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1
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 1INFORMATION CLASSIFICATION = PUBLIC
The importance of planning
AIESEC
Mr. Marc VaelManaging Director
Valuendo
© 2001 Valuendo. All rights reserved. 2INFORMATION CLASSIFICATION = PUBLIC
Agenda
• Introduction• Why is planning needed?• Definition• Critical Success Factors• Conclusion• Internet Sites
2
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 3INFORMATION CLASSIFICATION = PUBLIC
• Marc Vael• Managing Director Valuendo (“value & do”) since July 2001• Education
– Master Applied Economics (UAntwerp)– Master Information Management (UHasselt)– Master+ Applied Economics & ICT (KUL)
• Core Services– Enterprise Risk Management– IT Governance– Information Security Management– Data Privacy & Protection– Business Continuity / Disaster Recovery – Crisis Management– IT Audit & Compliance
• Certifications– CISA
Introduction
© 2001 Valuendo. All rights reserved. 4INFORMATION CLASSIFICATION = PUBLIC
In 1999, of all projects :
• 25 % SUCCEEDED : => on time, on budget,
as initially specified
• 35 % were CHALLENGED : => late, over budget,
delivering less than specified
• 40 % FAILED : => canceled at some point
Planning: Why?
3
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 5INFORMATION CLASSIFICATION = PUBLIC
The most elementary aspects are missing :
• 85% of projects starts without an accepted view on costs and timeframe.
• The exact starting date is known in < 1% of projects.
• Of 15% of projects it is not clear if they are finished ornot.
• Scope enlargements are common in > 50% of projects.
• Less than 15% of project managers have created a change-management plan to deal with scope changes.
Planning: Why?
© 2001 Valuendo. All rights reserved. 6INFORMATION CLASSIFICATION = PUBLIC
Why do projects fail so often?– Poorly defined scope (incomplete requirements / specifications)– Poor organization and management– No standard vision / communication on the progress– Wrong estimations (time and budget)– Lack of proper resources– Poor quality control– “Silo vision”– Conflicts between projects– Organizational / Corporate Politics– Problems are hidden for top management ("shoot the messenger")– Resource draining – “hardest shouting man” syndrome– Lack of proper change management standards & procedures– No study for (technical) feasibility– Usage of immature / poor (technology) infrastructure– Inadequate testing procedures/controls– Project crisis management instead of project (risk) management– No one is in charge (too many Indians and no chief?)– Everyone is in charge (too many chiefs and no Indians?)– Excessive / Unrealistic expectations– Hidden costs
Planning: Why?
4
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 7INFORMATION CLASSIFICATION = PUBLIC
There is much to be said of failure. It is more interesting than success.
Max Beerbohm
Planning: Words from the wise
© 2001 Valuendo. All rights reserved. 8INFORMATION CLASSIFICATION = PUBLIC
Warning signs of a project heading for failure:
– A lack of scope / change control– Real costs consistently exceeding budgeted costs– Breakdown of team communication– Team members working excessively long hours– Decreasing team co-operation and enthusiasm– Increasing number of “ad hoc crisis meetings” that are
held in an attempt to regain project control– No presence of internal control & security requirements– Missing or out-of-date documentation– Resource consumption on non-issues– Little or no “end-user group” interest and involvement
Planning: Why?
5
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 9INFORMATION CLASSIFICATION = PUBLIC
Agenda
• Introduction• Why is planning needed?• Definition• Critical Success Factors• Conclusion• Internet Sites
© 2001 Valuendo. All rights reserved. 10INFORMATION CLASSIFICATION = PUBLIC
•Program = may comprise multiple projects or be a recurring project with predictability, but with a new plan and unique product
•Project = combination of complex, sequenced, goal-driven, interrelated tasks and unique events with a defined beginning and an end-date to be executed bounded by resources, time and budgets with many people involved and resulting in a desired end-product or service.
Planning: Definition
6
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 11INFORMATION CLASSIFICATION = PUBLIC
•Task (activity) = a cohesive unit of work on a project divided into “work assignments”
•Work Assignment (sub-task) = individual activity required to complete a project assigned by the project manager and/or subordinates of the project manager. Subtasks are the steps needed to complete a task. These subtasks are not traced in the plan.
WorkAssignmentProject TaskProgram
Planning: Definition
© 2001 Valuendo. All rights reserved. 12INFORMATION CLASSIFICATION = PUBLIC
•Scope = the size which determines how many resources, how much time and how large the final product is.
•Project Resources = time, people, money, equipment and facilities used to complete a project.
•Project Sponsors = people with a personal or business interest in the desired end-results of a project (e.g. customers, managers, corporate executives, shareholders and/or representatives of governmental agencies).
Planning: Definition
7
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 13INFORMATION CLASSIFICATION = PUBLIC
•Project Manager = person designated as responsible for the management of all activities necessary for the delivery of the contracted deliverables to the end-customer to the customer's satisfaction and within the agreed time and budget constraints.
•Deliverable (goals) = clearly defined result, good or service produced during the project or at its outcome. This may include organizational attributes, reports, plans, physical products or objects.
Planning: Definition
© 2001 Valuendo. All rights reserved. 14INFORMATION CLASSIFICATION = PUBLIC
•Lag = amount of time after one task is started or finished before the next task can be started or finished.
•Lead = amount of time that precedes the start of work on another task.
•Duration = the time it takes to complete a task. In a schedule, the duration is an estimate.
•Project duration = the time (usually in days) that it takes to complete the entire project, from starting the first task tofinishing the last one.
Planning: Definition
8
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 15INFORMATION CLASSIFICATION = PUBLIC
•Float (slack) = the difference between the time available for a task and the time required to complete it.
•Total float = latest finish - earliest start – duration.If the total float for a task equals zero, then that task is on the critical path.
•Work Breakdown Structure (WBS) = hierarchical chart used to organize the milestones and tasks of a project clearly into related areas. This is often completed as a tree diagram or as an outline. A completed WBS can be used for budgeting, personnel selection, scheduling and network diagram purposes.
Planning: Definition
© 2001 Valuendo. All rights reserved. 16INFORMATION CLASSIFICATION = PUBLIC
•Milestone = summary of the completion of an important set of tasks or event
•Resource loading = the time individual resources (people, vendors, etc.) have committed to a project.
•Resource leveling = the process of shifting the use of resources to even out the workload of team members and equipment. This will cause changes in network diagram, budget or the timing of a project.
Planning: Definition
9
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 17INFORMATION CLASSIFICATION = PUBLIC
Planning : Definition•Rush charges = when external companies are rushed. A task which normally takes 24 hours will cost more if needed in 2 hours.
•Project conflict = people, priorities or problems begin to interfere with completing a project on time and within budget.
•Project murder = the sudden termination of a project for reasons that range from rational to absurd.
© 2001 Valuendo. All rights reserved. 18INFORMATION CLASSIFICATION = PUBLIC
Agenda
• Introduction• Why is planning needed?• Definition• Critical Success Factors• Conclusion• Internet Sites
10
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 19INFORMATION CLASSIFICATION = PUBLIC
“Begin at the beginning” the King said, gravely, “and go until you come to the end, then stop.”
Lewis Carroll, Alice’s Adventures in Wonderland (1865)
Planning: Words from the wise
© 2001 Valuendo. All rights reserved. 20INFORMATION CLASSIFICATION = PUBLIC
1. Provide structure
2. Identify all stakeholders
3. Understand the scope
4. Proper resources
5. Risk management
6. Progress measurement & quality control
7. Change management
8. Contingency planning
9. Communication Strategy
10. Power of re-application
Planning: Critical Success Factors (CSF)
11
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 21INFORMATION CLASSIFICATION = PUBLIC
The greatest mistake an executive can make is to be afraid of making a mistake.
John Capozzi, 1997
Planning: Words from the wise
© 2001 Valuendo. All rights reserved. 22INFORMATION CLASSIFICATION = PUBLIC
CSF 1: Provide structure• What are you going to do?• Provide detailed breakdown of
– the program in projects, – the project in tasks,– the task in work assignments
• Provide timing• Provide cost• Provide deliverables• Provide people• Provide place=> WHO / WHAT / HOW / WHEN / WHERE ?
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Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 23INFORMATION CLASSIFICATION = PUBLIC
CSF 2: Identify all stakeholdersStakeholders
–Who?»Steering Committee: Guarantee appropriate control over key plans»Sponsorship: Drive the plan and ensure that it has the appropriate resources (budget, technology and people)»Project Management Office: Provide assurance to management with regard to the overall plan, business and risk management process»Leadership: Guarantee that appropriate strategies are in place»Customers:Are identified and appropriately involved
© 2001 Valuendo. All rights reserved. 24INFORMATION CLASSIFICATION = PUBLIC
CSF 2: Identify all stakeholders• Steering Committee Organization
– Full management buy-in and commitment– Accountable sponsor with leadership
• The plan is based on a sound business case in alignment with the overall business (strategy)
• Adequate authority levels are in place to “enforce” the plan(approval/rejection power) based on a specific written document
• Make sure that effective project management & QA office is installed and active
• Direct and regular communication to all parties involved• Appropriate incentive schemes are in place
13
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 25INFORMATION CLASSIFICATION = PUBLIC
When you don’t know where you want to go, any road will get you there.
Chinese proverb.
Planning: Words from the wise
© 2001 Valuendo. All rights reserved. 26INFORMATION CLASSIFICATION = PUBLIC
CSF 3: Understand the Scope• The scope is clearly defined, properly approved and
controlled– What is wanted?– What is needed?– For which business processes?
• Scope is translated in – detailed estimates– a detailed inventory of assumptions
• Cost / Benefit analysis• Detailed scope (in writing for each phase)
–detailed & realistic approach–(tangible) deliverable definition–scope limitations (“STRICTLY EXCLUDED”)
• The scope is communicated to all direct parties involved
14
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 27INFORMATION CLASSIFICATION = PUBLIC
Give us the tools, and we will finish the job.Winston Churchill, radio broadcast 1941
Planning: Words from the wise
© 2001 Valuendo. All rights reserved. 28INFORMATION CLASSIFICATION = PUBLIC
CSF 4: Proper Resources
• Cost calculation & budget development• Staff & resource planning• Adequate financial resources • Use metrics to validate funding needs• Recognition of costs and approved funding
– Arrangements for technical personnel– Arrangements for user personnel– Arrangements for supplemental personnel
• Legal and contractual arrangements• Top management involvement to determine approach
under strenuous conditions• Human element is vital for success• Allow margin of error (hidden buffer)
15
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 29INFORMATION CLASSIFICATION = PUBLIC
CSF 4: Proper resources
• The team is cohesive and well-motivated– defined roles, responsibilities and authorities– clear structure– know what the success criteria are
• Key personnel (including QA) is identified and available• Active participation with key user buy-in, enthusiasm and
commitment• Skills transfer (“delegation power”) and empowerment
strategies are in place (including the transfer of skills from external to internal personnel and from team members to end-users)
• Appropriate skills retention strategies and fall-back plans are in place (outsourcing and downsizing issues)
© 2001 Valuendo. All rights reserved. 30INFORMATION CLASSIFICATION = PUBLIC
CSF 4: Proper resources
• Organization–Milestone settings to identify subprojects derived from master plan– “You can’t eat an elephant”–Business application and general controls assurance: support the accreditation of new or modified systems and assure that internal controls meet the requirements–Responsibilities?
»Execution and decisions»Progress monitoring and communication
–Communication? »Who to consult?»Who to inform?
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Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 31INFORMATION CLASSIFICATION = PUBLIC
CSF 4: Proper resources
• The responsible manager has to have following interpersonal skills :–a prophet with prediction skills–a politician to sell anything needed and find compromises–a police agent to guard and enforce the rules of the game –a surgeon to detect and solve / eliminate problems–an attorney with the in-depth knowledge & negotiating skills–a psychiatrist with the people (listening) & analytical skills
© 2001 Valuendo. All rights reserved. 32INFORMATION CLASSIFICATION = PUBLIC
“Now remember, the first step in avoiding a trap is knowing of its existence.”
From the movie DUNE
Planning: Words from the wise
17
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 33INFORMATION CLASSIFICATION = PUBLIC
CSF 5: Risk Management
• Risk identification and risk management plan• The plan is business-driven with a detailed analysis of
business impacts (business benefits and costs) (including external dependencies and performance requirements)
• Include study of potential exposures :– contracts and SLA’s– liability and indemnification– ownership of products/results
• Comparison of similar projects is useful• The controls are focused on the provision of efficient,
effective and economic follow-up.
© 2001 Valuendo. All rights reserved. 34INFORMATION CLASSIFICATION = PUBLIC
The best preparation for good work tomorrow is to do good work today.
Elbert Hubbard
Planning: Words from the wise
18
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 35INFORMATION CLASSIFICATION = PUBLIC
CSF 6: Progress Measurement & Quality Control
• Detailed program with a functional breakdown into manageable “sub”-projects, tasks, dependencies and milestones
• Detailed time frame and priority setting• Reasonable buffers in time and/or budget are always
incorporated in the plan• Formal project methodology with standards and rules
– Appropriate logistics and infrastructure are in place– Pilot plan with prototypes– Testing methodology and environment (intra / inter)– Documentation
• Use of resources and tools
© 2001 Valuendo. All rights reserved. 36INFORMATION CLASSIFICATION = PUBLIC
CSF 6: Progress Measurement & Quality Control
• Estimates–Every hour of planning saves 10 hours of work–The accuracy of an estimate is increased with the power of the number of persons.–Based on :
»own experience»experience of colleagues»experience of external experts / competitors»historical data»external metrics & estimate methods»planning / QA methodology
InfrequentEstimates
Real-time,Very
Accurate
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Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 37INFORMATION CLASSIFICATION = PUBLIC
CSF 6: Progress Measurement & Quality Control
• QA & Change Control is integrated in master plan • Review of the plan
– expectations– communication– resources– risks– documentation of key issues and decisions
against QA standards and procedures• Satisfaction verification via
– Survey– “Lessons learned” meeting
© 2001 Valuendo. All rights reserved. 38INFORMATION CLASSIFICATION = PUBLIC
If you go into battle, it’s better to win the first time.
George S. Patton, 1941
Planning: Words from the wise
20
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 39INFORMATION CLASSIFICATION = PUBLIC
CSF 7: Change Management
SCOPE CHANGE MANAGEMENTSCOPE CHANGE MANAGEMENT• Flexibility to rapidly and effectively respond to changes
within the environment (live document)• Mechanisms in place to enable rapid and effective
decision making (documentation, validation, verification and communication)
TRANSITION MANAGEMENTTRANSITION MANAGEMENT• Business readiness is assessed as ready prior to
execution• Business change-agents / project champions
are identified and well-motivated
© 2001 Valuendo. All rights reserved. 40INFORMATION CLASSIFICATION = PUBLIC
Time waits for no one and nowhere is that more true than when managing a project.
Project Manager and PM Teacher Jim MacIntyre
Planning: Words from the wise
21
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 41INFORMATION CLASSIFICATION = PUBLIC
CSF 8: Contingency plan• Formal contingency plan (“what if”-scenario’s)• Proper contingency resources (budget and people)• Alternative plans with counter-actions in case issues
occur
© 2001 Valuendo. All rights reserved. 42INFORMATION CLASSIFICATION = PUBLIC
Graham’s Law: If they know nothing of what you are doing, they suspect you are doing nothing.
Robert Graham in Understanding Project Management
Planning: Words from the wise
22
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 43INFORMATION CLASSIFICATION = PUBLIC
CSF 9: Communication Strategy
• Official communication– high-level management dashboard overviews– detailed activity milestones and issue lists
• Communication management & strategy– Despite phone, e-mail and documents are
PHYSICAL MEETINGS still the most effective– distribution of regular concise status reports to all
relevant people involved is easy in order to receiveopen and structured feedback
– emphasis on each success and focus on benefits realized from each failure.
© 2001 Valuendo. All rights reserved. 44INFORMATION CLASSIFICATION = PUBLIC
CSF 10: Power of re-application
• All plans eventually lead to a deliverable, a result. • Such result can be achieved again
– In other locations– On a larger scale
provided following conditions are met :– Complete and detailed documentation– Track of all communications– Lessons learned
• Avoiding re-inventing the wheel and dependency of specific skilled people
23
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 45INFORMATION CLASSIFICATION = PUBLIC
The 10 CSF elements lead to
Planning: Critical Success Factors (CSF)
© 2001 Valuendo. All rights reserved. 46INFORMATION CLASSIFICATION = PUBLIC
Agenda
• Introduction• Why is planning needed?• Definition• Critical Success Factors• Conclusion• Internet Sites
24
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 47INFORMATION CLASSIFICATION = PUBLIC
Planning: Conclusion
End QualityBudget
Deadlines
Team
Schedule
Expectations
© 2001 Valuendo. All rights reserved. 48INFORMATION CLASSIFICATION = PUBLIC
Those who cannot remember the past are condemned to repeat it.
George Santayana, 1905
Planning: Words from the wise
25
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 49INFORMATION CLASSIFICATION = PUBLIC
May the Force be with you on your
PlanningEndeavors.
Planning: Conclusion
© 2001 Valuendo. All rights reserved. 50INFORMATION CLASSIFICATION = PUBLIC
Planning : Internet Sites
• Project Management Institute– http://www.pmi.org/
• Project Management Forum– http://www.pmforum.org/
• Project Net– http://www.projectnet.co.uk/
26
Importance of Planning
Marc Vael AIESECValuendo 2001
© 2001 Valuendo. All rights reserved. 51INFORMATION CLASSIFICATION = PUBLIC
No project is too small to not be taken seriously.
An Intel Project Manager
Planning: Words from the wise
© 2001 Valuendo. All rights reserved. 52INFORMATION CLASSIFICATION = PUBLIC
Mr. Marc Vael, Mr. Marc Vael, CISA, CISM, CISSP, ITILCISA, CISM, CISSP, ITIL
Managing DirectorManaging Director
ValuendoValuendoKriebrugstraat 33Kriebrugstraat 331760 Roosdaal1760 RoosdaalBelgiumBelgium
T: +32 5 433 61 93T: +32 5 433 61 93M: +32 473 99 30 31M: +32 473 99 30 31M: M: mvaelmvael@@valuendovaluendo.com.com
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