Six Essential
Elements of a
Successful Project
Plan
Mark Hehl
Consultant
(203) 982 6231
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
1
Agenda
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The DESARA Group
Executive Summary
Nature of projects and project planning
Six essential elements for successful project planning
How to execute the six essential elements
Next Steps
Q&A
Getting Government Grants to fund your improvement
projects
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
2
The DESARA Group
We do:
Business Performance
– Business Improvement /
Project Management
– Training
– Consulting
– MRP Implementation Project
Management
– Supplier Management
Assistance
– 6 σ Training, Coaching,
Implementation
– Grant Assistance
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–
–
–
–
–
–
Operational Improvement
Change Management
Lean
Strategy Planning
Quality Strategy Planning
Core Process Redesign
Sourcing & Partnering
Selection
– Technology Transfer
© Copyright 2008 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
3
Who is Mark Hehl?
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37 years experience
Varied exposure
85+ consulting projects
Over 400 suppliers
– Project Management
– Sourcing
– Improvement
– Cost reduction
– Project Rescue - Emergency resolution of
problem projects
– Asia, North America, Europe & Latin
America
Various
– Manufacturing
– IT
© Copyright 2009 by The DESARA Group,
– Service
www.DesaraGroup.com 631-909-3570
4
Executive Summary
“Failing to plan is planning to fail”
• Today
– Six Essential Elements
– There are more
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
5
Effective Project
Management
• Enhanced Organizational Performance
• Obvious on my first day!
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Discipline/Focus
Healthy/Positive Conflict
Schedule Compliance
Cost Controls
Check and Balances
What is a Project Plan?
"A formal approved document that defines how the
project is executed, monitored, and controlled. It
may be summary or detailed and may be composed
of one or more subsidiary management plans and
other planning documents.“ *
* Source: Project Management Institute
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com, 631-909-3570
7
Considerations in Project Planning
• Living Document
• Changes as
– New information becomes available
– The environment changes.
• Appropriate detail should be for the
– Complexity
– Phase
• A schedule is not a plan
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com, 631-909-3570
8
Six Essential Elements of a
Successful Project Plan
1. Project Scope
– Objectives and Deliverables
– Requirements
– Assumptions and Constraints
– Stake Holder Analysis
2. Roles and Responsibilities
Resources!!!
3.
4.
5.
6.
Realistic Schedule
Communication Plan
Risk Management Plan
Project Tracking
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
9
Six Essential Elements of a
Successful Project Plan
1. Project Scope
2. Roles and Responsibilities
Resources
3. Realistic Schedule
4. Communication Plan
5. Risk Management Plan
6. Project Tracking
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
Have you ever
seen these
cause a problem
in your
projects?
10
Project Scope
• Objectives and Deliverables
– Why are we doing this?
– What do we get for doing this?
• Requirements
– Spell out what done looks like.
• Assumptions and Constraints
– Define the boundaries within which the project will
operate.
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
11
Project Scope - Stakeholder Analysis
Involvement = Buy in
Identification
– customers, users, management, suppliers or
other individuals and groups impacted by the
project
- Influence of the stakeholder
– Increase commitment as required
-Needs (communication, support, approvals)
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
12
Roles and Responsibilities
Responsibility Assignment Matrix
Activity
Eng
Qual
Mfg
Finance
Test
subsystem
R
A
C
I
Task 2
I
R
A
C
Task 3
A
R
I
C
R- Responsible A – Approve C – Consult I – Inform
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
13
Schedule Development Steps
• Activity identification
• Activity sequencing
• Activity resource estimating
– Report/resolve inadequacies
• Activity duration estimating
– Balance
• Refine
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
14
Activity identification
• Work Breakdown Structure (WBS)
– A hierarchical organization of the tasks required for deliverables
– Lowest level of task is no greater than 80 hours or two weeks of effort
Product
Design
Design
Subsystem 1
Design
Subsystem 2
Test
Subsystem 1
Build
Prototype
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
15
Activity Sequencing
Project Schedule Network Diagram
Task 3
Task 1
Task 4
Task 2
Task 6
Task 5
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
16
Communications Planning
Points to consider in communication planning
• “In 1933 when I was brand new to M (a Fortune 500
company), my boss told me that the biggest problem at M
was (the lack of) communication. And 40 years later when I
retired, the biggest problem at M was still the lack of
communication.”
• The number of communication path grows geometrically with
the number of project participants.
“Communication is the mortar that holds the bricks of an
organization together”
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
17
Elements of a Communication plan
• Stakeholder communication requirements
– Who
– What
– When
• Information to be communicated
– Format
– Content
– Detail level
• Person Responsible for Communicating Information
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
18
Elements of a Communication Plan
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Persons or Groups that will receive the communication
What communication needs to be confirmed
Methods/technologies to be used
Communication frequencies
Escalation process
Method of updating the communication plan
Risk Management Plan
• Risk
– uncertain event
– negative impact on project.
• Categories of risk.
– Technical (requirements, performance, reliability,
quality)
– Project Management (estimating, communicating)
– Organizational (funding, prioritization)
– External (market, regulatory)
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
20
Elements of a Risk Management Plan
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Risk identification
Qualitative risk analysis
Quantitative risk analysis
Risk response planning
– Accept (Take the hit)
– Avoid (Make it impossible)
– Transfer (Pass the buck)
– Mitigate (Change the odds)
• Risk monitoring and control
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
21
Qualitative Risk Analysis
Identified Risk
Impact
Probability
Score
Risk 1
3
3
9
Risk 2
2
2
4
Risk 3
2
1
2
Risk 4
1
1
1
3 – High
2 – Medium
1 - Low
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
22
Project Tracking
Components for tracking
• Baseline (for tracking and control).
• Collecting of actual performance.
• Review and reporting
– Recovery
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
23
Follow-on Training /
Consulting
• Internet Workshop
– 4 Hour
• $397
• Phone consulting
– One on one
– 4 Hours
• $597
• Both for $897
Why Grant Funding?
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The Work force Investment Act provides for grant funded training of organizations and individual workers
in all 50 states plus the District of Columbia and Puerto Rico.
The funding is administered at the state level and provides tuition assistance from 50% TO 100%
depending upon the program and the specific situation of your organization and or employees.
– Deliver training services to your employees through state grant funding at no cost to your
organization and no impact to your bottom line
– Provide employees the opportunity to hone their skills and personal development to be competitive
Under Federal law, organizations dislocating employees thru a corporate downsizing are eligible to
provide these employees 100% grant funding.
When an organization downsizes 50 or more employees, they are required to register with their state.
– A state representative gets assigned to the company to develop re-education programs, job search,
employment training
– The state representative fast tracks employees being downsized and puts them on a state approved
list for free educational funding
Organizations who are hiring more than 20 employees are eligible for grant funding in many states
© Copyright 2008 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
25
Grant Funding Services Provided
by The DESARA Group
Specifically we provide all the necessary information to:
• Identify the funding available.
• Understand the rules of the programs.
• How to apply.
• How to administer the program funds once you receive
them.
Call us! We will work with your Organization
© Copyright 2008 by The DESARA Group,
www.DesaraGroup.com 631-909-3570
26
Q&A
Questions?
Thank you for allowing
The DESARA Group to
be of service!
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com, 631-909-3570
27
The DESARA Group
• Web:
www.DesaraGroup.com
• Email:
[email protected]
• Telephone:
(203) 982-6231
• The DESARA Group
15 West Montauk Hwy.
Suite 323
Hampton Bays, NY 11946
© Copyright 2009 by The DESARA Group,
www.DesaraGroup.com, 631-909-3570
28