Project Planning - Goals, Objectives & Scope Statement - Summer 2024 PDF

PROJECT PLANNING Part 1 GOALS OBJECTIVES & SCOPE STATEMENT SUMMER 2024 Agenda Project Selection for Group Assignment The Initiating Process Group Project Planning Project Goals Objectives & Scheduling Project Scope Management Quiz 1 2 The Initiating Process Group What is project...

PROJECT PLANNING Part 1 GOALS OBJECTIVES & SCOPE STATEMENT SUMMER 2024 Agenda Project Selection for Group Assignment The Initiating Process Group Project Planning Project Goals Objectives & Scheduling Project Scope Management Quiz 1 2 The Initiating Process Group What is project initiating? “The initiating process group consists of those processes performed to define a new project or a new phase of an existing project by obtaining authorization to start the project or phase” (PMBOK Guide, 2017, p. 561) Deliverables that are a result of the initiating process group? Project Charter Stakeholder Register 3 The Initiating Process Group Knowledge Project Management Process Groups Areas Initiating Planning Executing Monitoring and Closing Controlling 4. Proj Integration 4.1 Develop Mgmt Project Charter 5. Proj Scope Mgmt 6. Proj Schedule Mgmt 7. Proj Cost Mgmt 8. Proj Quality Mgmt 9. Proj Resource Mgmt 10. Proj Communications Mgmt 11. Proj Risk Mgmt 12. Proj Procurement Mgmt 13. Proj Stakeholders 13.1 Identify Mgmt Stakeholders (PMBOK Guide, 2017, p. 25) 4 Project Management Truth?? - Compiled and or written by Mike Harding Roberts 5 Project Planning “The Planning Process Group consists of those processes that establish the total scope of the project, define and refine the objectives, and develop the course of action required to attain those.” (PMBOK Guide, 2017, p. 565) 6 The Planning Process Group Knowledge Project Management Process Groups Areas Initiating Planning Executing Monitoring and Closing Controlling 4. Proj Integration 4.1 Develop Project 4.2 Develop Proj Management Plan Mgmt Charter 5. Proj Scope 5.1 Plan Scope Mgmt Mgmt 5.2 Collect Requirements 5.3 Define Scope 5.4 Creat WBS 6. Proj Schedule 6.1 Plan Schedule Mgmt Mgmt 6.2 Define Activities 6.3 Sequence Activities 6.4 Estim Activity Durations 6.5 Develop Schedule 7. Proj Cost 7.1 Plan Cost Mgmt Mgmt 7.2 Estim Costs 7.3 Determine Budget 8. Proj Quality 8.1 Plan Qulity Mgmt Mgmt 9. Proj Resource 9.1 Plan Resource Mgmt Mgmt 9.2 Est Activity Resources 10. Proj Communications 10.1 Plan Comm. Mgmt Mgmt 11. Proj Risk 11.1 Plan Risk Mgmt Mgmt 11.2 Identify Risks 11.3 Perf. Qualitaive Risk Analysis 11.4 Perf. Quantitative Risk Analysis 11.5 Plan Risk Responses 12. Proj Procurement 12.1 Plan Procurement Mgmt Mgmt 13. Proj Stakeholders 13.1 Identify 13.1 Plan Stakeholder Engagement Mgmt Stakeholders (PMBOK Guide, 2017, p. 25) 7 Objective: “Something toward which work is to be directed, a strategic position to be attained, or a purpose to be achieved, a result to be obtained, a product to be produced, or a service to be performed.“(PMBOK Guide, 2017, p. 712) Specific Measurable Attainable Realistic Time bound 8  SPECIFIC Description of a precise or specific behavior outcome, linked to a rate, number, percentage or frequency What needs to be done, how will be done, who will be involved, to reach the desired specific outcome. Put another way, who is going to do how much of what by when? Example: By June 1, 2013 the Humber Project Management Student Council members will have established a local academic advisory board that meets at least every other month during the school year. 9  MEASURABLE Does the objective measure up to your standard of acceptability?...e.g. “Answer the phone quickly” vs. “Phone calls will be answered within three rings” 10  ACHIEVABLE With a reasonable amount of effort and application can the objective be achieved in the proposed timeframe? Do we understand limitations? NB: Achievable is linked to measurable. – Usually, there's no point in starting a job you know you can't finish, or one where you can't tell if when you've finished it. 11  REALISTIC Do we have the resources to achieve the result? Is it possible to achieve the objective? Can the people with whom the objective is set make an impact on the situation? Do they have the necessary knowledge, authority and skills? 12  TIME BOUND Somewhere in the objective there has to be a date (Day Month Year) for when the task has to be started (if it's ongoing) and or completed (if it's short term or project related). Simply put: No date = No good. Time vs. Duration 13  SMART OBJECTIVES… Good Not So Good Specific Vague & too many objectives Measurable Lack of performance criteria Achievable Too easy or too difficult Not linked to department priorities or Relevant & Realistic resources not available Time-bound No deadlines Discussed Imposed by manager Action-plan No follow-up 14  GROUP ACTIVITY In Groups of 4: Choose an organization (e.g. global) Research its mission (e.g. big picture) Determine a goal that is aligned to that mission Find 1 project that was recently completed Determine the project’s objectives, create SMART objectives 15 min 15  BREAK Be back in 5 Minutes 16  Project Scope Management Project Scope Management: Following are the six processes required for Project Scope Management: Plan Scope Management Collect Requirements Define Scope Create WBS Validate Scope Control Scope (PMBOK Guide, 2017, p. 129) 17  Project Scope Management Knowledge Project Management Process Groups Areas Initiating Planning Executing Monitoring and Closing Controlling 5. Proj Scope 5.1 Plan Scope Mgmt 5.5 Validate Scope Mgmt 5.2 Collect Requirements 5.6 Control Scope 5.3 Define Scope 5.4 Creat WBS (PMBOK Guide, 2017, p. 25) 18  Project Scope Management Project Scope Management: “Project Scope Management includes processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully.” (PMBOK Guide, 2017, p. 129) Project Scope Product Scope 19  Scope Project Scope: “The work performed to deliver a product, service, or result with the specified features and functions. The term “project scope” is sometimes viewed as including product scope.” (PMBOK Guide, 2017, p. 131) Product Scope: “The features and functions that characterize a product, service, or result.” (PMBOK Guide, 2017, p. 131) 20  Project Scope Statement Project Scope Statement: “The project scope statement is the description of the project scope, major deliverables, and exclusions. The project scope statement documents the entire scope, including project and product scope. It describes the project‘s deliverables in detail. …” (PMBOK Guide, 2017, p. 154) “… Product scope description … Deliverables … Acceptance criteria … project exclusions …” (PMBOK Guide, 2017, p. 154) 21  Scope Definition Projects Clear Unclear Scope Scope What Project What Project Methodology? Methodology? 22 Alexander, M. (2018, June 19). Agile project management: 12 key principles, 4 big hurdles. Retrieved from https://www.cio.com/article/3156998/agile-project-management-a-beginners-guide.html.  Project Scope Management The Project Lifecycle: The Project Management Body of Knowledge states that a project lifecycle could be: Predictive (most of the course/PMBOK Guide) Adaptive (Module 7) 23  Scope Management - Adaptive Projects with significant uncertainty with evolving requirements go through agile scope management: Where less time is intentionally spent to define and agree on scope at the early stages of the project. Process is developed for the on-going discovery and refinement of requirements. Experience is that there is often gap between the real business requirements and the business requirements that were originally stated; hence agile methods intentionally build and review prototypes and release versions in order to refine the requirements, which constitutes the backlog. In agile approaches, scope is defined and redefined throughout the project. 24 (PMBOK Guide, 2017, p. 133)  A Comparison (Kukhnavets, 2016)  The Planning Process Why Plan? Does not decrease implementation time. “Ready, Fire, Aim” – Tom Peters (In Search of Excellence) – do not use this The right approach? “Aim, Ready, Fire” What is included in the project plan? 26  Project Stages How much time should each phase take? Expressed as a % of total project time, best practice 1 suggests…: 27  Planning Process Group 28 (PMBOK Guide, 2017, p. 566)  Planning Contents of a Project Plan (at least …) Overview Objectives (SMART) General Approach (methodology, tools, techniques) Contracted Aspects (existing templates/processes) Schedule Resource Requirements (HR and physical) Personnel (#, skills) Evaluation Methods (success criteria) Risk Management Plan (identify and plan for risk) 29  Planning Example (IT) Feasibility Study Requirements Gathering Design Unit Test System Integration Test Client Acceptance Test Delivery & Maintenance 30  Planning When you are picked as the PM for a Project: Understand the objectives of the project (charter) Understand the priority within organization (resource competition) Identify the sponsors and managers with major interest in this project Determine what, if anything, about the project is atypical Determine if a feasibility study was performed Determine what, if any, contractual agreements were signed 31  Planning The Project Kick-Off Meeting Introduction of the PM – conducted by Senior Management Chair the meeting - PM Outline the project goals Clarify the expectations of all parties Create a commitment by all those who influence the project’s outcome. Homework: PMBOK research: large vs. small project kickoff def (midterm) 32  Planning Hierarchical Planning Process Typically, the L3 lowest level of the tasks L2 will have a L3 duration of 2 days to 2 weeks L3 L2 L1 L3 L2 L3 PM Functional Team Leads Manager Experts 33  The Project Action Plan Content of the Project Action Plan: Project activities identified and arranged in various levels, in detail. Estimates of duration to accomplish each task. Estimates of type and quantity of project resources required for each activity. Milestone information. Data that will allow tasks to be sequenced so that the set will be completed in the shortest possible time (predecessor relationships) 34  Project Action Plan Template ID Task Name Predecessor Duration Start Finish Resources 1 Identify project objectives 1 day 28-Aug-24 28-Aug-24 PM 2 Develop preliminary scope 1 3 days PM 3 Gather requirements 2 5 days BA 4 Build architectural diagram 3 3 days Architect 5 Develop test plan 3 5 days QA 6 Build code 4 20 days Dev 7 Develop test case matrix 5 5 days QA 8 Unit test the code 5, 6 3 days QA/Dev 9 System integration test 6,7 6 days QA 10 Client acceptance test 9 10 days QA/Client 11 Build implementation plan 10 2 days PM/BA 12 Build maintenace plan 10 3 days PM/Dev 13 Production acceptance test 10 5 days Operations 14 Go Live 11, 13 0 days 35 15 Transition to support 12, 14 1 day PM  Milestone “… a significant point or event in the project. … Milestones have zero duration because they represent a significant point or event.” (PMBOK Guide, 2017, p.186) No duration No resource 36  Planning for Agile Projects Planning for iteration-based agile projects will based on: “Pull” methodology, where work is pulled based on the team’s capacity and the size of each user-story. If team size is reduced due to vacations, holidays, sick, etc., the intake of work will also be reduced to ensure that the team can complete the work within one iteration. Agile teams plan in iterations and deliver in increments; learn and then re- plan in an ongoing cycle. (PMBOK Guide, 2017, p. 55) 37  Group Assignment – Description (Groups visible in Blackboard) 38 For Next Class Read Module 3 slides Bring Laptop for Quiz 2 & in-class assignment! Have functioning fully licensed Excel on your laptop Check if MS Project works on your Laptop 39  Quiz Blackboard/Assessments/Quizzes/Quiz 1 10 min / automatic submission 40 THANK YOU. References Project Management Institute. (2017). A Guide to the Project Management Body of knowledge (PMBOK guide) (6th ed.). Project Management Institute, Inc. Kukhnavets, P. (2016, November 24). Agile vs Waterfall: Pros and Cons, Differences and Similarities. Ganttpro. https://blog.ganttpro.com/en/waterfall-vs-agile-with- advantages-and-disadvantages/ 42