2-4 McCulla Project Planning

7/24/2019 2-4 McCulla Project Planning

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Project PlanningDay 2



An Old Adage:

Fail to Plan . . .and You Plan to Fail!



Project Planning –

5 Stages• Prepare project overview

• Develop activity plan• Assign responsibilities

• Put plan into action; track progress

• Prepare closeout report



• High-level summary of the project

• Sets the overall scope

• learly written to communicate

• !eam lea"er responsibility

• ritical to get this right#

Stage One:

Project Overview



What’s In a Project Overview?• Statement of Problem $or %pportunity&

• 'oals an" %bjectives• (easures of Success

• Approach) Process) an" !iming

• Assumptions an" *isks



et’s !se the "ollowing

#$a%&le

You have taken a new job, and it is a

significant distance from home. Youare concerned your current car will

not be reliable given its age.

+n your course materials) an" pull out Appen"i,

pages A. - A/0



Questions -

• 1hat is our problem) or opportunity)

or situation to be change"2

• 1hat is our goal2



'oals and O(jectives

• 'oals an" objectives "escribe what we

want to achieve to solve the problem or

take a"vantage of the opportunity 3 4eep them simple

3 5ocus on the important items

3 ollectively) they "efine the scope

3 !hey must be measurable for success

3 learly written



'oals and O(jectives

) Use the SMART Test

S 3 Specific

( 3 (easurable

A 3 Attainable

* 3 *elevant

! 3 !ime-6ase"



Question )

• 6ase" on our project goal)

1hat are our most important

objectives2



*eas+res o, S+ccess• %ur "esire" results that can be

7uantifie"

3 8umbers) fre7uency) "egrees of change

• Avoi" intangible measures

3 (ake it 9better:

• Superlatives can be har" to achieve#

3 Avoi" use of 9all: or 9never:



Question -

• 1hat measures of successshoul" we use in our

project e,ample2



A&&roach- Process- .

/i%ing• Describe how we will go about our

work 3 what will we "o2

• Define the sche"ule you will follow

• onsi"er how success was achieve"

in similar projects• 5or a new project 3 be creative#



0ideo Presentation





0ideo 1eview• 1hat approaches "i" the team

consi"er2

• 1hat assumptions were

challenge"2

• 1hat was necessary for the novelapproach to be consi"ere"2



+estion )

• 1hat approach shoul" we follow for

our project2

• 1hat sche"ule "o you want to meet2



Ass+%&tions and 1is3s

• 1e nee" to consi"er the things wee,pect to happen) an" the 9what ifs:

• Assumptions 3 !hings we believe will happen

3 !hings nee"e" to be true for success

• *isks

3 n"ermine success

3 Actions can be planne" to offset risks



Ass+%&tions and 1is3s

(ight +nclu"e<

• *esources nee"e"

• !iming of resources

• =vents outsi"e our control

• Potential "elays an" their effect



"or yo+r Patrol’s &roject idea:

4 /ogether- +ic3ly o+tline aProject Overview ,or yo+r&roject

4 6e &re&ared to share yo+rsol+tion

Take 5 minutes to complete

Patrol Activity -



4 Who wo+ld li3e to share?

Patrol Activity -



Project Overview

7 7 7 A +ic3 1eview

• Define" our problem

• >iste" goals an" objectives• Deci"e" on measures of success

• Describe" our approach an" timing

• onsi"ere" assumptions an" risks



A Project Overview

• Helps ensure success

• Helps get everyone on 9one page:

• Helps prevent

3 'etting off track

3 Scope creep



Stage /wo:

Activity Plan



Activity Plan• Define the activities an" tasks nee"e" to

achieve our goals

• %rgani?e @ Prioriti?e activities an" tasks

• +"entify which tasks "epen" on others

• Assign team members to activities• Define "ates to begin an" finish



Activity Plan

'oal

Activity Activity Activity

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!ask

!ask

Activity



Activity Plan

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hoose(akeStyle

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(ileage

Space

5eatures

ost >imit

6o"y

SB2

(ake2

olors

8egotiate

5inance

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%nline

Dealers

6uyer

Set Price

Define8ee"s



Project Activities an! TasksShoul!

• Pass the 9S(A*!: test

• Have clear start an" stop times

• +nclu"e estimate" time an" cost to

complete• 6e assignable an" manageable



0ideo Presentation

!his clip will help illustrate the secon" stage of

project planning 3 Activity Plan





“If you keep on doing what

you’ve always done . . . . . . You will keep on getting

what you’ve always got.”

• 1e must challenge assumptions

• 1e must think outsi"e the bo,



Stage /hree:

Activity Assign%ents



Assign Activities

Team Leader hould

• onfirm availability of resources

• n"erstan" team member skills• (atch skills to tasks

• =stablish progress milestones an"

reporting proce"ures



Assign Activities

Team "embers hould

• 4now projectCs purpose

• n"erstan" their assignments• 4now the availability of resources

• 6e clear about "ea"lines

• n"erstan" how to a""ress issues



Stage "o+r:

P+tting the Plan Into Action



Wor3 the Plan

• 8ow is the time to let the team "o its

job#

• Staying to the plan is the clearestpath to success#

• A well-lai" plan will help ensure a

team is performinC 0 0 0 not storminC#



Wor3 the Plan

• 'et the project going

• Provi"e lea"ership to the team

• Assist with "ecisions @ problems

• %btain a""itional resources

• (onitor progress of activities

• (onitor team performance

The Leader hould



Stage "ive:

Project 8loseo+t



8losing O+t the Project

• *ecogni?e team members

• Prepare After-action report• 'oals an" objectives met2

• omplete" on sche"ule2

• >essons learne"2• +"easrecommen"ations for future

projects



S+%%ary

5ive Stages of Project Planning

0 Develop a Project %verview

0 Plan the 1ork

E0 (ake Activity Assignments

F0 Put the Plan into Action

G0 Prepare Project loseout



A Di9erent Adage:

#f you $lan the work . . . . . . you $lan for success!

Documents

2-4 McCulla Project Planning