Outcome Plans 11 Feb09 Purpose of an Outcome

Outcome Plans 11 -Feb-09

Purpose of an Outcome Plan An outcome plan is a tool that helps in the definition, communication and scoping of a project. – ensures focus is on the desired outcomes of an initiative from a business perspective – defines the associated intermediate outcomes that are required to achieve the desired business outcomes – defines the activities to create the intermediate outcomes that lead to the desired business outcomes Outcome Plan 11 -Feb-09 2

Outcome Plan Example Create & Purchase Material List Design Fence W/ Neighbour Input Fence Design Complete Demolish Existing Fence Assume Neighbour Stains His Side of Fence Fencing Materials Purchased Build And Stain Fence Landscape Materials List Complete Design Deck / Pagoda Design Complete Select Hot Tub Submit Building Permit Backyard Improvement Outcome Plan Version 1. 0 Validated By: Date: 2009 -02 -10 Purchase Landscape Materials Deck & Pagoda Materials Ready Design Landscaping Prepared By: bob Swan Fence Complete Property Ready for Fence Construction Remove Existing Landscaping as Needed Design Pagoda to Fit Hot Tub And Deck Improved Privacy & Security of Back Yard Landscape Materials Ready Build Deck Create & Purchase Deck/Pagoda Material List Building Permit Approved Perform Landscape Work Landscaping Complete Deck Complete Pagoda Complete Build Pagoda on Deck for Hot Tub Acquire Hot Tub Ready for Installation Legend Intermediate Outcome Targeted Final Outcome Activity Assumption Increased Property Value Set Up Hot Tub Improved Quality of Life Hot Tub Operational Family Uses the Back Yard More Increased Usage of Outdoor Space

How an Outcome Plan Supports a Project • Creates the basis for a business case – end outcomes define benefits that can be quantified – activities help define work that will cost $ and resources • Assists in defining project scope by identifying activities that may add significant costs without significantly adding value • Intermediate outcomes help define the project deliverables • Assists in defining the solution – may be various options to create the defined deliverables/intermediate outcomes • Assists in the creation of the project plan by showing the activities and the relationships between them • Assists in project communication by providing a high-level picture of the project to all stakeholders Outcome Plan 11 -Feb-09 4

How to Create an Outcome Plan 1. Start with a session to define the desired outcomes with the appropriate stakeholders. 2. Work from right to left to define what is needed for intermediate outcomes/capabilities/deliverables to support the desired outcomes. 3. Define the activities that are required to create the intermediate outcomes. 4. Identify the relationships/dependencies between activities and outcomes. 5. Identify the Assumptions that must be met to realize primary outcomes 6. Have stakeholders review the draft and provide comments. 7. Make changes based on comments if required. • You can do your outcome plan as a group session. One person should lead the session and create a draft of the outcome plan from the session notes. • An outcome plan is best approached as a brainstorming whiteboard session (with movable sticky notes). • You may need more than one session for complex topics. Outcome Plan 11 -Feb-09 5

Outcome Plan – How to Create It Step 1: Identify the desired outcomes. Improved Privacy & Security of Back Yard Increased Property Value Improved Quality of Life Backyard Improvement Outcome Plan Version 1. 0 Prepared by: Bob Swan Validated by: Date: 2009 -02 -10 Increased Usage of Outdoor Space Legend Intermediate Outcome Targeted Final Outcome Activity Assumption

Outcome Plan – How to Create It Step 2: Identify the components needed to achieve those outcomes. Improved Privacy & Security of Back Yard Fence Complete Landscaping Complete Increased Property Value Deck Complete Pagoda Complete Improved Quality of Life Hot Tub Operational Backyard Improvement Outcome Plan Version 1. 0 Prepared by: Bob Swan Validated by: Date: 2009 -02 -10 Increased Usage of Outdoor Space Legend Intermediate Outcome Targeted Final Outcome Activity Assumption

Outcome Plan – How to Create It Design Fence w/ Neighbour Input Step 3: Look at what’s Create & Fencing needed for. Materials each component. Purchase Material List Purchased Fence Design Complete Demolish Existing Fence Build And Stain Fence Improved Privacy & Security of Back Yard Fence Complete Property Ready for Fence Construction Landscaping Complete Increased Property Value Deck Complete Pagoda Complete Improved Quality of Life Hot Tub Operational Backyard Improvement Outcome Plan Version 1. 0 Prepared by: Bob Swan Validated by: Date: 2009 -02 -10 Increased Usage of Outdoor Space Legend Intermediate Outcome Targeted Final Outcome Activity Assumption

Outcome Plan – How to Create It Step 4: Build on each component. Create & Purchase Material List Design Fence w/ Neighbour Input Fencing Materials Purchased Fence Design Complete Demolish Existing Fence Build And Stain Fence Improved Privacy & Security of Back Yard Fence Complete Property Ready for Fence Construction Landscaping Complete Design Deck Design Pagoda to Fit Hot Tub and Deck & Pagoda Materials Ready Deck / Pagoda Design Complete Select Hot Tub Submit Building Permit Backyard Improvement Outcome Plan Version 1. 0 Prepared by: Bob Swan Validated by: Date: 2009 -02 -10 Build Deck Create & Purchase Deck/Pagoda Material List Deck Complete Build Pagoda on Deck for Hot Tub Building Permit Approved Increased Property Value Pagoda Complete Improved Quality of Life Hot Tub Operational Increased Usage of Outdoor Space Legend Intermediate Outcome Targeted Final Outcome Activity Assumption

Outcome Plan – How to Create It Create & Purchase Material List Design Fence w/ Neighbour Input Fencing Materials Purchased Fence Design Complete Demolish Existing Fence Step 4: Continue building on each component. Build And Stain Fence Improved Privacy & Security of Back Yard Fence Complete Property Ready for Fence Construction Landscaping Complete Design Deck Design Pagoda to Fit Hot Tub and Deck & Pagoda Materials Ready Deck / Pagoda Design Complete Select Hot Tub Submit Building Permit Backyard Improvement Outcome Plan Version 1. 0 Prepared by: Bob Swan Validated by: Date: 2009 -02 -10 Build Deck Create & Purchase Deck/Pagoda Material List Building Permit Approved Deck Complete Build Pagoda on Deck for Hot Tub Acquire Hot Tub Ready for Installation Targeted Final Outcome Set Up Hot Tub Pagoda Complete Improved Quality of Life Hot Tub Operational Increased Usage of Outdoor Space Legend Intermediate Outcome Increased Property Value Activity Assumption

Outcome Plan – How to Create It Step 4: Continue building on Create & component. Fencing each Design Fence w/ Neighbour Input Purchase Material List Materials Purchased Fence Design Complete Demolish Existing Fence Build And Stain Fence Landscape Materials List Complete Design Deck / Pagoda Design Complete Select Hot Tub Submit Building Permit Backyard Improvement Outcome Plan Version 1. 0 Validated by: Date: 2009 -02 -10 Purchase Landscape Materials Deck & Pagoda Materials Ready Design Landscaping Prepared by: Bob Swan Fence Complete Property Ready for Fence Construction Remove Existing Landscaping as Needed Design Pagoda to Fit Hot Tub And Deck Improved Privacy & Security of Back Yard Landscape Materials Ready Build Deck Create & Purchase Deck/Pagoda Material List Building Permit Approved Perform Landscape Work Landscaping Complete Deck Complete Build Pagoda on Deck for Hot Tub Acquire Hot Tub Ready for Installation Targeted Final Outcome Set Up Hot Tub Pagoda Complete Improved Quality of Life Hot Tub Operational Increased Usage of Outdoor Space Legend Intermediate Outcome Increased Property Value Activity Assumption

Outcome Plan – How to Create It Step 5: Add dependencies. Create & Purchase Material List Design Fence w/ Neighbour Input Fencing Materials Purchased Fence Design Complete Demolish Existing Fence Build And Stain Fence Landscape Materials List Complete Design Deck / Pagoda Design Complete Select Hot Tub Submit Building Permit Backyard Improvement Outcome Plan Version 1. 0 Validated by: Date: 2009 -02 -10 Purchase Landscape Materials Deck & Pagoda Materials Ready Design Landscaping Prepared by: Bob Swan Fence Complete Property Ready for Fence Construction Remove Existing Landscaping as Needed Design Pagoda to Fit Hot Tub And Deck Improved Privacy & Security of Back Yard Landscape Materials Ready Build Deck Create & Purchase Deck/Pagoda Material List Building Permit Approved Perform Landscape Work Landscaping Complete Deck Complete Build Pagoda on Deck for Hot Tub Acquire Hot Tub Ready for Installation Targeted Final Outcome Set Up Hot Tub Pagoda Complete Improved Quality of Life Hot Tub Operational Increased Usage of Outdoor Space Legend Intermediate Outcome Increased Property Value Activity Assumption

Outcome Plan – How to Create It Create & Purchase Material List Design Fence W/ Neighbour Input Fence Design Complete Demolish Existing Fence Assume Neighbour Stains His Side of Fence Fencing Materials Purchased Build And Stain Fence Landscape Materials List Complete Design Deck / Pagoda Design Complete Select Hot Tub Submit Building Permit Backyard Improvement Outcome Plan Version 1. 0 Validated By: Date: 2009 -02 -10 Fence Complete Purchase Landscape Materials Deck & Pagoda Materials Ready Design Landscaping Prepared By: bob Swan Improved Privacy & Security of Back Yard Property Ready for Fence Construction Remove Existing Landscaping as Needed Design Pagoda to Fit Hot Tub And Deck Step 7: Step 6: Add assumptions. draft; circulate for review. 1 st Landscape Materials Ready Build Deck Create & Purchase Deck/Pagoda Material List Building Permit Approved Perform Landscape Work Landscaping Complete Deck Complete Pagoda Complete Build Pagoda on Deck for Hot Tub Acquire Hot Tub Ready for Installation Legend Intermediate Outcome Targeted Final Outcome Activity Assumption Increased Property Value Set Up Hot Tub Improved Quality of Life Hot Tub Operational Family Uses the Back Yard More Increased Usage of Outdoor Space

Additional Tips • Identify all key target outcomes. • Find the right level of detail. • Use multiple layers for specific portions of complex projects. – This can support creation of the project plan / work breakdown structure. • Perfection is not the target; accuracy is. There are diminishing returns. • Organize the flow to support clarity of understanding. • Use your outcome plan as a tool throughout the initiative to – track status, – support project scoping and structuring decisions, and – support stakeholder communication. • Use a connector to indicate a component continued onto another page. Outcome Plan 11 -Feb-09 14

Using The Outcome Plan – Arranging Work Create & Purchase Material List Design Fence w/ Neighbour Input Fence Design Complete Demolish Existing Fence Assume Neighbour Stains His Side of Fence Fencing Materials Purchased Build and Stain Fence Landscape Materials List Complete Design Deck / Pagoda Design Complete Select Hot Tub Submit Building Permit Backyard Improvement Outcome Plan Version 1. 0 Purchase Landscape Materials Deck & Pagoda Materials Ready Design Landscaping Prepared by: Bob Swan Landscape Materials Ready Build Deck Create & Purchase Deck/Pagoda Material List Building Permit Approved Perform Landscape Work Landscaping Complete Acquire Hot Tub Ready for Installation Legend Hot Tub Deck/Pagoda Fence Landscape Increased Property Value Deck Complete Pagoda Complete Build Pagoda on Deck for Hot Tub Validated by: Date: 2009 -02 -10 Fence Complete Property Ready for Fence Construction Remove Existing Landscaping as Needed Design Pagoda to Fit Hot Tub and Deck Improved Privacy & Security of Back Yard Set Up Hot Tub Improved Quality of Life Hot Tub Operational Family Uses the Back Yard More Increased Usage of Outdoor Space

Using The Outcome Plan – Depicting Status Create & Purchase Material List Design Fence w/ Neighbour Input Fence Design Complete Demolish Existing Fence Assume Neighbour Stains His Side of Fence Fencing Materials Purchased Build And Stain Fence Landscape Materials List Complete Design Deck / Pagoda Design Complete Select Hot Tub Submit Building Permit Backyard Improvement Outcome Plan Version 1. 0 Validated by: Date: 2009 -02 -10 Purchase Landscape Materials Deck & Pagoda Materials Ready Design Landscaping Prepared by: Bob Swan Fence Complete Property Ready for Fence Construction Remove Existing Landscaping as Needed Design Pagoda o Fit Hot Tub And Deck Improved Privacy & Security of Back Yard Landscape Materials Ready Build Deck Create & Purchase Deck/Pagoda Material List Building Permit Approved Perform Landscape Work Landscaping Complete Deck Complete Pagoda Complete Build Pagoda on Deck For Hot Tub Acquire Hot Tub Ready for Installation Legend At Risk Partially at Risk Not Started Complete Increased Property Value Set Up Hot Tub Improved Quality of Life Hot Tub Operational Family Uses the Back Yard More Increased Usage of Outdoor Space

The PMBOK • “Project Management Body of Knowledge” – sum of knowledge within the profession of project management – used to document and standardize generally accepted project management information and practices • produced by the Project Management Institute • revised and reprinted every 4 years – fourth edition has just been released Outcome Plan 11 -Feb-09 17

PM Knowledge Areas & Process Groups PM Process Groups / Knowledge Area Processes Initiating Process Group Planning Process Group Executing Process Group Monitoring & Controlling Process Group Closing Process Group Project Management Integration Develop Project Charter Develop Prelim Project Scope Statement Develop Project Management Plan Direct and Manage Project Execution Monitor and Control Project Work Integrated Change Control Close Project Scope Management Scope Planning Scope Definition Create WBS Scope Verification Scope Control Project Time Management Activity Definition & Sequencing Resource Estimating Duration Estimating Schedule Development Schedule Control Project Cost Management Cost Estimating Cost Budgeting Cost Control Project Quality Management Quality Planning Perform Quality Assurance Perform Quality Control Project HR Management Human Resources Planning Acquire Project Team Develop Project Team Manage Project Team Project Communications Management Communications Planning Information Distribution Performance Reporting Manage Stakeholders Project Risk Management Planning Risk Identification Qualitative / Quantitative Risk Analysis Risk Response Planning Project Procurement Management Plan Purchases and Acquisitions Plan Contracting Outcome Plan Risk Monitoring and Control Request Seller Responses Select Sellers 11 -Feb-09 Contract Administration Contract Closure 18

In conclusion. . . follow process and progress will follow. Outcome Plan 11 -Feb-09 19

Questions? Contact us at deliver. it@ucalgary. ca or 210 -8792 Next PMCP: Visit our web-site at www. ucalgary. ca/deliver. it Time Management Tips Wed, Mar 11, 2009 Thank you for coming! Outcome Plan 11 -Feb-09 20

The end. Outcome Plan 11 -Feb-09 21