b&w presentation 10 - implementation planning

7/22/2019 B&W Presentation 10 - Implementation Planning

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B u s i n e s s & C o m m e r c i a lA w a r e n e s s

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Lecture 10: Implementat ion Planning

[email protected]

3BUS0279


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Learning Outcomes

To understand the role of implementation

planning in product or service launches

To understand the structure and importance of

the common sections in a businessimplementation plan

To be able to produce a business

implementation plan for a functional department

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DECISION

POINT

The product development process

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DECISION

POINT

Product

Concept

Create

Proposal

Idea Generation

& Evaluation

Develop

Investment Case

INTERVIEW

BUSINESS

M

ANAGEME

NT

ACCEPTANCE

O

PTION

SHORTLIST

PRESENT

INVESTM

ENT

CASE

&

AG

REE

PRODUCT

LAUNCH

As the product* is developed: the work at each stage increases

the range and scope of ideas narrows

Acceptance of the Investment Case triggers the detailed work

* The same process applies todevelopment of a service


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Investment case acceptedwhat next?

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Acceptance of the investment case is a cause for celebration

But the excitement quickly dies down

The hard work is just starting

Time, people and skill range requirements escalate

Detailed design of product

Acquisition of resources

Construction of production facilities

Development of sales processes and sales locations

Construction and fit-out of sales locations

Recruit and train sales staff

Launch advertising campaign

Secure finance

Design production facilities

Develop product delivery processes & procedures

Website development

Start manufacture of initial supplies of product

Develop marketing planspricing and advertising

Ship and sell product

The implementationplan is the tool

used to specify all

these activities

see weekly reading

for all the detail on

the slide


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Implementation plan objectivesor: what, when, where, who, how many *

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* The Why was specified in the Investment Case

a c t i v i t i e s

a n d t a s k s

d e l i v e r a b l e s

r e s p o n s i b i l i t i e s

a c t i v i t y t i m i n g s a n d

i n t e r - r e l a t i o n s h i p s

r e s o u r c e sp e o p l e , f i n a n c e , p r e m i s e s , I T

e q u i p m e n t e t c

r i s k s

m i l e s t o n e s

m a n a g e m e n t

a n d c o n t r o l

p r o c e s s e s

P r o d u c t

L a u n c h

B l u e p r i n t


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No unique best format or structure

Just like the Investment Case

Depends on:

Product or

Service

Industry

Company

Plan formats

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STANDARD FORMATS

Most organisations use a fixed format:

Ensures all elements are included

Users will be familiar so less errors

Input from each dept has same format

FUNCTIONAL vs BUSINESS

Plans aggregated from each function are

common and ensure expertise is included

BUT they can be disjointed so an overall

control and coordination role is required.

This is the role of the project manager


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A typical plan structurethis is not presented as the best or the most common but it includes the mostimportant elements and is a good foundation for building a plan for actual use

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1

overview

2

time plan

3

dependencies

4

resourcerequirements

5

financialplan

6

staffingplan

7

milestones

8

risks

10

data and

appendices

9

references

and sources

The numbers in the pyramidrefer to the order in which the

sections are covered

in the following slides

But they could also be usedas the section numbers in

the implementation plan

itself


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1. Overview

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Purpose

To provide plan readers with the background to the product/service To ensure everyone is aware of and shares the same goal

To allow plan users to refresh themselves about the objectives

Structure Brief details using sub-headings covering all key elements of the product/service

Content

Comments An Implementation Plan does not need a summary as it is a working documentrather than a decision document. This section is as close to a summary as will

exist

Product

description

Key target

dates

Target

customers

Price, sales,

costs, profits

Competitors

& productsManufacturing

processSuppliers

Distribution &

warehousingService delivery

process

Sales process

& locations

Key risks and

mitigation


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2. Time plan

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Purpose To allow plan users to identify what needs to happen and when The definitive activity list which feeds the project plan

To allow those involved with implementation to determine:

When their activity takes place

How long they have to complete it and whether there is any leeway

Structure A list of activities in chronological order, perhaps split by functionIndicate the start and end dates and the amount of allowable slippage (slack)

Content This is an indicative sample of the content that may appear in an HR Plan:

Comments Long, detailed descriptions of activities stop easy appreciation of the time plan.A short meaningful title is better and the task can be expanded in an Appendix

DO NOT refer to activities by a number alone as this prevents understanding

Activity Duration Start End Slack

Develop job descriptions 2 wks Week 10 Week 12 Nil

Place and run adverts 3 wks Week 13 Week 16 5 days

Sift CVs 1 wk Week 16 Week 17 5 days

Interviews 2 wks Week 19 Week 21 10 days


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3. Links and dependencies

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Purpose To allow those involved with implementation to determine: The activities that their personal activities are dependent upon

Which activities are affected by the ones that they are working on

Structure For each activity: A list of the other activities which must be complete before it can start

A list of the other activities which cannot start until it is complete

Content This is an indicative sample of the content that may appear in an HR Plan:

Comments This does not eliminate the need for a project plan. Sometimes this section isomitted and a project plan is developed instead. However, a summary of the

dependencies of each activity is required for those involved in the activity

Activity Dependent on: Precursor to:

Develop job descriptions Manpower plan sign-offSkills audit of existing staff

Placing adverts

Salary review

Place and run adverts Job descriptionsMedia brand development

CV Sift

Sift CVsAdvert response Interviews

Staff secondments

Interviews CV siftInterviewer training

Staff appointments

Promotion review


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4. Resource requirements

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Purpose To identify what is required to bring the product/service to market To allow the controllers of the different types of resource to provide what is

needed at the required time

To allow similar resources to be aggregated to reduce cost and admin.

Structure For each resource: The quantity, precise specifications and timings for provision

This is best done as a list, but charts and spreadsheets will play their part

Content

This can take the form of tables or charts

Comments The main input to this section is the time plan. Each activity requires resources:staff, finance, materials, IT, premises etc. These can be scheduled from that plan

ResourceSpecify details

Quantity Date Cost

Warehousing 1000m2 Week 8 X

Office space 800m2 Week 12 Y

Factory floor 2000m2 Week 20 Z0

1000

2000

3000

Weeks

5-10

Week

10-15

Weeks

15-20

Floorarea

Project X


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5. Financial plan

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Purpose To summarise the finance needed to bring the product to the market To identify cash flow needs which will drive the funding injections

Structure Split the finance into costs and incomes. During implementation there will belimited incomes

If the project involves different currencies then a separate plan for each

currency is required and these should be combined (remember exchange rates)

Content

Assess financial needs for each resource/activity

Add them on a week by week basis

Chart them to obtain overall funding needs

Comments Each functional area will normally have a financial plan but sometimes theseare all taken out into an overall project financial plan. In your Case Study you

will need to do a financial plan specific to your functional area.

Item Quantity Unitcost

Datereqd

Cost

Warehousing 1000m2 20 Week 8 20k

Office space 800m2 25 Week 12 20k

Factory floor 2000m2 40 Week20 80k0

50

100

Weeks

5-10

Week

10-15

Weeks

15-20

Funding

(k)

Project X


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6. Staffing plan

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Purpose To summarise the human resource needed to implement the product

To identify the skills, experience and number of staff of particular types To identify training requirements to develop existing or available resource

Structure Break down the people requirements for the product by skill type, seniority andlocation. There are many types of human resource and most are not

interchangeable. But training can convert one type to a scarce or costly type

Content

Comments This is one of the most important parts of the implementation plan. Along withinsufficient finance, insufficient people with the right skills will almost certainly

cause the project to fail.

Skill type Experience Job Role TimingAssess staffneeded for

each activityby

Aggregate

categories

Determine

Labour Market

potential

Identify any

shortfall in

availability

Identify training

requirements

Apply costssalaries, training

recruitment etc

Tabulate training

recruitment and

costs


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7. Milestones

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Purpose To set a series of intermediate deadlines to track interim progress

To create a series of short term goals to provide a project team focus

Structure A list of milestones, with their description, date and often a lead responsibility

Content This is an example of a set of high level milestones for a product development

Comments The end point of product/service launch is often a long way off and so a productimplementation team can lose focus on hitting target dates for completion of

their activities.

Milestones are achievements or deliverables. They are not activities. They

need to be significant events. Their achievement will be a cause for project

team celebration.

Milestone Date Lead responsibility

Product design complete Mar 2009 Design Team Leader

Factory fitted out Sep 2009 Facilities Manager

Prototype products manufactured Nov 2009 Operations Director

Marketing campaign commences Jan 2010 Marketing Director

Product launched nationally Feb 2010 Programme Manager


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8. Risk plan

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Purpose To identify the key risks which could jeopardise implementation

To identify the actions which would be taken should the risk materialise To identify actions that can reduce the likelihood of the risk occurring

Structure A prioritised list of risks, including actions to reduce their chance of occurrence,actions to mitigate the scale of any impact and early warning signs

Content

Priority can be graded: A, B, C (assessed subjectively by the project team) or

By using a risk identification scoring method (see next lecture)

Comments Risk plans are working documents and need review during implementation.New risks arise. Identified risks change their likelihoods. Actions in the event of

a risk need adjustment as the business environment changes

Risk

Description

Priority Pre-warning

signs

ActionTo avoid

ActionTo mitigate


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9. References and sources

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Purpose To provide details of any documents or the sources of data used to developthe implementation plan.

Structure Dependent on the extent of material used in the implementation plan.A list of the sources and documents used in the implementation with dates,

authors and locations.

Content A format similar to an academic reference list would be suitable.The location of the source is important in a business.

In academic reference lists the location is not required as it is assumed that a

reader can find the referenced document in a library.

In business the location (department in a large business) can be difficult to find

unless stated in the plan.

Comments Most implementation plans will have a minimal amount of referencing.Most references will be to other documents in the company.


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10. Appendices

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Purpose To provide a place for detailed data and information which is not essentialfor use of the plan

To allow data used to develop the plan to be retained in the plan so that it is

there for audit trail or revision purposes

Structure This is dependent on the extent and nature of the dataA clear indexed structure is essential if there are large volumes of data

A separate document is best if there is extensive material

Content

Comments All material in Appendices MUST be referred to from the main implementationplan document. If there is no reference to it then readers will not use it and it

may as well not be included

tables charts spreadsheetoutput

Remember the guidelines for good presentation from a previous lecture


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In this lecture we have learned: There are 3 key decision points in the process of

developing a product or service, and . . . .

. . . . about the typical steps required for implementation

The objectives of an implementation plan Why a standard plan format is usually preferred in a business

and finally, and in some detail . . . .

. . . . how an implementation plan can be structured to include

10 common elements required to bring a product (orservice) to the point at which it can be

successfully launched.

Next week we will look at how extensive projects can be managed

Summary

b&w presentation 10 - implementation planning

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