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Event based scheduling brown bag

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Progress is measured by the completion of Significant Accomplishments, with the evidence of this completion assessed by their Accomplishment Criteria
Task completion is 0% or 100% no partial credit – either you did it or you didn’t
The “architecture” of the project is described in the arrangement of the Significant Accomplishments to assure increasing value and increasing maturity is made explicitly visible in the plan
Define what “done” looks like and schedule backwards from there – then decide when you should have started the project

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Event based scheduling brown bag

  1. 1. 23 Oct 06 V3 1/21 Event Based Scheduling OK kids, We’re gonna paint the garage floor. Everyone off the couch and in the garage with smiles on your little faces Dad’s gonna “program manage” your efforts to successful outcome using Event Based Planning
  2. 2. 23 Oct 06 V3 2/2123 Oct 06 V3 2/21 Themes of Event Based Scheduling Progress is measured by the completion of Significant Accomplishments, with the evidence of this completion assessed by their Accomplishment Criteria Task completion is 0% or 100% no partial credit – either you did it or you didn’t The “architecture” of the project is described in the arrangement of the Significant Accomplishments to assure increasing value and increasing maturity is made explicitly visible in the plan Define what “done” looks like and schedule backwards from there – then decide when you should have started the project
  3. 3. 23 Oct 06 V3 3/2123 Oct 06 V3 3/21 Events of This Little Family Project Our first impulse is to make a plan for all the work to be performed. Here’s a list of work … 1. All our sports “stuff” is cleaned up 2. Get the garage floor washed and dried 3. Put down epoxy sealer and let it dry 4. Paint the car stalls 5. Put everything back 6. Park the cars and close the doors Events are celebratory occasions, where a collection of Significant Accomplishments has been completed with measurable beneficial outcomes, judged by the Accomplishment Criteria for the work performed.
  4. 4. 23 Oct 06 V3 4/2123 Oct 06 V3 4/21 Some definitions Event - A major transition point in the program Significant Accomplishment - Interim, critical or discrete activity required to complete prior to an event Accomplishment Criteria - Measurable indicators of evidence that demonstrates the achievement of maturity or progress in an activity Tasks - Work performed in support of accomplishments and their criteria There are some new terms we’ll need to learn when we’re speaking in “event based planning” vocabulary
  5. 5. 23 Oct 06 V3 5/2123 Oct 06 V3 5/21 Get “stuff” clean up event Finite duration Clear and concise definition “cleaned up” Measures of success need to be defined When we reach the logical stopping point when “all” the stuff is cleaned up – Mom says its time for lunch There is a clear and concise benefit to getting to this point It may not be necessary to move to the next stage Let’s look at the details of our first “event” – “all the sports stuff cleaned up
  6. 6. 23 Oct 06 V3 6/2123 Oct 06 V3 6/21 Event: “All the stuff cleaned up” – Let’s Eat Significant Accomplishment Interim, critical or discrete activity required to complete prior to an event All Hockey Equipment Located and collected for storage Accomplishment Criteria Measurable indicators of evidence that demonstrates the achievement of maturity or progress in an activity Skates, pads, and uniforms placed in their labeled bags and hung on hooks A Significant Accomplishment is getting all the baseball gear into bags and hung on the wall, bats in a bag, and helmets and in the rack
  7. 7. 23 Oct 06 V3 7/2123 Oct 06 V3 7/21 Significant Accomplishment (SA) SA: Baseball Equipment Stored in Assigned Location The Accomplishment Criteria for completing this Significant Accomplishment includes: Locations defined for each item identified All pads, balls, hats gloves located, sorted, and placed in a pile of like stuff All bats located and loaded into a single bat bag All equipment bags located, emptied of food, drinks, and mice droppings The Significant Accomplishment of getting all the Baseball gear into bags is measured by the completion of the Accomplishment Criteria
  8. 8. 23 Oct 06 V3 8/2123 Oct 06 V3 8/21 Accomplishment Criteria (AC) AC: Locations defined for each item identified Tasks to complete the AC includes: Labeling all bags with their contents Cleaning the bags Determining if the bag can hold the equipment Find new bags, if there is not enough room in the current ones Accomplishment Criteria (AC) is the Exit Criteria for the work performed by the Tasks. When all the work is done, the AC is 100% complete
  9. 9. 23 Oct 06 V3 9/2123 Oct 06 V3 9/21 Project Management According to Yogi† Planning You’ve got to be very careful if you don’t know where you’re going, because you might not get there Communicating I didn’t really say everything I said Decision Making If you come to a fork in the road, take it Measuring progress You’d better cut the pizza in four pieces, because I’m not hungry enough to eat six Executing Think? How the hell are you gonna think and hit at the same time? Managing You can observe a lot just by watching Meeting deadlines I knew I was going to take the wrong train, so I left early Closeout This is like déjà vu all over again † “Yogi Berra, PMP,” Ralph Sacco, Computer World, October 23, 2006, pp. 44 All of these activities can be supported by the Event Based Planning processes
  10. 10. 23 Oct 06 V3 10/21 Enough Baseball Let’s talk about a business example Sean Ratliff Niwot High School
  11. 11. 23 Oct 06 V3 11/2123 Oct 06 V3 11/21 Provisioning a New Employee Human ResourcesNew Employee Ready to Work Insurance Orientation Laptop Account Setup Charge account setup Information Technology Finance Buying authority Supply Chain Management Significant Accomplishments Project EventProject Event
  12. 12. 23 Oct 06 V3 12/2123 Oct 06 V3 12/21 Structure of the Event Based Plan Business StrategyBusiness Strategy Process StepProcess Step WBS Element or Subsystem EventsEvents TasksTasks Accomplishments CriteriaCriteria Significant Accomplishments (SA) Accomplishment Criteria (AC) SubsystemSubsystem State of the Project State of the Project State of the Capability State of the Process Demonstrates Maturity Identifies End Item How Defines Customer/Program Direction Program/Team Direction Team Direction Performance Team Status Team Status Something Completed Effort Expended DeliverablesDeliverables
  13. 13. 23 Oct 06 V3 13/2123 Oct 06 V3 13/21 A Description of “Done” Perform Work MaturityMaturity Adjective ActionAction Verb ProvisioningFinal CapabilityCapability Noun Desktop Demonstrates Maturity End Item “A01B02a: Preliminary Month End Close of the General Ledger Successful”“A01B02a: Final Desktop Provisioning of New Employee Successful” Step in the Process StateState Verb Successful Closure State
  14. 14. 23 Oct 06 V3 14/2123 Oct 06 V3 14/21 One More Review of the New Terminology Events – define the state of the project Significant Accomplishments –demonstrates the state of the capability This is the maturity of the deliverable at a point in time Accomplishment Criteria – demonstrates the state of the process Task – describes the effort required complete the Accomplishment Criteria
  15. 15. 23 Oct 06 V3 15/2123 Oct 06 V3 15/21 Just A Check on Terminology A Significant Accomplishment describes … A desired result… A discrete step in a process A description of an interrelationship… An Accomplishment Criteria describes … Completed work effort Activities that confirm the value… Completion of critical activities…
  16. 16. 23 Oct 06 V3 16/2123 Oct 06 V3 16/21 Accomplishment Criteria are Critical Define the measure by which an Accomplishment (SA) is considered “done” Terms like complete, delivered, closed have no “units of measure” in the context of a Significant Accomplishment (SA) and are open to interpretation Terms like … Measures of completion – 80% of drawings approved for release Counts of available items – 75% of pin-outs assigned voltage Fidelity of a design – outer mold line defined within 90% of target Error bounds – mass of spacecraft known to ±20% at PDR Performance parameters – disconnect force within allowed limits Maturity parameters – flight article successful in last 3 tests … are used as better definitions the “exit criteria” Defining the Accomplishment Criteria is the hard part and where the benefit of Event Based Planning
  17. 17. 23 Oct 06 V3 17/2123 Oct 06 V3 17/21 Primary Motivation – Avoid This Meeting! Knowing the maturity of the project at all times is the start Knowing what measurable progress looks like is a better start Having confidence that you “can” know these things in real units of measures (dollars) is priceless
  18. 18. 23 Oct 06 V3 18/2123 Oct 06 V3 18/21 Nine Principles of Project Management 1. Systematic and integrative planning – maximum influence comes early in the project 2. Timely decisions adjusted to uncertainty – objectives first, the means to fulfill next 3. Isolation and Absorption of Risk – organize project elements to maintain stability and isolate undesired results 4. Leadership is Both Inward and Outward – leadership copes with uncertainty, management copes with complexity 5. Teamwork – emphasize cooperation rather than risk allocation 6. Overlapping Phases – pay great attention to pre–existing activities 7. Simple Procedures – prevent re– invention, contribute to cooperation, and establish internal stability 8. Intensive Communication – fit the intensity and mode of communication to the situation 9. Systematic Monitoring – identifying and correcting small problems is easy, identifying large problems is easy, correcting them is hard Event Based Planning provides the basis for these Nine Principles (or any other favorite principles of project management)
  19. 19. 23 Oct 06 V3 19/2123 Oct 06 V3 19/21 A Working Example Event Significant Accomplishment Accomplishment Criteria Tasks Here’s an example of a Project Server rollout project
  20. 20. 23 Oct 06 V3 20/2123 Oct 06 V3 20/21 Working Example Discussion Event – Phase A/B of the enterprise project server deployment is complete All the deliverables, activities to deliver those deliverable, the criteria by which those deliverables were measured have been completed Significant Accomplishment – the Governance and Review Groups have been established There are 2 “exit criteria” shown that represent the “evidence” that these review groups have been established The completion of these “exit criteria” is a clear and concise measure of progress Accomplishment Criteria – Design Proof of Concept Complete Each AC is the “exit criteria” for the collection of tasks (work) performed in the schedule and is the criteria for judging the completion and the resulting maturity of the work effort Tasks Each task results in the completion of the Accomplishment Criteria No partial completion of the task is allowed for the completion of the AC A strict parent child relationship is used for all relationships
  21. 21. 23 Oct 06 V3 21/2123 Oct 06 V3 21/21 We Did It On Time, On Budget, On Spec If we know ahead of time what done looks like If we measure progress toward done in “units of measure” that describe increasing maturity and increasing value rather than consumption of time and resources Then we can tell our customers and stakeholders – with a straight face – how much value has been created, how much work there is remaining, an estimate of when we’ll be finished and an estimate of how much it will cost when we’re done Using Event Based Planning and Earned Value this is actually possible

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