PROJECT PLANNING SCOPE, ROLE, RESPONSIBILITIES

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PROJECT PLANNING

SCOPE, ROLE, RESPONSIBILITIES

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Summary

•

What is a WBS?

•

What is a OBS?

•

What is a RAM?

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What is a WBS?

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What is a WBS?

• Definition:

“A

WBS

is the primary tool used to define

“what to do” in the project …

in a few words, it describes project scope

(ISIPM)

“A

WBS

is a deliverable-oriented hierarchical

decomposition of the work to be executed

by the project team to accomplish the project objectives

and create the required deliverables.

It organizes and defines the total scope of the project

(PMI)

The planned work is contained within the lowest level

WBS components, which are called work packages

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WBS … the “magic tree”

ICT PROJECT (an example)

FEASIBILITY ANALYSIS NEEDS ANALYSIS SOFTWARE ANALYSIS HARDWARE ANALYSIS REQUIREMENTS ANALYSIS MODULE 1 MODULE 2 MOULE N MODULES HELP TECHNICAL DOC USER MANUAL TRAINING MANUAL DOCUMENT DEVELOPMENT HARDWARE TEST SOFTWARE TEST TESTING HARDARE DEPLOY SOFTWARE DEPLOY DEPLOY ROLL-OUT

ICT

PROJECT

16 work packages

A work package can be

scheduled,

cost estimated,

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WBS & Decomposition Criteria

(1/4)

• Decomposition

is the

subdivision of project deliverables into

smaller, more manageable components

until the work and

deliverables are defined to the work package level

• The

work package level

is the

lowest level in the WBS

, and is the

point at which the cost and activity durations for the work can be

reliably estimated and managed

• Steps

– Identifying and analyzing the deliverables and related work

– Structuring and organizing the WBS

– Decomposing the upper WBS levels into lower level detailed

components (

measurable/controllable, assignable to a single resp.)

– Developing and assigning identification codes to the WBS components

– Verifying that the degree of decomposition of the work is necessary

and sufficient

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WBS & Decomposition Criteria

(2/4)

• The WBS structure can be created in a number of forms

– Using phases of the project life cycle as the first level of

decomposition, with the product and project deliverables inserted

at the second level (see slide 9)

– Using major deliverables as the first level of decomposition (see

slide 10)

– Using subprojects which may be developed by Organizations

outside the project team, such as contracted work

• As the work is decomposed to greater levels of detail, the

ability to plan, manage, and control the work is enhanced

• The total of the work at the lowest levels must roll up to the

higher levels so that nothing is left out and no extra work is

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(3/4)

FEASIBILITY ANALYSIS NEEDS ANALYSIS MODULE 1 FUNCTIONAL ANALYSIS MODULE 2 FUNCTIONAL ANALYSIS FUNCTIONAL ANALYSIS MODULE 1 TECHNICAL ANALYSIS MODULE 2 TECHNICAL ANALYSIS HARDWARE TECHNICAL ANALYSIS TECHNICAL ANALYSIS REQUIREMENTS ANALYSIS MODULE 1 DEVELOPMENT MODULE 2 DEVELOPMENT MODULE DEVELOPMENT HELP TECHNICAL DOCUMENTS

USER MANUAL TRAINING MANUAL DOCUMENTS DEVELOPMENT HARDWARE TEST MODULE 1 TEST MODULE 2 TEST MODULE TEST TESTING HARDWARE DEPLOY SOFTWARE DEPLOY

DEPLOY ROLL OUT

ICT

PROJECT

19 work packages

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(4/4)

19 work packages

FEASIBILITY ANALYSIS NEEDS ANALYSIS ANALYSIS MODULE 1 FUNCTIONAL ANALYSIS MODULE 1 TECHNICAL ANALYSIS NODULE 1

DEVELOPMENT MODULE 1TEST

MODULE 1 MODULE 2 FUNCTIONAL ANALYSIS MODULE 2 TECHNICAL ANALYSIS MODULE 2

DEVELOPMENT MODULE 2TEST

MODULE 2 MODULES HELP SOFTWARE DEPLOY ROLL OUT SOFTWARE HARDWARE TECHNICAL ANALYSIS HARDWARE TEST HARDWARE DEPLOY HARDWARE TECHNICAL DOCUMENTS USER MANUAL TRAINING MANUAL DOCUMENTS ICT PROJECT

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WBS … a roll-up aggregation

FEASIBILITY ANALYSIS . (3 days) NEEDS ANALYSIS . (2 days) ANALYSIS . (5 days) MODULES . . (35 days) HELP . . (4 days) SOFTWARE DEPLOY . (1 day) ROLL OUT . . (2 days) SOFTWARE . (42 days) HARDWARE TECHNICAL ANALYSIS (4 days) HARDWARE TEST . (1 days) HARDWARE DEPLOY . (1 day) HARDWARE . (6 days) TECHNICAL DOCUMENTS . (3 days) USER MANUAL . . (4 days) TRAINING MANUAL . (2 days) DOCUMENTS . (9 days) ICT PROJECT (62 days)

”B

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”

P

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ss

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WBS … a drill-down control

FEASIBILITY ANALYSIS . (3 days) NEEDS ANALYSIS . (2 days) ANALYSIS . (5 days) MODULES . . (35 days) HELP . . (4 days) SOFTWARE DEPLOY . (1 day) ROLL OUT . . (2 days) SOFTWARE . (42 days) HARDWARE TECHNICAL ANALYSIS (4 days) HARDWARE TEST . (1 day) HARDWARE DEPLOY . (1 day) HARDWARE . (6 days) TECHNICAL DOCUMENTS . (3 days) USER MANUAL . . (4 days) TRAINING MANUAL . (2 days) DOCUMENTS . (9 days) ICT PROJECT (62 days)

Description: Documents

Responsibility: Mr. Rossi

Duration: 9 days

Start: 06-04-2012 End: 06-14-2012

Budget: € 2.000

Effort : 15 man/days

Resources: 2

Attività X Attività Y Attività Z MARZO 1999

Time Baseline

Cost Baseline

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Work Package Description

(1/2)

• A WP Description

is a “card” which should contain

– Responsible/Actors – who responds?

– Basic Activities – what to do?

– Requirements/Deliverable – what should be produced?

– Deadine – by when?

– Budget – how much?

– Resources Commitment – with whom?

– Inputs

– Outputs

– ……..

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Work Package Description

(2/2)

WP Title:

NA – Needs Analysis

WP Description:

Customer Needs & Expectations Analysis

Responsible:

Mr. Viola

Business Analyst

Budget:

€ 1,000

Inputs:

Initial Idea (Concept)

Feasibility Analysis/Business Plan

………

Outputs:

Requirements Analysis

Requirements Traceability Matrix

…….

Deadlines:

Within 1 week

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WBS … a Summary

• Define the “boundaries”

of the scope of project work (the

work to be done and what should not be done)

• Decompose

the work in modular elements of small entity

… more

manageable, measurable, controllable

• Describe

project products/services/results (

deliverables

)

• Create a rational and rigorous basis

for Project Planning &

Control in terms of time, cost, quality

• Identify the project

without depending on involved actors

• Constitute

the basic reference for Project Communication

Management

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What is a OBS?

• Definition:

“A

OBS

is the organizational structure

of the project …

it is independent of the Enterprise Organization

(ISIPM)

“A

OBS

is a hierarchically organized depiction

of the project organization arranged so as to

relate the work packages to the performing

organizational units

(PMI)

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(10)

What is a RAM?

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www.isipm.org

What is a RAM?

• Definition:

“A

RAM

is the tool (matrix chart) used to facilitate the

assignment of project responsibilities …

it is obtained by crossing WBS (what) & OBS (who does)

(ISIPM)

“A

RAM

is a structure that relates the project

organizational breakdown structure to the work breakdown

structure to help ensure that each component of the

scope of work is assigned to a person/ team

(PMI)

A particular version of RAM ia a

RACI (responsible,

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WBS, OBS, RACI … an example

(1/2)

WBS for "Charity Dinner"

Invitation € 100 Room € 700 Menù € 100 Staff € 200 Organization € 1,100 Food € 3,000 Beverage € 1,000 Provision € 800 Flower/Flowerpot € 400 Procurement € 5,200 Room € 200 Kitchen € 200 Appetizer € 100 First Course € 300 Main Course € 500 Dessert € 100 Cooking € 1,000 Appetizer € 50 First Course € 80 Main Course € 120 Dessert € 50 Service € 300 Preparation € 1,700 Charity Dinner € 8,000

OBS for "Charity Dinner"

Secretary Mrs. Bruni € 1,500 P.R. Mrs. Paoli € 800 Chef Team Mr. Marini € 5,000 Carriage € 100 Waiter € 600 Service Team Mr. Ulivi € 700 Project Manager Mr. Verdi € 8,000

WBS - Cost Aggregation

OBS – Cost Aggregation

InvitiScelta sala Scelta menùPersonale Org anizzazio ne

C ibiBevandeV ett ovaglieFior i Acq uisti

Sala CucinaCotturaS er vizio Preparazione WBS - Cena di gala Segreteri a Sig.a Salvi Uffi ci o P. R. D.ssa Paoli Sq uadra Cuci na 1° Chef

Impres a di Tras porto Squadra Ca me rie ri Uffici o S ervizi Sig. Ulivi Resp. Progetto Dott. Galante RACI MATRIX www.isipm.org

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WBS, OBS, RACI … an example

(2/2)

Secretary Mrs. Bruni P.R. Mrs. Paoli Cheaf Team Mr. Marini Carriage Waiter Service Team Mr. Ulivi Project Manager Mr. Verdi

OBS

Invitation Room Menù Staff

Organization

Food Beverage Provision Flower/ Flowerpot

Procurement

Room Kitchen Cooking Service

Preparation

Charity Dinner

WBS

R = Responsible, A = Accountable, C = Consult, I = Inform

R

A

C

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Thanks for

your attention!