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Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
Kumar: Managing Documentation Projects
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Kumar: Managing Documentation Projects

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  • 1. Managing Documentation Projects Kumar Dhanagopal tcworld India March 12, 2011
  • 2. The process1. Plan2. Execute, monitor, and control3. CloseOR…1. Execute2. Lose control3. Stop4. Plan, execute, …© Kumar Dhanagopal, 2011 tcworld India 2
  • 3. Challenges• Getting started• Scoping• Estimating effort• Scheduling• Baselining• Communicating• Following up!• Managing reviews• Reporting© Kumar Dhanagopal, 2011 tcworld India 3
  • 4. • If I can do it, anybody can• Each one of us is a project manager© Kumar Dhanagopal, 2011 tcworld India 4
  • 5. Getting started Scoping Estimating effort Getting started Scheduling Baselining Communicating Following up! Managing reviews• Engage early Reporting – Is it ever ok to engage late? – Engaging early ≠ writing from day 1• Participate in the project initiation phase• Take charge• Set aside time for doc planning© Kumar Dhanagopal, 2011 tcworld India 5
  • 6. Getting started Scoping Estimating effort Scoping Scheduling Baselining Communicating Following up! Managing reviews• Use data from all sources Reporting• Consider lifecycle use cases• Prioritize use cases• Look for opportunities to reuse content© Kumar Dhanagopal, 2011 tcworld India 6
  • 7. Getting started Scoping Estimating effort Estimating effort Scheduling Baselining Communicating Following up! Managing reviews• Plan at as granular a level as possible Reporting Use case / task Topic Type Potential Effort for reuse (person days) UC0-Set up a Overview of clusters Concept Low 1.0 cluster Creating a cluster Procedure None 0.5 Configuring a cluster Procedure None 0.5 UC1-Manage Server lifecycle Concept Medium 1.5 the server Starting and stopping Procedure None 0.5 lifecycle server instances© Kumar Dhanagopal, 2011 tcworld India 7
  • 8. Getting started Scoping Estimating effort Estimating effort (contd.) Scheduling Baselining Communicating Following up! Managing reviews• Avoid calculators Reporting – G-I-G-O – Result not really objective• Keep a buffer!It takes more to write less than to write more!© Kumar Dhanagopal, 2011 tcworld India 8
  • 9. Getting started Scoping Estimating effort Scheduling Scheduling Baselining Communicating Following up!Effort estimate: 50 person days Managing reviews ReportingWriters available: 2Calendar days to complete the task: ?• Look beyond the math! – Task divisibility – Task sequence – People: skills, availability, interest© Kumar Dhanagopal, 2011 tcworld India 9
  • 10. Getting started Scoping Estimating effort Baselining Scheduling Baselining Communicating Following up! Managing reviews• How much analysis is enough? Reporting 120 Reliability of the plan (%) 95 100 80 60 40 20 0 0 10 20 30 40 50 60 70 80 90 100 Data available (%)© Kumar Dhanagopal, 2011 tcworld India 10
  • 11. Getting started Scoping Estimating effort Baselining (contd.) Scheduling Baselining Communicating Following up! Managing reviews• Practice progressive elaboration Reporting• Get the plan reviewed• Keep a running list of “opens”• Commit only what’s feasible• Minimize the unknown unknowns• Be prepared to re-plan!© Kumar Dhanagopal, 2011 tcworld India 11
  • 12. Getting started Scoping Estimating effort Communicating Scheduling Baselining Communicating Following up!• Recognize communication channels Managing reviews Reporting 2 people 1 channel, 3 3, 4 6 n x (n-1)/2 10 45!• Communicate bad news early• It’s ok to over-communicate• Include all stakeholders• Know your champion• Listen!© Kumar Dhanagopal, 2011 tcworld India 12
  • 13. Getting started Scoping Estimating effort Following up Scheduling Baselining Communicating Following up! Managing reviews• Use all possible means Reporting• Keep a running to-do list• Push for an ETC date• Set reminders, flag email© Kumar Dhanagopal, 2011 tcworld India 13
  • 14. Getting started Scoping Estimating effort Following up (contd.) Scheduling Baselining Communicating Following up! Managing reviews Reporting© Kumar Dhanagopal, 2011 tcworld India 14
  • 15. Getting started Scoping Estimating effort Managing reviews Scheduling Baselining Communicating Following up! Managing reviews• Plan Reporting – Identify reviewers up front – Define expectations, schedule, and process• Execute – Watch reviewers’ priorities – Reiterate expectations – Monitor progress – Facilitate reviews: doc walkthrough, incremental review, piecemeal review© Kumar Dhanagopal, 2011 tcworld India 15
  • 16. Getting started Scoping Estimating effort Reporting Scheduling Baselining Communicating Following up! Managing reviews• Report regularly Reporting• Report w.r.t the plan• Flag issues, early• Focus on the future© Kumar Dhanagopal, 2011 tcworld India 16
  • 17. Getting started Scoping Estimating effort Reporting (contd.) Scheduling Baselining Communicating Following up! Managing reviews• Report on the future ReportingTask Planned Work Work Revised effort (days) done (%) remaining planT1 10 50 7 12T3 10 50 8 13Total 20 ? 15 25Work remaining: 15 / 25 = 60%Work done: 100 – 60 = only 40%© Kumar Dhanagopal, 2011 tcworld India 17
  • 18. Getting started Scoping Estimating effort Reporting (contd.) Scheduling Baselining Communicating Following up! Managing reviews• Track the “burn” rate Reporting 100 80 Work remaining 60 40 20 0 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Time Plan Actual Forecast© Kumar Dhanagopal, 2011 tcworld India 18
  • 19. Think big picture• Take the project seriously, not project management• There’s life beyond the project© Kumar Dhanagopal, 2011 tcworld India 19
  • 20. Thank you!Questions?kumards_99@yahoo.com© Kumar Dhanagopal, 2011 tcworld India 20

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