© SYBEX Inc. 2005. All Rights Reserved. Session 7 Other Planning Processes: Final Planning Touches

© SYBEX Inc. 2005. All Rights Reserved.

Session 7Other Planning

Processes:Final Planning

Touches


Learning Objectives

• Understand human resource planning

• Understand quality planning• Understand risk identification and

development of mitigation strategies• Understand procurement planning


There are three basic types of project interfaces we consider in any given project planning scenario:– Organizational– Technical– Interpersonal

Human Resource Planning


You Decide

You are the PM for an electronics firm embarking on a new project. Decide which of the following are operational, technical or interpersonal interfaces.– Development of a Marketing brochure– Bringing a hardware engineer onto the team– Designing a new movement detection card– Using a Database Administrator (DBA) to

design a new database– Persuading the software and hardware

engineers to work together– Working with upstream channel vendors for the

new product’s release


Roles and Responsibilities

Worksheet• Title: Provide the team member

title

• Role: Describe the role this individual will be playing

• Primary responsibilities: Describe in detail the responsibilities you see this person fulfilling. (Bulleted format is fine.)


Project Organization Chart

A project organizational chart might be a helpful document to create

Project Sponsor

Project Manager

Software Team Lead

Hardware Team Lead

Network Team Lead

Training Team Lead

SW Developer 1

SW Developer 2

HW Engineer 1

HW Engineer 2

NW Technician 1

NW Technician 2

Technical Writer


A Staffing Management Plan details how and when you’ll be bringing project staff onto and releasing them from the project.

Staffing Management Plan


Negotiating with functional managers

– Who’s on your “dream team”?

– Set up meetings with functional managers

– Ask for dream team members from the respective functional managers

• Interviewing potential team members

– Skill level

– Project experience

– Interpersonal skills

Staff Acquisition


Quality Planning

• Tools and Techniques– Benchmarking– Flowcharting and process diagramming– Cost of quality

• Prevention• Appraisal• Failure

– Quality management plan


Quality Management Plan

• Documents the output from quality planning tools and techniques. The document lists:– Quality activities that will be performed– Procedures used to complete the quality

activities– Resources required

• Methods used to manage control:– Metrics– Checklists– Exit criteria


Risk PlanningKey to project success

– Risk identification– Risk Analysis

• Severity• Probability

– Risk Response• Preventative action• Contingency action


Some Risk Identification Questions

• Is the activity on the critical path?• Is this a complex activity?• Does the activity involve a new or unfamiliar technology?• Does the activity have multiple dependencies?• Have we had problems with similar tasks in previous projects?• Is this activity controlled by outside influences (permits, etc.)?• Are there inexperienced resources assigned to the activity?• Are there adequate resources assigned to the activity?• Does this activity involve an integrated system?• Are we unfamiliar with the hardware, software, equipment or

tools we’re going to use for the activity?For those questions that you answered yes, ask yourself the

following questions:• What issues or problems might occur?• What problems occurred with similar activities in the past?• What could cause this problem?


Risk Response• Risk response is one of the most

important elements of risk planning:– Avoidance – Mitigation– Transference – Acceptance

• Preventative Action– What can be done to prevent the problem?– What can be done to minimize the likelihood

of it happening?– Are these actions cost-effective?– Are there resources available to implement

the actions?• Contingency Actions

– If the problem cannot be prevented, what are the most likely impacts to the project?

– What can be done to minimize these impacts?


Risk Management Plan• The plan consists of:

– Description of each risk– Risk probability (H/M/L)– Impact to the project if the risk occurs– Risk severity (H/M/L)– Preventative or contingency action

plan


You Decide

• Consider the porch-building project. Use the Risk Management Template.– Working in teams of 2-3, what are the risks

you identify?– How will you deal with those risks should

they arise?– Can you prevent any of the risks from

occurring?

• Share your findings with the rest of the group


Communications Plan• Deals with the What, Who, and How of

communications• See Communications Plan template• Team member communications

– Remember that team members are people too– Be interested in them as people and as workers

• Stakeholder communications– What aspects of the project plan will this

stakeholder be interested in?– Think about the probable benefits or concerns of

the stakeholder?– What messages should you be conveying to this

stakeholder?


Procurement Planning

• Two groups of people can help you with the project:– Vendors – People that sell you a product or

service– Contractors – People that work for you on

the project

• Make or Buy Analysis reveals a need for vendors or contractors– Equipment– Staff Augmentation– Other goods or services


Types of Contracts

• Fixed price contracts• Cost reimbursable contracts• Time and materials contracts


Vendor Solicitation

• Request for Proposal (RFP)• Request for Quotation (RFQ)• Request for Information (RFI)• Invitation for Bid (IFB)• Vendor selection criteria


Chaptal Winery Case Study

• Examine the Chaptal budget line items– Do you agree?– How were the line items derived?


End of Chapter Review Q&A

Instructor Hand-out Q&A• Go over end-of-chapter review

questions• Instructor to hand out additional

questions (POP QUIZ TIME!)


Next Steps• For this session:

– Know the three types of resources used on a project– Understand how to create a Responsibility Assignment

Matrix– Know how to create a Project Organization Chart and

Roles and Responsibilities Worksheet– Know how to plan for risks, and what questions to ask– Know how to respond to risks– Understand how Procurement Planning is preformed– Know the types of contracts– Know how to solicit for vendors

• For next session– Read Chapter 7 and complete the end of chapter

review questions.– Work through the continuation of the Chaptal Winery

case study found at the end of Chapter 7