AAPM Project Planning

download AAPM Project Planning

of 35

Transcript of AAPM Project Planning

  • 8/4/2019 AAPM Project Planning

    1/35

    1

    Putting the Project PiecesTogether

    Project Planning Training

    Project Planning Training

  • 8/4/2019 AAPM Project Planning

    2/35

    2

    Agenda Items

    IntroductionPlanning ProcessPlanning StepsTemplates/Tools & TechniquesEvaluation

  • 8/4/2019 AAPM Project Planning

    3/35

    3

    Training Goals

    Understand:what planning is/is not

    where and when to startto adapt or tailor planningshortening the planning time

    what the project planrepresentsprocess and supporting

    materials

  • 8/4/2019 AAPM Project Planning

    4/35

    4

    Project Manager

    (marionette)vs .

    Project Approach

    ProjectManagementApproach

    (participatory)

  • 8/4/2019 AAPM Project Planning

    5/35

    5

    What it is and is not

    Initiate Plan Execute Control Close

    Devising and maintaining a workablescheme to accomplish the business needthat the project was undertaken to address.

    It is the work plan, not the work.

    It is a definition of needed work andresources

  • 8/4/2019 AAPM Project Planning

    6/35

    6

    Where Planning Fits

    Start Finish Time

    Initiate

    Execute

    CloseControl

    L e v e

    l o

    f A c

    t i v

    i t y

    Plan

  • 8/4/2019 AAPM Project Planning

    7/35

    7

    Planning Process Overview

    Planning

    Core WorkPlans

    Facilitating ControlPlans

    Integrated Project Plan

  • 8/4/2019 AAPM Project Planning

    8/35

    8

    Planning Objectives

    Agreements on:Scope

    ObjectivesWork activitiesEstimatesResources requiredRoles & responsibilitiesHow to change & update the plan

  • 8/4/2019 AAPM Project Planning

    9/35

    9

    Importance / Lessons

    Straying from original goals,

    Inadequate resourcingRepetitive meetings - on what needs done

    Frustration - poorly defined, communicated,and coordinated work activities

    Issues not understood or relatedDecisions repetitively re-opened or re-addressed

  • 8/4/2019 AAPM Project Planning

    10/35

    10

    Input to Planning

    Product DescriptionProject Charter

    Historical Information Organizational PoliciesConstraints

    Assumptions

  • 8/4/2019 AAPM Project Planning

    11/35

    11

    Output From Planning

    Project PlanUpdated Project Charter

    Supporting Detail

  • 8/4/2019 AAPM Project Planning

    12/35

    12

    Process Flexibility

    On most projects:planning steps are the samethe time spent and outcomes are

    flexible

    Complex Project Simple Project

    High Formality

    Loose Formality

  • 8/4/2019 AAPM Project Planning

    13/35

    13

    Formality is based on Complexities

    TC = 3

    BC = 5Result - PotentialHigh Complexity

  • 8/4/2019 AAPM Project Planning

    14/35

    14

  • 8/4/2019 AAPM Project Planning

    15/35

    15

    Planning diagram, IntegratedProject Plan template.

    5.Define and Sequence

    Activities(WBS)

    6.Estimate Activity

    Durations & DetermineResource Needs

    (WBS)

    4.Develop Project Scope

    (Scope Statement)

    9.Develop Schedule

    (Schedule)

    13.Build budget and

    spending plan(Cost Mgmt Plan)

    7.Determine how Quality

    will be Managed(Quality Mgmt Plan)

    8.Determine how to meetcommunication needs(Communication Plan)

    11.Organize and Aquire

    Staff(Organization Plan)

    12.Determine what toProcure and when

    (Procurement Plan &SOWs)

    4.Determine howchanges will be

    managed(Change Mgmt Plan)

    10.Estimate Resource

    Costs

    15.Integrated the Plans(Integrated Project

    Plan)

    14.Identify Risk & CreateRisk Response Plan

    (Risk Mgmt Plan)

  • 8/4/2019 AAPM Project Planning

    16/35

    16

    4. Develop Project Scope

    All the work, and only the workrequired

    Scope Statement - agreement of whatis and is notIncludes:

    primary objectives(products/deliverables)major deliverable milestonesassumptionsconstraints

    completion criteria

    Work

  • 8/4/2019 AAPM Project Planning

    17/35

    17

    4. Change Management

    Management of changes to theprimary objectives and majordeliverables milestones.

    1. Change acceptance/expectations2. How changes will be evaluated3. How change will be managed

    The plan should includeagreements of:

  • 8/4/2019 AAPM Project Planning

    18/35

    18

    5. Define and SequenceActivities

    Develop a Work BreakdownStructure(WBS)

    Project

    DesignRqmts Build DeliverManage

    PlanExecuteControlClose

    AssessDetermineAnalyzePropose

    EngineerSpecify

    ConstructTestValidateIntegrate

    InstallTrain

    Determine Dependencies (Sequencing)

    determine the orderof work activitiesor dependencies

    ReviewScope

    Assess CurrentSystem

    Analyze NewRequirements

    Determine &Review GAPS

    AdjustRequirements

    define work activities

    to manage, create anddeliver the solution

  • 8/4/2019 AAPM Project Planning

    19/35

    19

    Examples WBSs

    Project

    DesignRqmts Build DeliverManage

    PlanExecuteControlClose

    AssessDetermineAnalyzePropose

    EngineerSpecify

    ConstructTestValidateIntegrate

    InstallTrain

    Hierarchy Diagram Format 1 M A N A G E M E N T1 . 1 I n i t i a t e1 . 2 P l a n1 . 3 E x e c u t e1 . 4 C o n t r o l1 . 5 C lo s e

    2 R E Q U IR E M E N T S2 . 1 A s s e s s2 . 2 D e t e r m in e2 . 3 A n a l y z e2 . 4 P r o p o s e2 . 5 . .

    3 D E S IG N3 . 1 E n g in ee r3 . 2 S p ec i fy3 . 3 .3 . 4 . .

    4 B U IL D4 . 1 C on s t r u c t4 . 2 T e s t4 . 3 V a l i d a t e4 . 4 I n t e g r a t e

    5 D E L IV E R 5 . 1 I n s t a l l5 . 2 T r a i n5 . 3 . .5 . 4 . .

    1. Write First draft of policy.2. Review with team/manager.3. Make changes as needed.4. File notice w/Secretary of the State

    (SOS) 45 days before effective date.5. Formally review policy analysts and

    advocates.6. Make changes as needed.7. Update program manuals and forms

    to reflect changes.8. Submitted to the SOS by 5:00pm the

    day before it is to be effective.

    L i s

    t F or m

    a t

  • 8/4/2019 AAPM Project Planning

    20/35

    20

    Examples of Sequencing

    ReviewScope

    Assess CurrentSystem

    Analyze NewRequirements

    Determine &Review GAPS

    AdjustRequirements

  • 8/4/2019 AAPM Project Planning

    21/35

    21

    6. Estimate DurationDetermine Resource

    NeedsObtain initial estimate of likelyduration for tasks

    does not take intoaccount the numberof people expected toperform the task.

    For each task- determine skills and

    resources

  • 8/4/2019 AAPM Project Planning

    22/35

    22

    7. Determine How Qualitywill be Managed

    How will quality assurance and control beconducted?

    Identify Quality Standards

    Quality Assurance

    Quality ControlQualityPlan

    Sometimes performed by a 3rd Party

  • 8/4/2019 AAPM Project Planning

    23/35

    23

    8. Determine How to MeetCommunication Needs

    The plan should determine:who needs what informationwhen will they need ithow will it be given to themby whom

    See PMO StandardDirectory Setup

    And determine how to:store, update, and disseminate

    informationclose, file and archive informationupdate the comm. plan

  • 8/4/2019 AAPM Project Planning

    24/35

    24

    9. Develop Schedule

    May Jun Jul Aug Sep Oct Nov

    determining start and finish dates fortasks and assigning resources

  • 8/4/2019 AAPM Project Planning

    25/35

    25

    Define - then schedule

    DefineScope

    Define

    WBS

    DefineResources

    DefineDeliverables

    DefineDependents

  • 8/4/2019 AAPM Project Planning

    26/35

    26

    Task Name

    InitiateProduct Description & BenefitsCharterProject Proposal Approved

    PlanScope Statement

    Work PlanContract/Procurement PlanQA PlanRisk PlanProject Plans Approved

    ExecuteRequirementsAnalysisDesignCodingTesting

    MaintenanceControls

    Status ReportingChange ManagementCommunication Mgmt

    ClosingEvaluationMaintenance Turn-over

    9/18

    9/27

    9/10 9/17 9/24 10/1 10/8 10/15 10/22 10/29 11/5 11/12 11/19 11/26 12/3 12/10 12/17 12/24 12/31r October November December Janua

    Terminology -This is a schedule or Gantt chart,

    not a WBS, not the project plan

  • 8/4/2019 AAPM Project Planning

    27/35

    27

    10. Estimate ResourceCosts

    Develop cost estimates for: internal & external labor (hrs,rates)materials

    suppliescontractsspecial costs

    refined during thecourse of the project ,

    definitive just prior to construction

    Estimate

    ROM + or - 50%

    Intermediate + or - 30%

    Definitive + or - 20%

  • 8/4/2019 AAPM Project Planning

    28/35

    28

    11. Organize and AcquireStaff

    Kristen DuusOIS Oversight

    Maureen CasterlineBusiness Sponsor

    Debra HerrliProject Manager

    (100%)

    Bryan NealySystem

    Architecture TeamLead (50%)

    Pete HaleApplication

    Development TeamLead (100%)

    3 ContractDevelopers

    4 BusinessAnalysts

    Tina SeshadriTechnical

    Resource(asneeded)

    Policy and PracticeTeam (Steering

    Committee)

    1 Contract SystemsIntegration/ DatabaseDeveloper

  • 8/4/2019 AAPM Project Planning

    29/35

    29

    12. Determine What toProcure and When

    Procurement planning determines: whether, what, and how much,how and when,

    how to manage solicitations, selection, contractadministration, and closeout

    Procurement documents:SOW - Statement of WorkRFP - Request for ProposalEvaluation Criteria

    Actual solicitationis part of execution

  • 8/4/2019 AAPM Project Planning

    30/35

    30

    13. Build Budget andSpending Plan

    Budgeting involves assigning the cost estimatesto all the tasks creating a cost baseline.

  • 8/4/2019 AAPM Project Planning

    31/35

    31

    14. Identify Risk & CreateRisk Response Plan

    Risk planning involves:identifying risks w/high effect and impactplanning for risk mitigation or contingency

    Common sources of risk:Changes in requirementsDesign errors and omissions

    Roles and responsibilities misunderstoodPoor estimates or unsupported estimatesInsufficiently skilled staff Impossible timeframes

  • 8/4/2019 AAPM Project Planning

    32/35

    32

    15. Integrate the Plans

    Previous steps arereiterated to create acoherent plan.

    for example:initial draft - reflects generic skills and durationfinal plan - reflects specific resources and dates

  • 8/4/2019 AAPM Project Planning

    33/35

    33

    Hardcopy Binders

    PMO ProjectManagement Guide

  • 8/4/2019 AAPM Project Planning

    34/35

    34

  • 8/4/2019 AAPM Project Planning

    35/35

    35

    Thank you for your time