Napkin Pdef and Ppln.ppt [Read-Only]...Title Napkin Pdef and Ppln.ppt [Read-Only] Author kbranton...

75
© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101 Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com 1 Napkin Project Definition and Napkin Project Definition and Napkin Project Planning Napkin Project Planning A Seminar Sponsored Jointly by: Advanced Strategies, Inc. Atlanta, GA

Transcript of Napkin Pdef and Ppln.ppt [Read-Only]...Title Napkin Pdef and Ppln.ppt [Read-Only] Author kbranton...

Page 1: Napkin Pdef and Ppln.ppt [Read-Only]...Title Napkin Pdef and Ppln.ppt [Read-Only] Author kbranton Created Date 12/11/2000 10:19:33 AM

© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

1

Napkin Project Definition and Napkin Project Definition and Napkin Project PlanningNapkin Project Planning

A Seminar Sponsored Jointly by:

Advanced Strategies, Inc.Atlanta, GA

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

2

Statistics of IT ProjectsStatistics of IT Projects

• 28% of IT Application Development Projects are canceled before completion*

• Another 46% are “challenged” by cost/time overruns or changes in scope*

“Only in baseball do we reward these kinds of statistics”

Ken Brame, former-CIO, Service Merchandise

* The Standish Group International, Inc.’s 1998 study “Chaos Report”

• 28% of IT Application Development Projects are canceled before completion*

• Another 46% are “challenged” by cost/time overruns or changes in scope*

“Only in baseball do we reward these kinds of statistics”

Ken Brame, former-CIO, Service Merchandise

* The Standish Group International, Inc.’s 1998 study “Chaos Report”

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

3

Why Projects Fail -Your Experience

Why Projects Fail -Your Experience

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

4

Seminar IntentionsSeminar Intentions

At the conclusion of the seminar, you will be able toapply a technique to :

Increase your probability of attaining project success, by enabling you to better:¬Understand what is needed by the business¬Focus the effort¬Plan and oversee the effort¬Prioritize between projects

At the conclusion of the seminar, you will be able toapply a technique to :

Increase your probability of attaining project success, by enabling you to better:¬Understand what is needed by the business¬Focus the effort¬Plan and oversee the effort¬Prioritize between projects

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

5

Seminar ValuesSeminar Values

We believe in:

¬Learning vs. Turning

¬Emphasizing Content Over Style

¬Providing Take-Aways that You can Implement Immediately

¬Having Fun

We believe in:

¬Learning vs. Turning

¬Emphasizing Content Over Style

¬Providing Take-Aways that You can Implement Immediately

¬Having Fun

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

6

Seminar FocusSeminar Focus

During the Seminar We will Focus on:

¬All Minimal Elements of a Project Definition and Project Plan in Enough Detail to

• Understand Meaning • Begin to Use

¬All types of Projects• With an emphasis on small-medium IT Projects

During the Seminar We will Focus on:

¬All Minimal Elements of a Project Definition and Project Plan in Enough Detail to

• Understand Meaning • Begin to Use

¬All types of Projects• With an emphasis on small-medium IT Projects

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

7

Seminar ContextSeminar Context

In Planning and Conducting the Seminar, We are Mindful of the:¬Time Constraints:

• One Day

¬Known Obstacles including:• Attendees from Widely Differing

Backgrounds

In Planning and Conducting the Seminar, We are Mindful of the:¬Time Constraints:

• One Day

¬Known Obstacles including:• Attendees from Widely Differing

Backgrounds

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

8

Seminar PlanSeminar Plan

# Activity Schedule Resource 1 Welcome / Introductions 9:00 – 9:30 Ed 2 Project Management

Overview 9:30 – 10:00 Ed

3 Napkin Project Definition 10:00 – 11:45 Ed 4 Napkin Project Planning 1:00 – 3:30 Richard 5 Conclusions and Q/A

3:30 – 4:00 Ed and

Richard

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

9

Administrative ItemsAdministrative Items

Need a Break?¬Squirm, lay down, …, or tell me!!!

If something’s not clear, if you have a question, or if I say something stupid and I am not making sense…¬Frown, scowl, or stop me!!!

Need a Break?¬Squirm, lay down, …, or tell me!!!

If something’s not clear, if you have a question, or if I say something stupid and I am not making sense…¬Frown, scowl, or stop me!!!

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

10

Keys to this SessionKeys to this Session

Biggest Complaints from Past Sessions:¬There were no handouts ¬The presentation didn’t follow the brochure description¬At the end, I didn’t have a sense of what the key

message was¬It didn’t provide me with the information I need to

move forward: resources, contacts, action steps

Biggest Complaints from Past Sessions:¬There were no handouts ¬The presentation didn’t follow the brochure description¬At the end, I didn’t have a sense of what the key

message was¬It didn’t provide me with the information I need to

move forward: resources, contacts, action steps

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

11

Keys to this SessionKeys to this Session

Addressing the biggest Complaints from Past Sessions:¬Handouts have been… handed out.¬Key points from the brochure description are posted

and will be our guide.¬At the end of each section and at the end of the

presentation, key message will be reviewed.¬Information to move forward is presented:

• Independently• With Advanced Strategies

Addressing the biggest Complaints from Past Sessions:¬Handouts have been… handed out.¬Key points from the brochure description are posted

and will be our guide.¬At the end of each section and at the end of the

presentation, key message will be reviewed.¬Information to move forward is presented:

• Independently• With Advanced Strategies

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

12

Today’s Project EnvironmentToday’s Project Environment

Today’s (IT) Professional should:

“Demonstrate the ability and inclination to...

‘...tolerate chaos, ambiguity, and lack of knowledge, and to function effectively in spite of them.’*

* Position description for Senior Analyst/Designer at a major software company.

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

13

Project Management OverviewProject Management Overview

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

14

Role of the Project Manager/Leader in this Environment - The Good NewsRole of the Project Manager/Leader

in this Environment - The Good News

Plan, organize, control, and lead:• a team of individuals• in the production of a specified set of deliverables• in the achievement of a specified set of goals• within a definite period of time• achieving a quality level acceptable to the beneficiaries

and other stakeholders• in spite of a scarcity of resources• in spite of an assortment of constraints including the

absence of formal authority

Plan, organize, control, and lead:• a team of individuals• in the production of a specified set of deliverables• in the achievement of a specified set of goals• within a definite period of time• achieving a quality level acceptable to the beneficiaries

and other stakeholders• in spite of a scarcity of resources• in spite of an assortment of constraints including the

absence of formal authority

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

15

Role of the Project Manager/Leader in this Environment - Reality

Role of the Project Manager/Leader in this Environment - Reality

Plan, organize, control, and lead • a team of individuals(not all of whom are of your choosing)• in the production of a specified set of deliverables(not completely known at the time)• in the achievement of a specified set of goals (also not completely known at the time)• within a definite period of time (often less than what is needed, and often shifting)

Plan, organize, control, and lead • a team of individuals(not all of whom are of your choosing)• in the production of a specified set of deliverables(not completely known at the time)• in the achievement of a specified set of goals (also not completely known at the time)• within a definite period of time (often less than what is needed, and often shifting)

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

16

Role of the Project Manager/Leader in this Environment - Reality

Role of the Project Manager/Leader in this Environment - Reality

• achieving a quality level acceptable to the beneficiaries and other stakeholders(who don’t always know what they want;who may lose interest in the effort or priorities may shift due to the urgency of other projects;and whose interests may conflict with each other)• in spite of a scarcity of resources(which are not necessarily under one’s control)• in spite of an assortment of constraints including the absence of formal authority

• achieving a quality level acceptable to the beneficiaries and other stakeholders(who don’t always know what they want;who may lose interest in the effort or priorities may shift due to the urgency of other projects;and whose interests may conflict with each other)• in spite of a scarcity of resources(which are not necessarily under one’s control)• in spite of an assortment of constraints including the absence of formal authority

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

17

What Constitutes a Project?What Constitutes a Project?

• A specified set of deliverables• A definite time span• The marshalling of resources including one or more

individuals (and other resources)

• This includes:• Formal IT development projects• Non-IT projects• Day to day activities• Non-work projects

• A specified set of deliverables• A definite time span• The marshalling of resources including one or more

individuals (and other resources)

• This includes:• Formal IT development projects• Non-IT projects• Day to day activities• Non-work projects

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

18

Aspects of Project Management -- VehicleLeadership

Self-Management

Establish Project Wrap-Up ProjectConduct Project

Project Vehicle Quality Assurance

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

19

Aspects of Project Management -- VehicleLeadership

Self-Management

Establish Project Wrap-Up ProjectConduct Project

Project Vehicle Quality Assurance

Initial Promotion

Initial Administration

PlanningDEFINITION Anticipating Worries

Secu

re R

esou

rces

Organizing

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

20

Aspects of Project Management -- VehicleLeadership

Self-Management

Establish Project Wrap-Up Project

Project PromotionProject Administration

Direct

OversightCo

ordi

nate

Conduct Project

Project Vehicle Quality Assurance

Worry Management

Initial Promotion

Initial Administration

PlanningDEFINITION Anticipating Issues

Secu

re R

esou

rces

Organizing

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

21

Aspects of Project Management -- VehicleLeadership

Self-Management

Establish Project Wrap-Up Project

Project PromotionProject Administration

Direct

OversightCo

ordi

nate

Conduct Project

Final Administration

Final Promotion

Project Vehicle Quality Assurance

Worry Disposition

Tran

sitio

n

Closure

Appraisal

Worry Management

Initial Promotion

Initial Administration

PlanningDEFINITION Anticipating Worries

Secu

re R

esou

rces

Organizing

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

22

Our Focus for TodayLeadership

Self-Management

Establish Project Wrap-Up Project

Project PromotionProject Administration

Direct

OversightCo

ordi

nate

Conduct Project

Final Administration

Final Promotion

Project Vehicle Quality Assurance

Worry Disposition

Tran

sitio

n

Closure

Appraisal

Worry Management

Initial Promotion

Initial Administration

PLANNING

Anticipating Worries

Secu

re R

esou

rces

Organizing

DEFINITION

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

23

Napkin Project DefinitionNapkin Project Definition

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

24

The Role of Project DefinitionThe Role of Project Definition

A Beacon for SuccessA Beacon for Success

To provide a well understoodand well accepted statement of what constitutes successfor a customer’s need without specifying a particular solution.

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

25

How Do You Measure Success?How Do You Measure Success?

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

26

How Do You Measure Success?How Do You Measure Success?

SPEED

RELIABILITY

QUALITY

EXPECTED FUNCTIONALITY

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

27

Success is Achieving the Business Result

Success is Achieving the Business Result

Business Driven

Expected EndResults

On time, within budget, and with expected functionality is an accomplishment. However, it is not

necessarily success.

Everything is done to

achieve some business purpose.

Success is measured

by realized business impacts.

Business Driven

Expected EndResults

On time, within budget, and with expected functionality is an accomplishment. However, it is not

necessarily success.

Everything is done to

achieve some business purpose.

Success is measured

by realized business impacts.

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

28

Avoid Jumping to SolutionsAvoid Jumping to Solutions

They want a system

coding and I’ll see what they want.

in a hurry! Start

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

29

What Advanced Strategies meansby a Project Definition

What Advanced Strategies meansby a Project Definition

a meaningful

An informal contract amongstakeholders which defines

the purpose and boundaries

of a given effort anddetermines the parameters of

and effective solution.

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

30

History of this TechniqueHistory of this Technique

¬Launching New Projects

¬Focus Sessions to get Projects which are in Trouble back on Track

¬Widely Adopted by Many Clients as Part of their Funding Process

¬Three Day Training Course

¬Launching New Projects

¬Focus Sessions to get Projects which are in Trouble back on Track

¬Widely Adopted by Many Clients as Part of their Funding Process

¬Three Day Training Course

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

31

Elements of Project DefinitionElements of Project Definition

PROJECT DEFINITIONPROJECT DEFINITION

INTENTIONS VALUES CONTEXTFOCUS

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

32

Intentions è

Values

Focus

Context

Intentions è

Values

Focus

Context

The expected end results of the project - ideally expressed in business terms; the reasons the enterprise is expending resources.

Elements of a Project DefinitionElements of a Project Definition

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

33

Elements of a Project DefinitionElements of a Project Definition

Intentions

Values è

Focus

Context

Intentions

Values è

Focus

Context

Common beliefs to be used when trade-offs must be made. For example: cost vs. speed vs. focus

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

34

Values Guide the ProcessValues Guide the Process

Values :- Quality vs. Speed

Should we “buy” more of both via:

- Additional Cost?- Additional Risk?- ...

Values :- Quality vs. Speed

Should we “buy” more of both via:

- Additional Cost?- Additional Risk?- ...

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

35

Intentions

Values

Focus è

Context

Intentions

Values

Focus è

Context

The domain of the effort; what is in scope and out of scope; whose perspective should be included during business analysis, how far into the future we should plan for, what initiatives the solution must integrate with.

Elements of a Project DefinitionElements of a Project Definition

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

36

Intentions

Values

Focus

Context è

Intentions

Values

Focus

Context è

Other parameters which should be commonly established, agreed upon and monitored during the project.e.g. Obstacles, Risks, Directions, ...

Elements of a Project DefinitionElements of a Project Definition

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37

Napkin ExerciseNapkin Exercise

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38

Uses of a Project DefinitionUses of a Project Definition

• Defines the Purpose and Boundaries of an Effort

• Builds Support and Commitment of Stakeholders

• Basis for Project Planning

• Targets the Conduct of the Project – Ensures Everyone is Moving in the Same Direction

• Identifies and Plans for Key Hurdles Up-front

• Ensures Key Terms are Commonly Understood

• Defines the Purpose and Boundaries of an Effort

• Builds Support and Commitment of Stakeholders

• Basis for Project Planning

• Targets the Conduct of the Project – Ensures Everyone is Moving in the Same Direction

• Identifies and Plans for Key Hurdles Up-front

• Ensures Key Terms are Commonly Understood

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39

Uses of a Project DefinitionUses of a Project Definition

“It’s better to spend $50,000 to find out that a project doesn’t make sense than to spend $500,000

on something that won’t get used.”*

*“Home Field Advantages”, CIO Magazine, Oct.15 1997 p 36

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40

Too Many Times Technologists Don’t Want a Project Definition, They Just Want a Project That is New,

Exciting, and Leading-Edge, …!!!

Too Many Times Technologists Don’t Want a Project Definition, They Just Want a Project That is New,

Exciting, and Leading-Edge, …!!!

Remember - Success is Meeting a Business Need

Remember - Success is Meeting a Business Need

“Uses enough Chrome to Tax the Output of the World’s Mine’s”Popular Science, 1957

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41

Even if the Project Definition costs you the Project, it can win you a

Business Partner!

Even if the Project Definition costs you the Project, it can win you a

Business Partner!

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42

Examples from Ill-Defined ProjectsExamples from Ill-Defined Projects

¬Intentions

¬Values

¬Focus

¬Context

¬Intentions

¬Values

¬Focus

¬Context

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43

Review:What are the Minimal Elements of a

Project Definition?

Review:What are the Minimal Elements of a

Project Definition?

INTENTIONS

VALUES

FOCUS

CONTEXT

INTENTIONS

VALUES

FOCUS

CONTEXT

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44

A Detailed Project DefinitionA Detailed Project Definitionpjdft003b.vsd

Project DefinitionProduct Definition **

ProcessDefinitionProject VehicleDefinition

Intentions Values

OtherProjectDefinitions

Stakeholders

BusinessSystems

BusinessInitiatives

Context

SystemicDefinitions

SystemicFacts

Assumptions

Obstacles

IssuesLatitudes Understandings Uncertainties

Risks

Opportunities

Constraints

Freedoms

Directions

Others'Contributions

IndirectDirect

Blue = Minimal Version

Red = Basic Version

Green = Detailed Version

IntentionsRanking

Focus

Breadthof

Coverage(Scope)

Perspectives

Depth(Level

ofDetail)

Universality Scope ofIntegration

Time FrameDeploymentProblem Set

AssertableStability

AssertableExtensibility

AssertableLife Span

Organizational

Geo-Political

EffortContribution

ExpectedResults

ValueList

ValueRanking

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45

Napkin Project PlanningNapkin Project Planning

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46

Our Focus for TodayLeadership

Self-Management

Establish Project Wrap-Up Project

Project PromotionProject Administration

Direct

OversightCo

ordi

nate

Conduct Project

Final Administration

Final Promotion

Project Vehicle Quality Assurance

Worry Disposition

Tran

sitio

n

Closure

Appraisal

Worry Management

Initial Promotion

Initial Administration

PLANNING

Anticipating Worries

Secu

re R

esou

rces

Organizing

DEFINITION

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47

Why Plan? – Your ExperienceWhy Plan? – Your Experience

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48

Why Plan?Why Plan?

• To provide direction or road map toward goals• Communication and coordination of team member• Allows for scheduling and provides a benchmark which you

can determine progress• Determine/demonstrate feasibility• Helps keep peace of mind (when things are laid out)• Inspires confidence• Minimizes risk• Can be reviewed and evaluated for whether it’s working• Supports process improvement

• To provide direction or road map toward goals• Communication and coordination of team member• Allows for scheduling and provides a benchmark which you

can determine progress• Determine/demonstrate feasibility• Helps keep peace of mind (when things are laid out)• Inspires confidence• Minimizes risk• Can be reviewed and evaluated for whether it’s working• Supports process improvement

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49

Project PlanningProject Planning

Project Planning includes:• Determining the overall and detailed approach to the effort; • Identifying and preparing for contingencies; and• Day to day identification of needed actions and results.

This seminar emphasizes the first of these:

¬Determining the process that is expected to be followed in conducting the project and producing its results.

Project Planning includes:• Determining the overall and detailed approach to the effort; • Identifying and preparing for contingencies; and• Day to day identification of needed actions and results.

This seminar emphasizes the first of these:

¬Determining the process that is expected to be followed in conducting the project and producing its results.

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50

What is a Plan?What is a Plan?

A definition:“A temporary,

imprecise model (or description)of a desired future process (or activity)

whose successful execution can be reasonably believed to be likely,

but is not certain.

A definition:“A temporary,

imprecise model (or description)of a desired future process (or activity)

whose successful execution can be reasonably believed to be likely,

but is not certain.

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51

Why are Plans Temporary, Imprecise and not Certain?

Why are Plans Temporary, Imprecise and not Certain?

What are the options?

• No plan

• Plan forever (to be complete and accurate)

• Treat a temporary, imprecise plan as unchangeable

• Create a temporary and imprecise plan, acknowledge it is not certain and make adjustments as knowledge is gained

What are the options?

• No plan

• Plan forever (to be complete and accurate)

• Treat a temporary, imprecise plan as unchangeable

• Create a temporary and imprecise plan, acknowledge it is not certain and make adjustments as knowledge is gained

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52

Four Key Characteristics of a PlanFour Key Characteristics of a Plan

• Honest

• Realistic

• Understandable

• Defensible

• Honest

• Realistic

• Understandable

• Defensible

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53

Three Minimum Elements of a Complete Plan

Three Minimum Elements of a Complete Plan

• What is the Process (or Activity)?

• When will it be done?

• Who will do it? (What resources will be deployed to do it?)

• What is the Process (or Activity)?

• When will it be done?

• Who will do it? (What resources will be deployed to do it?)

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54

Napkin Project PlanNapkin Project Plan

What will be done? When will it be done?What resources are

needed to do it?(e.g. who will do it?)

ResourcesID Process/Activities Schedule

1

2

3

Update all user versions

Mar 4

JohnMar 1

John & User

Sr. Analyst

P3R0001.vsd

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55

Napkin ExerciseNapkin Exercise

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56

More Involved Project PlansMore Involved Project Plans

A more involved Project Plan still contains the three basic elements.A more involved plan may:¬Incorporate more details ¬Show more interim work¬Increases the sophistication/precision of how the

plan is developed¬Include additional elements

• Precedence, Sizings, Costs, Deliverables, Schedule, …

Remember: Never forget the napkin, when the napkin is enough.

A more involved Project Plan still contains the three basic elements.A more involved plan may:¬Incorporate more details ¬Show more interim work¬Increases the sophistication/precision of how the

plan is developed¬Include additional elements

• Precedence, Sizings, Costs, Deliverables, Schedule, …

Remember: Never forget the napkin, when the napkin is enough.

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57

Using a Rolling PlanUsing a Rolling Plan

Rolling Plan Components• Historical• Working• Forecast

Note: We can also have• Historical Plans (Actuals)• Working Plans• Forecast Plans

Rolling Plan Components• Historical• Working• Forecast

Note: We can also have• Historical Plans (Actuals)• Working Plans• Forecast Plans

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58

Using the Project Definition in Planning

Using the Project Definition in Planning

What are the four elements to utilize?What are the four elements to utilize?

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59

Using the Project Definition in Planning

Using the Project Definition in Planning

Intentions¬First, design the plan to achieve these

Values¬Test and adjust the plan to handle these

Focus¬Modify and extend to cover these

Context¬Extend the contextual logs as the plan is developed and

executed

Intentions¬First, design the plan to achieve these

Values¬Test and adjust the plan to handle these

Focus¬Modify and extend to cover these

Context¬Extend the contextual logs as the plan is developed and

executed

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60

Behind the Scenes of the Napkin PlanBehind the Scenes of the Napkin Plan

1.0Determine

Typeof Plan

Purpose

9.0Implemen

t &Work the

Plan

Plan Type

6.0Explore

thePlan

Explored Plan

7.0Finalize

thePlan

Finalized Plan

3.0Model theProject'sProcess

Understandingof the Project

8.0SecureSupport

Support Secured

ProjectDefinitionCurrent

Situation

2.0Review &ConfirmProject

Definition

� Intentions� Values� Focus� Context

4.0Sizethe

Project

Project's Process

5.0Schedule

theProject

Plan

Sized Project

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61

Notes on Modeling the Project’s Process

Notes on Modeling the Project’s Process

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62

Size First, Then ScheduleSize First, Then Schedule

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63

Explore for SustainabilityExplore for Sustainability

• Does the plan make sense?• Is the plan explainable, defensible and politically sustainable?• Does the plan produce visible deliverables at appropriate

intervals to meet management’s needs and sustain interest in theeffort?

• Are the assumptions realistic and the issues reasonable?

Notes:1) Any adjustment must be realistic and explainable. 2) Continue to document assumptions, issues, etc.

• Does the plan make sense?• Is the plan explainable, defensible and politically sustainable?• Does the plan produce visible deliverables at appropriate

intervals to meet management’s needs and sustain interest in theeffort?

• Are the assumptions realistic and the issues reasonable?

Notes:1) Any adjustment must be realistic and explainable. 2) Continue to document assumptions, issues, etc.

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64

Explore the End DateExplore the End Date

Examine the end date: is it acceptable?¬If not, shift or add resources; or make other realistic

adjustments.¬Or declare the effort undoable as defined.

What Happens when we “Plan Backwards”

Notes:1) Any adjustment must be realistic and explainable. 2) Continue to document assumptions, issues, etc.

Examine the end date: is it acceptable?¬If not, shift or add resources; or make other realistic

adjustments.¬Or declare the effort undoable as defined.

What Happens when we “Plan Backwards”

Notes:1) Any adjustment must be realistic and explainable. 2) Continue to document assumptions, issues, etc.

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65

A Note on ContingenciesA Note on Contingencies

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66

Review and ConclusionReview and Conclusion

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67

Revisiting Why Project’s FailRevisiting Why Project’s Fail

How Can Project Definition Help?

How Can Project Planning Help?

How Can Project Definition Help?

How Can Project Planning Help?

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68

Revisiting Key Points from the Brochure

Revisiting Key Points from the Brochure

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69

Review of Key MessagesReview of Key Messages

Project Definition¬Before jumping to solutions, take the time to understand the

purpose (business results) and boundaries¬Remember that success is hitting the business results¬The Four Basic Elements

Project Planning¬Temporary and Imprecise Plans are Often the Best Option¬Unless you have unlimited resources - Size then Schedule¬Remember the Three Basic Elements

Project Definition¬Before jumping to solutions, take the time to understand the

purpose (business results) and boundaries¬Remember that success is hitting the business results¬The Four Basic Elements

Project Planning¬Temporary and Imprecise Plans are Often the Best Option¬Unless you have unlimited resources - Size then Schedule¬Remember the Three Basic Elements

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70

Independent Next StepsIndependent Next Steps

Practice, Practice, Practice…

Suggested Reading¬DeMarco, Tom. Controlling Software Projects. (New York: Yourdon

Press, 1982).¬Knutson, Joan and Ira Bitz. Project Management: How to Plan and

Manage Successful Projects. (New York: AMACOM, 1991).¬Lewis, James P. The Project Manager’s Desk Reference. (McGraw-

Hill, 1995).¬Meredith, Jack R. and Samuel J. Mantel, Jr. Project Management: A

Managerial Approach, Third Edition. (New York: John Wiley & Sons, Inc., 1995).

Practice, Practice, Practice…

Suggested Reading¬DeMarco, Tom. Controlling Software Projects. (New York: Yourdon

Press, 1982).¬Knutson, Joan and Ira Bitz. Project Management: How to Plan and

Manage Successful Projects. (New York: AMACOM, 1991).¬Lewis, James P. The Project Manager’s Desk Reference. (McGraw-

Hill, 1995).¬Meredith, Jack R. and Samuel J. Mantel, Jr. Project Management: A

Managerial Approach, Third Edition. (New York: John Wiley & Sons, Inc., 1995).

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71

How Can Advanced Strategies Help?How Can Advanced Strategies Help?

Upcoming Training Courses in St. Paul:

¬Project Definition, March 6-8, 2001

¬Project Leadership, April 3-5, 2001

¬Project Planning, May 1-3, 2001

Chalk Talks and Other Customized Training

Facilitating Project Definition JDAsm Sessions

Project Management Coaching

See www.advancedstrategiesinc.com for more details

Upcoming Training Courses in St. Paul:

¬Project Definition, March 6-8, 2001

¬Project Leadership, April 3-5, 2001

¬Project Planning, May 1-3, 2001

Chalk Talks and Other Customized Training

Facilitating Project Definition JDAsm Sessions

Project Management Coaching

See www.advancedstrategiesinc.com for more details

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72

Conclusion & QuestionsConclusion & Questions

Remember the Goal: These techniques will not eliminateChaos, Ambiguity, and Lack of Knowledge, but we have found these help to enable peopleto function effectively in spite of these.

Remember the Goal: These techniques will not eliminateChaos, Ambiguity, and Lack of Knowledge, but we have found these help to enable peopleto function effectively in spite of these.

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BackupBackup

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

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But Wait… There’s More!But Wait… There’s More!

¬The Project Definition is a Living Document

¬Consensus of Multiple Perspectives

¬Napkin Definition vs.

Full Definition

¬The Project Definition is a Living Document

¬Consensus of Multiple Perspectives

¬Napkin Definition vs.

Full Definition

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© Copyright 2000 All Rights Reserved • Advanced Strategies, Inc. • 444 Cedar Street, Suite 1170 • St. Paul, MN 55101Phone (651) 229-0009 • Fax (651) 229-0008 • email: [email protected] • www.advancedstrategiesinc.com

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Regarding ChangeRegarding Change

How stable (without changes) is the initial Plan?

Are changes bad?

What are the alternatives?• A stable target?• A moving target?• No target?

Remember: The World is not stationary (chaos, ambiguity, lack ofknowledge).

How stable (without changes) is the initial Plan?

Are changes bad?

What are the alternatives?• A stable target?• A moving target?• No target?

Remember: The World is not stationary (chaos, ambiguity, lack ofknowledge).