Project Management Project Planning Overview WBS Tasks Network

Project Management Project Planning Overview WBS, Tasks, Network diagram Resources, Scheduling neil@minkley. fr

Project life cycle detailed summary Advisability study Feasibility study Business case Charter Planning Execution Budget Schedule Scope Closure Project supervision Project plan Plan implementation Requirements Product creation Product launch Project team Contractors Content creation Requirements Design Software coding Integration Testing & Acceptance Deployment

Requirements specification > Planning Advisability study Feasibility study Business case Charter Planning Budget Schedule Scope Execution Closure Project supervision Project plan Requirements Plan implementation Product creation Product launch

Project: getting from A to B A B

Project: getting from A to B A Ø B How do we get there?

Project: getting from A to B A B Ø How do we get there? Ø What does it require?

Project: getting from A to B A B Ø How do we get there? Ø What does it require? Ø How long will it take?

Project: getting from A to B A B Ø How do we get there? Ø What does it require? Ø How long will it take? Ø How much will it cost?

Project: getting from A to B A B Ø How do we get there? Ø What does it require? Ø How long will it take? Ø How much will it cost? Ø What are the risks?

Project: getting from A to B A B Ø Ø How do we get there? Ø What does it require? Ø How long will it take? Ø How much will it cost? Ø What are the risks? How should the project be executed, monitored & controlled?

Project: getting from A to B A Ø B Do it!

Project: getting from A to B A B Ø Do it! Ø Make sure you do it right!

Project: getting from A to B A B Ø Do it! Ø Make sure you do it right! Ø Report back regularly!

Project plan (1) Advisability study Feasibility study Business case Charter Planning Budget Schedule Scope Execution Closure Project supervision Project plan Plan implementation Requirements Product creation Product launch Road map for project execution, based on. . . Ø in-depth analysis of requirements A Ø identification and evaluation of the various components of the project B

Project plan (2) Advisability study Feasibility study Business case Charter Planning Budget Schedule Scope Execution Closure Project supervision Project plan Requirements Plan implementation Product creation Product launch Ø Detailed and comprehensive Ø Master plan incorporating several subsidiary plans

Project planning areas Scope (Requirements) Procurement Resources Quality Risks Communications Cost (Budget) Time (Schedule)

Project planning processes Define scope & collect requirements Plan procurements Develop human resource plan Plan risk management, identify & analyze risks Plan quality Plan communications Determine budget Estimate costs Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Define scope & collect requirements Scope & Requirements: Ø defined before the planning stage Ø may be reviewed and refined at project execution time

From scope/requirements to schedule Define scope & collect requirements Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Create WBS (1) Define scope & collect requirements Work Breakdown Structure Ø Subdivision of work into manageable components Ø Higher levels = phases, subprojects, work areas, work packages Ø Lower level = tasks work packages or Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Create WBS (2) Define scope & collect requirements Work Breakdown Structure Ø “ 100% rule”: Define tasks Sequence tasks ü all of the work to be done (no less, no more) Ø Text outline and/or Create WBS diagram Estimate task resources Estimate task durations Develop schedule

Create WBS (3) Define scope & collect requirements Work Breakdown Structure Ø Fundamental project management tool Ø Reference for other planning processes Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Create WBS (4) Define scope & collect requirements Work Breakdown Structure Ø Revisions may be necessary Ø Initial WBS = baseline for change control Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Create WBS (5) Define scope & collect requirements Work Breakdown Structure Ø Input = requirements Ø Help from experts Ø Experience from previous, similar projects Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Ø Imagination! Develop schedule

Major phases of product creation Content creation Requirements Design Software coding Integration Testing & Acceptance Deployment Ø Generally appear in the project’s WBS

Influence of model/methodology (1) V model Acceptance testing Acceptance test plan Requirements System design Unit design Integration & System testing Integration test plan Unit testing Implementation

Influence of model/methodology (2) Spiral model Risk analysis Requirements Prototyping Coding Customer evaluation Testing

Influence of model/methodology (3) Requirements Design Content creation & Software coding Integration Testing & Acceptance Deployment

Example: WBS of EHM initial project Tools Data architecture DTDs Editing tools Data consistency verification tools Technical support to editors Technical interface with developers Content List of entries Writing/editing Media sourcing Software Training of developers Requirements Design specs Hiring Implementation Media captions Integration of content Timeline Proofreading Text & media indexing Text & media linking Planning Organization Animation scripting & coding Quiz Project Mgmt Testing Acceptance Delivery Procurement Quality assurance Risk mgmt Reporting & Communication Interfacing w/ Mktg & Sales Supervision Closure

Example: WBS of localization project Product training for translators Bilingual glossary creation User interface translation Help translation Administrator’s & Teacher’s guides translation & illustration Testing (proofreading) Integration & Integration testing Project management Project closure

Example: WBS of other project Design Perform functional & UI design Review & agree upon design Perform technical design Review design after prototype acceptance, agree on changes to be made, make technical design changes Sample data preparation & delivery Test case preparation Software coding Prototype Final version Delivery of software for testing Prototype Final version Testing, bug fixing & acceptance Prototype Final version Deployment Project closure Project management

Example: Project EXONE (Contractor's WBS) Requirements Design Review requirements Perform design Agree on requirements Agree on design Coding & Integration Alpha version Content subset Final version Complementary content Testing & Acceptance Internal Beta version Alpha version Deployment Project management Project closure Prepare test plan & test cases Beta version Final version

Example: Project EXONE (Client's WBS) Requirements Software Design Review & agree on requirements w/ contractor Discuss & agree on design w/ contractor Software implementation Alpha version Beta version Final version Content creation & integration Creation, proofreading, preparation & delivery to contractor Content subset Complementary content Testing & Acceptance Alpha version Prepare test plan & test cases Beta version Deployment Overall project management Project closure Final version

Questions?

Project planning processes Define scope & collect requirements Plan procurements Develop human resource plan Plan risk management, identify & analyze risks Plan quality Plan communications Determine budget Estimate costs Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

From scope/requirements to schedule Define scope & collect requirements Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Tasks (1) Define scope & collect requirements Ø Tasks are the basic components of work packages Ø The “ 100% rule” applies to tasks in a WP Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Tasks (2) Define scope & collect requirements Task attributes: ü identifier ü description ü resource requirements ü duration Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations ü start and end dates ü etc. Develop schedule

Sequence tasks Define scope & collect requirements Ø Determine and document (chrono)logical relationships between project tasks Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Define & Sequence tasks (1) Define scope & collect requirements Defining & sequencing tasks made easier by first drawing a network diagram Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Define & Sequence tasks (2) Network diagram Define scope & collect requirements Ø nodes = tasks Create WBS Define tasks Ø arrows = relationships Sequence tasks between tasks Estimate task resources Task B Task A Task E Task C Task D Estimate task durations Develop schedule

Diagram example: online store creation Agree on requirements & site design Establish list of items Set up logistics & administrative processes Determine price of each item Make pictures of items Write short description of each item Translate item descriptions Write sales terms & conditions Translate sales terms & conditions Code (program) site Integrate content Project management Integrate payment system Test & debug site Accept & Publish site Close project

Diagram example: localization (1) Product training Preliminary tasks (details in next diagram) Bilingual glossary User interface translation Help translation Make screen shots Admin & Teacher’s guides and courses translation and illustration

Diagram example: localization (2) Study the product’s user interface Discuss & agree on terminology Develop the bilingual glossary Translate the Glossary section of Help Translate the Tools Description document

Network diagram example: EHM editorial project progress - 15/6/96 Develop data engineering, editing & content management tools SW Development Design -> 15/2/96 -> 24/6/96 Establish nomenclature Define topic tree -> 15/2/96 -> 31/7/96 Restructure and rewrite existing articles Prototype -> 31/7/96 Digitize articles Proofread articles -> 15/5/96 Update & enhance language dictionary -> 15/7/96 Alpha version -> 31/8/96 Choose sources for articles Write new articles -> 15/7/96 -> 15/2/96 Specify data structure Capture handwritten articles Capture corrections -> 31/7/96 Mark up text (SGML) Create DTD -> 15/6/96 Define & procure multimedia assets Assign topics to texts -> 15/9/96 -> 30/6/96 Create multimedia assets -> 31/7/96 -> 15/10/96 Write captions -> 15/7/96 Digitize pictures -> 31/8/96 -> 15/12/96 -> 30/11/96 Write scenarios for animations, interactive drawings and timeline Beta version Release candidate Assign topics to multimedia assets -> 15/1/97 -> 30/11/96 Establish links between texts and multimedia assets -> 30/11/96 Master -> 1/2/97

Background diagram example: EHM AXIS Encyclopedia EHM textual content building Language dictionary: Ø 65, 697 entries Ø incl 3, 649 encyclopedic articles Proper nouns: Ø 29, 548 entries Total encyclopedic dictionary: Ø 95, 245 entries Ø 33 million characters Other articles: Ø 1, 300 entries Ø 44. 5 million characters 65, 697 definitions “as is” 2, 268 articles transformed 24, 610 articles “as is” 4, 938 articles transformed Documents transformed and/or restructured: Ø 6, 724 articles Ø 28. 5 million characters Total encyclopedia: Ø 96, 545 entries Ø 77. 5 million characters Additional entries: Other sources Other encyclopedic sources: Ø EGH Ø Grolier Canada Ø Quillet Ø La Nature Ø AXIS & GH annual updates 13, 181 articles “as is” Ø 5, 162 articles Ø 14. 5 million characters Creations: Ø 2, 429 articles Ø 3. 6 million characters EHM CD-ROM Ø Language dictionary: § 65, 697 entries § 15 million characters Ø Encyclopedic articles: § 34, 710 entries § 60 million characters Ø Total encyclopedia: § 100, 407 entries § 75 million characters

Other network diagram example Functional & UI design Design review, & agreement on changes Design review, adjustment & agreement Technical design Sample data preparation & delivery Prototype coding Final version coding Delivery of prototype software Delivery of final software Testing Prototype bug fixing Final version bug fixing Final test & acceptance of prototype Final test & acceptance of final version Test case preparation Overall project management Implementation of design changes Deployment Project closure

Reminder: EXONE (Contractor's WBS) Requirements Design Review requirements Perform design Agree on requirements Agree on design Coding & Integration Alpha version Content subset Final version Complementary content Testing & Acceptance Internal Beta version Alpha version Deployment Project management Project closure Prepare test plan & test cases Beta version Final version

EXONE: Contractor's network diagram (1) Review, complete & agree on requirements & plan Perform & agree on design Prepare test plan & test cases Coding Internal testing & bug fixing Receive content subset Integrate content subset Produce Alpha version WBS Alpha testing & bug fixing Coding Receive complementary content Internal testing & bug fixing Integrate complementary content Produce Beta version Beta testing & bug fixing Produce Final version Final testing, bug fixing & acceptance Deployment Project management Closure

EXONE: Contractor's network diagram (2) Review, complete & agree on requirements & plan Perform & agree on design Prepare test plan & test cases Coding Internal testing & bug fixing Receive content subset Integrate content subset Produce Alpha version Alpha testing & bug fixing Coding Receive complementary content Internal testing & bug fixing Integrate complementary content Produce Beta version Beta testing & bug fixing Produce Final version Final testing, bug fixing & acceptance Deployment Project management Closure

Reminder: EXONE (Client's WBS) Requirements Software Design Review & agree on requirements w/ contractor Discuss & agree on design w/ contractor Software implementation Alpha version Beta version Final version Content creation & integration Creation, proofreading, preparation & delivery to contractor Content subset Complementary content Testing & Acceptance Alpha version Deployment Project management Project closure Prepare test plan & test cases Beta version Final version

EXONE: Client's network diagram (1) Review, complete & agree on requirements & plan Discuss & agree on design Coding Create, proofread, prepare & deliver content subset Integrate content subset Produce Alpha version WBS Alpha testing & bug fixing Prepare test plan & test cases Coding Create, proofread, prepare & deliver complementary content Integrate complementary content Produce Beta version Beta testing & bug fixing Produce Final version Final testing, bug fixing & acceptance Deployment Overall project management Closure

EXONE: Client's network diagram (2) Review, complete & agree on requirements & plan Discuss & agree on design Coding Create, proofread, prepare & deliver content subset Integrate content subset Produce Alpha version Alpha testing & bug fixing Prepare test plan & test cases Coding Create, proofread, prepare & deliver complementary content Integrate complementary content Produce Beta version Beta testing & bug fixing Produce Final version Final testing, bug fixing & acceptance Deployment Overall project management Closure

Diagram > Task list ex: EXONE - Contractor Part 1 Review, complete & agree on requirements & plan Perform & agree on design Prepare test plan & test cases Coding Internal testing & bug fixing Receive content subset Integrate content subset Produce Alpha version Part 2 Alpha testing & bug fixing Coding Receive complementary content Internal testing & bug fixing Integrate complementary content Produce Beta version Beta testing & bug fixing Produce Final version Final testing, bug fixing & acceptance Deployment Project management Closure

Diagram > Task list ex: EXONE - Client Part 1 Review, complete & agree on requirements & plan Discuss & agree on design Coding Create, proofread, prepare & deliver content subset Integrate content subset Produce Alpha version Alpha testing & bug fixing Prepare test plan & test cases Coding Create, proofread, prepare & deliver complementary content Integrate complementary content Part 2 Produce Beta version Beta testing & bug fixing Produce Final version Final testing, bug fixing & acceptance Deployment Overall project management Closure

Task list example: EXONE - Contractor Ø Level 1 = Project Ø Level 2 = Work packages (WPs) Ø Level 3 = Tasks

Task list example: EXONE - Client Ø Level 1 = Project Ø Level 2 = Work packages (WPs) Ø Level 3 = Tasks

Task list examples: project EXONE (1)

Task list examples: project EXONE (2) Suited to MS Project, Suited to MS Project not to Project. Libre and to Project. Libre

Task list examples: project EXONE (3)

Task list examples: project EXONE (4) Suited to MS Project, Suited to MS Project not to Project. Libre and to Project. Libre

Questions?

From scope/requirements to schedule Define scope & collect requirements Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Sequence, resources, durations, schedule Define scope & collect requirements Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Interdependent processes Sequence tasks Develop schedule Estimate task resources Estimate task durations

Duration vs Workload (example 1) Ø Workload = 3 person-days Ø Duration = 3 days 1 1 1 Ø Duration = 1 day 1 2 3

Duration vs Workload (example 2)

Interdependence: example (1) Tasks to be performed: ü write 3 articles ü translate 3 articles Assumptions: ü 1 person-day to write an article ü 1 person-day to translate an article Ø Total workload = 6 person-days

Interdependence: example (2) Logical task sequence: 1) write articles 2) translate articles Resource assumptions: ü 1 writer ü 1 translator Write 3 articles Translate 3 articles W T Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Workload = 6 person-days | Duration = 6 days

Interdependence: example (3) Additional assumption: ü translation can begin as soon as one article has been written Write 3 articles W Translate 3 articles T Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Workload = 6 person-days | Duration = 4 days

Interdependence: example (4) Different resource assumption: ü 3 writers and 3 translators available Write article 1 Translate article 1 W 1 T 1 Write article 2 Translate article 2 W 2 T 2 Write article 3 Translate article 3 W 3 T 3 Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Workload = 6 person-days | Duration = 2 days

Questions?

Sequence, resources, durations, schedule Define scope & collect requirements Interdependent processes Sequence Tasks Create WBS Define tasks Sequence tasks Estimate task resources Develop schedule Estimate task durations Develop schedule

Sequencing ex. : EXONE - Contractor (1) MS Project

Sequencing ex. : EXONE - Contractor (2) Project. Libre

Sequencing ex. : EXONE - Client (1) MS Project

Sequencing ex. : EXONE - Client (2) Project. Libre

Precedence diagramming method (PDM) Finish-to-Start (FS) Task A Start-to-Start (SS) Task A Task B Finish-to-Finish (FF) Task B Start-to-Finish (SF) Task A Task B

Lags & Leads Finish-to-Start (FS) Task A < lag > Task B Start-to-Start (SS) Task A < lag > Task B Finish-to-Finish (FF) Task A < lead > Task B

SS & FF / Lag & Lead ex. : EXONE - CTR

SS & FF / Lag & Lead ex. : EXONE - CLT

Questions?

Sequence, resources, durations, schedule Define scope & collect requirements Interdependent processes Sequence Tasks Create WBS Define tasks Sequence tasks Estimate task resources Develop schedule Estimate task durations Develop schedule

Estimate task resources (1) Define scope & collect requirements Ø Identify and evaluate the types and quantities of resources required to carry out each task: ü people, facilities, materials, equipment, supplies, services, etc. Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Estimate task resources (2) Define scope & collect requirements Ø Expert judgment and experience Ø Projects knowledge base Ø Advice from people who have done similar work Ø Simulations Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Estimate task resources (3) Define scope & collect requirements Ø Alternative approaches Ø Make or buy Ø Project schedule and resource availability constraints Ø Relationship between resources and duration Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Estimate task resources (4) Define scope & collect requirements Ø Human resources Ø Offices (building, floor space, furniture…) Ø Workstations (computers and software licences) Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Estimate task resources (5) Define scope & collect requirements Ø Servers, hosting service, domain name rental, etc. Ø Printers, scanners, audiovisual equipment, etc. Ø Documentation (reference books, etc. ) Ø… Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Estimate task resources (6) Define scope & collect requirements Ø Availability of human resources Create WBS Define tasks may be less than 100% for a given task or set of tasks… Sequence tasks Estimate task resources ü but no more than 100%*! * there may be exceptions. . . Estimate task durations Develop schedule

Estimate task resources (7) Define scope & collect requirements Ø Task resource list: ü people (skills, roles & responsibilities) ü equipment ü materials Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations ü etc. Develop schedule

Resource sheet example: EXONE - CTR Project manager Senior technical consultant Junior technical consultant Developer 1 Developer 2 Tester 1 Tester 2 Client Ø Recommendation: use abbreviations!

Resource sheet example: EXONE - CLT Overall project manager Editor 1 Editor 2 Editor 3 Editor 4 Data engineer Proofreader 1 Proofreader 2 Testing service provider Contractor

Resource ass'g't ex. : EXONE - Contractor

Resource ass'g't ex. : EXONE - Client

Part-time work examples: EXONE - CTR

Part-time work examples: EXONE - CLT

Questions?

Sequence, resources, durations, schedule Define scope & collect requirements Interdependent processes Sequence Tasks Create WBS Define tasks Sequence tasks Estimate task resources Develop schedule Estimate task durations Develop schedule

Estimate task durations (1) Define scope & collect requirements Ø Amount of working time required to complete each task with assigned resources Ø Closely related to “Estimate task resources” Ø Imposed durations and/or dates ü planning constraints Ø Duration vs workload Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Estimate task durations (2) Define scope & collect requirements Ø Expert judgment Ø Analogous estimates Ø Parametric estimates Ø Three-point estimates: ü Te = (To+4 x. Tm+Tp)/6 Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Ø Reserve analysis Develop schedule

Example of simulation: EHM indexing Ø Number of articles to index: 50, 000 Ø Number of minutes measured per article: 5 Ø Total number of minutes required: 250, 000 Ø Margin of error (as a precaution…): 15% Ø Number of minutes required after adjustment: 287, 500 Ø Number of hours: 4, 792 Ø Number of 7 -hour days: 685 Ø Number of 5 -day weeks: 137 Ø Number of 4 -week months calculated for task: 34 (A) Ø Imposed maximum lead time in months: 6 (B) Ø Number of persons required: 6 (= A/B, rounded)

Duration vs Workload (reminder) Ø Workload = 3 person-days Ø Duration = 3 days 1 1 1 Ø Duration = 1 day 1 2 3

Duration & Workload: EXONE - CTR

Duration & Workload: EXONE - CLT

Develop the schedule (1) Define scope & collect requirements Ø Input = sequence of tasks, durations, resources, and any other constraints such as fixed milestones Ø Initial schedule = baseline to track project progress Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Develop the schedule (2) Define scope & collect requirements Ø Generally needs to be revised as the project moves forward Ø Major revisions to be approved by all stakeholders concerned Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Develop the schedule (3) Define scope & collect requirements Ø Automatically produced by project management application Ø Simple (summary) schedules easily produced with a spreadsheet Create WBS Define tasks Sequence tasks Estimate task resources Estimate task durations Develop schedule

Start & End dates: EXONE - CTR

Start & End dates: EXONE - CLT

Schedule example: EXONE – CTR (1)

Schedule example: EXONE – CLT (1)

Schedule example: EXONE - CTR (2)

Schedule example: EXONE - CLT (2)

Summary schedule ex. : EXONE - CTR

Summary schedule ex. : EXONE - CLT

Summary schedule example: CHRO

Summary schedule example: PM Course

Questions?

Planning processes: where do we stand? Scope defined & requirements collected Plan procurements Develop human resource plan Plan risk management, identify & analyze risks Plan quality Plan communications Determine budget Estimate costs WBS created Tasks defined Tasks sequenced Task resources estimated Task durations estimated Schedule developed