8.10 Planning Steps 1 to 7
8.10.2 Step 2: Product-Based Planning Introduction
PRINCE2 uses the technique Product-Based Planning to identify and analyse the planned products. The four steps in Product-Based Planning are:
1) Writing the Project Product Description: Describing the main product (SU process). 2) Creating the product breakdown structure: Listing all products that need to be created. 3) Writing the Product Description: Done for required products.
4) Creating the Product Flow Diagram: Shows product flow and interdependencies. Product-Based Planning is an iterative process and has a number of benefits:
• Clearly identifying and documenting the plan’s products and interdependencies. • Clearly showing what the project involves; this avoids setting the wrong expectations. • Involving users in supplying product requirements and thus increasing their support. • Improving communications, as it provides a simple overview of what needs to be done, and
makes it much easier to get feedback.
• Clarifying what is in and out of scope; this helps to avoid “scope creep.”
• And finally, it is easier to gain a clear agreement on what needs to be produced.
Fig 8.4 The Product-Based Planning technique
Write the Project Product Description (PPD)
Create the Product Breakdown Structure (PBS)
Write the Product Descriptions (PD’s)
Create the product flow diagrams (PFD)
High level description with quality requirements & acceptance criteria 1 to 4 pages: e.g. PC Description
A diagram overview of products to be created during the products
Write product descriptions f or major
products and include Quality inf ormation. Can be done at the same workshop This diagram show the sequence
of events & dependencies
PPD is part of the Project Brief 1 2 3 4 SU Process IP & SB process
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8.10.2.1 PBP Step 1: Write the Project Product Description
The very first step in Product-Based Planning is to write the Project Product Description. This is a description of the main product that the project will produce (for example, the “Apartment Block”). We already covered this in the Quality Theme and learned that a detailed Project Product Description is very important to understand what needs to be produced by the project and to understand the required quality.
The Senior User is responsible for providing the information on the Project Product Description. The Project Manager will coordinate most of the work in preparing this document. They will consult with the Senior User, Executive, and other specialists. The Project Product Description should be as detailed and complete as possible, and it can have the following format.
Project Product Description
Identifier: A unique key ( used by Configuration Management ) Title: The Project Name (e.g., “Apartment Block”).
Purpose: What is the purpose of the product? (For example: To build high-
quality apartment block with 8 x 2 bedroom apartments to rent out.
Composition: A description of the major products to be delivered by the project (such as a description of the apartments).
Source Products:
List of products that are used to create the product but are not seen as part of the final product (for example, architect plan, scaffolding, and building equipment).
Skills Required: Skills required to create the products Customer Quality
Expectations:
A description of the expected quality and standards that will be used. This will cover all specifications and the functionality of each product. Acceptance
Criteria:
A checklist - a prioritized list of criteria that the product must provide before it can be accepted by the customer. See this as a spreadsheet list of all the Quality Expectations, with an extra column to mark “accepted”.
Tolerances: Tolerance for time, costs, quality, scope, benefits and risks. Acceptance
method: Describe how the Project Product may be accepted. Acceptance
Responsibility: Who will be responsible for confirming acceptance? Table: Project Product Description
It is not always possible to define the Project Product Description at the start of the project, so this can be further refined in the Initiation stage. PRINCE2 may also give the illusion that all Product Descriptions have to be described up front but this is not the case. New Product Descriptions can be created during the project and this will happen in the Stage Boundary process as part of planning the next stage. PRINCE2 just states that all Product Descriptions need to be agreed and baselined before development can start, which is a good thing.
8.10.2.2 PBP Step 2: Create the Product Breakdown Structure
A Project Product is broken down into the major products which in turn are broken down into further products to give a hierarchical overview. This is called a Product Breakdown Structure (PBS). A “mind map” diagram could also be used. In fact, I would suggest that you start with a mind map. Don’t worry about how well you are doing this. If you can use the PBS to help explain how you see the parts of the project to another person, then you are on the right track.
You should consider the following points when creating a Product Breakdown Structure:
• It is a good idea to involve a group of people (workshop) who represent the different interests of the project, such as User, Supplier, and people having specific knowledge. • Use Post-Its or a whiteboard, so it will be easier to make changes as you learn.
• Be open about the structure to use in the Product Breakdown Structure diagram, and decide on one by reaching a consensus with the others. Let’s use the example of a new laptop project. You could break it down by:
a) how you source products from different suppliers; b) the amount of power products used; or
c) electronic & non-electronic items.
• Identify external products that will be used and use Circle or Ellipse to show this. To get a better idea, look at the following simple example.
8.10.2.3 Product-Based Planning - Example
This is an example of a simple Project Product Description for a simple website project: Title Purpose Composition Derivation Development Skills Etc. Book Website
Create a website to promote a new book. The website should allow visitors to register, view a sample, buy the book and join a newsletter list • Welcome Page
• Registration Page
• Register Page for Newsletter • Purchase Page
• Copy of Book
• Hosting provided name
• Site Design & Layout Requirements • Website Template
• Layout for Registration Page • Hosting provided name • Joomla Knowledge
• Knowledge to set up site with hosting company
For those who are not used to creating a Product Breakdown Structure, I suggest you start with an indented list like the following one. This will help you draw the Product Breakdown Structure. The advantage of an indented list is that it is easy to create and easy to change.
Indented List: Book Website
This provides the same information as above in an Indented List format. 1. Configured Site
1.1. Configured Forget Password
1.1.1. Forget Password Extension (external) 1.1.2. Forget Password Page
1.2. Configured Registration Page 1.2.1. Page Extension (external) 1.2.2. Registration Page 1.3. Configured Payment Page
1.3.1. Payment Component (external) 1.3.2. Requirements
1.4. Configured Design & Layout 1.4.1. Updated Design & Layout
1.4.2. Design & Layout Requirements (external) 2. Information Added
2.1. Site text (external) 2.2. Sample Book (external) 2.3. Book (external)
3. Activated Site 3.1. URL Configured
3.1.1. URL Name (external) 3.1.2. Registered URL
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3.2.1. Hosting Company name (external) 3.2.2. Registered with Hosting Company Product Breakdown Structure: Book Website
Fig 8.5: Product Breakdown Structure for Book Website
8.10.2.4 PBP Step 3: Write the Product Descriptions (NR)
A Product Description is normally written for each of the identified products in the Product Breakdown Structure if required. Here are some things to consider when creating the Product Descriptions. Remember that Quality information forms a good part of these descriptions.
• Writing Product Descriptions should be started as soon as they have been identified and should involve all the necessary persons.
• Once the Project Plan is complete, all the Product Descriptions are baselined and have to pass via Change Control if changes need to be made.
• People who represent the Users should be involved in defining the Quality Criteria for the products and other Quality information.
• As projects are often similar in companies, some Product Descriptions from previous projects could be used instead of creating each Product Description from scratch.
• Refer to standards whenever possible instead of writing out the specification in detail. • For small projects, it may be necessary to write only the Project Product Description.
Elevator Product Description:
Identifier A unique key (used by Configuration Management). Title: This is the Product Name (ex: “Elevator”).
Purpose: What is the purpose of the product?
Composition: A list of all parts of the products (e.g., elevator, elevator shaft, maintenance section, protective doors, etc.).
Source products: List products used to create the product but are not seen as part of the final product (e.g., architect plan, scaffolding, and building equipment). Format & The characteristics of the product – the way it’s presented (e.g.,
Book Website Information Added URL Configured URL Name Forget Pass. Extension Configured Site Forget Password Page Configured Hosting Hosting Co Name Activated Site Sample Book Book Site Text Registered
URL with Host CoRegistered
Configured Forget Password Registration Page Configured Registration
Page Registration Extension
Requirements Configured
Payment
Page Payment
Component Updated Design &
Layout Configured
Design &
Layout Layout Reg.Design &
presentation stainless steel doors and a description of inside the elevator). Development skills
required
Skills required to create or configure the products (e.g., elevator technician provided by elevator company).
Quality Criteria The Quality Specifications that must be met (e.g., 5-year warranty, meet the required elevator code operation and standards (95/16/EC)). Quality Tolerance The range of Quality Criteria that would still be acceptable (e.g.,
operating noise, vibration might have tolerance value (e.g., passing safety checks may have no tolerance (i.e., pass or fail)).
Quality Method The method used to check the product Quality:
• Inspection: Noise level can be done with a Db meter. • Inspection: elevator code safety and operation standards. Quality Skills
Required
Skills required to carry out Quality checks: • Elevator technician skills.
• Accredited safety company. Acceptance
Responsibilities
Responsible for producing, reviewing and approving: • Elevator company for producing.
• Reviewing: Accredited safety company, elevator technician. • Approver: This could be the building architect or Senior User.
Table: Sample Product Description for an Elevator
8.10.2.5 PBP Step 4: Product Flow Diagram
A Product Flow diagram defines the sequence in which the products of the plan will be developed, and shows the dependencies between them. The diagram also shows the products that are outside the scope of the plan. Once this diagram is in place, the next steps would be to consider the activities that are required, as well as estimating and scheduling.
Fig 8.6 Product Flow Diagram – Book Website
Here are some points to consider when creating a Product Flow diagram: Configured
Site Information Added Web SiteBook
Step 4: Product Flow Diagram
Activated Site URL Name Registered URL Forget Pass. Extension Forget Password Page Registration Page Registration Extension Updated Design &
Layout Design & Layout Reg. Configured Payment Page URL Configured Configured Hosting Requirements Payment Component Hosting Co Name Registered with Host Co Configured Registration Page Configured Forget Password Configured Design & Layout Sample Book Book Site Text www.Management-Plaza.com
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• The Project Manager should make sure to involve the other people who will help to deliver the products instead of trying to do this on his/her own.
• You can consider creating the Product Flow diagram at the same workshop meeting as the Product Breakdown Structure as you will have the people with the knowledge with you. • Use symbols in the diagram (a rectangle for a product, an ellipse for an outside product). A good example of a Product Flow Diagram is the assembly diagram that you get when you buy furniture at IKEA. Their diagrams show the steps you have to follow.