Processes for Predictive Projects: 2 Planning Flashcards
Project Management Plan
(18 components)
14 plans:
1. Scope Management Plan
2. Requirements Management Plan
3. Schedule Management Plan
4. Cost Management Plan
5. Quality Management Plan
6. Resource Management Plan
7. Communications Management Plan
8. Risk Management Plan
9. Procurement Management Plan
10. Stakeholder Engagement Plan
11. Change Management Plan
12. Configuration Management Plan
13. Project Life Cycle Description
14. Development Approach
4 Baselines:
15. Scope Baseline
16. Schedule Baseline
17. Cost Baseline
18. Performance Measurement Baseline
Gold Plating
doing extra work not in the scope
Scope Management Plan
How the scope will be defined, developed, monitored, controlled and verified
Requirement Management Plan
How the requirements will be
analyzed, documented and managed
OUTPUT of “Plan Scope Management”
Requirement Traceability Matrix
A table that links requirements back to it source + goes into further detail + current status
OUTPUT of “Collect Requirements”
Requirements Documentation
How individual requirements are to be performed and why each requirement is important to the project.
OUTPUT of “Collect Requirements”
Project Scope Statement
Describes in detail the project deliverables
Where we get our deliverables!!
Output of “Define Scope”
WBS = Work Breakdown Structure
Decomposing deliverables from scope statement into more manageable components.
if it is not in the WBS, it is not part of the project
Project Name > Control Account > Work Package . Activities
WBS Dictionary details the
contents of the WBS (team member, time, cost, ID #, etc.)
3 Components of Scope Baseline
- Project Scope Statement
- WBS
- WBS Dictionary
Schedule Management Plan
How the schedule will be planned, developed, managed, executed, and controlled throughout the phase or project
OUTPUT of “Plan Schedule Management”
Rolling Wave Planning
Decomposing activities as you go/in waves
Near-term work packages can be defined in much greater detail. You shouldn’t plan for activities 2 years from now.
TOOL of “Define Activities”
Activity List
A complete list of all scheduled activities that is required to be perform on the project.
Work packages come from scope, and activities come from those work packages.
Activities are used to build the schedule.
Project Name > Control Account > Work Package > Activities –> Schedule
OUTPUT of “Define Activities”
Activity Attributes
Any additional information required to execute the Activity list
OUTPUT of “Define Activities”
Milestone List
Key dates of the projects
OUTPUT of “Define Activities”
Precedence Diagramming Method (PDM)
Precedence = order/sequence
Diagram that represents the flow of work packages
A > B > C > D
TOOL in “Sequence Activities”
When sequencing activities, there are 4 relationships between activities:
- Finish to Start - finish 1 activity, start the next
- Finish to Finish - you want 2 activities to finish at the same time
- Start to Start - you want 2 activities to start at the same time
- Start to Finish - start 1 activity, finish another
Sequencing activities - there are many ways 1 activity affects the next
Dependency Determination: Mandatory Dependencies (Hard Logic)
When one activity must be done for the other one to start
Ex: Paint must be purchased before painting the walls
Sequencing activities - there are many ways 1 activity affects the next
Dependency Determination: Discretionary Dependencies (Soft Logic)
Activity is not dependent on the completion of another; can be done simultaneously
Ex: Painting the walls of a room and laying carpet at the same time
Sequencing activities - there are many ways 1 activity affects the next
Dependency Determination: External Dependencies
activity is dependent on something outside the control of project team
Ex: The Home Improvement store down stocking the paint prior to you buyi
Sequencing activities - there are many ways 1 activity affects the next
Dependency Determination: Internal Dependencies
activity is dependent on something within the control of project team
Leads vs Lags when sequencing activities
A lead is an overlap; succeeding activity can start a little early
A lag is a delay for next activity to start
Project Schedule Network Diagrams
Drawings which shows the entire project work packages/activities from start to finish + their logical relationship
START > A > B/C > D > E > FINISH
Activity > Schedule Network Diagrams > Duration > Schedule
OUTPUT of “Sequence Activities”
In estimating activity durations and cost…
Analogous Estimating
(top-down)
Copy/paste from previous projects
Least accurate
Costs less
Using historical information to predict how long something will take
In estimating activity durations and cost…
Bottom-Up Estimating
More accurate
More time-consuming
Breaks down the work to the lowest levels and then aggregating the work back up to find an overall duration
In estimating activity durations and cost…
Parametric Estimating
Uses a statistical relationship between historical data and other variables (parameters); an algorithm
You have parameters to calculate an estimate.
Ex: 200 ft x 5 min/ft
In estimating activity durations…
3-Point Estimate
(AKA PERT)
Utilizes 3 values when calculating how long/much an activity should take:
Optimistic, Realistic, Pessimistic
PERT = Project Evaluation and Review Technique
3-Point/PERT Estimate:
Beta distribution
(O + R(4) + P) / 6
Optimistic, Realistic, Pessimistic
3-Point/PERT Estimate:
Standard Deviation
(P - O) / 2
Optimistic, Realistic, Pessimistic
(Ex. Estimate is plus or minus this value)
3-Point/PERT Estimate: Triangle distribution
(O + R + P) / 3
Optimistic, Realistic, Pessimistic
(Weighted average)
Reserve Analysis
Aka buffer time/cost
Schedule Network Analysis
Using several different techniques to determine the length of the schedule.
It is used to calculate the early start and early finish dates, late start and late finish dates
Techniques: Critical path, Critical Chain, What-if analysis, and resource optimization techniques
Resource Optimization Techniques
Ways of flattening/leveling the schedule so resources are distributed evenly/fairly
Schedule Network Analysis:
Critical Chain
A method of planning and managing projects that puts more emphasis on the resources required to execute project tasks developed
Schedule Network Analysis:
What If Scenarios
Consider worst case scenarios + how to respond in a scheduled way
Schedule Compression: Crashing
Adding resources to shorten schedule
Crashing adds COST
Schedule Compression:
Fast Tracking
Run activities simultaneously
Fast Tracking adds RISK
Agile Release Planning
In agile, project is built in increments but when are we going to release increments? A release allows customers to give feedback in small increments along the way.
Schedule is broken up into smaller iterations.
Release Plan = determining what features of the product, how many iterations it will take to give the customers something usable.
Project Schedule
(detailed)
Includes each activity’s start/end date - very detailed! With diagram
Most likely going to use a Project Network Diagram.
Other options: Gantt/bar chart, milestone chart
Schedule Baseline
(high level)
Start/end dates for the project
(no bar charts, specifics, etc.)
Schedule Data
When you make a schedule, What data did you use to make it?
What assumptions was made?
What constraints was made?
Project Calendar
(shifts)
identifies project shifts
Critical Path Method
A way to calculate a schedule or build a schedule.
Critical Path = the longest possible route, which gives you a more accurate end date
Activities on the critical path have no slack/float built in. If activities are delayed, end date is pushed by however long they’re delayed for.
CPM: Float vs. Free Float
Float (or Slack) = the amount of time you can delay an activity without delaying the project
Float = LS-ES or LF-EF
(cushion WITHIN an activity)
Free float = amount of time you can delay an activity without delaying the next activity
Free float = ES of next activity - EF of current activity - 1
CPM: Forward Pass & Backwards Pass
Forward pass:
EF = ES + duration - 1
Backwards Pass:
LS = LF - duration + 1
Value Engineering
Finding a less costly way of doing work
Engineering the best value
Fixed costs
Costs that stay same throughout the life of a project
Ex: bulldozer
Variable costs
Costs that vary on a project
Ex: Hourly labor
Indirect costs
Costs that are shared & allocated among several or all projects.
Ex: manager’s salary
Direct costs
Expenses billed directly to the project.
Ex: materials used to construct bldg
Sunk costs
Costs that have been invested into or expended upon the project.
Cost Management Plan
How costs will be planned,
structured and controlled
Variation in Cost Estimates: Definitive, Budget, Rough Order of Magnitude
- Definitive Estimates: –5% to +10%
- Budget Estimates: –10% to +25%
- Rough Order of Magnitude Estimates: – 25% to +75%
Cost Estimates + Basis of Estimates
Cost Estimates: Costs associated with each activity (materials, labor, etc.)
Basis of Estimates: How estimates were developed and by whom + range of possible estimates
OUTPUT of “Estimate costs”
Cost Aggregation (tool)
Details on what each activity is scheduled to cost.
Contingency Reserves vs Management Reserves
Contingency Reserves: PM manages; will address the cost impact of the remaining or known/unknown risks
Management Reserve: The management determines the funds to cover unknown/ unknown risks to the project
Funding Limit Reconciliations
Run rate versus planned burn rate; parts of project may need to be rescheduled
Cost Baseline vs Project Budget
Cost baseline: includes (PM’s) contingency reserves
Project budget: ALSO includes management reserves
Cost Benefit Analysis
Does the work cost more then the expected results. The benefits must out weigh their costs.
Cost of Quality (COQ)
All costs incurred over the life of the product ensuring it meets quality of the product
Quality Management Plan
How are we going to gather quality requirements + how will we meet them
Quality Metrics
How quality is measured
3 Types of Org Charts
(Resource Management)
- Hierarchical (similar to WBS)
- Matrix-based chart (2 variable chart, with check boxes, like RACI chart)
- Text-oriented chart (lists roles, qualifications, etc.)
RACI chart:
(responsible / accountable / consulted / informed)
RACI chart
Matrix-based chart that identifies which team members are:
- responsible
- accountable
- consulted
- informed
Resource Management Plan
Guidelines for managing both physical and team resources, containing team member’s roles and responsibilites
Team Charter
Outlines what will be acceptable behavior within the project (general rules of conduct for meetings, decision- making, and one-on-one conversations)
Resource Requirements
What resources are required for each activity (very detailed!)
Resource Breakdown Structure
Hierarchical breakdown of resources by their categories and types.
Communication Management Plan
Who, what where when, how all stakeholders get information
Communication Requirements Analysis
Analyzing the communications needs of the stakeholders
How to calculate # of communication channels among stakeholders?
Channels= n(n-1)/2
N=The number of people on the project
4 Team Members
4(4-1)/2=x
x=6 lines of communication
Paralingual communication
The pitch, tone, & inflections in the sender’s voice affect the message being sent.
Individual vs overall project risk
Individual project risk: an uncertain event or condition that, if it occurs, has a positive or negative impact on one or more parts of the project
Overall project risk: The risk exposure of the project as a whole. individual risks PLUS other (external) sources of risk
Risk Management Plan
Guide to:
* identifying risks
* Qualitative/Qualitative analysis
* monitoring risks
* Responding to a risk
* etc.
Risk Register vs. Risk Report
Risk Register - list of all identified risks + responses (INDIVIDUAL project risks)
Risk Report - sources of OVERALL project risks
(includes root causes, reactions, categories of those risks)
Both should be updated after qualitative and quantitative analysis is done
Prompt Lists
A predetermined list of risk categories
Qualitative vs Quantitative Risk Analysis
Qualitative = ranking the risks in order (based on probability and impact)
Quantitative = how the risks affect $
Risk Probability and Impact Assessment
How likely is the risk and how much will it impact?
Risk Data Quality Assessment
How reliable is the data you’re using to assess risk?
Probability and Impact Matrix for Risk
Sorted risk by High Risk, Medium Risk, Low Risk
Representation of (Risk) Uncertainty
Probability distribution, looking at the probability of risks actually taking place
Triangular or beta distributions
(O + R + P) / 3
(O + R(4) + P) / 6
Sensitivity Analysis during
Quantitative Risk Analysis
Tornado chart - what aspect of the project is being affected the most?
Decision Tree Analysis - calculates EMV (expected monetary value); how much $ will you lose if this risk happens
