Failing to plan

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Plan the Work
Failing to plan
is planning to fail.
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Project Management Process

• Project Team Commitment
• Management Endorsement

• Project Description
• Team Mission/ Assignment
• Major Milestones
• Boundaries
• Team Identification
• Roles Responsibilities
• Measures of Success
• Operating Guidelines

• Work Breakdown Structure (WBS) / Master
  Deliverables List (MDL)
• Task Planning Scheduling
• Budget
• Risk Planning
• Communication Plan
• Change Management Plan
• Quality (QA/QC) Plan
• Transition Closure Plan

• Implement Transition Plan
• Review Lessons Learned
• Reward Recognize
• Archive

• Managing Scope, Schedule Budget
• Manage Risks
• Manage Change
• Communicate
• Progress
• Issues
• Lessons Learned

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Plan the Work Process Map
ToolsForms
WSDOT Project Management On-Line Guide
Overview
On-Line Guide
Project Management Plan
Develop Project Performance Baseline
Identify Project Phases/Sub-Phase (Levels 1 2)
Identify the Processes (Level 3) Identify the
Deliverables (Level 4) Reorder if needed
Define Tasks Sequence the Tasks Estimate the
Durations Identify Performers Establish
Dependencies Add Resource Constraints
Estimate and Verify Time/Cost Balance
Assignments, Schedule and Budgets
Project Performance Baseline Work Breakdown
Structure Performance Baseline Schedule
Budget Risk Management Plan Change Management
Plan Quality (QA/QC) Plan Communication Plan
Transition and Closure Plan
Risk Planning
Work Breakdown Structure (WBS) Master
Deliverables List (MDL)
Budget
Task Planning and Scheduling
Change Management Plan
Quality Plan (QA/QC)
Communication Plan
Initiate and Align
Endorse the Plan
Transition and Closure Plan
Overview
Process
Overview
Process
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Plan the Work
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Plan the Work
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Plan the Work
Develop WBS using the MDL
TOOLS
INPUT
PRODUCTS

• Master Deliverables List (MDL)

Completed Initiate Align Worksheet
Completed Work Breakdown Structure
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Work Breakdown Structure
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PDIS
Master Deliverables List (MDL)
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PDIS Project Delivery Information System
(using Project Scheduler 8 (PS8)
In part, this came from a simple question
How can we improve the communication,
coordination, management of multiple projects?

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Project Delivery Information System (PDIS)
Implementation Teams
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PDIS
Money
Time
SCHEDULE
BUDGET
Resources
SCOPE
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Plan the Work
Master Deliverables List
Provides consistent terminology or a list of
parts for your project. The project team
determines which parts and how to assemble
them. Then build a project WBS - like a fine
running machine.
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Master Deliverables List
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MDL Structure
Level 1
Construction
Pre-Construction
Phase
Level 2
Processes
Level 3
Deliverables
Level 4
Deliverables (in some cases)
Level 5-10
Tasks
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Process of elimination
Customize the MDL to your project

• Identify Project Phase
• Identify the Processes
• Identify the Deliverables
• Reorder if needed,child/parent relationships

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Plan the Work
Task Planning and Scheduling
TOOLS
INPUT
PRODUCTS

• TPW
• PDIS

• Completed Initiate Align Worksheet
• Completed WBS

Performance Baseline Schedule for Endorsement
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Task Planning Terminology
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Plan the Work
Task Planning

• Define the task

• Estimate durations

• Identify Dependencies

• Assign Resources

• Resource constraints

• Estimate cost

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Plan the Work
Network Logic Diagrams
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(No Transcript)
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Plan the Work
Project Performance Baseline Schedule
Endorsement
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Plan the Work
Validate Project Budget
TOOLS
INPUT
PRODUCTS

• PDIS
• UCO
• WSF
• CPMS

• Completed Initiate Align Worksheet
• Completed WBS
• Performance Baseline Schedule for Endorsement

• Updated Project Budget
• Project Aging Report

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Plan the Work
Resource Loaded Schedule vs. CPMS
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Plan the Work
Aging Reports
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Plan the Work
Spending Curve (S curve)
50,000 40,000 30,000 20,000 10,000 0
Time
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Plan the Work
Develop Risk Management Plan
TOOLS

• Risk Mgmt. Plan Template
• Sample RMP
• CREM

PRODUCTS
INPUT

• Completed Risk Management Plan

• Completed Initiate Align Worksheet
• Previously identified PMP elements

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Risk Planning Terminology
Plan the Work

• Risk is an uncertain event, if it occurs, has a
  positive or negative effect.
• Risk Response Strategy is a pre-planned approach
  to address risk events should they occur
  designed to enhance opportunities and reduce
  threats to a projects objectives.

PMBOK, 2000 edition
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Risk Planning Terminology
Plan the Work

• Triggers, or warning signs, indicate a risk has
  occurred or is about to occur.
• Risk Mitigation seeks to reduce the probability
  and/or impact of a risk.

PMBOK, 2000 edition
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Risk Management Plan
Plan the Work

• Determine Level of Risk Assessment
• Identify Risk
• Qualitative Risk Analysis
• Quantitative Risk Analysis
• Risk Response Strategy
• Risk Monitor Control

wwwi.wsdot.wa.gov/Design/CREM/
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Risk Response Strategies Tools Techniques
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Plan the Work
Analysis Tools Techniques
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Qualitative Risk Analysis
Probability Impact Matrix
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EXAMPLE 1
IDENTIFIED RISK Budget is exceeded by 10.
Probability LOW
Impact High
Project Risk Profile Green Zone
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EXAMPLE 2
IDENTIFIED RISK Survey data incomplete or
inaccurate.
Probability Low
Impact High
Project Risk Profile YELLOW ZONE
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EXAMPLE 3
IDENTIFIED RISK Quality problems due to
inexperienced staff, employee turnover and/or
lack of quality management plan.
Probability High
Impact High
Project Risk Profile RED ZONE
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Plan the Work
Communication Plan
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Plan the Work
Develop Communication Plan
TOOLS
INPUT

• Communication Plan Template
• Sample Communication Plan

PRODUCTS

• Completed Initiate Align Worksheet
• Previously identified PMP elements

Completed Project Communication Plan
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Plan the Work
Communication

• Who needs the information?
• What information do they need?
• When do they need the information?
• How will the information be provided to them?
• Formal or Informal?

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Plan the Work
Communication
The exchange of information to the relevant
parties (including ideas, expectations, goals,
commitments, requirements, recommendations, and
status) is vital to project success.
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Plan the Work
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Plan the Work
Communication Channels
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Plan the Work
Communication Process
Personality Screen
Perception Screen
Source
Encoder
Receiver
Message
Decoder
Feedback
Personality Screen
Perception Screen
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How many lines of Communication?
Plan the Work
n(n-1)/2
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n the number of people on the project
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Plan the Work
How many lines of Communication?
n(n-1)/2??
14(14-1)/2 91
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Plan the Work
How many lines of Communication?
15(15-1)/2 105
105 91 14
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Communication Plan
Plan the Work
Other Considerations

• Project Performance Baseline
• Risk Management Plan
• Change Management Plan
• Quality Plan
• Transition Closure Plan

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Change Management Plan
The roadmap for decision making when change
occurs.
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Plan the Work
Develop Change Management Plan
TOOLS
INPUT

• Change Mgmt. Plan Template
• Sample Change Mgmt. Plan
• PCR

PRODUCTS

• Completed Initiate Align Worksheet
• Previously identified PMP elements

Completed Change Mgmt. Plan
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Change Management Plan
The roadmap for decision making when change
occurs.
Project Performance Baseline components
Change Management Thresholds Triggers
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Change Management Plan
The roadmap for decision making when change
occurs.
Document processes for change management
Identify, report, track potential change issues
Establish change tracking log
Identify Endorsement requirements
Update the Project Performance Baseline
Gain Endorsement
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Plan the Work
Formal Processes Procedures

• Review procedures thresholds
• Consult with
• Region Management
• Program Management
• Project Control Reporting
• Use the Project Control Form (as required)

http//wwwi.wsdot.wa.gov/ProjectReporting/
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Whats the value in Updating the Project
Management Plan?
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Roadtrip! Seattle to Boston
Baseline
THE Plan
Baseline

• The Plan
• I-90
• 10 days
• 2500.

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• The Plan
• I-90
• 10 days
• 2500.

• Deviation from Plan
• Options
• Get back on plan
• Revise plan to show new intent

Progress Check -
I-82 to Yakima?
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Roadtrip! Seattle to Boston
Baseline
Revision 1
Revision 2
THE Plan
The Plan
The Plan
Proposed Revision 3
Baseline

• Revision 1
• SLC
• CHI
• I-90
• 10 days
• 2500.

• Revision 2
• DNV
• St Louis
• Ohio I-90
• 12 days
• 3000.

• The Plan
• I-90
• 10 days
• 2500.

• Rev 3
• Myrtle Beach, SC.
• 15 days
• 4000.

Archive
Archive
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Plan the Work
The purpose of the Quality Plan is to document
the projects quality standards and goals and to
provide a baseline against which the Quality
Assurance / Quality Control efforts of the
Project Team may be compared.
TOOLS
INPUT

• WSDOT Std. Specs.
• Quality Plan Template
• Sample Quality Plan

PRODUCTS

• Completed Initiate Align Worksheet
• Previously identified PMP elements

Completed Quality Plan
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Quality (QA/QC) Plan
Plan the Work

• Review the Project Performance Baseline
• Identify applicable Quality standards
• Design Documentation Checklist
• Design Matrices
• List the work elements standards
• Review with performing staff

The purpose of the Project Quality Plan is to
document the projects quality standardsto
provide a baseline against which the QA/QC
efforts of the project team may be compared.
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WSDOT Quality Assurance Control
Plan the Work

• Quality Assurance the process of evaluating
  overall project performance on a regular basis to
  provide confidence that the project will satisfy
  the relevant quality standards.
• Quality Control the process of monitoring
  specific project results to determine if they
  comply with relevant quality standards and
  identifying ways to eliminate causes of
  unsatisfactory performance.

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Why do we need a Quality Plan?
Plan the Work

• Consistency
• Value
• Avoidance of Rework
• Responsibilities

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Transition Closure Plan

• The Transition and Closure Plan outlines points
  in the project at which formal transition and
  closure activities will take place, the
  requirements of the transition and the
  responsible organization, and the process steps
  that will be taken to accomplish an efficient and
  effective transition.

Begin with the End in Mind!
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Plan the Work
Develop Transition Closure Plan
TOOLS

• Transition Closure Plan Template
• Sample Transition Closure Plan

INPUT
PRODUCTS
Previously identified PMP elements
Completed Transition Closure Plan
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Transition Closure

• Transition the process of changing from one
  phase to another.

• Closure the act or process of closing, a finish
  or end.

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Transition Closure Plan
Plan the Work

• Establish Transition/Closure Points
• Scoping to Pre-Construction
• Pre-Construction to Construction
• Construction Complete
• Develop Acceptance Criteria
• Demobilization Strategies
• Staff reassignment
• Facilities, equipment, services
• Roles responsibilities

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Lessons Learned
Plan the Work

• Identify processes to document, report, compile
• Establish Team activities responsibilities
• Report lessons learned

Lessons Learned System wwwi.wsdot.wa.gov/IPD/WSDO
TLessonsLearned.htm
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Archive
Plan the Work

• Review WSDOT requirements
• Design Manual
• Design Documentation Checklist
• Others?
• Develop archiving instructions
• Identify documents to be retained
• Where should they be stored?
• For how long?
• Who is responsible?

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Reward Recognize
Plan the Work
Financial Closure

• Review requirements procedures

• Review WSDOT policy
• Identify target performance metrics
• Individual
• Team
• Rewards and recognition for exemplary performance
• Develop a budget

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Transition Closure Plan
Plan the Work

• Schedule Closure
• Track activities performed
• Ensures activities are not overlooked
• Shelf Projects
• Expedites start-up and completion process.
• Update throughout the process

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Transition Closure Plan

• Work Breakdown Structure (WBS) / Master
  Deliverables List (MDL)
• Task Planning Scheduling
• Budget
• Risk Planning
• Communication Plan
• Change Management Plan
• Quality (QA/QC) Plan
• Transition Closure Plan

• Implement Transition Plan
• Review Lessons Learned
• Reward Recognize
• Archive

Begin with the End in Mind!