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Project Planning.ppt

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The document discusses the five stages of project planning: 1) developing a project overview with the problem/opportunity, goals, measures of success, approach, and risks; 2) creating an activity plan with tasks to achieve goals; 3) assigning activities to team members based on skills; 4) implementing the plan and monitoring progress; 5) closing out the project with an after-action report. It emphasizes that thorough planning is essential for a successful project. A video example illustrates considering different approaches to challenges assumptions. Effective project planning involves outlining the work, assigning responsibilities, and following the plan to completion.

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Project Planning.ppt
Project Planning Day 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 Clearly written to communicate Team leader responsibility Critical to get this right! Stage One: Project Overview
Whats In a Project Overview? Statement of Problem (or Opportunity) Goals and Objectives Measures of Success Approach, Process, and Timing Assumptions and Risks
Lets Use the Following Example You have taken a new job, and it is a significant distance from home. You are concerned your current car will not be reliable given its age. In 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 andObjectives 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 Success Our desired results that can be quantified Numbers, frequency, degrees of change Avoid intangible measures Make it better Superlatives 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, & Timing Describe how we will go about our work what will we do? Define the schedule you will follow Consider how success was achieved in similar projects For a new project be creative!
Video Presentation
Project Planning.ppt
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 Risks We need to consider the things we expect to happen, and the what ifs Assumptions Things we believe will happen Things needed to be true for success Risks Undermine success Actions can be planned to offset risks
Assumptions and Risks Might Include: Resources needed Timing of resources Events outside our control Potential delays and their effect
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? PatrolActivity-
Project Overview . . . . . . A Quick Review Defined our problem Listed goals and objectives Decided on measures of success Described our approach and timing Considered assumptions and risks
A Project Overview . . . Helps ensure success Helps get everyone on one page Helps prevent Getting off track Scope creep
Stage Two: Activity Plan
Activity Plan Define the activities and tasks needed to achieve our goals Organize & Prioritize activities and tasks Identify which tasks depend on others Assign team members to activities Define dates to begin and finish
Activity Plan Goal Activity Activity Activity Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Activity
Activity Plan Replace Car Choose Make/Style Shop for Car Make Purchase Mileage Space Features Cost Limit Body SUV? Make? Colors Negotiate Finance Prep Receive Online Dealers Buyer Set Price Define Needs
Project Activities and Tasks Should . . . Pass the SMART test Have clear start and stop times Include estimated time and cost to complete Be assignable and manageable
Video Presentation This clip will help illustrate the second stage of project planning Activity Plan
Project Planning.ppt
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 resources Understand team member skills Match skills to tasks Establish progress milestones and reporting procedures
Assign Activities Team Members Should - Know projects purpose Understand their assignments Know the availability of resources Be clear about deadlines Understand how to address issues
Stage Four: Putting the Plan Into Action
Work the Plan Now 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 Plan Get the project going Provide leadership to the team Assist with decisions & problems Obtain additional resources Monitor progress of activities Monitor team performance The Leader Should -
Stage Five: Project Closeout
Closing Out the Project Recognize team members Prepare After-action report Goals and objectives met? Completed on schedule? Lessons learned? Ideas/recommendations for future projects
Summary Five Stages of Project Planning 1. Develop a Project Overview 2. Plan the Work 3. Make Activity Assignments 4. Put the Plan into Action 5. Prepare Project Closeout
A Different Adage: If you plan the work . . . . . . you plan for success!

More Related Content

Project Planning.ppt

  • 3. An Old Adage: Fail to Plan . . . and You Plan to Fail!
  • 4. Project Planning 5 Stages Prepare project overview Develop activity plan Assign responsibilities Put plan into action; track progress Prepare closeout report
  • 5. High-level summary of the project Sets the overall scope Clearly written to communicate Team leader responsibility Critical to get this right! Stage One: Project Overview
  • 6. Whats In a Project Overview? Statement of Problem (or Opportunity) Goals and Objectives Measures of Success Approach, Process, and Timing Assumptions and Risks
  • 7. Lets Use the Following Example You have taken a new job, and it is a significant distance from home. You are concerned your current car will not be reliable given its age. In your course materials, and pull out Appendix pages A26 - A28.
  • 8. Questions - What is our problem, or opportunity, or situation to be changed? What is our goal?
  • 9. Goals andObjectives 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
  • 10. Goals and Objectives - Use the SMART Test S Specific M Measurable A Attainable R Relevant T Time-Based
  • 11. Question - Based on our project goal, What are our most important objectives?
  • 12. Measures of Success Our desired results that can be quantified Numbers, frequency, degrees of change Avoid intangible measures Make it better Superlatives can be hard to achieve! Avoid use of all or never
  • 13. Question - What measures of success should we use in our project example?
  • 14. Approach, Process, & Timing Describe how we will go about our work what will we do? Define the schedule you will follow Consider how success was achieved in similar projects For a new project be creative!
  • 17. Video Review What approaches did the team consider? What assumptions were challenged? What was necessary for the novel approach to be considered?
  • 18. Question - What approach should we follow for our project? What schedule do you want to meet?
  • 19. Assumptions and Risks We need to consider the things we expect to happen, and the what ifs Assumptions Things we believe will happen Things needed to be true for success Risks Undermine success Actions can be planned to offset risks
  • 20. Assumptions and Risks Might Include: Resources needed Timing of resources Events outside our control Potential delays and their effect
  • 21. 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 -
  • 22. Who would like to share? PatrolActivity-
  • 23. Project Overview . . . . . . A Quick Review Defined our problem Listed goals and objectives Decided on measures of success Described our approach and timing Considered assumptions and risks
  • 24. A Project Overview . . . Helps ensure success Helps get everyone on one page Helps prevent Getting off track Scope creep
  • 26. Activity Plan Define the activities and tasks needed to achieve our goals Organize & Prioritize activities and tasks Identify which tasks depend on others Assign team members to activities Define dates to begin and finish
  • 27. Activity Plan Goal Activity Activity Activity Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Task Activity
  • 28. Activity Plan Replace Car Choose Make/Style Shop for Car Make Purchase Mileage Space Features Cost Limit Body SUV? Make? Colors Negotiate Finance Prep Receive Online Dealers Buyer Set Price Define Needs
  • 29. Project Activities and Tasks Should . . . Pass the SMART test Have clear start and stop times Include estimated time and cost to complete Be assignable and manageable
  • 30. Video Presentation This clip will help illustrate the second stage of project planning Activity Plan
  • 32. 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
  • 34. Assign Activities Team Leader Should - Confirm availability of resources Understand team member skills Match skills to tasks Establish progress milestones and reporting procedures
  • 35. Assign Activities Team Members Should - Know projects purpose Understand their assignments Know the availability of resources Be clear about deadlines Understand how to address issues
  • 36. Stage Four: Putting the Plan Into Action
  • 37. Work the Plan Now 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!
  • 38. Work the Plan Get the project going Provide leadership to the team Assist with decisions & problems Obtain additional resources Monitor progress of activities Monitor team performance The Leader Should -
  • 40. Closing Out the Project Recognize team members Prepare After-action report Goals and objectives met? Completed on schedule? Lessons learned? Ideas/recommendations for future projects
  • 41. Summary Five Stages of Project Planning 1. Develop a Project Overview 2. Plan the Work 3. Make Activity Assignments 4. Put the Plan into Action 5. Prepare Project Closeout
  • 42. A Different Adage: If you plan the work . . . . . . you plan for success!