Project PlanningDay 2

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

Project Planning 5 StagesPrepare project overviewDevelop activity planAssign responsibilitiesPut plan into action; track progressPrepare closeout report

Stage One:Project Overview High-level summary of the project Sets the overall scope Clearly written to communicate Team leader responsibility Critical to get this right!

Whats In a Project Overview?Statement of Problem (or Opportunity)Goals and ObjectivesMeasures of SuccessApproach, Process, and TimingAssumptions and Risks

Lets Use the Following ExampleIn your course materials, and pull out Appendix pages A26 - A28.

Questions -What is our problem, or opportunity, or situation to be changed?

What is our goal?

Goals and Objectives Goals and objectives describe what we want to achieve to solve the problem or take advantage of the opportunity Keep them simple Focus on the important items Collectively, they define the scope They must be measurable for success Clearly written

Goals and Objectives - Use the SMART Test S Specific M Measurable A Attainable R Relevant T Time-Based

Question -Based on our project goal,What are our most important objectives?

Measures of SuccessOur desired results that can be quantifiedNumbers, frequency, degrees of changeAvoid intangible measuresMake it betterSuperlatives can be hard to achieve!Avoid use of all or never

Question -What measures of success should we use in our project example?

Approach, Process, & TimingDescribe how we will go about our work what will we do?Define the schedule you will followConsider how success was achieved in similar projectsFor a new project be creative!

Video Presentation

Video Review What approaches did the team consider? What assumptions were challenged? What was necessary for the novel approach to be considered?

Question - What approach should we follow for our project?What schedule do you want to meet?

Assumptions and RisksWe need to consider the things we expect to happen, and the what ifsAssumptions Things we believe will happenThings needed to be true for success RisksUndermine successActions can be planned to offset risks

Assumptions and RisksMight Include:Resources needed Timing of resources Events outside our controlPotential delays and their effect

Patrol Activity - For your Patrols project idea: Together, quickly outline a Project Overview for your project Be prepared to share your solution Take 5 minutes to complete

Patrol Activity - Who would like to share?

Project Overview . . . . . . A Quick ReviewDefined our problemListed goals and objectivesDecided on measures of successDescribed our approach and timingConsidered assumptions and risks

A Project Overview . . .Helps ensure successHelps get everyone on one pageHelps prevent Getting off track Scope creep

Stage Two: Activity Plan

Activity PlanDefine the activities and tasks needed to achieve our goalsOrganize & Prioritize activities and tasksIdentify which tasks depend on others Assign team members to activities Define dates to begin and finish

Activity PlanGoalActivityActivityActivityTaskTaskTaskTaskTaskTaskTaskTaskTaskTaskTaskTaskTaskTaskTaskTaskActivity

Activity PlanReplace CarChoose Make/StyleShop for CarMake PurchaseMileageSpaceFeaturesCost LimitBodySUV?Make?ColorsNegotiateFinancePrepReceiveOnlineDealersBuyerSet PriceDefine Needs

Project Activities and Tasks Should . . . Pass the SMART testHave clear start and stop timesInclude estimated time and cost to completeBe assignable and manageable

Video PresentationThis clip will help illustrate the second stage of project planning Activity Plan

If you keep on doing what youve always done . . . . . . You will keep on getting what youve always got.We must challenge assumptions We must think outside the box

Stage Three: Activity Assignments

Assign Activities Team Leader Should -Confirm availability of resourcesUnderstand team member skillsMatch skills to tasksEstablish progress milestones and reporting procedures

Assign ActivitiesTeam Members Should -Know projects purposeUnderstand their assignmentsKnow the availability of resourcesBe clear about deadlinesUnderstand how to address issues

Stage Four: Putting the Plan Into Action

Work the PlanNow 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!

Work the PlanGet the project goingProvide leadership to the teamAssist with decisions & problemsObtain additional resources Monitor progress of activitiesMonitor team performance

The Leader Should -

Stage Five: Project Closeout

Closing Out the ProjectRecognize team membersPrepare After-action reportGoals and objectives met?Completed on schedule?Lessons learned?Ideas/recommendations for future projects

SummaryFive Stages of Project PlanningDevelop a Project OverviewPlan the WorkMake Activity AssignmentsPut the Plan into ActionPrepare Project Closeout

A Different Adage: If you plan the work . . . . . . you plan for success!