Project Planning And Controlling

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

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Project Planning And Controlling

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

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