Pmdistilled planning3

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These are some slides we use for our PMP preparatory programs. For complete details of our PMP online and classroom training, please visit www.pmricampus.com

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Pmdistilled planning3

  1. 1. Quality PlanningLesson-5Planning project Quality, Staffing andCommunications
  2. 2. Planning Process # 12 Plan QualityInputs Tools & techniques OutputsScope baseline Cost benefit analysis Quality managementStakeholder register Cost of quality planCost performance Control chartsbaseline Bench marking Quality metricsSchedule baseline Design of experimentsRisk register Statistical sampling Quality checklistsEnterprise environmental Flow chartingfactors Proprietary quality Process improvementOrganizational process management planassets methodologies Additional quality Project document planning tools updates PMRI Bangalore
  3. 3. Quality management plan Project teams strategy to achieve the quality goals of the project and comprises of; • Organizational structure • Responsibilities • Procedures • Processes • Resources to achieve the quality goals of the project3 PMRI Bangalore
  4. 4. Definition of quality Conformance to the requirements and fitness for use.4 PMRI Bangalore
  5. 5. Cost of Quality Cost of quality refers to the total cost of all efforts to achieve an acceptable level of quality in the project’s product or service • Prevention costs • Appraisal costs • Failure costs (internal and external) COQ = POC + PONC5 PMRI Bangalore
  6. 6. Benchmarking Evaluation of a group’s business or project practices in comparison to those of other groups The purpose of benchmarking is to identify best practices in order to meet or exceed them6 PMRI Bangalore
  7. 7. Checklists Tool that prompts employees to perform activities according to a consistent quality standard7 PMRI Bangalore
  8. 8. Cause and effect diagram Also known as Ishikawa / fish bone diagram The fins represent ; • Machine • Method • Material • Measurement • Personnel • Environment8 PMRI Bangalore
  9. 9. Cause and effect diagram9 PMRI Bangalore
  10. 10. Additional quality planning tools Brainstorming Affinity diagrams Force field analysis Matrix diagrams Flow charts10 PMRI Bangalore
  11. 11. Concepts Quality metrics Quality checklists Process improvement plan Quality baseline11 PMRI Bangalore
  12. 12. Exercise Develop a quality plan for the case study12 PMRI Bangalore
  13. 13. Planning Process # 13Develop human resource planInputs Tools and techniques OutputsActivity resource Organization charts and Human resource planrequirements position descriptionsEnterprise environmental Networkingfactors Organizational theoryOrganizational processassets PMRI Bangalore
  14. 14. Planning Human resource planning Scope  WBS  Activity definition  Activity sequencing  Activity resource estimating Activity duration estimating  Schedule developmentCost estimatingCost budgetingQuality planningHuman resource planning14 PMRI Bangalore
  15. 15. Responsibility assignment matrix – RAM15 PMRI Bangalore
  16. 16. Motivation – other theories • MacGregor’s theory X and theory Y • Vrooms • Herzberg’s theory of motivation • Hygiene factors • Motivating factors related to the work itself “ The superior man does not promote a man simply on account of his words, nor does he put aside good words because of the man” Confucius16 PMRI Bangalore
  17. 17. Maslow’s17 PMRI Bangalore
  18. 18. Contents of a staffing management plan Staff acquisition strategies and plan Time table Release criteria Training needs Recognition and rewards Guidelines for compliance – government rules Safety policies and procedures Recognition and rewards18 PMRI Bangalore
  19. 19. Acquire project team Tools and techniques Negotiation Pre-assignment Acquisition Virtual teams19 PMRI Bangalore
  20. 20. Functional organization20 PMRI Bangalore
  21. 21. Projectized organization21 PMRI Bangalore
  22. 22. Matrix organization22 PMRI Bangalore
  23. 23. Authority of project manager23 PMRI Bangalore
  24. 24. Resource staffing histogram24 PMRI Bangalore
  25. 25. Exercise Develop the RASCI chart for a project25 PMRI Bangalore
  26. 26. Planning Process # 14Plan communicationsInputs Tools and techniques OutputsStakeholder register Communications Communications requirements analysis management planStakeholder managementstrategy Communications Project document technology updatesEnterprise environmentalfactors Communication modelsOrganizational process Communication methodsassets PMRI Bangalore
  27. 27. Planning Communications planning Scope  WBS  Activity definition  Activity sequencing  Activity resource estimating Activity duration estimating  Schedule developmentCost estimatingCost budgetingQuality planningHuman resource planningCommunications planning27 PMRI Bangalore
  28. 28. Planning Communication planning Tools and techniques  Communications requirements analysis  Communications technology28 PMRI Bangalore
  29. 29. Communication directions Upward communication Lateral communication Downward communication External communication29 PMRI Bangalore
  30. 30. Contents of the communications management plan • What need to be communicated? • How? • Who? • When? • Where? • Escalation process • Process for revision of the communications management plan • Meeting guidelines30 PMRI Bangalore
  31. 31. Communication amplification n(n-1)/231 PMRI Bangalore
  32. 32. The PMBOK view “ It is the responsibility of the sender of information to ensure that the recipient got the message and understood the intended meaning of it”32 PMRI Bangalore
  33. 33. Stakeholder prioritization quadrant33 PMRI Bangalore
  34. 34. Exercise Develop a communications management plan for the case study34 PMRI Bangalore
  35. 35. 6.6 Risk managementplanning
  36. 36. Planning Process # 15Plan risk managementInputs Tools and techniques OutputsProject scope statement Planning meetings and Risk management plan analysisCost management planSchedule managementplanCommunicationsmanagement planEnterprise environmentalfactorsOrganizational processassets PMRI Bangalore
  37. 37. Contents of a risk management plan • Methodology • Budget • Timing • Scoring and interpretation • Reporting format • Tracking37 PMRI Bangalore
  38. 38. Planning Process # 16Identify risksInputs Tools and techniques OutputsRisk management plan Documentation reviews Risk registerActivity cost estimatesActivity duration Information gatheringestimates techniquesScope baselineStakeholder register Checklist analysisCost management planSchedule management Assumptions analysisplanQuality management plan Diagramming techniquesProject documentsEnterprise environmental SWOT analysisfactorsOrganizational process Expert judgmentassets PMRI Bangalore
  39. 39. Characteristics Continuous Forward looking Anticipation & Mitigation Early and aggressive risk identification Cost , Schedule and technical 39 PMRI Bangalore
  40. 40. Identify risks  WBS analysis  Subject matter expert interviews  risk management efforts from similar projects  lessons learned  design specifications  agreement requirements  documentation reviews40 PMRI Bangalore
  41. 41. Evaluate, Categorize and Prioritize Business risk Vs insurable risks Effect based risk classification time, cost, quality, scope Source based risk classification Levels of uncertainty  knowns  known unknowns41  unknown unknowns PMRI Bangalore
  42. 42. Other classifications • Positive risk • Negative risk • Primary risk • Secondary risk • Residual risks42 PMRI Bangalore
  43. 43. Define risk parameters  Risk likelihood (probability)  Risk consequence (impact)  Thresholds  Involve senior management, when schedule variance is more than 10%43 PMRI Bangalore
  44. 44. Exercise – 10 minutesFor the project under consideration, identify the risks and develop the risk register PMRI Bangalore
  45. 45. Planning Process # 17Perform qualitative risk analysisInputs Tools and techniques OutputsRisk register Risk probability and Risk register updates impact assessmentRisk management plan Probability and impactProject scope statement matrixOrganizational process Risk data qualityassets assessment Risk categorization Risk urgency assessment Expert judgment PMRI Bangalore
  46. 46. Qualitative risk analysis Subjective analysis of risks to; Determine which risk events warrant a response Determine the probability and impact Determine which risks to analyze fully Document non critical risks Determine the overall risk ranking of the project46 PMRI Bangalore
  47. 47. Probability and impact Determine the probability of each risk occurring (educated guess) Determine the consequences of each risk occurring47 PMRI Bangalore
  48. 48. Probability scale48 PMRI Bangalore
  49. 49. Impact scale49 PMRI Bangalore
  50. 50. Probability/Impact risk rating matrix50 PMRI Bangalore
  51. 51. Thresholds Threshold - Maximum amount of risk that the organization is willing to accept in a project based on PxI51 PMRI Bangalore
  52. 52. Planning Process # 18Perform quantitative risk analysisInputs Tools and techniques OutputsRisk register Data gathering and Risk register updates representationRisk management plan techniquesCost management plan Quantitative risk analysis and modeling techniquesSchedule managementplan Expert judgmentOrganizational processassets PMRI Bangalore
  53. 53. Quantitative risk analysis Process of numerically assessing the probability and impact of each risk and determining the extent of the overall project risk.53 PMRI Bangalore
  54. 54. Quantitative risk analysis Determine which risk events warrant a response Determine the quantified probability of meeting project objectives Determine cost and schedule reserves Identify risks requiring the most attention Create realistic and achievable cost, schedule or scope targets54 PMRI Bangalore
  55. 55. Expected monetary value or expected value Task Probability Consequences Expected value A 10% USD 20,000 USD 2000 B 30% USD 45,000 USD 13,500 C 68% USD 18,000 USD 12,24055 PMRI Bangalore
  56. 56. Decision tree Takes into account future events in trying to make a decision today Calculates the expected value (probability*consequences)  Mutual exclusivity56 PMRI Bangalore
  57. 57. Decision tree - example failure 35% probability and USD 120,000 impact Prototype Set up cost 200,000 Pass – no impact Failure 70% probability and USD 450,000 impact Do not prototype Pass – no impact57 PMRI Bangalore
  58. 58. Sensitivity analysisC1C2 forecastsC3C458 PMRI Bangalore
  59. 59. Planning Process # 19Plan risk responsesInputs Tools and techniques OutputsRisk register Strategies for negative Risk register updates risks, or threatsRisk management plan Risk related contract Strategies for positive decisions risks, or opportunities Project management Contingent response plan updates strategies Project document Expert judgment updates PMRI Bangalore
  60. 60. Risk response planning What are we going to do about it? Ways to make negative risks smaller or eliminate them entirely Ways to make positive risks more likely or greater impact60 PMRI Bangalore
  61. 61. Risk response strategies  Risk avoidance  Risk control  Risk transference  Risk acceptance61 PMRI Bangalore
  62. 62. Contingency action Actions we take, if the risk is occurs62 PMRI Bangalore
  63. 63. Exercise For the risks already identified; Identify risk response actions Identify contingency actions63 PMRI Bangalore
  64. 64. Plan procureme nt s64 PMRI Bangalore
  65. 65. Planning Process # 20Plan procurementsInputs Tools and techniques OutputsScope baseline Make or buy analysis ProcurementRequirements management plandocumentation Expert judgmentTeaming agreements Procurement statementsRisk register Contract types of workRisk related contractdecisions Make or buy decisionsActivity resourcerequirements Procurement documentsProject scheduleActivity cost estimates Source selection criteriaCost performancebaseline Change requestsEnterprise environmentalfactorsOrganizational processassets PMRI Bangalore
  66. 66. Planning Plan procurements Process necessary for determining, what to purchase or acquire, and determining when and how66 PMRI Bangalore
  67. 67. Plan purchases and acquisitions Determining What Why Where When Whom of purchases67 PMRI Bangalore
  68. 68. Contract A contract is a formal agreement Legally binding All contract requirements should be met Changes must be in writing and formally controlled68 PMRI Bangalore
  69. 69. Centralized Vs Decentralized Centralized Contracting Decentralized contracting • Increased expertise in • Easier access to contracting contracting expertise • Standardized company • More loyalty to the project practices • A clearly defined career Disadvantages path for contracting staff •No home for the contract’s person after the project Disadvantages • Difficult to maintain a high • Difficult to gain access to degree of contracting contracting expertise expertise • One contracts person may • Duplication of expertise work in multiple projects • Little standardization69 PMRI Bangalore
  70. 70. The procurement process Procurement planning Solicitation planning Solicitation Source selection Contract administration Contract closeout70 PMRI Bangalore
  71. 71. Planning Plan contracting This is the process necessary for documenting products, services and results requirements and identifying potential sellers71 PMRI Bangalore
  72. 72. Plan contracting - Types of contract -Cost reimbursable , CR - CPFF, cost plus fixed fee - CPPC, cost plus percentage of cost - CPIF, cost plus incentive fee - CPAF, cost plus award fee - Time and material, TM - FP, fixed price - Firm fixed price, lump sum - FPIF, fixed price, incentive fee - FPEPA, fixed price, economic price adjustment - Purchase order72 PMRI Bangalore
  73. 73. Commonly used procurement documents Request for BID – RFB Request for quotation (RFQ) Request for proposal (RFP) Request for information (RFI) Letter of Intent73 PMRI Bangalore
  74. 74. Exercise Read section 6.7 Perform exercise -1174 PMRI Bangalore
  75. 75. Summary of planningWrite down the key points covered in planning  PMRI Bangalore

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