Day 2 Project Planning

2 Projects What does that mean to you? When is the last time you completed a project? How do you approach your projects?

3 Project PROJECT: A temporary piece of work with a finite end date undertaken to create a unique product or service. STAGE 1 Project Overview STAGE 3 Activity Plan & Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure Plan OrganizeExecute Close Control Stages of Team Base Project Planning STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

4 Project Overview Problems, opportunities, situations to be changed __________________________________________ Project goals: __________________________________________ Objectives: __________________________________________ Measure of Success: __________________________________________ Approach or Method: __________________________________________ Assumptions and Risk: ___________________________________________ STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

5 A Project Overview... Helps ensure success Helps get everyone on “one page” Helps prevent – Getting off track –Activity trap – jumping in without clear objectives – Scope creep STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

6 Goals and Objectives - Use the SMART Test S – Specific M – Measurable A – Attainable R – Relevant T – Time-Based STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

7 Measures of Success Our desired results that can be quantified –Numbers, frequency, degrees of change Avoid intangible measures –Make it “better” Superlatives can be hard to achieve! –Avoid use of “all” or “never” STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

8 Approach or Method Consider the following when choosing an approach or method… Focus on the goals and objectives Challenge assumptions regarding usual approaches Explore out of the box assumptions Invent new methods when appropriate STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure Video Clip: This team wants to put a man on the moon. How does this team choice its approach?

9 Assumptions and Risks We need to consider the things we expect to happen, and the “what ifs” Assumptions –Things we believe will happen –Things needed to be true for success Risks –Undermine success –Actions can be planned to offset risks STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

10 Assumptions and Risks Consider the following … Resources needed ? Obtaining resources in a timely manner? Events outside our control ? Any potential problems or delays? Effects these will have on the project ? Triple constraints STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

11 Work Breakdown Structure Project Goal Activity 1.1 Activity 1.2 Activity 1.3 Activity 1.4 Activity 2.1 Activity 2.2 Activity 2.3 Activity 2.4 Activity 4.1 Activity 4.2 Activity 4.3 Activity 4.4 Activity 3.1 Activity 3.2 Activity 3.3 Activity 3.4 High Level Objective 1 High Level Objective 2 High Level Objective 3 High Level Objective 4 STAGE 1 Project Overview STAGE 3 Activity Plan & Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

12 Breaking apart large objectives into small activities  We must challenge assumptions  We must think outside the box  Frankly, what we’ve always got, isn’t what we always want. Video Clip: This team wants to put a man on the moon. How did this team challenge assumptions? “If you keep on doing what you have always done You will keep on getting what you’ve always got.” STAGE 1 Project Overview STAGE 3 Activity Plan & Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

13 Activity Plan Define the activities and tasks needed to achieve our goals Organize & Prioritize activities and tasks Identify which tasks depend on others Assign team members to activities Define dates to begin and finish STAGE 1 Project Overview STAGE 3 Activity Plan & Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

14 Activities Each Activity should … Pass the smart test Have a definite start and stop time Link to one another, but not overlap Time (duration) and cost Assignable to a team member STAGE 1 Project Overview STAGE 3 Activity Plan & Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

15 Assign Activities Team Leader Should - Confirm availability of resources Understand team member skills Match skills to tasks Establish progress milestones and reporting procedures STAGE 1 Project Overview STAGE 3 Activity Plan & Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

16 Assign Activities Team Members Should - Know project’s purpose Understand their assignments Know the availability of resources Be clear about deadlines Understand how to address issues STAGE 1 Project Overview STAGE 3 Activity Plan & Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

17 Work the Plan Now is the time to let the team do its job! Staying to the plan is the clearest path to success! A well-laid plan will help ensure a team is performin’... not stormin’! STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

18 Work the Plan Get the project going Provide leadership to the team Assist with decisions & problems Obtain additional resources Monitor progress of activities Monitor team performance The Leader Should - STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

19 Closing Out the Project Recognize team members Prepare After-action report Goals and objectives met? Completed on schedule? Lessons learned? Ideas/recommendations for future projects STAGE 1 Project Overview STAGE 3 Activity Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

20 Summary Five Stages of Team Based Project Planning 1.Develop a Project Overview 2.Breakdown the work 3.Make Activity Plan & Assignments 4.Put the Plan into Action 5.Prepare Project Closeout STAGE 1 Project Overview STAGE 3 Activity Plan & Assignment STAGE 4 Execute The Plan STAGE 5 Project Closeout STAGE 2 Work Breakdown Structure

21 An Old Adage: Fail to Plan... and You Plan to Fail!