Develop a Project Plan

Project planning overview

identifies the works must be done.

break the work down to make it easy to manage.

once have tasks list, then decide:

  • Who?
  • Estimated time?
  • Estimated cost?

Project Plan

  • Used over the course of the project
  • Directs people's tasks
  • Tracks project's progression
  • Aids in course corrections
  • Communicates progress with stakeholders

Work Breakdown Structure(WBS)

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  • Easier to estimate time and cost.
  • Easier to assign work.

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  • WBS(two type of tasks)
    • Summary tasks
      • Higher-level tasks in WBS
      • The quantity of levels depends on project complexity
    • Work packages
      • Lowest level in WBS

Build a work Breakdown structure

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Work Packages

  • Break down in eight-to-eighty-hour tasks
  • Match to frequency of status reports

Determining Breakdowns

  • Time and cost are easy to estimate
  • Status is easy to measure
  • Task durations are shorter than reporting periods
  • Details are manageable

How to create work packages

  • Defining work packages
  • Create work package documents

Level of Detail

  • Familiarity of work
  • Experience of the team member

Cho3-work package solution.pdf

Estimate time and cost

  • Core planning team
  • Team members

Time Estimates

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Parametric Model

Calculate work and cost based on a measured unit.

Delphi Technique

For large project, Top-Down estimate works well.

How to choose the best estimate

Choosing Estimate Values

Adjust your Estimate

  • A highter value increases the chance of success
  • A lower value decreases the chance of success

Choose the estimate with an acceptable probability of success

Ch03 -Best Estimate.pdf

Create a resource management plan

  • Roles
  • Responsibilities
  • Reporting structure
  • Skills
  • Staffing

RICA

  • Responsible for doing
  • Needs to be Informed
  • Consult before a decision
  • Accountable for decisions and delegatioins

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Staffing Plan

  • Identify sources for resources
  • When are they needed
  • Training requirements
  • Resource processes

Ch03 - Responsibility_Matrix.xlsx

Build a project schedule

  1. Put tasks in sequential order
  2. Estimate the time each task will take.
  3. Assign tasks to project team members
  4. Calculate task duration
  5. Account for deadlines and other constrains.

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Develop a project budget

  • Labor
    • Vendors
    • Contractors
    • Employees
  • System
  • Other(travel)
  • Contingency
  • Total

Burdened Cost

For Employees

  • Salary
  • Benefits

Time-Based Resources

  • Rental equipment
  • Leased office space

Materials

  • Equipment being installed
  • Construction materials
  • Consumable goods

Ancillary

  • Travel
  • Training
  • Fees

Assign resources and other costs to the tasks in your project schedule.

Money Allocated

If estimate is high:

  • Eliminate nonessential expenses
  • Use less expensive resources
  • Cut scope

Hospital Scheduling Project

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Ch03- Best Estimate.pdf

Identify risks

Known Unknows

  • Weather delays
  • Unavailable resources
    • Technology
    • Time Zone
    • relationship
    • deliverables
    • limited options
  • Unknown unknows
    • unforeseeable events
    • contingency funds (应急费用)

Project Budget/Schedule

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some 15% according to experience, and depends on situation

Ch03-Risk Information Form Template.docx

create rish information sheet

Create a risk management plan

Evaluate Rish

  • How likely?
  • How serious?
Probability1 low3 medium5 high
Impact1 low3 medium5 high
  • Unlikely and not serious 1 x 1 = 1
  • Medium likely and serious 3 x 3 = 9
  • Very likely and serious 5 x 5 = 25

Avoid Rish

  • Changing project scope

Mitigate Rish

  • Reducing impact

Transfer Risk

  • Handing risk to someone else
  • Your response to the risk should reflect the impact of the risk.
  • Review and update the risk management plan regularly

Ch03 - Risk log template.xlsx

Set up a communication plan

  • identify your audiences(who should know)
  • Who, What, How
    • Who - management
      • What - objective
      • How - Project plan, Status reports, Expenditures, Closeout report
    • Who - Sponsor
      • What - Objective
      • How - Weekly 1:1
    • Who - Functional managers
      • What - Skill sets, Milestones, Constraints, Schedules
      • How - Bi-weekly email
    • Who - Team
      • What - Assignments, Upcoming tasks, Changes, Best Practices
      • How - Weekly emails

Communication Distribution

  • Frequency
  • Fromat (face to face, email)

Develop a quality plan

Quality

  • Meeting customer's requirements on time and within budget
  • Conforming deliverables to specifications

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  • Quality Standard(can't be lower)
  • Longer scheduling Increased cost(can't be higher)

Quality Assurance Plan

Processes needed to meet quality standards

Quality Control

Measure and monitor quality of final deliverables

  • Acceptance test
  • Inspection
  • Peer review
  • Walk-through
  • Audit

Tools for quality improvement

Cost-Effective Diagrams(Fish-bone diagrams)

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facts may lead the problems

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Develop Quality Management Plan

Ch03 - Quality.pdf

How to set up a change

  1. Identify what you want to control
    1. Components
      1. Project scope
      2. Requirements
      3. Schedule
      4. Project plan
    2. Baseline documents(control version)
      1. requirements approved by stakeholders is the baseline
      2. New requirement
        1. Change management process
          1. Decide whether to accept the change or deny it.
        2. decided by Change Review Board
          1. made up with key stakeholders
  2. Define a change management process
    1. depends on
      1. Company culture
      2. Project size
    2. Components
      1. Receive change request
      2. Evaluate change request
        1. Effect, Cost, Impact, Risk
      3. Change review board reviews evaluated change requests
        1. accpet or reject
        2. ask for more detail or revision
      4. Track change request
    3. Result
      1. Update baseline document to reflect the change
    4. Additional Considerations
      1. Setting thresholds
        1. project manager can decide small change
      2. Emergency changes

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  • Ch03 - CR Form.pdf
  • Ch03 - Change Solution.pdf

How to plan procurement

procurement plan

  1. Identify purchase needs
    1. Skills
    2. Additional resources
    3. Products
    4. Materials
  2. Document procurement processes
    1. Identify vendors
    2. Select vendors
    3. Manage contracts
  3. Describe the make-or-buy decision process
    1. Understand needs
    2. Determine if products are available
    3. Determine suitability
  4. List potential vendors
    1. Describe research
    2. Criteria for list

Procurement Plan

  • Find out what to do first
  • Give yourself a confidence boost
  • Build a growth mindset for happiness
  • Create balance and overcome burnout

How to obtain approval to procceed

  • face-to-face sign off meeting is more effective

arrange specific meeting for approval

Plan Approval

  • Present plan
  • Ask for signatures
    • after present, once agreed

Challenge: Change

Ch 03 - Chapter 03 CR Form.pdf

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