Business and Project Planning

1. This presentation will probably involve audience discussion, which will create action items. Use PowerPoint to keep track of these action items during your presentation • In Slide Show, click on the right mouse button • Select “Meeting Minder” • Select the “Action Items” tab • Type in action items as they come up • Click OK to dismiss this box • This will automatically create an Action Item slide at the end of your presentation with your points entered. Business and Project Planning Staale Swift

2. Agenda • Tell them what you are going to tell them • Tell them • Tell them what you told them Business and Project Planning

3. Review Status – The Good • Outline 3 things that you are doing right now Business and Project Planning

4. Attention Areas – The Bad • List delays and problems since last status update was given • List corrective actions being taken • Address schedule implications • 3 Positives, 3 Negatives and 20 Minutes with the boss • Make sure you understand • Issues that are causing delays or impeding progress • Why problem was not anticipated • If customer will want to discuss issue with upper management Business and Project Planning

5. Opportunity Summary • Review the problem we are facing based upon what we have learned. Separate the needs from the wants… • I want this and it will do what for me! Business and Project Planning

6. What Do You Want? What Will It Do For You? What Do you Want? What Will It Do For You?

7. MVV Business Plan Functional Plan Application Plan Technical Strategy Communication Strategy Marketing Strategy User Awareness Management Controls Human Resource / Organizational Structure Budget and Funding Define a structure Business and Project Planning

8. A Picture for Change VISION C H A N G E Project xxxx Yr2 MISSION Business and Project Planning

9. Vision • This year our vision is to extend our response to develop a relationship and become connected to a group of people. • This is a statement 25 words or less… We are going to take that hill and it will be better for everyone!” Business and Project Planning

10. Mission • To reach your vision you need to break it down into some objectives… • Use action verbs and lay out what are you going to do to get there… • Assemble a team • Assess the situation • Develop a Plan Business and Project Planning

11. Objectives / Goals • List 5 objectives you wish to accomplish Business and Project Planning

12. Critical Success Factors • To meet your objective you need to have some critical success factors… With out them you will fail. You need a strategy, staff, skills, systems, style, …. Business and Project Planning

13. Deliverables • List main critical deliverables • Yours to client • Yours to outside services • Outside services to you • Other departments to you • Understand your confidence rating to each deliverable • Indicate confidence level on slides if appropriate Business and Project Planning

14. You need to be aware of all of this: Business and Project Planning

15. Strategy Skills Structure Shared Values Staffing Systems Style The 7S’ for any project Business and Project Planning

16. Strategies • Develop strategies to meet the vision.. Remember … How do you eat an elephant?… One bite at a time… Business and Project Planning

17. Structure • How will you be organized to get the work done… Business and Project Planning

18. Systems • List System problems that have been solved • List outstanding system issues that need to be solved • Summarize their impact on the project • List any dubious dependencies for project • Indicate source of doubt • Summarize action being taken or backup plan Business and Project Planning

19. Shared Values • List the core values that will be important to you and the team Business and Project Planning

20. Skills • List the skills that are required • Skills will drive staffing needs…. Business and Project Planning

21. Style • There are four styles needed… Leadership, Management, Subject Matter Expertise, and Workers… Some people can wear many hats, as you grow you need to define roles and responsibilities… Business and Project Planning

22. Staffing • Who can do what… This is where you define the roles and responsibilities. In the beginning one person has all the roles. As you grow, you expand and delegate to focus attention on a need. Business and Project Planning

23. Focus • This is where a plan comes in… Develop a roadmap, a plan, and then assign it a time frame… This will allow you to focus on meeting the objectives Business and Project Planning

24. Programs • Programs are multiple projects, Develop a list of the program needs and assign it to a resource to accomplish Business and Project Planning

25. Milestones • List top high-level dates • Keep simple so audience does not get distracted with details • Distribute more detailed schedule if appropriate • Make sure you are familiar with details of schedule so you can answer questions Business and Project Planning

26. Resources • Summarize project resources • Dedicated (full-time) resources • Part-time resources • If project is constrained by lack of resources, suggest alternatives • Understand that customers may want to be assured that all possible resources are being used, but in such a way that costs will be properly managed Business and Project Planning

27. Financials • List new projections of costs • Include original estimates • Understand source of differences in these numbers -- be ready for questions • If there are cost overruns • summarize why • list corrective or preventative action you’ve taken • set realistic expectations for future expenditures Business and Project Planning

28. RISKs List the following: • FEAR • UNCERTAINTY • DOUBT • GREED • ENVY Business and Project Planning

29. Quality Initiatives - Controls • What are the checks and balances, legal, legislative, governmental requirements you need to hurdle to get to you end goal Business and Project Planning

30. Metrics • What will we measure for success • S.pecific • M.easurable • A.ttainable • R.ealistic • T.imebound • SCORE CARD Business and Project Planning

31. 1. Receive Request 2. Request Analysis 3. Plan Guidance 4. Staff Analysis 5. Staff Estimates 6. Sr. Mgt Estimates 7. Sr. Mgt Decision 8. Prep. Project Plan 9. Supervise Execution Course of Action Critical Business Functions Imperatives and Perspectives Business Task List Planning Business and Project Planning

32. Business Strategy Needs Vs Wants Fiscal Strategy Technical Strategy Critical Dates PM Strategy Systems Structure Skills Staffing Style Shared Values Facility Rqt. Network Rqt. A/V Rqt.. Computer Rqt. Application Rqt. Admin Rqt. Install Rqt. Purchase, Procurement, Change Mgt., Shipping, Stage, Integrate, Document Implement Acceptance and Proof of Delivery Planning Business and Project Planning

33. Assess Design Maximizing Return On Investment Think Plan Do Plan Maintain Procure Implement P R O J E C T M A N A G E M E N T Business and Project Planning

34. Source: IBM Processes Strategic Planning Tactical Planning Resource Planning Control Operations Business and Project Planning

35. Source: IBM Process Overview Strategic Level Strategic Planning Development Planning Management Planning Service Planning Tactical Level Resource Planning Development and Management Control Resource Control Service Control (Control) Operational Level Development and Maintenance Administration Service Information Service (Operation) Development Mission Resource Management Service Mission Business and Project Planning

36. Source: IBM Process Architecture STRATEGIC PLANNING AND CONTROL Enterprise Missions and Objectives Tactical Performance Summary Enterprise Information Requirements Integrated Global Architecture I/S Strategic Plan BUSINESS STRATEGIC PLANNING I/S STRATEGIC PLANNING & CONTROL ARCHITECTURE DEFINITION SERVICEPLANNING DEVELOPMENT PLANNING SERVICE MARKETING PLANNING APPLICATION PLANNING Project Plan Service Plan Application, Data and System Requirements Updated Service Plan and Service Agreement MANAGEMENT PLANNING Refined Application Architecture and Tactical Application Plan SERVICE LEVEL PLANNING Management Systems Plan DATA PLANNING MANAGEMENT SYSTEMS PLANNING Refined Data Architecture and Tactical Data Plan RECOVERY PLANNING Recovery Plan Adjustment SYSTEM PLANNING MANAGEMENT SYSTEMS MONITORING Refined System Architecture and Tactical System Plan Management Systems Performance from all processes SECURITY PLANNING Security Plan PROJECT PLANNING To all processes AUDIT PLANNING Audit Plan Tactical Project Plan including requirements for service level, recovery, security and audit Project Plan and Service Plan RESOURCE PLANNING CAPACITY PLANNING Capacity Plan Feedback to Budget, Capacity Planning Feedback to Service Planning, Development Planning, and I/S Strategic Planning and Control BUDGET PLANNING Management Plan Education Plan SKILLS PLANNING Budget TACTICAL PLAN MANAGEMENT Feed back to Skills Planning Source: IBM Staus Feedback from Project Controlling Business and Project Planning Tactical Plan

37. Project Plan DEVELOPMENT AND MAINTENANCE CONTROL Tactical Plan Including Project Plan, Service Plan, Service Agreement, Budget, Capacity Plan, Manpower Plan, Application Plan, and Management Systems Plan Feedback to Tactical Plan Management SERVICE CONTROL Feedback to Application, Data, and System Planning PROJECT ASSIGNMENT Work Schedule PRODUCTION & DISTRIBUTION SCHEDULING Tuning or Maintenance Request Project Orgaization and Objectives RESOURCE CONTROL Management Schedule PROJECT SCHEDULING Performance Adjustments RESOURCE & DATA PERFORM- ANCE CONTOL Detailed Project Plan Status Feedback Performance Problem PROJECT CONTROLLING Problem Bypass Request CHANGE CONTROL Change Request PROBLEM CONTROL Requirement Changes Revised Detail Plan Change Request and Schedule PROJECT REQUIREMENTS CONTROL System Performance Status and Summary Service Impact RESOURCE & DATA INVENTORY CONTROL SERVICE EVALUATING Successful Approval PROJECT EVALUATING Service Reports and Service Planning Maintenace Service Adjustments to Scheduling To Project Plan Tuning or Maintenance Request Detailed Project Plan Project Status to Project Controlling To Tactical Plan Management DEVELOPMENT AND MAINTENANCE ADMINSTRATION SERVICES INFORMATION SERVICES Status to Production & Distribution Scheduling, and Resource & Data Perform- ance Control APPLICATION/ SOFTWARE DEVELOPEMENT AND UPGRADE Budget Financial Status FINANCIAL ADMINISTRATION PRODUCTION Debit/Credit APPLICATION/ SOFTWARE PROCUREMENT AND UPGRADE Education Plan and Status Education/ Training Status EDUCATION/ TRAINING HARDWARE FACILITY INSTALLATION AND UPGRADE DISTRIBUTION Customer Problems to Problem Control Manpower Plan and Status Performance Status MAINTENANCE CUSTOMER SERVICES STAFF PERFORMANCE Service Plan TUNING AND SYSTEM BALANCING Service Requirements to Service Evaluation SERVICE MARKETING MANAGEMENT SYSTEM DEVELOPMENT AND UPGRADE

38. Approach Interview Demonstrate Validate Negotiate Close Initiate Plan Do Check Execute Control Close Project Steps Business and Project Planning

39. Projectize your work Sponsorship Slippage Scope Creep Red & Green Light Planning Communication Change Control Cancellation Deliverables - Focus Processes - How it runs The “Elephant Concept” Learn from others Lack of Team Work The 7’S Things to Watch and Do Business and Project Planning

40. Execution • Assess, Plan, Design, Implement, Operate • Initiate, Plan, Execute, Control, Close Business and Project Planning

41. Imperatives and Perspectives • Imperatives are those things that must be done to meet the objective…. They are dictated internally and externally • Perspectives are models that are used as a reference or framework to speed up the work process. Business and Project Planning

42. Goals for Next Review • Date of next status update • List goals for next review • Specific items that will be done • Issues that will be resolved • Make sure anyone involved in project understands action plan Business and Project Planning

43. Any Questions? Business and Project Planning