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Project Planning And Controlling

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Presentation at the Magnolia Conference in Basel (Sep 10, 2009). Recommendation for Project Planning and Controlling.

Presentation at the Magnolia Conference in Basel (Sep 10, 2009). Recommendation for Project Planning and Controlling.

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Transcript

  • 1. Project Planning & Controlling
  • 2. Agenda Overview
    • Project Overview
      • About large-scale Projects
      • Lessons Learned
      • Project Organization
      • Project Milestones
    • Resources and Roles
      • Based on Operational Functions
    • Deliverables
    • Global Integration Concept
  • 3. Contact Information
    • XumaK
      • [email_address]
    • Giancarlo F. Berner
      • [email_address]
    Don’t hesitate to contact me! Let us exchange ideas, plans and whatever interesting topics to make Magnolia projects successful!
  • 4. Overview
    • Project Scope
      • Requirements, Time, Budget
    • Project Management
      • Manage “Project Intelligence” to complete and deploy Requirements with the given Budget in the given Time
    • Project Intelligence
      • Resources and Equipment
  • 5. What is a (Web) Project?
    • What defines the scope of a Web project?
    • What factors define a Web project?
    • When do we talk about a project failure?
    • What could be the reasons for project failures?
    • Project Objectives (Marketing!)
    A Project Manager faces many different challenges!
  • 6. Scope of a Web Project
    • Amount of Web Sites and Web Pages
    • Complexity of Functionality
    • Expected Volume and Traffic
      • Note: Hardware size is a result of calculating the amount of Web Users, volume and hits-per-”period”!
    • Amount of different Designs
    • Performance Requirements
    • Time and Budget
    A Project Manager faces a lot of different challenges!
  • 7. (Web) Project Objectives
    • Technical Objectives
      • Award winning Design, State-of-the-Art Technology
    • Monetary Objectives
      • Low Maintenance, Real Scalability, Short Development Cycles
    • Marketing Objectives
      • Sales, Branding, Community
  • 8. Possible Roles in a Project Project Management PR Creative / Design Infrastructure/ Network Testing Development/ Production Training/ Education Admin QA Installation Configuration Maintenance Support Deployment Requirements DDD Coding Coding Styles Packaging Off shoring Wire Frames Mockups Style Guides Assets HTML/CSS/ JS Samples Steering Committe UA/SEO Test Functional Test Load Test Stress Test Staging/ Production User Manual Author System Admin Developer Management Public Relations Events Marketing Information/ News Management Progress Meeting Sign-Offs Open Questions Controlling Budget
  • 9. Reasons for Project Failures
    • Too little time and/or budget
      • Complexity impacts time and resources
    • Underestimation
    • Skill level of Resources don’t match Requirements/Complexity
    • Missing Requirements
    • Missing Communication
    • Client Expectations don’t match Results
    • Project Manager works on the project (!)
    • We will see more in “Lessons Learned”
  • 10. Project Management
    • The President of the USA
    • The President of Magnolia
    • YOU, the Project Manager
    What is the difference between
  • 11. No big Differences!
    • All manage a large scale project
    • All have a project scope
    • All have a time/budget constraint
    • All have resources/equipment
    • All have communication lines
    • Well, not all have the same salary :-)
  • 12. What is Project Management?
    • Think of a Chess game
    “ Project Management is the ability to manage and guide resources/equipment to produce/deliver all requirements within a given time and budget.”
  • 13. Churchill's Planning Grid Not Urgent --> Delegate! Not Important --> Delegate! Important Urgent
  • 14. Project Manager Tasks
    • Define Operational Functions and only then the according OF Resources
    • Delegate Planning to OF Leaders
    • Controlling and Monitoring
      • Resources, Time and Budget
    • Relay between OF and Steering Committee
    • Resource Planning and Assessment
  • 15. Project Intelligence
    • Project Intelligence is the combination of highly qualified resources with state-of-the-art equipment
    • Resources are responsible to develop and deploy the project requirements
    Acquire Resources carefully! The better they are the smoother the project will be!
  • 16. Typical Resource Errors
    • Too few Resources
      • Huge Requirements in a short time
    • Skill Level not compliant with Project Requirements
    • Fluctuation in long-term Projects
    • Week leaders of Operational Function Sections
  • 17. Equipment in a Web Project
    • The infrastructure hardware is not part of the Project Equipment
    • Equipment does not play a very big role in Web Projects
    • Typically Equipment is used for
      • Communication (e.g. Meetings)
      • Computers for Development, Planning and Documentation
  • 18. Steps to Implement Magnolia Successfully
    • Project Scope and Business Goals
    • Gather Requirements
    • Realistic Planning
    • Resources
    • Development/Deployment Process
      • Parallel Development
    • Testing
    • Education
    • Documentation
    • Support/Quality Assurance
  • 19. Development Phase in a Project
    • Define Business Requirements
    • Define Functional Specification
    • Design Phase
    • Define Functionality/Component Matrix
    • Define Time Calculations
    • Write DDD’s
      • Detailed Design Documents
    • Development
    • Testing (Load-, Stress-, User-Acceptance Tests)
    • Education (Author Training)
    • Documentation
  • 20. General Project Failures
    • Project is underestimated
    • Too little or missing Requirements
      • Business Requirements, Functional Specifications
    • Transition between “static Web Site” and “dynamic Page creation” is missing
    • Too view Resources
    • Weak Operation/Team Leaders
    • Resources have too little (or no) Magnolia and Repository experience
    • Lack of communication between stake holders
  • 21. General Recommendations
    • Overestimate the project and reduce (resources) later
    • Add only skilled resources to the project
      • Or plan a significant learning curve
    • Implement communication paths between teams
    • Gather as many requirements as possible
    • Document (and sign-off with Steering Committee) all required development and deployment steps
  • 22. Project Management Failures
    • Missing Requirements
      • Cause unnecessary amount of “clarification meetings”
    • PM defines tasks for OF Team Leaders
    • Missing “Worst Case Scenarios”
      • What happens on “Resource drop-out”, “Infrastructure failures”, etc.
    • Business Expectations and Results are different
    • Key Resources have no equivalent substitutes
    • Fire-Fighter, causing dangerous bottle-necks
  • 23. Define a Plan!
    • Yes, also Project Organization needs planning!
    • Structure Project into Operational Functions
    • Define Responsibilities
      • Which OF is responsible to manage/deliver what
    • Define Delegation/Communication Path
      • Which OF delegates what to which OF task
      • Which OF task reports to which OF
    • Elect a Steering Committee
      • Controls Progress, Budget, Exceptions , Feasibility
  • 24. Project Organization Chart Project Management PR Creative / Design Infrastructure/ Network Testing Development/ Production Training/ Education Admin QA Installation Configuration Maintenance Support Deployment Requirements DDD Coding Coding Styles Packaging Off shoring Wire Frames Mockups Style Guides Assets HTML/CSS/ JS Samples Steering Committe UA/SEO Test Functional Test Load Test Stress Test Staging/ Production User Manual Author System Admin Developer Management Public Relations Events Marketing Information/ News Management Progress Meeting Sign-Offs Clarify Questions Controlling Budget
  • 25. What YOU can Control/Monitor
    • Processes within Operational Functions
      • OF defines optimal processes
      • Optimize/Ease reporting and meetings
    • Deliverables
      • Compare Documents to Requirements
      • Use Checklists
    • Progress/Results
      • Plan for Exceptions! (Halted Progress, “wrong” Results)
  • 26. PM Recommendations
    • 2 Project Managers
      • One to interact with Steering Committee, Creative and non-Magnolia related teams
      • One PM to interact with Magnolia Development and Infrastructure/Architecture team
    • Use Business Analysts to gather Business Requirements
    • Delegate Detail-Planning to OF Teams
  • 27. PM Recommendations
    • Plan “Parallel Flows”
      • Divide Magnolia Development into phases and develop them in parallel
      • Start testing immediately on completed phases
    • PM “only” Controls and Monitors the project. Let Lead Resources do the detailed planning!
      • Let e.g. Lead Developers plan development
      • Avoid Lead Resources do Q & A sessions directly with the Steering Committee, Project gets unmanageable!
  • 28. PM Recommendations
    • Define “Worst Case Scenarios”!
      • Management by Exception
      • Key positions have always 2 resources
      • Work out “B-Plans” for possible “Exceptions” (e.g. Resource drop-out, Hardware or Performance issues)
    • Intensify Communication and Relaying between Steering Committee and Team Leaders
  • 29. Business Requirements
    • Defines the expectations the client has
    • Allows the client to measure against delivered results
    • The more precise, the better results will be
    • Business Requirements are client-based documents
    • Compare RFP Proposal with Requirements
    • Let client define Business Requirements in their marketing language
  • 30. Business Requirements Recommendations
    • Gather as many requirements as possible
    • Ask for an example of a requirement, not only a description
    • Ask for a priority level
      • Remember, we can develop different phases at the same time
    • Add contact details for requiring more information
  • 31. Business Requirement Recommendation
    • 2 Business Analysts to interact with Steering Committee to gather
      • Business Requirements
      • Define Functional Specifications
    • BA’s represent Steering Committee
    • 1 BA defines “Master Site” requirements
    • 1 BA defines “Country Site” requirements
  • 32. Design Phase Failures
    • Too much budget used for Design
      • Might be ok for “static sites”, but not when pages are generated dynamically
    • Deliveries often are just one big JPG
    • No assets available or assets are to heavy
      • E.g. 500kB (or more) images
    • No HTML/CSS samples for the Design
  • 33. Design Phase Recommendations
    • Define complete set of Wire Frames
    • Layout and Mockups for “must” pages
    • Define a complete Style Guide
    • Get a set of the “static” assets (images, flash, etc.)
    • Get HTML/CSS/JS samples
    • Define the Site Map with how the pages interact
  • 34. Lead Architect(s)
    • Plan Infrastructure
      • Hardware Sizing, Security, Backup/Failsafe
    • Define Functionality/Component Matrix
      • Component = Template or Paragraph
    • Define Time Calculations for each Component
  • 35. Functionality Component Matrix
  • 36. Time Calculation
  • 37. Lead Developer(s)
    • Review development time and skill requirements for each Template/Paragraph
    • Write the Detailed Design Documents (DDD) for each Template/Paragraph
    • Make sure DDDs are approved by Business prior to handing out to developers
    • Define coding styles and control coding quality
    • Plan and monitor development team
    • Focus on maintainability and reusability
    • Reports directly to Project Manager
  • 38. Developer Team
    • Must have Magnolia experience!!
      • Dynamic page generation
      • Templates/Paragraphs/Dialogs
      • Repository Technology
    • Must have Java/JSP experience!
  • 39. Trainer Recommendations
    • Deep knowledge of Magnolia
    • Training experience
    • Trains the project team in the beginning
    • Leads “Train-the-Trainer” program for Europe wide content contributors
    • Writes User Manuals
    Education Goals: Create Excitement!
  • 40. Deliverables
    • Business Requirements (Business Analysts)
    • Functional Specs (Bus/Analyst / Architect)
    • Functional/Component Matrix (Architect)
    • Resource/Time Planning (Architect)
    • Detailed Design Document (Lead Developer)
    • Deployment Document (Sys Admin/Architect)
  • 41. Global Integration
    • Low-cost Development Capacity
      • E.g. 1 Team leader, 2 Java Developer, $99/h
    • Offsite Development
      • Low Infrastructure Costs
    • High-Quality, Magnolia trained Resources
      • We are the writers of the Magnolia Technical Trainings
    • Integrate into, and part of your Team
      • Direct contact with known Resources
    • Develop according DDD