PM00.3 Project Management Preparation for Success * Manage the Workplan *

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PM00.3 Project Management Preparation for
Success Manage the Workplan


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Manage the Workplan

• General process
• Review the workplan on a regular basis
• (Optional) Update workplan with actual effort
  hours
• Determine whether there are any other activities
  that should be completed, but are not
• Reschedule the current work to see if the project
  will be completed within the original effort,
  cost and duration.
• Evaluate the critical path of the project

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Manage the Workplan

1. Run additional reports, as needed, from the
   project management tool
2. Review the project budget
3. Look for other signs that the project may be in
   trouble
4. On a monthly basis, adjust future work to reflect
   new or additional information

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Manage the Workplan

• Trouble signs for duration
• Activities starting to trend over budget or
  behind schedule early on in the project
• A small variance starts to get bigger,
  especially early in the project
• You discover that activities you think have
  already been completed are still being worked on
• Work is done that is outside the approved Project
  Definition or business requirements

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Manage the Workplan

• Trouble signs for duration
• You need to rely on unscheduled overtime to hit
  the deadlines, especially early in the project
• Team morale starts to decline
• Quality control, testing and project management
  time starts to be cut back

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Manage the Workplan

• Get the project back on schedule
• Overtime work
• Swap resources
• Reallocate resources onto the critical path
• Double check all dependencies
• Double check all time-constrained activities
• Improve processes

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Manage the Workplan

• Get the project back on schedule
• "Crash" the schedule
• Fast Track
• Regain commitments
• Improve morale
• Scope back work

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Manage the Workplan

• Trouble signs for budget
• On schedule but overbudget because activities are
  taking more effort than estimated
• On budget, but behind schedule because activities
  are taking more effort than estimated
• Mandatory activities or project expenses were
  missed from the original estimates (not change in
  scope)
• Work is done that is outside the approved Project
  Definition or business requirements
• On budget by purposely deferring expenses until
  next period

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Manage the Workplan

• Caution signs for budget
• Overbudget but some fixed expenses have come in
  earlier than expected
• Overbudget but are also ahead of schedule

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Manage the Workplan

• Get the project back on budget
• Unpaid overtime work
• Swap human resources
• Eliminate or replace non-labor costs
• Improve processes

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Manage the Workplan

• Get the project back on budget
• Regain commitments
• Use budget contingency
• Scope back work

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Manage the Workplan

• Trouble signs for effort hours
• Typically dont manage by effort hours
• Usually shows up as work taking longer than
  scheduled or costing more than budgeted
• Resolve with same techniques as budget / schedule
  problems

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Manage the Workplan

• Tolerances
• Complete project /-
• Can replace a lack of estimating contingency

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Manage the Workplan

• Workplan Techniques
• Manage by percent complete?
• Manage by due date

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Manage the Workplan

• Earned Value calculations
• Earned value (EV)
• The budgeted cost of the completed work
• Actual Cost (AC)
• The actual cost of the completed work
• Planned Value (PV)
• The budgeted cost of the work that should be
  complete

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Manage the Workplan

• Earned Value
• EV / AC tells you how you are trending on your
  budget
• lt 1 trending over budget
• gt 1 trending under budget
• EV / PV tells you how you are trending against
  your schedule.
• lt 1 trending behind schedule
• gt 1 trending ahead of schedule

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Manage the Workplan

• Critical Chain Overview
• Build the plan
• Accelerate the plan
• Manage project buffer

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Case Study 6 Manage the Work

• Read case study for scheduling and budget
  problems.
• Document the problems that the project manager is
  facing.
• Discuss options the project manager should
  consider. What are the benefits and risks of your
  action plan?

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Manage the Project

• Manage workplan
• Manage issues
• Manage scope
• Manage communication
• Manage risk
• Manage documentation
• Manage quality
• Manage metrics

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Learning Objectives

• By the end of class, each participant should be
  able to
• Understand the value of project management
  processes
• Review the various aspects of defining a project
• Build and maintain an appropriate project
  workplan
• Identify and manage issues, scope and
  communication
• Identify and manage project risks
• Determine methods to manage project documentation
• Identify and manage to the appropriate level of
  quality
• Identify metrics to improve processes and declare
  success

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Questions??