Project management
Dr. Rémi Bachelet Advanced organization tools Centrale Lille Recent pdf, ppt, video versions of the course available here: project management photo: public domain Avant de commencer
Confort de lecture ? • 1080p/haute définition, sous-titres • mettre la vidéo en mode « plein écran » • mettre en pause, varier la vitesse youtube.com/html5 gestiondeprojet.pm Introduction • originaux des diapositives, vidéos HD, sous- Objectives titres.. • quiz, prise de notes partagée, ressources... • MOOC GdP : forum, réseaux sociaux Dr. Rémi Bachelet certification de réussite Centrale Lille 2 Cours sous licence Creative Commons
• Paternité : citer l’auteur Partage : sous licence identique
• Pas d’utilisation commerciale
Introduction – Gratuit pour un usage personnel ou dans un cadre
Objectives bénévole – Entreprise ou cursus universitaire : Demander l’autorisation • Votre organisation a-t-elle les droits ? => http://goo.gl/s2yRtv Dr. Rémi Bachelet Centrale Lille • RH ou formateur : Faire une demande d’utilisation => http://goo.gl/2uGj8s Images : cc-by source 3 Project life cycle
Execution and control See "Project organization: the essentials" Planning
Initiation Closing
Introduction
Objectives Start End
Definition Setup Execution Closure
1 – General objectives, 1 – Specifications 1 – Monitoring / 1 – Delivery / transfer SWOT control 2 –Project charter 2 – Work packages 2 – Modif. of Specs 2 – Client training
Dr. Rémi Bachelet 3 – Reports, Todo list 3 – Responsabilities 3 – Risk management 3 – Post Mortem
Centrale Lille 4 – Planning 4 – Prototyping, tests 4 – Reassignment 5 – Budget / Resources 4 Introduction
Objectives
Dr. Rémi Bachelet Centrale Lille
5 Course plan
1. Project scope
2. Packages and responsibilities
3. Planning
4. Global design
5. Monitoring
Tools & Conclusion Dr. Rémi Bachelet Centrale Lille Organization 1. Project scope
2. Packages and responsibilities
3. Planning
4. Global design
5. Monitoring
Tools & Conclusion Organization Dr. Rémi Bachelet Centrale Lille Advanced organization tools Chapter 1
Chapter 1
Specifications: principle and model
FAST, IDEF0, UML
Value engineering
Tips
Dr. Rémi Bachelet Centrale Lille Project scope
photo : domaine public Define the objective: the functional specifications
• Who/what is the project for? – Do not think in terms of solutions, but of requirements (external functional analysis) – In the Time – Cost – Scope triangle : Scope Chapter 1
Specifications: principle and model
FAST, IDEF0, UML
Value engineering
Tips
Dr. Rémi Bachelet Centrale Lille
9 Function diagram: Ana-lyze
Clean the premises Service functions Remove dust
Chapter 1 Vacuum the Separate Store the dust the dust dust Specifications: Technical principle and model functions Create an Filter the FAST, IDEF0, UML air flow dust Value engineering
Tips Solutions Motor and turbine Filter Bag Dr. Rémi Bachelet Centrale Lille
10 Specifications in engineering : 4 methods
1. FAST Chapter 1 2. IDEF0 Specifications: principle and model 3. UML FAST, IDEF0, UML Value engineering 4. APTE method Tips
Dr. Rémi Bachelet Centrale Lille
12 Modeling a sequence: FAST Stage separation of a nano-satellite launcher rocket
Chapter 1
Specifications: principle and model
FAST, IDEF0, UML
Value engineering
Tips
Dr. Rémi Bachelet Time Centrale Lille
For further details: FAST 13 Modeling a process: SADT / IDEF0
Chapter 1
Specifications: principle and model
FAST, IDEF0, UML
Value engineering
Tips
Dr. Rémi Bachelet Centrale Lille
Image cc-by-sa : source 14 Detailed IDEF0
Chapter 1
Specifications: principle and model
FAST, IDEF0, UML
Value engineering
Tips
Dr. Rémi Bachelet Centrale Lille For further details: IDEF0 Image : source 15 Modeling software: UML
Chapter 1
Specifications: principle and model
FAST, IDEF0, UML
Value engineering
Tips
Dr. Rémi Bachelet Centrale Lille
Image : source For further details: UML 16 Value engineering / functional specs
Pilot FC4 Other vehicles FP3 FC7 Track FP1 FC5
Chapter 1 Vehicle FP2 Atmospheric FC8 Specifications: Spectators FC6 conditions principle and model
FAST, IDEF0, UML Authorized fuel and Value engineering oil Tips
Dr. Rémi Bachelet Centrale Lille
Further details: Value engineering 18 The functional specifications should be: 1. Validated • Most important: by the client / product owner • By the other actors: stakeholders… • Contractual or not, but always the major reference document for project scope. Chapter 1
Specifications: 2. Constantly updated, revised principle and model • … and the modifications approved by the client! FAST, IDEF0, UML • Re-negotiation of the Time – Cost – Scope triangle Value engineering
Tips
Dr. Rémi Bachelet Centrale Lille
19 Functional analysis - Tip sheet
Chapter 1
Specifications: principle and model
FAST, IDEF0, UML
Value engineering
Tips
Dr. Rémi Bachelet Centrale Lille
20 Chapter 1
Specifications: principle and model
FAST, IDEF0, UML Value engineering Tips
Dr. Rémi Bachelet Centrale Lille
21 Implementation
Based on a project or an event that you have to organize (e.g. annual school party) 1. Draft the specs. (Model) Chapter 1 2. Have the client (or a third party) Specifications: principle and model review/approve it … FAST, IDEF0, UML 3. Negotiate a revised and improved Value engineering version with him/her Tips
Dr. Rémi Bachelet Centrale Lille
22 1. Project scope
2. Packages and responsibilities
3. Planning
4. Global design Tools & 5. Monitoring Conclusion
Dr. Rémi Bachelet Centrale Lille Organization Advanced organization tools Chapter 2
Chapter 2
WBS: packages
OBS: responsibilities
RACI matrix
Dr. Rémi Bachelet Packages and responsibilities Centrale Lille
photo : domaine public From a logic of functions or "results"…
Chapter 2 WBS: packages ….to a logic of OBS: responsibilities work / Todo list RACI matrix
Dr. Rémi Bachelet Centrale Lille Work Breakdown Structure (WBS)
Chapter 2
WBS: packages
OBS: responsibilities
RACI matrix
Work package Dr. Rémi Bachelet Breakdown into packages? Centrale Lille • too simple: important elements may be omitted
• too detailed: unmanagable / waste of time 27 How to breakdown into packages?
1. At the top, the global task of the project, 2. Analysis = successive decompositions – Breakdown into sub-packages? • 1/Know-how, or 2/location
Chapter 2 – … but • A single logic to decompose a given package WBS: packages • The sum of the sub-packages = the whole top OBS: responsibilities package RACI matrix
3. Each package is manageable – One responsible person Dr. Rémi Bachelet Centrale Lille – One SMART deliverable
28 From packages to responsabilities
We now have manageable packages..
.. we just need to assign them to the
Chapter 2 project actors
WBS: packages OBS: responsibilities Who performs the work? Who RACI matrix manages and is responsible for the result? Who should be consulted
Dr. Rémi Bachelet before starting? Who should be kept Centrale Lille informed?
29 Organizational Breakdown Structure (OBS)
Chapter 2
WBS: packages
OBS: responsibilities
RACI matrix
Dr. Rémi Bachelet Centrale Lille
30 From the WBS to the OBS: RACI matrix
• In the WBS, the packages have been defined
Project management packages
Chapter 2
WBS: packages
OBS: responsibilities RACI matrix R.A.C.I. matrix R = Responsible Technical packages A = Approve C = Consulted Dr. Rémi Bachelet Centrale Lille I = Informed
31 RACI : responsibility assignment matrix
1. All packages
2. All actors
Director
*
Didier
Cl*ire
Brice
dvisor Alex
WP 1 Technical package A A R C I Technical package B A R I WP 2 Technical package C A I WP 3 Technical package D A I Chapter 2 Technical package E A R I I WBS: packages Technical package F R A I WP 4 Management package G A R C OBS: responsibilities WP 5 Management package H R R A C RACI matrix Management package I R A C WP 6 Management package J A R WP 7 Management package K A R C WP 8 Management package L A R C Dr. Rémi Bachelet WP 9 Management package M R A C Centrale Lille
32 Beware variations ! R.A.C.I. matrix R = Responsible A = Approve
C = Consulted
Director
*
Didier
Cl*ire
Brice dvisor I = Informed Alex
WP 1 Technical package A A R C I Technical package B A R I WP 2 Technical package C A I Chapter 2 WP 3 Technical package D A I WBS: packages Technical package E A R I I Technical package F R A I OBS: responsibilities WP 4 Management package G A R C RACI matrix WP 5 Management package H R R A C Management package I R A C WP 6 Management package J A R WP 7 Management package K A R C Dr. Rémi Bachelet WP 8 Management package L A R C WP 9 Management package M R A C Centrale Lille
A : One and only one person responsible for each work package 33 WBS
OBS Chapter 2 Packages & WBS: packages Responsibilities OBS: responsibilities RACI matrix
RACI
Dr. Rémi Bachelet Centrale Lille
34 Implementation
(continuation of the project you defined in chap. 1)
• Based on the deliverables in the specs, establish the work breakdown structure – If you had a todo list, compare it to the WBS Chapter 2 • Formalize the OBS WBS: packages – If you had established a table of actors, check OBS: responsibilities coherence RACI matrix
• Establish the RACI matrix for the project Dr. Rémi Bachelet Centrale Lille Quiz 35 1. Project scope
2. Packages and responsibilities
3. Planning
4. Global design Tools & 5. Monitoring Conclusion
Dr. Rémi Bachelet Centrale Lille Organization Advanced organization tools Chapter 3
Chapter 3
PERT
GANTT
Milestone
Dr. Rémi Bachelet Planning Centrale Lille
photo : domaine public The PERT chart
• PERT = Program Evaluation and Review Technique • Tool developed for the American Navy in 1957 Chapter 3
PERT
GANTT
Milestone
Dr. Rémi Bachelet Centrale Lille
38 The PERT chart
• Network where each node is a Work Package that has: – A duration – Preceding Waypoints (WPs)
Chapter 3 – Succeeding WPs
PERT
GANTT
Milestone
Dr. Rémi Bachelet Centrale Lille
39 How to calculate a PERT Free float: amount of time an activity can be delayed without delaying its successor
Earliest! Latest! Earliest dates ?
Critical path… Latest dates earliest date = latest Critical path: sequence of activities which must be completed on date … time for the project to complete on due date. Delay on Critical path = the entire project is delayed Planning… without calculating
Mid-project Final presentation Presentation presentation
Refine the user manual User manual
Project Learn C++ launch Chapter 3 VRPN Production Integration of contract PERT Meet the Resources GANTT clients Test Milestone Create a calendar Final product
Dr. Rémi Bachelet • What is the most important stage of the project? Centrale Lille • What are the busiest periods? 41 Gantt chart
Henry Gantt, (1861-1919)
Calendar for the realization of a project
Chapter 3 – Global view
PERT 1. Work packages GANTT 2. Milestones Milestone – Identify: • critical path • free float Dr. Rémi Bachelet Centrale Lille – Monitor the progress/delays
Image: source photo H Gantt: public domain 42 Project calendar: Gantt
Recess Progress indicator
Critical path
Chapter 3 Milestone Baseline PERT
GANTT
Milestone
Delay Free float Dr. Rémi Bachelet Dependency Centrale Lille
Image : source 43 Establish a Gantt
Chapter 3
PERT
GANTT
Milestone
Dr. Rémi Bachelet Centrale Lille
Image : source 44 What is a milestone?
• An event associated with: – point of progression of the project – deliverable – OK from the management • A meeting Chapter 3 – meeting point for the actors: steering committee, team, client, project leader... PERT – “gate review" GANTT • PDCA follow-up Milestone – Compare Planned vs. Realized • Go/No go : decisions – continue, reorient, stop, Dr. Rémi Bachelet – modify the specs, renegotiate the budget… Centrale Lille
45 Summary
PERT
Chapter 3 TOOLS PERT Planning Gantt chart GANTT Milestone
Dr. Rémi Bachelet Centrale Lille
46 Implementation
(continuation of the project you defined in chap. 1)
• Plan Simplified PERT
Chapter 3 Gantt = project calendar Use a software application PERT - Gantter (G Drive) or Ganttproject (opensource) GANTT
Milestone • Establish your milestones Meeting agenda for each one?
Dr. Rémi Bachelet Centrale Lille Quiz
47 1. Project scope
2. Packages and responsibilities
3. Planning
4. Global design Tools & 5. Monitoring Conclusion
Dr. Rémi Bachelet Centrale Lille Organization AdvancedConception organization d’ensemble tools Chapter 4
Chapter 4
Sequence
Budget
Dr. Rémi Bachelet Centrale Lille Global design and budget
photo: public domain Design a project: the questions
1. Define what is requested What is the requirement, the constraints? 2. List the tasks What has to be done? How to break the project into packages?
Chapter 4 3. Distribute responsibilities Who coordinates, performs and validates each task? Sequence
Budget 4. Evaluate the duration and precedence of the tasks How much time is needed to do… ? In what order should you proceed? 5. Take into account the resources Dr. Rémi Bachelet Which actors and resources are available/necessary Centrale Lille (skill + time)?
50 Design a project: the tools
• Establish the basis of what is requested: = Specifications
• Spec + work packages = Work breakdown structure
Chapter 4 • WBS + who does what = RACI matrix / organizational breakdown structure Sequence Budget • Organizational breakdown structure + duration and order of tasks = PERT
Dr. Rémi Bachelet • PERT + available resources Centrale Lille = Gantt, project calendar
51 Estimate resources: the budget Charges
No. hours €/Hour Total €
Non financial charges
• 3 types of resources Total Personnel costs 1705 DS 16 55 880 Pilot 4 55 220 – Human resources, personnel Total Consultants 11 55 605 Engineers 0 55 0 – Premises & equipment… Technicians 0 35 0 Total Depreciation for machines 0 CAD 0 30 0 – Expenses, cash CAM 0 60 0 Machine tool 0 40 0 NC machine 0 70 0 Chapter 4 Provision of materials 0 Partner n°1 • What is the budget for? Partner n°2 Sequence 1. Summarize resources TOTAL non financial charges 1705 Budget Expenditure
2. Evaluate feasibility ( = expenses, cash outflow)
Total Purchases 0 3. Request financing Material 0
Sub-contracting 0
Total Mission expenses 150 Travel 150 Communication 0
Dr. Rémi Bachelet TOTAL expenditure 150 Centrale Lille Overheads (10%) 0 TOTAL CHARGES 1855
52 The budget as a monitoring tool
Maintain a log from the start of the project!
Hours for consultant#1 Hours for consultant#2 Hours for steering Cost/hour
Oct-14 0 2 0 55
Nov-14 0 3 0
Dec-14 1 1 1 Chapter 4 Jan-15 0 3 1 Feb-15 1 0 0 Sequence Mar-15 3 1 0 Budget Apr-15 2 2 1
May-15 2 2 0
jJun-15 2 2 1
Total (€): 605 880 220 Dr. Rémi Bachelet
Centrale Lille Global amount (€): 1705
54 Implementation
(continuation of the project you defined in chap. 1)
• Keep track of expenses Log meetings and hours of work Chapter 4 • Budget the project Sequence List income and expenses Budget … determine how much funding to request
Dr. Rémi Bachelet Centrale Lille Quiz
55 1. Project scope
2. Packages and responsibilities
3. Planning
4. Global design Tools & 5. Monitoring Conclusion
Dr. Rémi Bachelet Centrale Lille Organization Advanced organization tools Chapter 5
Chapter 5
Monitoring
Indicators, risks…
Deviations
Post-mortem
Dr. Rémi Bachelet Centrale Lille Monitoring photo : domaine public Project life cycle
Execution and control
Chapter 5 Planning Monitoring Initiation Indicators, risks…
Deviations
Post-mortem
Dr. Rémi Bachelet Start End Centrale Lille
58 Controlling a project... just an update?
Controlling a project: check that the project is on the right path to achieving the final deliverable • Monitor progress using:
Chapter 5 – Specs => functions realized
Monitoring – Work packages => % progress Indicators, risks… – Gantt => planned/realized Deviations – Budget => % spent Post-mortem – … • Be proactive: anticipate, act before Dr. Rémi Bachelet Centrale Lille problems arise
Image : source 59 The indicators
See "Project evaluation" course
Chapter 5
Monitoring
Indicators, risks…
Deviations
Post-mortem
Dr. Rémi Bachelet Centrale Lille
Image : source 60 Define / prioritize / monitor the risks
See "risk management" course
Chapter 5
Monitoring
Indicators, risks…
Deviations
Post-mortem
Dr. Rémi Bachelet Centrale Lille
61 Make the right choices
Chapter 5
Monitoring
Indicators, risks…
Deviations
Post-mortem
Dr. Rémi Bachelet Centrale Lille
Photo Richard Dorrell cc-by : source 62 Decision matrix
See "brainstorming” course
Selection criterion Solution Total Rank A B C D Chapter 5 Choice 1 12 30 45 30 117 1 Monitoring Choice 2 13 22 39 24 98 2 Indicators, risks… 10 22 39 20 91 3 Deviations Choice 3 Post-mortem Choice 4 10 16 30 22 78 4
Dr. Rémi Bachelet Centrale Lille
63 Deviations: detection and diagnostics
• Review the planned/realized discrepancies
Chapter 5 • Key principle: be honest
Monitoring • Problem : find the root cause Indicators, risks… Insufficient time? Deviations Lack of training? Post-mortem Unsuitable tools? No Monitoring, lack of motivation? Dr. Rémi Bachelet Objective not SMART ? Centrale Lille
64 Overcome deviations
• Be positive about "what has been done" • Re-plan in a more realistic way – Breakdown into simpler WPs – SMART objectives Chapter 5 – Resolve the problems Monitoring
Indicators, risks… Deviations • Objective not achieved + cause not analyzed = Post-mortem
Dr. Rémi Bachelet Centrale Lille See “Problem solving methods" course
Image cc-by : source 65 Post-mortem meeting
Do not finish without an assessment... Organize one last team meeting when the project is over. Send the questions on the agenda in advance. Template: Project Post Mortem [projectmanagementcourse.pm]
Chapter 5
Monitoring
Indicators, risks…
Deviations
Post-mortem
Dr. Rémi Bachelet Centrale Lille Further exploration
– In your past projects what kind of problems did you have ? How were you able to detect them? – When facing a complex choice how Chapter 5 do you make your decision? Monitoring – Remembering one of your projects Indicators, risks… fill in the post-mortem template Deviations
Post-mortem
Dr. Rémi Bachelet Centrale Lille Quiz
67 1. Project scope
2. Packages and responsibilities
3. Planning
4. Global design Tools & 5. Monitoring Conclusion
Dr. Rémi Bachelet Centrale Lille Organization Advanced organization tools Conclusion
Conclusion
Agile methods
Tips
Dr. Rémi Bachelet Centrale Lille
photo : domaine public Conclusion
Agile methods
Tips
Dr. Rémi Bachelet Centrale Lille
70 “Agile" project management
– Continuous involvement of the client – Rapid iterations – Autonomous project Conclusion group
Agile methods Tips • Calls into question... this course! • A Project Management based on: – rapid correction of errors – continuous communication • Not applicable everywhere, mainly in software Dr. Rémi Bachelet Centrale Lille engineering.
Image cc-by-sa : Source 71 Lessons from Agile methods
Deliverables
Conclusion
Agile methods Do not deliver “everything at the end" Tips – Rapid delivery of tangible results – Prioritize: Important functions first – Reactivity and adaptability Dr. Rémi Bachelet Centrale Lille
72 Tip: "materialize" the project
How to materialize a long-term objective and to build team spirit? Conclusion – Project initiation phase Project name, logo, presentation brochure... Agile methods – Project planning Tips Sketch, model – Execution phase Demonstrators, prototypes …
Dr. Rémi Bachelet Centrale Lille
Images : source1 cc-by-sa, source2 cc-by-sa-nc, source3 cc-by-nc, source4 cc-by-sa 73 Manage or realize? Find a balance
Balance between project realization and management Realizing a Conclusion project = Agile methods deliverables…, Tips but also: – Designing – Organizing – Controlling Dr. Rémi Bachelet Centrale Lille – Accounting
Image Tony Roberts cc-by-sa-nc : Source 74 Summary
Conclusion
Agile methods Tips
Dr. Rémi Bachelet Centrale Lille
76 Conclusion
Further reading, references in shared notes
Practical sheets for project management Conclusion • Template for meeting minutes Agile methods • Example of Todo List Tips • Check-list: meeting effectiveness • Table for project risk management • Functional specifications tips
Dr. Rémi Bachelet Centrale Lille Quiz
77 Thank you for your attention!
http://projectmanagementcourse.pm
Version 3 (10/2014) (link) • Author/formating: Rémi BACHELET • Help with formating: Nandrianina ANDRIANARISON – AMADOU, Bich Van HOANG, Amaury VAN ESPEN, Ghislaine PARA Dr. Rémi Bachelet Version 4 (02/2015) • Translation: Julie FERLAT Centrale Lille Version 5 (02/2017) (link) • Author/formating: Rémi BACHELET