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Initiation and Planning for Success

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Initiation and Planning for Success Sridhar Seshagiri Rao, PMP Innova Solutions Inc. Santa Clara, CA. April 9th 2004. – PowerPoint PPT presentation

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Title: Initiation and Planning for Success


1
Initiation and Planning for Success
  • Sridhar Seshagiri Rao, PMP
  • Innova Solutions Inc.
  • Santa Clara, CA.
  • April 9th 2004.

2
Agenda
  • Overview of Planning and Initiation
  • Definitions
  • Initiation
  • Best Practices
  • Planning
  • Best Practices
  • Summary
  • Review and Recognition

3
Overview
  • This seminar / discussion is aimed at
    identification of specific and distinct phases of
    Project Management and map it to the practice
  • Provide the Best Practice approach to achieve
    measurable results
  • To present the initiation and planning phase and
    identify the constituents for success

4
Definitions
  • What is a Project
  • What is Project Initiation
  • Why Initiation is needed
  • What is Project Planning
  • Why Planning is needed

5
Definitions, Cont.
  • What is a Project
  • A Project is defined as an endeavor with a
    beginning and an end.
  • It produces unique product, service or result.
  • What is Initiation
  • Initiation is the first phase of Project
    management process, in which, activities are
    performed to assess the size, scope, feasibility
    of the project and to establish procedures to
    support the other phases of the project.
  • Why Initiation
  • To set the expectations and measurable outcomes
    from the project.
  • To identify the needs of the system and the
    stakeholders.
  • To identify the feasibility and the boundaries
    for the system.
  • To document and formalize the commitment of the
    project.

6
Definitions, Cont.
  • What is a Project Planning
  • Project Planning is a defined set of sequential
    or inter-related activities or processes, which
    when executed in the order will enable the
    measurement and success of the system.

7
Definitions, Cont.
  • Why Project Planning is essential
  • To identify and formalize the major components of
    the system.
  • To identify the time, cost and scope of the
    project .
  • To identify the activities in the execution of
    the project.
  • To breakdown the work into manageable
    deliverables.
  • To identify the resources, risks and quality of
    the system.
  • To verify, reassess and provide inputs to the
    next phase of the project
  • To measure the outcome of the project and
    identify the best practices enabling the success
    of the project.
  • To provide the management of stakeholder,
    project, risk, quality, procurement and team
    management

8
Initiation
  • Components of Initiation
  • Project Selection (feasibility study)
  • Project Goals and Objectives
  • Deliverables, Constraints and Assumptions
  • Business, Stakeholders needs
  • Project manager responsibilities
  • Resource requirements
  • Project Charter

9
Best Practices - Initiation
  • A good project selection or feasibility includes
  • Project to have a clearly defined system
    boundaries for the problem.
  • The Project relates to the immediate needs and
    the solution clearly defines the problem to be
    solved.
  • Project Goals and Deliverables include
  • The Goals are identified as milestones and the
    effective mechanisms to achieve it.
  • The breakdown of the tasks are defined to support
    the planning process.
  • The high level resources requirements and risks
    perceived in the project and the mitigation
    strategies.

10
Best Practices Initiation, Cont.
  • Project responsibilities and Stakeholders needs
  • There is a complete support from the stakeholders
    and management for the Project effort.
  • The tasks and efforts for managing the project
    are assigned to the appropriate individual and
    make him responsible for the well being of the
    project.
  • The Project relates to the Organizations
    Mission.
  • A good project charter identifies the following
  • Problem Statement
  • Principal Stakeholders
  • Project leader and other resources
  • Note The Project Charter should be a part of the
    Project Plan.

11
Initiation Project Charter template
12
Planning needs Effective planning
  • Effective Planning starts out with the critical
    systems thinking
  • and reasoning for the project success
  • Why are we doing this project?
  • Why do we think the identified problem really is
    the problem?
  • Why do we think this is important to solve now?
  • Why do we think this proposed action would solve
    the
  • problem?
  • Why do we think this action wont make anything
    else worse?

13
Planning Components
  • Failing to Plan is planning to Fail
  • Components of Planning
  • Scope statement and scope management plan
  • Project Team and Work Breakdown structures
  • Time, Cost, Schedule management plans
  • Communications management plan
  • Quality management plan
  • Risk management and procurement management plan
  • Project Control plan
  • Stakeholder management plan
  • Kickoff meeting

14
Planning Best Practices
  • Scope Management
  • Constantly checking to ensure all the work is
    completed
  • Not accepting any work that is not part of the
    Project charter or the plan.
  • Not doing any gold plating (delivering extra work
    without any benefit to the project.
  • Project Team and Work breakdown structures
  • Identifying the team for execution and building
    the necessary skill sets for the team
  • Creating the Work Breakdown structures to define
    a deliverable oriented grouping of project
    components that specifies the total scope of the
    project.
  • WBS helps prevent work slipping through the
    cracks.

15
Planning Best Practices, Cont.
  • Time, Cost and Schedule Management
  • Managing the time and schedule with activity
    definition, activity sequencing, activity
    duration estimating, schedule development and
    schedule control.
  • Identifying the critical path (longest path in
    the project) helps in monitoring the execution of
    the project.
  • Communication Management
  • Determine the information and the needs of the
    Stakeholders
  • Analysis of information to be collected, the
    person receiving the information, methods used to
    gather information, reporting relationships,
    schedule for distribution and any limits for
    communication.

16
Planning Best Practices, Cont.
  • Quality Management
  • Providing Quality management plan, which defines
    the processes required to ensure that the project
    satisfies the needs.
  • Prevention over inspection
  • Risk Management
  • Identification of Risks including The
    probability of occurring, the range of possible
    outcomes, expected timing in the lifecycle,
    anticipated frequency of risk events

17
Planning Best Practices, Cont.
  • Project Control Plan
  • Define tasks and sub tasks for the deliverable
    from the WBS.
  • Identify tasks that take the longest time and
    monitor closely for completion.
  • Stake holder Management Plan
  • Provide a strategic, systematic approach and
    maintain the support of key influences.
  • Minimize any opposition and develop ownership and
    buy-in from the vast majority of uncommitted
    stakeholders by appropriate communication plan.
  • Kick Off Meeting
  • Conduct the Project Kickoff meeting to formalize
    the plans, the deliverables, the risks and
    provide the management and the stakeholder the
    information for buy in and support.

18
Summary - Initiation
  • Proper Project Selection by doing feasibility
    study
  • Definition of the goals of the project and the
    deliverables
  • Project relation to the Organization mission
  • Define the appropriate Project Charter and make
    it part of the Project plan

19
Summary - Planning
  • Effective Project plan by finding the answers for
    the 5 WHY questions.
  • Identify the scope and provide for scope
    management to avoid scope creep.
  • Identify the Project team and decompose the work
    into manageable pieces with the Work Breakdown
    structures.
  • Provide plan for time, cost and schedule using
    the activities of the project. Identify the
    critical path and provide a plan for tracking the
    execution.
  • Determine the communication needs of the
    stakeholders and plan the same for proper
    support.
  • Provide a quality management plan and adhere to
    the prevention over inspection paradigm.

20
Summary - Planning
  • Identify the occurrence of risks, the range of
    possible outcomes and expected life time in the
    project duration.
  • Provide a appropriate Project Control Plan
  • Provide a plan for the stakeholder management
  • Conduct the kickoff meeting to formalize the
    plans, deliverables etc.
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