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Unit 5 – Project Planning

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Unit 5 – Project Planning Unit 5 – Project Planning UNIT OVERVIEW Description of the Unit In this unit, you will explore the necessity of proper project planning and how ‘front end’ planning can ensure project success. You will look at several scenarios that put a structure around project scope, deliverables, scheduling, staffing, resources, and risks to help anchor the planning process. Unit Objectives At the conclusion of this unit, you will be able to: • Understand the necessity of a project plan • Assess resource and budgeting issues • Analyze project risks • Effectively determine project scope • Identify project deliverables Unit Topics • Project schedules based on work breakdown structures • Project resources and schedules based on staff availability • Project budgets • Managing project risks • Triple constraint to achieve project goals Activities and Exercises • Group Exercise 5A: Project Management Scenarios • Group Exercise 5B: Review Project Plans for Unit 3 Scenarios Approximate Time for Unit 1 hour 45 minutes Managing Technology Projects and Technology Resources Participant Guide 5 - 1 Institute for Court Management Unit 5 – Project Planning Managing Technology Projects and Technology Resources Participant Guide 5 - 2 Institute for Court Management Unit 5 – Project Planning ___________________________________ ___________________________________ ___________________________________ ___________________________________ UNIT 5 ___________________________________ Project Planning ___________________________________ ___________________________________ ©2010 Institute for Court Management Unit 5 - 119 ___________________________________ Learning Objectives ___________________________________ 1. Break a project down into progressively ___________________________________ elaborated tasks ___________________________________ 2. Prepare a project schedule based on the ___________________________________ work breakdown structure ___________________________________ 3. Level project resources and adjust the schedule based on staff availability ___________________________________ ©2010 Institute for Court Management Unit 5 - 120 ___________________________________ Learning Objectives ___________________________________ ___________________________________ 4. Create a project budget 5. Manage risk in a project ___________________________________ 6. Use the triple constraint to help achieve ___________________________________ project goals ___________________________________ ___________________________________ ©2010 Institute for Court Management Unit 5 - 121 Managing Technology Projects and Technology Resources Participant Guide 5 - 3 Institute for Court Management Unit 5 – Project Planning Project Management Phases ___________________________________ Project Definition Project Planning Project Implementation Project Closure ___________________________________ Activities: Activities: Activities: Activities: Authorization Definition of: Project status meetings Assemble reports ___________________________________ Definition of business Scope Schedule status Debrief policy leaders problems Schedule Budget status Analyze results Project scope Staffing Issue management Document lessons learned ___________________________________ Definition of roles and Resources Change management Artifacts: responsibilities Deliverables Quality assurance Final project report Description of project deliverables Risk Communication ___________________________________ Artifacts: Artifacts: Artifacts: Project proposal Project plan: Project reports ___________________________________ Project charter Work breakdown Schedule updates structure Role and responsibility Financial reports matrix Schedule Change requests ___________________________________ Budget Defect reports Risk management matrix Deliverables ©2010 Institute for Court Management Unit 5 - 122 ___________________________________ Project Planning Phase ___________________________________ • Scope ___________________________________ • Schedule ___________________________________ • Staffing ___________________________________ • Resources ___________________________________ • Deliverables ___________________________________ • Risk ©2010 Institute for Court Management Unit 5 - 123 ___________________________________ Scope ___________________________________ • A detailed list of tasks that must be ___________________________________ performed to complete the project ___________________________________ • Each task is progressively broken down ___________________________________ into sub-tasks ___________________________________ • Key artifact: Work Breakdown Structure (WBS) ___________________________________ ©2010 Institute for Court Management Unit 5 - 124 Managing Technology Projects and Technology Resources Participant Guide 5 - 4 Institute for Court Management Unit 5 – Project Planning ___________________________________ Exercise 5A ___________________________________ Project Management Scenarios ___________________________________ • Review the project management scenarios ___________________________________ at the end of Unit 5 ─ Household Move Scenario ___________________________________ Or ___________________________________ ─ Holiday Party Scenario ___________________________________ ©2010 Institute for Court Management Unit 5 - 125 ___________________________________ ___________________________________ ___________________________________ Now This is How the ___________________________________ Professionals Do It ___________________________________ ___________________________________ ___________________________________ ©2010 Institute for Court Management Unit 5 - 126 ___________________________________ WBS Preparation Example ___________________________________ ___________________________________ • The project is to select, acquire and install a new security screening device ___________________________________ • What are the highest-level tasks? ___________________________________ • How can the tasks be broken down into sub-tasks? ___________________________________ ___________________________________ ©2010 Institute for Court Management Unit 5 - 127 Managing Technology Projects and Technology Resources Participant Guide 5 - 5 Institute for Court Management Unit 5 – Project Planning ___________________________________ WBS Preparation Example ___________________________________ ___________________________________ 1. Document system requirements 2. Acquisition process ___________________________________ a. Prepare RFP ___________________________________ b. Distribute RFP c. Evaluate responses and select vendor ___________________________________ ___________________________________ ©2010 Institute for Court Management Unit 5 - 128 ___________________________________ WBS Preparation Example ___________________________________ 3. Install the screener ___________________________________ a. Install electrical receptacles ___________________________________ b. Install security barriers c. Install the screener ___________________________________ d. Create and install signage ___________________________________ 4. Develop business processes ___________________________________ 5. Train staff ©2010 Institute for Court Management Unit 5 - 129 WBS Level 3: ___________________________________ 1. Install security screening ___________________________________ 1.1 Prepare requirements WBS Level 2: 1.2 Acquisition 1. Install security ___________________________________ process screening 1.2.1 Prepare RFP 1.1 Prepare requirements ___________________________________ WBS Level 1: 1.2.2 Distribute RFP 1.2 Acquisition 1.2.3 Select Vendor 1. Install security process screening ___________________________________ 1.3 Installation 1.3 Installation 1.3.1 Electrical work 1.4 Develop business ___________________________________ processes 1.3.2 Security barriers 1.5 Train staff 1.3.3 Install screener ___________________________________ 1.3.4 Signage 1.4 Develop business processes 1.5 Train staff Unit 5 - 130 ©2010 Institute for Court Management Managing Technology Projects and Technology Resources Participant Guide 5 - 6 Institute for Court Management Unit 5 – Project Planning ___________________________________ Schedule ___________________________________ • In what order must tasks be performed? ___________________________________ • What tasks are dependent upon the ___________________________________ completion of other tasks? ___________________________________ • How long will each task require? ___________________________________ • Schedule – a diagram laying out tasks in a time grid reflecting order, time, and ___________________________________ dependencies ©2010 Institute for Court Management Unit 5 - 131 ___________________________________ Project Schedule ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ___________________________________ ©2010 Institute for Court Management Unit 5 - 132 ___________________________________ Staffing ___________________________________ • What individuals or types of individuals are ___________________________________ needed for each task, and for what ___________________________________ amount of time? ___________________________________ • Availability of staff will affect the project schedule ___________________________________ ___________________________________ ©2010 Institute for Court Management Unit 5 - 133 Managing Technology Projects and Technology Resources Participant
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