out using data from attached detailed worksheet) Labor $0.00 Travel $0.00 Material $0.00 Subcontracts $0.00 ODC $0.00 Total $0.00 WBS Element Description: Phone: (Provide enough detail to justify the estimates to follow, reference governing requirements, and list applicable acceptance and quality criteria.) Cost Summaries from! Detail Sheet! Activity/Task Descriptions: (Identify all schedule milestones and activities currently known that are required to develop and deliver this WBS element. These will be expanded on in the attached worksheet and used to establish the framework for the project schedule and to estimate costs. At this point 3-5 schedule activities are typically sufficient.) Key Cost-Driving Assumptions: (List key cost-driving assumptions, including specialized or long-lead equipment, customer furnished equipment (i.e. things that won t be expensed to the project), travel requirements, subcontracts, shipping and any other known direct charges to the project.) Risk: (Describe any risks for this WBS.)

31 Detailed Cost Estimates" Labor! Travel! Materials! Subcontracts! Other Direct Costs!

32 Budget Development"

33 Summary of Key Links"! Scope => Schedule => Budget! Project Charter (Contract, etc )! Scope Baseline (The Golden Thread)! 6.6 Develop Schedule! 7.3 Determine Budget!! The WBS Dictionary in the scope baseline ties it all together!

34 Quality Management"! Product Quality! Project Management Plan! Requirements Doc.! Quality Management Plan!

35 Quality Management"! WBS Dictionary identifies applicable quality criteria!! The quality team takes this and develops a quality management plan! WBS Element No./Name: Author/Organization: Address: WBS Detailed Dictionary Estimate Summary: (Fill out using data from attached detailed worksheet) Labor $0.00 Travel $0.00 Material $0.00 Subcontracts $0.00 ODC $0.00 Total $0.00 WBS Element Description: Date: Phone: (Provide enough detail to justify the estimates to follow, reference governing requirements, and list applicable acceptance and quality criteria.) Activity/Task Descriptions: (Identify all schedule milestones and activities currently known that are required to develop and deliver this WBS element. These will be expanded on in the attached worksheet and used to establish the framework for the project schedule and to estimate costs. At this point 3-5 schedule activities are typically sufficient.) Key Cost-Driving Assumptions: (List key cost-driving assumptions, including specialized or long-lead equipment, customer furnished equipment (i.e. things that won t be expensed to the project), travel requirements, subcontracts, shipping and any other known direct charges to the project.) Risk: (Describe any risks for this WBS.)

36 HR Management Plan"! Staffing Requirements!! Position Descriptions! Scope Baseline! (Activity Resource Requirements)!! Or!! Project schedule (fully resourced)! HR Management Plan!

37 WBS Dictionary" Labor Categories! With associated! Tasks and hours!

38 HR Management"! Staffing requirements summary!

39 HR Management Plan Position Descriptions" Position Descriptions! Can be populated! With specific tasks from! WBS dictionaries!

40 Risk Management" Plans! 11.5 Plan Risk Response! WBS Dictionary! 11.2 Identify Risks!

41 11.2 Identify Risks"! WBS Dictionary identifies known risks! WBS Element No./Name: Author/Organization: Address: WBS Detailed Dictionary Estimate Summary: (Fill out using data from attached detailed worksheet) Labor $0.00 Travel $0.00 Material $0.00 Subcontracts $0.00 ODC $0.00 Total $0.00 Date: Phone: WBS Element Description: (Provide enough detail to justify the estimates to follow, reference governing requirements, and list applicable acceptance and quality criteria.) Activity/Task Descriptions: (Identify all schedule milestones and activities currently known that are required to develop and deliver this WBS element. These will be expanded on in the attached worksheet and used to establish the framework for the project schedule and to estimate costs. At this point 3-5 schedule activities are typically sufficient.) Key Cost-Driving Assumptions: (List key cost-driving assumptions, including specialized or long-lead equipment, customer furnished equipment (i.e. things that won t be expensed to the project), travel requirements, subcontracts, shipping and any other known direct charges to the project.) Risk: (Describe any risks for this WBS.)

42 Risk Register Example "

43 Weather Impact on Demo Risk ID# Risk Owner Date Submi?ed Date Last Updated 1 Jon Jones, Test Manager March 1, 2010 N/A Risk Statement If the weather is bad Then the key technology demonstrapon event may be delayed Probability JusPficaPon The demo is currently schedule for April 15. Historical data shows probability of rain on that date of 30%, ranking this probability a level 3. Probability X Impact Impact JusPficaPon (Category: Schedule) Likely delay can be for up to a week. On a 5 month schedule (100 working days) this is a potenpal 5% slip. The customer is parpcularly sensipve to schedule slips so this is ranked a 3 instead of a 2. Risk Response Plans and Status Response Plan 1 (probability) Move demonstrapon to May when the probability of bad weather is reduced to 10%. Response Plan 2 (Impact) Schedule the demo for one week instead of 1 day so a weather delay does not impact the schedule. Status PM to discuss with customer Status Assigned to test team for schedule change evaluapon and recommendapon

44 Procurement Management" Key Materials! And Subcontracts! First pass planning can be done with the WBS dictionary!

45 Uses of the WBS Dictionary The Golden Thread"! Detailed activities feed schedule!! Cost numbers feed budget!! Labor hours & categories feed human resource plan!! Material and subcontracts feed procurement plan.!! Scope description feeds quality plan!! Risk items feed risk register!

46 The Linkages" Marching Orders! Stakeholders! Scope! Communications! Schedule! Budget! Procurements! Quality! HR! Risk!

47 Stakeholders 4.1 Project Charter! Procurement Documents! Stakeholder Register! Communications PM Plan! Stakeholder Register! " Communications Plan!

48 Communications Plan Outline"! Stakeholder information needs!! Information sources!! Communications modes!! Communications timing and frequency!

49 Stakeholder Register and Communications Plan"

50 Thank You!! PM Planning is a Pay now or pay much more later business.! Bill Carswell, Ph.D., PMP carswell@hiwaay.net Please feel free to connect!!