Project Planning Unveiled

Transcription

1 Project Planning Unveiled Mark Norman Oxford University Computing Services 16 November An introduction? Me a project manager? You?? This isn't a technical course! Although we will have a look at software? Pragmatic Project planning for those in the University? A (fairly) new course Feedback very welcome? Please try to think of your own examples 2 Structure of this course? We plan... 1 st hour What is a project (and what isn't) Types of projects (and your examples) Defining your project (the main criteria) The vocabulary! Project Brief (and aims and objectives) Pre-planning (e.g. at the bid stage?) Scope, aims objectives and constraints Work-packages Our first gantt chart (using Microsoft Project) 3 OUCS courses 1

2 Structure of this course? We plan... 2 nd hour Risk assessment Gantt charts and dependencies More demonstration with Microsoft Project Critical path Resources (people) Assigning tasks and scheduling Work packages Milestones PMs: Technical, or non-tech? Resources and courses 4 Structure of this course? We plan... 3 rd hour Planning down into the details: what's the point? Estimating completion times Tracking progress When things go wrong... Playing with the open source 'Planner' (ex. Mr Project) Anything else: up to you! 5 We don't have time for...? A lot of project management stuff But there's a fair overlap? Cost benefit analysis? (Much about) stakeholders and success? The project board? Working in teams? etc. 6 OUCS courses 2

3 What we hope to learn today? What is a project?? Thinking about objectives realistically? Approaching the different kinds of common projects? Some of the jargon!? Gantt charts and critical path? Objective: Try to get you to the stage where you re ready to teach yourself the use of planning software? Demonstrate the use of software (and let you have a go at the end) 7 Any particular questions? 8 What is a project? 9 OUCS courses 3

4 What is a project?? Projects should have: specific outcomes definite start and end dates a budget? Does that work at a University? Bricklaying projects? (all building blocks known) Discovery (research projects)? (don't know what we're going to find) 10 Types of projects? Bricklaying a known procedure? e.g. plan, buy machine, test, decomission old, install new, train users? e.g. plan, buy materials, dig footings, build wall, liaise with customer? Research lots of unknowns? e.g. plan, investigate a, investigate b, test a, write reports on a and b, build prototype, final report typically 4 or 5 phase:? Conceive, Define/plan, Scoping, Research, Report? Expressed as a bid for research 11 Vocabulary!? Champion? Critical Path? Gantt? Milestone? PERT? Project? Project brief? Programme? Scope Scope creep? SMART?Sponsor?Stakeholder?Statement of Work (SOW)?Task?Workpackage Glossary at 12 OUCS courses 4

5 Early planning? Project brief A concise expression of the purpose (aims etc.), cost, time and performance requirements/constraints for a project.? Useful to achieve very early The outline project plan as part of a funding bid? The initial thoughts for a bricklaying project? Need to think about the main objective And then the lesser aims and objectives? If you can t write it down clearly, how on earth? 13 Defining your project? It's got to be clear, or else you'll never know when it's finished!? Quantity, quality, cost, time, resources, final outcome? A clear objective (nearly SMART) have a usable brick wall outside the house... produce a report that has appraised all of the available technologies to...? (you may have assumed that you will need to do more, but the report with some quantity and quality measures is the final outcome) 14 5 min break? REALLY 5 minutes! 15 OUCS courses 5

6 Planning down into the details? Get as detailed as you can You can always change it later? Often a battle with more technical or knowledgeable colleagues? You need this To make decent estimates To try not to forget anything To be able to re-schedule (and re-prioritise) later when things go wrong 16 Exercise? Estimate the mileages for the three work packages. From Oxford: Southern deliveries? Abingdon, Newbury, Brighton, London, Wareham Western deliveries? Swindon, Bristol, Worcester, Camelford, Llandybie Northern deliveries? Leeds, Banbury, Liverpool, Hexham, Edinburgh? Some of these are going to be such stabs in the dark, is it worth doing at all? 17 Types of projects (a reminder)? Bricklaying a known procedure? e.g. plan, buy machine, test, decomission old, install new, train users? e.g. plan, buy materials, dig footings, build wall, liaise with customer? Research lots of unknowns? e.g. plan, investigate a, investigate b, test a, write reports on a and b, build prototype, final report typically 4 or 5 phase:? Conceive, Define/plan, Scoping, Research, Report? Expressed as a bid for research 18 OUCS courses 6

7 Considering risk...? Always the least popular part? Make it quick and simple to achieve? Funders are asking for risk assessments and contingency plans etc. don't let it become an onerous job (but take it seriously)? Many ways of assessing risk Formal methods? Review similar projects? Brainstorm 19 Risk assessment? An example, simple method: Threat Likelihood Key staff leave 1 Expertise unavailable at key times 2 Stakeholders reject basic design 2 Unforeseen hardware problem 2 Inability to recruit 'expert' 3 20 Risk assessment? An example, simple method: Threat Severity Key staff leave 3 Expertise unavailable at key times 2 Stakeholders reject basic design 3 Unforeseen hardware problem 2 Inability to recruit 'expert' 3 21 OUCS courses 7

8 Risk assessment? An example, simple method: Threat Likelihood Severity Factor Key staff leave Expertise unavailable at key times Stakeholders reject basic design Unforeseen hardware problem Inability to recruit 'expert' Risk assessment? Look in more depth at anything with a score of 6 or above? Spell out the risk? Spell out your mitigation measures Risk: Stakeholders reject basic design There is a moderate chance that the stakeholders will reject the basic design and this could have a severe effect on progress. Mitigation: As part of the project design, we have given extra time for requirements gathering and also have scheduled much time and effort for feedback at milestone points. 23 An exercise? Imagine you are planning the building of a small wall outside your building. It isn t very large and the bricklaying will take about 6 days. Use the graph paper provided to draw out a very simple plan. Divide the project into: Preparation Construction Finishing? To save time, use the tasks given in the example on the screen? Put them in order on your graph paper and decide upon their dependencies (We re going to add in resources and move things around a bit in a moment)? You have 5 minutes! 24 OUCS courses 8

9 What has that taught us?? Gantt charts? Tasks? Work packages? Dependencies? Critical path? Resources Effort-driven tasks Fixed duration tasks? Re-scheduling as we think it through? (Good) Software is useful at this stage 25 What t y p e of PM?? Technical?? Non-technical?? It s about your role in the project Never mind what your skills are What is most appropriate? 26 Tracking progress? Something to be done at the end?? Not relevant in our environment?? Do it on set dates It is part of the project It s your job make sure you do it? Things will go wrong You need to re-schedule (it s normal!) +/- 20% is OK if everything balances out 27 OUCS courses 9

10 When things go wrong? Staff changes Almost certain for some projects? Always allow or hide some slack OK for the project?? Slipping deadlines Is there a pattern? (or is it part of the +/- 20%?) Do you need to re-schedule or re-plan?? Scope change Bad Watch out for it Different scope or objectives = different project! 28 5 min break? REALLY 5 minutes this time! 29 Exercises!? Please start up the Planner software Listed under Office Project Management on the Knoppix CD? Try to use the example in the handouts first, to get the hang of things Then try to put in your own example.? See me if you want to save your work? The CDs are yours to keep 30 OUCS courses 10

11 Resources? Within the University: Project management lunchtime and day-long seminars? Higher Education Leadership Foundation for Higher Education - some resources and training etc. (Was previously Higher Education Staff Development Agency See 31 Resources (2)? British Educational Research Association Project Management Institute (International) (Education SIG for the PMI)? International (academic) research into PM, based in Manchester. rethinkpm 32 T h e s e resources? Includes:? Slides? Examples? MS Project files (May get some circular relationship errors: just ignore) 33 OUCS courses 11

12 Project Planning Unveiled A Project Definition (Sunny and Kim Baker) A project is a sequence of tasks with a beginning and an end that are bounded by time, resources and desired goals. This means that a project has a specific, desired, outcome; a deadline or target date when the project must be finished; and a budget that limits the amount of people, supplies and money that can be used to complete the project. 16 November 2006

13 Project Planning Unveiled Glossary Term Champion Critical Path Gantt Milestone PERT Programme Project Project brief Scope Scope creep SMART Sponsor Notes An end user representative often seconded into a project team. Someone who acts as an advocate for a proposal or project. Sequence of activities through a project network from start to finish, the sum of whose durations determines the overall project duration. Note: there may be more than one such path. (The path through a series of activities, taking into account interdependencies, in which the late completion of activities will have an impact on the project end date or delay a key milestone.) Particular type of bar chart showing planned activity against time A key event. An event selected for its importance in the project. Note: milestones are commonly used in relation to progress. (A milestone is often chosen to represent the start of a new phase or the completion of a major deliverable. They are used to monitor progress at summary level. Milestones are activities of zero duration). Programme evaluation and review technique. PERT is a project management technique for determining how much time a project needs before it is completed. Each activity is assigned a best, worst, and most probable completion time estimate. These estimates are used to determine the average completion time. The average times are used to calculate the critical path and the standard deviation of completion times for the entire project. A broad effort encompassing a number of projects and/or functional activities with a common purpose. Unique set of co-ordinated activities, with definite starting and finishing points, undertaken by an individual or organisation to meet specific objectives within defined time, cost and performance parameters. Statement that describes the purpose, cost, time and performance requirements/constraints for a project. (Usually drawn up before the project plan). The scope is the sum of work content of a project. (The breadth and depth of the project). Any change in a project scope that requires a change in the project s cost or schedule. (MN: Objectives or outputs, howsoever interesting, being sought now that were not anticipated at the outset of the project and/or arguably are beyond the reasonable scope of the project.) Specific, Measurable/Verifiable, Achievable (Realistic), Relevant, Time-bound Individual or body for whom the project is undertaken and who is the primary risk taker. 16 November 2006

14 Project Planning Unveiled Term Stakeholder Statement of Work (SOW) Task Work Breakdown Structure (WBS) Work package Notes A person or group of people who have a vested interest in the success of an organisation and the environment in which the organisation operates. (Project stakeholders are people or organisations who have a vested interest in the environment, performance and/or outcome of the project.) A document stating the requirements for a given project task (official British Standard definition). More usually, a contractuallike document covering finances and outputs/objectives, and which may refer to other documents (including the project plan). Interested parties usually agree on the SOW before beginning work. The smallest indivisible part of an activity when it is broken down to a level best understood and performed by a specific person or organisation. A list of tasks that, if completed, should produce the desired output. A group of related tasks that are defined at the same level within a work breakdown structure. 16 November 2006

15 Project Planning Unveiled Some keys to success Stakeholders Project champion Project board The project team Budget Role/type of project manager Having assessed the risks Realistic objectives Everyone working to personal strengths Being realistic about constraints Assess risks Other projects Be realistic! Communicating all of the above at the outset 16 November 2006

16 ID Task Name Duration 1 Early Investigations 40 days 2 Lit. search of other research 2 wks 3 Identify areas of interest 1 wk 4 Feedback from experts 3 wks 5 Identify sites for research 5 wks 6 S c o p e 35 days 7 Contact researchers on site 3 wks 8 Second round of lit. researc 2 wks 9 Finalising with researchers 1 wk 10 Write up scope doc. 1 wk 11 P l a n n i n g 17 days 12 Draft research plan 2 days 13 Arrange accommodation 1 wk 14 Arrange flights 1 wk 15 Final arrangements 1 wk 16 E x e c u t i o n 95 days 17 Travel and settling in 1 wk 18 Observe lions site A 6 wks 19 Observe lions site B 6 wks 20 Finalise hypotheses 1 wk 21 Second obs. Site A 2 wks 22 Second obs. Site B 2 wks 23 Pack up and return 1 wk 24 C l o s i n g 17 days 25 Further lit. searches 1 wk 26 Discussion with experts 2 wks 27 Collate notes and observati 2 days 28 R e p o r t 40 days 29 Summary lit review 2 wks 30 Methodological chapter 2 wks 31 Findings 2 wks 32 Conclusions 1 wk 33 Paper for Nature! 1 wk 34 Relax! 0 days Qtr 4, 2006 Qtr 1, 2007 Qtr 2, 2007 Qtr 3, 2007 Qtr 4, 2007 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Early Investigations L i t. s e a r c h o f o t h e r r e s e a r c h Identify areas of interest F e e d b a c k f r o m e x p e r t s Identify sites for research C o n t a c t r e s e a r c h e r s o n s i t e S e c o n d r o u n d o f l i t. r e s e a r c h Finalising with researchers W r i t e u p s c o p e d o c. D r a f t r e s e a r c h p l a n Arrange accommodation Arrange flights S c o p e Final arrangements Travel and settling in Observe lions site A P l a n n i n g Observe lions site B F i n a l i s e h y p o t h e s e s S e c o n d o b s. S i t e A S e c o n d o b s. S i t e B P a c k u p a n d r e t u r n Further lit. searches D i s c u s s i o n w i t h e x p e r t s C o l l a t e n o t e s a n d o b s e r v a t i o n s Summary lit review E x e c u t i o n M e t h o d o l o g i c a l c h a p t e r C l o s i n g F i n d i n g s C o n c l u s i o n s P a p e r f o r N a t u r e! R e p o r t 2 3 / 1 0 Project: ResearchProjectSample3 Date: Wed 08/11/06 Task Progress Summary Rolled Up Task Rolled Up Progress Split Project Summary Group By Summary Milestone Rolled Up Milestone External Tasks Deadline Page 1

17 ID Task Name Duration Start 1 Preparations 1 day? Thu 16/11/06 2 Measure area 1 day? Thu 16/11/06 3 Calculate materials 1 day? Thu 16/11/06 4 Prepare estimate 1 day? Thu 16/11/06 5 Order materials 1 day? Thu 16/11/06 6 Deliver materials 1 day? Thu 16/11/ Construction 1 day? Thu 16/11/06 9 Dig footings 1 day? Thu 16/11/06 10 Bricklaying 1 day? Thu 16/11/06 11 Pointing 1 day? Thu 16/11/ Finishing 1 day? Thu 16/11/06 14 Painting 1 day? Thu 16/11/06 15 Tidying/troubleshooting 1 day? Thu 16/11/06 16 Liaise with customer 1 day? Thu 16/11/06 W T F Project: BrickWallProjectTasksBtNoTi Date: Wed 08/11/06 Task Split Progress Milestone Summary Project Summary External Tasks External Milestone Deadline Page 1

18 TASK NAME TIME M Tu W Th F S S M Tu W Th F S S M Tu W Th F S S M Tu W Th F S S M Tu W Th F S S M Tu W Th F S S M Tu W Th F S S M Tu W Th F S S M Tu W Th F S S M Tu W Th F S S