Fast Start For Projects Electric Dipole Moment Project

Purpose & Objectives Define the project management conventions Develop input for the preliminary project

Workshop Ground Rules Respect each person Criticize ideas, not people Keep an open mind

Project Management Life-Cycle Fast Start for Projects [FS/p] Selection/ Initiation Definition Planning Execution Closure

Project Definition It is a temporary endeavor Has a Start and Finish date It

Project Tradeoffs & Constraints SCOPE SCHEDULE BUDGET (RESOURCES) Task: 5 Copyright © 2003 PM

Project-Specific Roles Project Sponsor (1) A senior manager who “owns” & champions the project

Basic Project Team Organization Customer Sponsor Project Manager Finance Planning, Integration & Control Core

Project Requirements Overall project requirements define a specific capability, in terms of its required

Key Project Stakeholders: Individuals and organizations who are actively involved in the project or

Project Objective Statement What are we going to do? Why are we doing it?

Project Deliverables: The intermediate and final specific, measurable and tangible outputs. PLANS PRODUCTS SERVICES

Risk Assessment Matrix IMPACT PROBABILITY RISK Low Medium High In Plan Medium Low Medium

Work Breakdown Structure Sample Work Breakdown Structure The top level represents the total project

The Schedule The schedule is a graphic picture of the major tasks comprising the

Fundamental Scheduling Concepts END Duration = Business days to do the work Effort =

Milestones Task: 9 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All

Why Project Management? Project management is the quickest, most cost- effective, and lowest-risk method

Network Logic Diagram (Task Board) Activity Finish-To-Start (FS) Start FS FS Activity D Activity

Outline & Planning Sequence FS/p Selection/ Initiation CD - 0 • Identify need •

Milestone on Post-It Note ™ Select design winner — Paul Heinz Task: 9 Copyright

Activity on Post-It Note ™ Design manufacturing software — John Smith Start title with

Post-It Note With Duration ™ Design manufacturing software — 100 workdays John Smith Task:

Post-It Note With Effort ™ Design manufacturing software — 100 workdays John Smith 600

Finish-to-Start (FS) FS Activity A Activity B cannot start until Activity A finishes Task:

Lag FS Activity A Activity B FS + 10 workdays Activity C Activity B

No Dangles! All Activities Must Have Relationships Activity FS Start FS FS Activity D

Number Each Post-It Note ™ Activity FS Activity #1 FS Start#9 FS D Activity

Project Budget Task: 10 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford.

Overall Project Schedule Task: 10 Copyright © 2003 PM tec, Inc; D. Sankey; D.

Project Schedule By WBS Task: 10 Copyright © 2003 PM tec, Inc; D. Sankey;

Project Schedule by Critical Path Task: 10 Copyright © 2003 PM tec, Inc; D.

Project Schedule By Responsible Person Task: 10 Copyright © 2003 PM tec, Inc; D.

The Project Process FS/p Selection/ Initiation Definition Phase 0 Phase 1 Sponsor Approval Planning

Minimum Documentation Task: 11 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford.

Slides: 36

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Fast Start For Projects Electric Dipole Moment Project Facilitator: Douglas Sankey Project Manager: Deputy Project Manager: Dr. Martin Cooper John P. Tapia Task: Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 1

Purpose & Objectives Define the project management conventions Develop input for the preliminary project plan Identify next-steps to CD-1 Task: Introduction Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 2

Workshop Ground Rules Respect each person Criticize ideas, not people Keep an open mind Question & participate Attend all sessions and be on time One conversation at a time Keep your sense of humor Silence all pagers and cell phones! 80% is enough for now Task: Introduction Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 3

Project Management Life-Cycle Fast Start for Projects [FS/p] Selection/ Initiation Definition Planning Execution Closure Task: Introduction Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 4

Project Definition It is a temporary endeavor Has a Start and Finish date It produces a unique product or service It has specific objectives and deliverables It is governed by constraints It is defined by a project plan Task: 2 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 5

Project-Specific Roles Project Sponsor (1) A senior manager who “owns” & champions the project in the organization. Project Manager (1) Core Team Members (4 -7) [Project Office & Subsystem Mgrs] Project extended team members (number varies) Collaborators Functional/Line/Department Managers Stakeholders (Multiple) Task: 1 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 7

Basic Project Team Organization Customer Sponsor Project Manager Finance Planning, Integration & Control Core Team Member #1 Core Team Member #2 Core Team Member #3 Core Team Member #4 Task: 1 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 8

Project Requirements Overall project requirements define a specific capability, in terms of its required performance. Define what an asset must achieve. Foundation for the acquisition and are formally controlled. Evolve during concept exploration and design into increasing levels of detail. Connect the solution to the need. Task: Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 9

Key Project Stakeholders: Individuals and organizations who are actively involved in the project or whose interests cause them to have expectations. Stakeholders may positively or negatively influence the project outcome. List all significant stakeholders The most important stakeholder is the customer! Identify the project impact on the Stakeholder (high/low) Identify Stakeholder influence on the project (high/med/low) Identify key stakeholders that MUST be involved in scope determination & finalization Assign team members to manage individual stakeholders Task: 3 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 10

Project Objective Statement What are we going to do? Why are we doing it? When will it be done? Where will it be done? What resources are required How will it be judged? Task: 4 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 11

Project Deliverables: The intermediate and final specific, measurable and tangible outputs. PLANS PRODUCTS SERVICES PROCESSES Task: 6 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 12

Risk Assessment Matrix IMPACT PROBABILITY RISK Low Medium High In Plan Medium Low Medium High Low Ignore Low Medium Task: 7 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 13

Work Breakdown Structure Sample Work Breakdown Structure The top level represents the total project Project XYZ Design Prelim. Drawings Materials Fabricate Activity "n" Tooling Install Work Package "n" Inspection Placement Level 0 Level 1 Alignment Level 2 Level 3 Activity "n" Activities Task: 8 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 14

The Schedule The schedule is a graphic picture of the major tasks comprising the project (taken from the WBS) that are logically arranged, with their dependencies identified, and fitted to an actual calendar so that calendar start and completion dates can be determined. (1) Network [Task-board]: B A C END (2) Gantt Chart: D E END Task: 9 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 15

Fundamental Scheduling Concepts END Duration = Business days to do the work Effort = Raw labor hours to do the work Task: 9 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 16

Why Project Management? Project management is the quickest, most cost- effective, and lowest-risk method to achieve scope, schedule and cost results for work that is temporary in nature and will result in a unique product or service. It is a world-wide proven business process that produces results if applied in a formal, standardized and disciplined manner, consistent with established DOE standards. Task: Introduction Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 18

Network Logic Diagram (Task Board) Activity Finish-To-Start (FS) Start FS FS Activity D Activity FS Activity End FS FS FS I Activity FS Task: 9 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 19

Outline & Planning Sequence FS/p Selection/ Initiation CD - 0 • Identify need • Evaluate possible solutions • Select appropriate solution • Present Business Case OK Definition CD - 1 Establish preliminary organization Identify stakeholders Define objectives Risk assessment Define scope of work OK Planning OK CD - 2 Execution CD - 3 Derive WBS • Launch project Prepare initial schedule • Monitor, track & report progress Establish Core Team • Manage risks & issues Optimize detailed schedule • Manage stakeholders & customers Update risk assessment • Verify objectives met Closure CD - 4 • Finalize handover process • Evaluate project • Close out project • Propose follow-on projects • Prepare final reports • Approval to close Task: Introduction Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 20

Activity on Post-It Note ™ Design manufacturing software — John Smith Start title with a verb Design Create Assemble Study Core team member name No duration (yet) Task: 9 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 22

Lag FS Activity A Activity B FS + 10 workdays Activity C Activity B is Finish-to-Start with Activity A But Activity C cannot start until 10 days after Activity A finishes (a lag of 10 days). Task: 9 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 26

No Dangles! All Activities Must Have Relationships Activity FS Start FS FS Activity D Activity FS Activity End FS FS FS I Activity FS Activity ? FS Task: 9 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 27

Number Each Post-It Note ™ Activity FS Activity #1 FS Start#9 FS D Activity FS #3 #2 #11 FS Activity #4 #5 Activity #6 #7 #8 FS FS I End #10 #12 FS FS Task: 9 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 28

The Project Process FS/p Selection/ Initiation Definition Phase 0 Phase 1 Sponsor Approval Planning Execution Closure Phase 2 Phase 3 Phase 4 Program Office Approval Sponsor Approval Customer Signoff Intermediate Reviews Task: 11 Copyright © 2003 PM tec, Inc; D. Sankey; D. Padelford. All rights reserved. 35