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Esri UC2013 . Technical Workshop .
Technical Workshop
2013 Esri International User Conference July 8–12, 2013 | San Diego, California
Planning the Work – How to Create a Manageable Enterprise GIS Project Plan
Mirjam Stadelmann
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Topics
• Why planning is important • What to include in your plan • Planning for project completion • How to use the plan
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
What are YOUR Planning Challenges?
Insufficient information Nobody
adheres to the plan
Unrealistic expectations
Not enough time to plan
Takes too much time,
need to start NOW
Too expensive
Limits my creativity
Limits program flexibility
Project Managers Everyone Else
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Project Planning – Why do it?
• An Enterprise project is a complex, strategic effort - Need a plan to clearly communicate vision, goals,
steps along the way
• Allows you to manage resources • Allows you to understand dependencies • Provides the foundation to monitor progress
Failure to plan is one the most common reasons projects fail
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Project Planning Process
Strategy
INITIATE
• Project Justification
• High Level Plan of Action
• RFP or Proposal
Detailed Planning
• Scope
• Deliverables
• Schedule • Resources
• Kick-off • Goals • Boundaries • Expectations
Project Initiation
High Level Detail
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
When Does Planning Start, When does Planning End
• Heaviest in the beginning • Continues throughout entire project
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
ControlCloseout
Execution
Planning
Initiation
Time
ProjectStart
ProjectFinish
Leve
l of E
ffort
Lifecycle Stage
Esri UC2013 . Technical Workshop .
High-Level Planning Considerations
• Focus on business workflows • Keep GIS patterns in mind • Examples of High-Level Plans
- GIS Strategy Document - Business Plans - Proposals
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Focus on the Business workflow
• What business workflows ? - Replacing an existing system - Creating a new business opportunity
• What value are you adding? • Who are the users of the system?
- What are their real priorities - How do they view this effort - Who are the champions
• How do you measure success?
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Scoping with GIS Patterns in Mind
Operational Awareness
Disseminate information where
and when its needed
Data Management
Complete and integrated workflows and system…
Planning & Analysis
Constituent Engagement
Transform data into actionable
information
Collect, organize and exchange
data
Field Mobility
Get information into and out of
the field
Get feedback and make informed
decisions
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Start with a Strategy…And Write it Down!
• Develop a High-Level Plan - Projects - Schedule - Cost - Governance - When are you DONE
• Consider Implementation Priorities - Practical - Meet broadest needs - Yield early results - Responsive to executive priorities
Draft Project Plan §Program Overview
§Purpose, Business Need
§Objectives, Approach
§Success Criteria
§Scope Overview, Deliverables, Milestones
§Budget
§Assumptions, Constraints, Risks
§Resources/Roles
§Project Team
§Approvals
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Implementation Strategy
• Who is going to do the work - Internal staff - Contractors
• Get a scope and RFP on the streets - Timeframe - Administration - How to communicate requirements - Contractual - Evaluation
• Project Approved – ready for next steps…..
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Consider – Your High-Level Plan Will Set Expectations….
• Be clear about the technical solution • Relate Tasks to the solution • Use a standard WBS for traceability • Use the right methods to estimate costs • Develop a realistic schedule
The High-Level Plan
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
The Detailed Plan Work Activities Work Packages
Work Items Deliverables Tasks
The Detailed Plan WBS
Work Breakdown Structure
Esri UC2013 . Technical Workshop .
Scope the Solution with the “Triple Constraint” in Mind
• Time-boxed design • Scope-boxed design • Priorities, phases • Change management
Scope
Solution
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Project Initiation
Esri UC2013 . Technical Workshop .
You’ve Got Project Approval – What’s Next…
• Use Initiation to set the REAL project baseline • Consider effects of contract negotiations
- Lag times between strategy and project approval - Scope may have changed - Technology solution may be out of date - Assumptions may no longer hold
• Regroup with key stake holders - Review the key drivers - Have some of the players changed?
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Initiating the Project the Right Way
• Re-affirm commitments, project understanding • Build relationships • Document objectives, success criteria • Set expectations and boundaries
- Acceptance, change management, organization, responsibilities
• Set the stage for detailed project planning
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Detailed Project Planning
Esri UC2013 . Technical Workshop .
Why Develop a Detailed Plan?
• Defines the Project Execution Roadmap - Deliverables - Timing, sequence of events - Resources - Communications
• Defines when you are done - Quality expectations - Acceptance Criteria
Scope
Solution
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Build the Right Plan for the Project
• Adapt management style to the project - What phasing strategy? - What project lifecycle? - How to organize your team? - Are partners involved?
• Decide on relevant communications - Progress, customer engagement, acceptance, change
• Organize your plan around a detailed schedule
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Project Life Cycle Options Consider project size, organizational capacity, the application(s).
Waterfall • Short duration • Clear requirements • Single application • Limited customer resources • Customer expects single deployment
Iterative • Long duration, multi-phase • Discrete functions or applications • Workflows and GUI tuning • Customer expects prototypes • Customer can support multiple releases
Agile/Scrum • Short or long duration • Experienced, disciplined team • Customer expects to collaborate • Revisions to requirements are acceptable • Application can be organized into short duration sprints
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Multiple Phases is Best on Large Projects
• Breaks the projects into workable pieces • Use “scope boxes” or “time boxes”
- Define requirements and workflows in each - Complete workflows in each spiral - Show “Tangible” Progress
• Communicate overall plan - Use tools like MS project
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
•Map Viewer
•Pilot Database
Phase 1
•Editor •Editing Database
Phase 2
•Reports •Publication Database
Phase 3
Integration, Test,
Deploy
Phase 4
Esri UC2013 . Technical Workshop .
Large Projects Need more Dedicated Roles
•Business Analyst •System Architect •Data Architect •Usability Expert
•Testers •Build Specialist •System Support •Configuration Manager •Technical Writer
•Team of developers and data analysts
þ
Analysis & Design
Development QA/Testing
Project Oversight
Release Environment
Project Leadership
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Project Manager
Release Manager
Tech Lead
Esri UC2013 . Technical Workshop .
Teaming Partners Involve More Logistics
• How do incorporate them in the “business rhythm”
• Synchronizing schedules • Review of deliverables
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Project Team Meeting
Analyze project status
Status Report Customer Meeting
Executive Management
Briefings
Esri UC2013 . Technical Workshop .
How to Plan for Effective Communications
• Plan for customer involvement at ALL stages - Business Rhythm - Remain in SELL mode - Consider sponsor, stakeholders
• Plan review milestones - Visibility, tangible progress
• Match style, content to audience
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Work Breakdown Structure (WBS)
• An organizing element • Maintain traceability
- Proposal, contract, project plan • Foundation for the schedule
The Detailed Project Plan
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
The High-Level Plan
The Detailed Plan Work Activities Work Packages
Work Items Deliverables Tasks
The Detailed Plan WBS
Work Breakdown Structure
Esri UC2013 . Technical Workshop .
Scoping and Estimating Work
• Break work down into detailed tasks - 40–80-hour increments
• Reduce uncertainties - Develop a realistic schedule - Use a reliable basis of estimate
• Use tools (e.g., TFS, JIRA). Objective Components Tasks (WBS) Work
Packages
Example: Code Enforcement
•Application(s) •Data •Systems •Training
1. Requirements 2. Design 3. Develop qEditor qMap Viewer qMobile 4.Test 5.Deploy
Editor qRedlining tool Map Viewer qIdentify tool qLegend tool
Implementing an Enterprise GIS Project
Esri UC2013 . Technical Workshop .
Estimating Work Validate estimates by considering relative level of effort
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Defining Schedule, Milestone, Deliverables
• Build a schedule based on the WBS • Add detailed activities • Define dependencies between activities • Assign durations and resources • Identify milestones and deliverables
Project Phase Typical Deliverables Initiation/Planning Project Plan
Requirements, Design Requirements and Design Specifications, Data Models
Development Code, Databases, Maps
Deployment Installation, Staging, Testing, Training, Manuals
Operations, Maintenance Ad Hoc Support
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Scaling the Standard Methodology
Choose the right amount of management given the size and complexity of the project.
Planning Analysis & Design Implement Deploy
• Basic project plan (scope, schedule, budget)
• Kickoff meeting
• Requirements • Workflows • User interface • Traceability matrix • Peer-reviewed
documents
• Source control • Build system • Defect tracking • Work item tracking • Test plan • Acceptance tests
•Checklist •User guide serves as training materials
Any Project
• Expanded project plan (e.g., add communications, risk, roles)
• Managed requirements, design artifacts (repository)
• More design models • Formal review gates
• Release Management and Test Plan
• Automated testing • Snapshot builds for
incremental testing
•Detailed plan •Separate user guide and training materials
Large Project
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Creating the Schedule
WHAT HOW WHEN WHO
• WBS
• Major Events
• Deliverables
• Order of Events
• Accomplishments
• Completion Criteria
• Detail Activities
• Relationships
• Duration/Hours
• Labor Categories
• Named Resources
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Finalizing the Schedule
• Analyze schedule • Gain agreement by performing team • Establish baseline
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
How Do you Know You Have A Good Schedule?
Relative effort and duration of
tasks makes sense
Schedule structure is
sound Slack is built
into the schedule
Deliverable review periods
make sense
Using a Standard WBS Technical team
provided estimates
Team workload is balanced
Use tools AND common sense to evaluate!
All activities and deliverables are accounted for
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Use your Schedule as a Tracking Tool!
• Gather inputs to status • Set Project Status Date • Update Actual Start/Finish Dates • Update % Completion • Move incomplete work
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Plan for Project Completion
• Clearly define what it means to be done! • Reach agreement EARLY on
- Quality goals - Acceptance criteria - How change will be controlled
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Quality Goals
• Place them in the context - Requirements - Priorities
• Reach agreement with the business owner • Plan quality checkpoints throughout the project
- Peer reviews for documents - Interim reviews - Controlled tests
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Acceptance Criteria
• Place them in context - Quality goals - Requirements
• Define them for all deliverables • Reach agreement with the customer • Use them to define tests Deliverable Reviews Acceptance Criteria
Map Viewer Module §Internal tests §User acceptance test(s)
§Module functionally complete §No Severity 1 errors §No Severity 2 errors
Requirements specification
§(XX) Internal peer review(s) §(XX) Customer review(s)
§Review draft delivered §Mutually agreed to comments incorporated §Final delivered
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Plan for Change
• Changes happen in every project - Schedule, requirements, priorities,
budget, resources, etc.
• Be clear about the consequences - Too much change will derail a project
• Key elements of change communication - Scope, impact, justification, approval decision
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Key Takeaways
• Develop a strategy first and write it down! • Reaffirm objectives, commitments at the beginning of the project
• Develop a realistic schedule • Plan for project completion • Manage the project to the plan!
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Additional Resources
• Esri project methodology - www.esri.com/services/professional-services/methodology.html
• Business case resources - Measuring Up: The Business Case for GIS, Volume 2, by Christopher Thomas, Brian Parr,
and Britney Hinthorne. Esri Press, 2012 - The Business Benefits of GIS: An ROI Approach, by David Maquire, Victoria Kouyoumjian,
and Ross Smith. Esri Press, 2008
• Project Management - Software Project Secrets. Why Software Projects Fail, by George Stepanek. Apress, 2012. - Making Things Happen: Mastering Project Management, by Scott Berkun. . O’Reilly Media,
2008
• Project Initiation and Planning - Project Management Body of Knowledge (PMBOK) - Project Management Institute (www.pmi.org)
• Quality Management - Managing for the Sustained Success of an Organization – a Quality Management Approach,
ISO 9004:2009 (www.iso.org)
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop .
Questions?
Esri UC2013 . Technical Workshop .
Please fill out the session evaluation
Offering ID: 1388
Online – www.esri.com/ucsessionsurveys Paper – pick up and put in drop box
Thank you…
Planning the Work - How to Create a Manageable Enterprise GIS Project Plan
Esri UC2013 . Technical Workshop . Planning the Work - How to Create a Manageable Enterprise GIS Project Plan