# Presentation: 498965

## Making your Project Schedule Work for You:  It Starts with How You Start 

**Nancy Noell, PMP**
**Paula Johnson, PMP**
**HRD**

## Experience the Power of Process 

**Experience the Power of**
**Modeling Your Project**

**Notes:**
Today’s Conference theme is “experience the power of process”.  We would like to 
Extend this to “Experience the Power of Modeling Your Project”.

There are some KEY POINTS we would like to emphasize to you in this approach.

SAVE YOUR SELF TIME:  create libraries of processes, WBS’s and even template schedules.
SAVE YOUR SELF HEADACHES:  by building in patterns.  Then you won’t get so confused and your schedule won’t
end up looking like spaghetti noodles.
3.  SAVE YOURSELF A BUNCH OF EFFORT:  let the machine do the processing for you—Don’t hard code dates!!!!

## Experience the Power of Modeling

- _How You Start Determines Everything _
-      Deliverables, Work Packages and Processes
-      Milestones and Deadlines
-      Process Libraries
- _Let’s Get Into It_
-       Using MS Project to Build List of Deliverables
-       Pulling in Processes
-       Links
-       Setting Deadlines
-       Scheduling for the Deliverable
-       “Watch Those Deadlines!”_ _
- _So What Can You Do To Try This?_

**Notes:**
OUR AGENDA—READ THE SLIDE

## Put in your links:  

**Put in your links:  **
**within processes &**
**among deliverables....**

**Identify DELIVERABLES**
** ****& associated PROCESSES**
**usable for the project....**

**Build a PROCESS **
**TEMPLATE LIBRARY**

**Build WBS:  **
**Deliverables +**
**Processes**

**Enter targets on**
**the milestones**

**Patterns are important!  Build them in! **

**Use the patterns! **

**Milestones are important!  Build them in! **

**Use the patterns! **

**MS Project here...... **

**Enter durations &**
**check calculated dates**
**against targets**

**Use the milestones! “Watch Those Targets!” **

**Add to this Process Library when you tackle**
**additional projects. **

**You can create a “Starter” schedule library....**

**You can create a “Starter” WBS library....**
**Add to it for additional projects.**

**Put <deliverable> identifier on EVERY line!**

**Make Key Decisions:**
**a.  Goal of doing formal PM / MS Project**
**b.  Effort-driven scheduling?**
**C.  Repeatable processes documented & available?**

**Notes:**
WHERE TO START?  PICK ONE PROJECT!
And make some key decisions that will determine how you proceed with your efforts.

## Put in your links:  

**Put in your links:  **
**within processes &**
**among deliverables....**

**Pick ONE project**

**Build a PROCESS **
**TEMPLATE LIBRARY**

**Build WBS:  **
**Deliverables +**
**Processes**

**Enter targets on**
**the milestones**

**Patterns are important!  Build them in! **

**Use the patterns! **

**Milestones are important!  Build them in! **

**Use the patterns! **

**MS Project here...... **

**Enter durations &**
**check calculated dates**
**against targets**

**Use the milestones! “Watch Those Targets!” **

**Add to this Process Library when you tackle**
**additional projects. **

**You can create a “Starter” schedule library....**

**You can create a “Starter” WBS library....**
**Add to it for additional projects.**

**Put <deliverable> identifier on EVERY line!**

**Make Key Decisions:**
**a.  Goal of doing formal PM / MS Project**
**b.  Effort-driven scheduling?**
**C.  Repeatable processes documented & available?**

**Notes:**
A key activity in project management is to define your DELIVERABLES.  
A deliverable is something you will create in the project and HAND OFF to
someone else, either another member of your project team or at the end, to 
the customer.

In your business if you have DEFINED PROCESSES for creating DELIVERABLES, you
will find this is very applicable to formal project management.

## Put in your links:  

**Put in your links:  **
**within processes &**
**among deliverables....**

**Pick ONE project**

**Identify DELIVERABLES**
** ****& associated PROCESSES**
**usable for the project....**

**Build WBS:  **
**Deliverables +**
**Processes**

**Enter targets on**
**the milestones**

**Patterns are important!  Build them in! **

**Use the patterns! **

**Milestones are important!  Build them in! **

**Use the patterns! **

**MS Project here...... **

**Enter durations &**
**check calculated dates**
**against targets**

**Use the milestones! “Watch Those Targets!” **

**Add to this Process Library when you tackle**
**additional projects. **

**You can create a “Starter” schedule library....**

**You can create a “Starter” WBS library....**
**Add to it for additional projects.**

**Put <deliverable> identifier on EVERY line!**

**Make Key Decisions:**
**a.  Goal of doing formal PM / MS Project**
**b.  Effort-driven scheduling?**
**C.  Repeatable processes documented & available?**

**Notes:**
You can build a PROCESS TEMPLATE LIBRARY which can really come in 
handy when you accrue additional projects down the road.  Build now
to save time later.

Use milestones to place “markers in the road” for your project.  These come
in especially handy when reporting to management.

## Put in your links:  

**Put in your links:  **
**within processes &**
**among deliverables....**

**Pick ONE project**

**Identify DELIVERABLES**
** ****& associated PROCESSES**
**usable for the project....**

**Build a PROCESS **
**TEMPLATE LIBRARY**

**Enter targets on**
**the milestones**

**Patterns are important!  Build them in! **

**Use the patterns! **

**Milestones are important!  Build them in! **

**Use the patterns! **

**MS Project here...... **

**Enter durations &**
**check calculated dates**
**against targets**

**Use the milestones! “Watch Those Targets!” **

**Add to this Process Library when you tackle**
**additional projects. **

**You can create a “Starter” schedule library....**

**You can create a “Starter” WBS library....**
**Add to it for additional projects.**

**Put <deliverable> identifier on EVERY line!**

**Make Key Decisions:**
**a.  Goal of doing formal PM / MS Project**
**b.  Effort-driven scheduling?**
**C.  Repeatable processes documented & available?**

**Notes:**
If you take your defined list of DELIVERABLES and pull in the appropriate
DEFINED PROCESS under each, you can build your WBS quickly.

And by the way---on this step, if you start a WBS library, that too can 
save you time on the next project!

## Pick ONE project

**Pick ONE project**

**Identify DELIVERABLES**
** ****& associated PROCESSES**
**usable for the project....**

**Build a PROCESS **
**TEMPLATE LIBRARY**

**Build WBS:  **
**Deliverables +**
**Processes**

**Enter targets on**
**the milestones**

**Patterns are important!  Build them in! **

**Use the patterns! **

**Milestones are important!  Build them in! **

**Use the patterns! **

**MS Project here...... **

**Enter durations &**
**check calculated dates**
**against targets**

**Use the milestones! “Watch Those Targets!” **

**Add to this Process Library when you tackle**
**additional projects. **

**You can create a “Starter” schedule library....**

**You can create a “Starter” WBS library....**
**Add to it for additional projects.**

**Put <deliverable> identifier on EVERY line!**

**Make Key Decisions:**
**a.  Goal of doing formal PM / MS Project**
**b.  Effort-driven scheduling?**
**C.  Repeatable processes documented & available?**

**Notes:**
Your next step will be to put in your links, the “predecessor and successor” relationships.
You need to do this both within a set of processes steps for a given deliverable and also
to connect deliverables to each other.

Because you will be using filters later on, we highly recommend you take the time
to enter the deliverable’s title on the generic process steps after copying them
into your WBS.

## Put in your links:  

**Put in your links:  **
**within processes &**
**among deliverables....**

**Pick ONE project**

**Identify DELIVERABLES**
** ****& associated PROCESSES**
**usable for the project....**

**Build a PROCESS **
**TEMPLATE LIBRARY**

**Build WBS:  **
**Deliverables +**
**Processes**

**Patterns are important!  Build them in! **

**Use the patterns! **

**Milestones are important!  Build them in! **

**Use the patterns! **

**MS Project here...... **

**Enter durations &**
**check calculated dates**
**against targets**

**Use the milestones! “Watch Those Targets!” **

**Add to this Process Library when you tackle**
**additional projects. **

**You can create a “Starter” schedule library....**

**You can create a “Starter” WBS library....**
**Add to it for additional projects.**

**Put <deliverable> identifier on EVERY line!**

**Make Key Decisions:**
**a.  Goal of doing formal PM / MS Project**
**b.  Effort-driven scheduling?**
**C.  Repeatable processes documented & available?**

**Notes:**
If you build in patterns by using a process library, you will create a
file that will be easier to use than one that does not have patterns.

We usually know by when we need to have a deliverable done, so we
recommend you enter that date NOT IN THE DATE FIELD, but in the “Target” field.

## Put in your links:  

**Put in your links:  **
**within processes &**
**among deliverables....**

**Pick ONE project**

**Identify DELIVERABLES**
** ****& associated PROCESSES**
**usable for the project....**

**Build a PROCESS **
**TEMPLATE LIBRARY**

**Build WBS:  **
**Deliverables +**
**Processes**

**Enter targets on**
**the milestones**

**Patterns are important!  Build them in! **

**Use the patterns! **

**Milestones are important!  Build them in! **

**Use the patterns! **

**MS Project here...... **

**Use the milestones! “Watch Those Targets!” **

**Add to this Process Library when you tackle**
**additional projects. **

**You can create a “Starter” schedule library....**

**You can create a “Starter” WBS library....**
**Add to it for additional projects.**

**Put <deliverable> identifier on EVERY line!**

**Make Key Decisions:**
**a.  Goal of doing formal PM / MS Project**
**b.  Effort-driven scheduling?**
**C.  Repeatable processes documented & available?**

**Notes:**
Now you are ready to enter your PARAMETERS for your project’s model.
We usually recommend that whoever is RESPONSIBLE for a task gets
“first crack” at estimating the DURATION.  

When you plug in the duration, the software will CALCULATE the dates for you.
NO MORE HARD CODING DATES IN YOUR FILE!  Use the “target” field to check
if your project will meet its deadline.

## Deliverables, Work Packages, and Processes

**Notes:**
Where did this come from?  This approach is based upon this table that is
in the MPO Class textbook by J.David Frame.  

In the textbook the chart actually goes just to the work package level.  The definition
of a project manager’s “job” is to manage the triple constraint at the work package.  But what
is the next level?  10-hours which is daily activity.  He recommends that the PM’s job is NOT
to monitor at the daily level.  That is the “process level”.

## Milestones and Deadlines

**Have 0 duration and are free!**

- Milestones

**Are “target” dates you would like the model of your project to meet.**

- Deadlines

**Notes:**
There are some key definitions that figure into this approach.  READ THE SLIDE.

## So What is a Process Library?

- An **organized collection** of **defined processes** that bring about a specified end or result expressed as a **deliverable**.

**Notes:**
The approach we are proposing today relies heavily on having a process library.  So What is a PROCESS LIBRARY?  READ THE SLIDE.

## What Makes a Good Process Library?

**Notes:**
READ THE SLIDE

## Sample Process Library

**1. User Requirements Document**
- 	1.1 Develop Initial Draft
- 	1.2 Review initial draft and conduct Walkthrough
- 	1.3 Develop Working Draft (Baseline)
- 	1.4 M:  User Requirements Document Baselined
**2. High-Level Design Document**
- 	2.1 Develop Initial Draft
- 	2.2 Review initial draft and conduct Walkthrough
- 	2.3 Develop Working Draft (Baseline)
- 	2.4 M:  High-Level Design Document Baselined
**3. Detailed Design Document for <Subsystem>**
- 	3.1 Develop Initial Draft
- 	3.2 Review initial draft and conduct Walkthrough
- 	3.3 Develop Working Draft (Baseline)
- 	3.4 M:  Detailed Design Doc for <Subsystem> Baselined
**4. Test Plan**
- 	4.1 Develop Initial Draft
- 	4.2 Review initial draft and conduct Walkthrough
- 	4.3 Develop Working Draft (Baseline)
- 	4.4 M:  Test Plan Baselined

**5. Test Script for <Subsystem>**
- 	5.1 Develop Initial Draft
- 	5.2 Review initial draft and conduct Walkthrough
- 	5.3 Develop Working Draft (Baseline)
- 	5.4 M:  Test Script Baselined
**6. Tested Code for <Subsystem>**
- 	6.1 Develop code and conduct self inspection
- 	6.2 Review code and conduct code walkthrough
- 	6.3 Revise Code Until Ready for Testing
- 	6.4 Setup test envir, conduct test 1, and record results
- 	6.5 Review test 1 results, fix code, and/or record results
- 	6.6 Conduct test 2 and record approval
- 	6.7 M:  <Subsystem> code ready for production
**7. Deployment**
- 	7.1 Copy code from test machine to production
- 	7.2 Conduct validation procedure
- 	7.3 M:  Deployment complete

**Notes:**
This is what a ‘Process Library” could look like for a software project.  The
“Deliverables” are the artifacts:  requirements document, high level design
Document, etc....and finally the tested code!  That’s what goes to the 
Customer!  But the other artifacts are project deliverables that are recommended
for quality software projects.

Notice how the steps for DEVELOPING THE INITIAL DRAFT (1. Develop Use Case Template, 2. Meet with Group 1 to Brainstorm ideas, 3. Meet with Group 2 to Brainstorm ideas, 4. Consolidate ideas into Use Case Template) or SCHEDULING the walkthrough is NOT included.  These would be considered “nano” activities and belongs more appropriately in a CHECKLIST.

## WBS Logical Models

- DEL_ID
- Type
*   **PM*
*   **SW*
*   **Non-SW*
- Title

**CHECKLIST**
- CK_ID
- Step
- Title

**PROCESS**
- PROC_ID
- Step
- Title

- 0,M

- 1,M*

**WBS LIBRARY LOGICAL MODEL**

- 1,M

- 0,M*

- Can be developed thru

- Can be developed using

- *=there are multiples to CHOOSE FROM in the library, but PM must choose no more
- than 1 for the project’s Deliverable.

**DELIVERABLE**

**CHECKLIST**

**PROCESS**

- 0,M

- 1*

- 1,M

- 0,1*

- Can be developed thru

- Can be developed using

**YOUR**** WBS LOGICAL MODEL**

**WBS Logical Models**

**Notes:**
This diagram illustrates how DELIVERABLS, PROCESSES and CHECKLISTS are related.
There are 2 diagrams:  one for the WBS Library and one for YOUR choices for your project.

In theory a DELIVERABLE could be accomplished a variety of ways, hence the relationship to MANY processes.  And in theory a particular PROCESS could be accomplished in a variety of ways, hence the relationship to CHECKLIST.

But when you decide how you want to run YOUR project, for a given DELIVERABLE you should really only choose ONE process and for that process you should only follow ONE CHECKLIST.

Any by the way, these CHECKLISTS can be your QUALITY ASSURANCE activities.

## Let’s Get Into It

- Develop a new Web-based software application for “checking in” completed survey forms received through US Mail

- Project

-  Charter
-  Product** **Requirements Document

- We have...

**Notes:**
Now Paula will take you through an example. READ THE SLIDE.

## Building a List of Deliverables

**Notes:**
If the list of deliverables is in the Charter,  great!  That can become our 
list of deliverables in our WBS!

## Pulling in Processes

**copy**

**Notes:**
On the left-hand side of the screen we have put the process
library shown a few slides ago into an MS Project file.  If you do this,
it makes copying over into your project WBS a snap.

## Links

- 1. Within Deliverables

- 2. Among Deliverables

**Notes:**
After you have copied over your process steps to create each deliverable, your WBS will be completed (see dashed circle).  Now let’s start building the network.  We recommend you start within the deliverable and link these.  A “waterfall” finish to start is the most straight forward and is demonstrated here.  Once you have gone through your WBS to link within each deliverable, next move on to creating links among deliverables.  

When creating links focus on asking yourself, do I need anything from the prior part of the WBS before I can start this activity? 
 If the answer is yes then you have identified a predecessor. 

A word of caution:  Oftentimes we fall into the “Trap” of making predecessor links
that are really attempts to smooth out the schedule for our resources.  Try not 
to fall into this trap.  Put the TRUE “must have this artifact before proceeding” links
and not resource scheduling links.  You can address that later.

## Setting Deadlines

**Notes:**
After you have created your links, now you want to establish your targets. There is a field in MS Project called Deadline just for this purpose! When setting up your schedule, this is the only time you should be entering dates.  We recommend you have one for every “major” milestones, but at a minimum one for the project completion. You need at least one to “Experience the Power of Modeling your Schedule”.  Before I learned how to do this, I was constantly fighting with my MS project file so that my targets/deadlines would be what I wanted them to be.  What I didn’t realize was that I could have entered them into the “Deadline” field.  This allows the team to always see the targets/deadlines, but allows the PM to know when you are getting off track and when you need to re-negotiate with your team members.

## Scheduling for the Deliverable

- Enter RESP, durations, & check calculated dates against targets

**Notes:**
After entering your target/deadlines, next you should enter the RESP and give that person first crack at providing the duration.  Let MS Project calculate the start and end dates for you.  As you are entering your durations, MS Project will be automatically checking your planned finish against your target date.  You may need to negotiate durations among team members so you can meet your targets/deadlines.  OR if the targets/deadlines are really unrealistic, this is your data to go back to your Sponsor and negotiate a new target/deadline. 

##   “Watch Those Deadlines!” 

**Notes:**
Here is an example where the plan exceeds the established target/deadline.  Now what do we do?  You need to negotiate with your team members to see if you can realistically reduce some duration, or maybe start working some tasks in parallel, or maybe getting more resources?  Since this task is at the end of the schedule you would start looking at tasks on the critical path as the first step.  We turn those tasks red to give us a hand in spotting them easily.

## You’re not finished yet!

- Activities occurring in next 6-12 months
- Activities requiring cost estimates
- Activities “baselined” elsewhere
- NOT required to baseline everything right “off the bat”

- Baseline

- Track
- Actuals

- Use *mpp* file as status meeting agenda
- Collect actuals and update *mpp* file
- “Watch Those Deadlines” filter
- Re-plan as necessary
- Keep your Sponsor informed

**Notes:**
OK, so now you have turned your WBS into a Schedule.  This is just the beginning. The next thing you want to do is Baseline it, so you can see how well the team did in meeting the originally established dates.  OK this is really scary to some teams, but don’t worry there is good news. MS Project allows you to baseline selected activities.  You don’t have to baseline everything right off the bat...but eventually all tasks should be baselined.  READ SLIDE—Baseline.

Now it’s time to put the schedule to work for you.  Use it to help you manage your project.  READ SLIDE—Track Actuals.

## So What Can You Do To Try This?

**Contact ****Nancy Noell**** or ****Paula Johnson****, HRD**
***It’s our job to help you!!***
**Coaching in ****Project Management**
**Facilitating**** project team workshops**
**Using ****MS Project**

**Notes:**
READ SLIDE