visual management toolboxbestoptionmanagement.com/blog/bom-content/uploads/2016/...cost performance...
TRANSCRIPT
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VisualManagement
ToolboxA few important tools that you should know about
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Bio• Graduated 1985 with a Bachelor of Technology from Ryerson University• Practiced in Commercial, Industrial, and Aerospace industries• Design Engineer, Project Engineer, and Project Management• Providing Technical and Project Management Consulting since 2000• A keen interest in Business Operations and Engineering Process
management• I earned my PMP certification in February 2014• My career focus is to practice practical application of fundamental
principles in Project Management to balance creative Engineering and business objectives
Open a link to see my InigoCard.
https://inigoapp.com/m/public/profile/B9EC3BCC0E1439B5E4AA9E6A82EB16B5?sh=1456751441
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Presentation Overview
• PM Toolbox• A showcase glimpse of some popular software tools
• Some example use cases
• Get a feel how these tools address different aspects of team work
• We’ll look at different views of the same work
• We’ll see how all team members get involved
• Tools featured in this presentation
www.thebrain.com Microsoft Project Professional Microsoft SharePointAtlassian (JIRA)
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Agenda
• Brainstorming• How Mind Mapping is a great “canvas” for organizing ideas
• Some other applications for Mind Mapping
• Preparing and Processing data for your Dashboard• Summarizing and providing Senior Management and Business Metrics
• Get the data you need without having to compile manually
• Tools for the Team• Stay Organized and connected
• Workspace Tools• A place for Everyone, Stakeholder, and Team Members
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Communication Lifecycle
Organize
Visualize
Contribute
Collaborate
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10 Top Frequently Search/ Top Rated PM Tools
Research Provided by TrustRadius
User ratings of 14 features, including:1. team collaboration2. mobile access3. support for agile and waterfall
methods
Publication can be accessed at this url: http://www.projectsatwork.com/content/articles/314784.cfm
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Mind Mapping
• The Connection of Thoughts• Visualize a
connected network of thoughts in a layer linked by:• Parent Connectors• Child Connectors
• This network forms a layer of “thinking” that forms a two dimensional hierarchy
We would start with a Basic Model to structure the session
Leading your Team to ResolutionBy: Lorraine Kochut September 19, 2014
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Brainstorming…continued
• The session can freely elaborate by adding thoughts that free flow in the session
• No constraints or bounds on the order of thinking
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Here is an Independent Thought Network
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Adding the 3rd Dimension to the Mind Map
• The 3rd dimension in Mind Mapping is:• A 3rd port on the Thought• The connections that exist between multiple layers of thought• Points of connection that influence the layer of thinking
We have tied together the Brainstorm Thoughts to the Organization Members
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Other uses for Mind Mapping
• Simply to keep things organized• Consolidate
note collections for structured thoughts
• Include links to external files, emails, web links
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Project Visualization for Senior Management
•To provide a sense of awareness•Where the project is in the full scope•What is on the immediate horizon•How is the team performing
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Project Timeline View
Start
Mon 15-08-31
Finish
Thu 17-03-23
'15 Oct '15 Dec '16 Feb '16 Apr '16 Jun '16 Aug '16 Oct '16 Dec '17 Feb
Systems
Thu 15-10-01 - Thu 17-03-23
Application Software Design
Thu 15-10-01 - Wed 16-10-19
Customer ReleaseTue 16-12-13
Start
Mon 16-02-01
Finish
Sat 16-04-30
'16 Feb '16 Apr
Data Link Layer Task 2Mon 16-03-21
App Data RecorderMon 16-03-28
Tool Task 2Mon 16-04-11
Today
A split timeline view provides• A long range project view• Short range Milestone View
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Schedule Performance Financial MetricsTask Name Planned Value - PV (BCWS) Earned Value - EV (BCWP) SV SV% SPI
Project Alpha $196,621.32 $128,869.80 ($67,751.53) -34% 0.66
Project Management $38,849.68 $38,527.01 ($322.67) -1% 0.99
Systems $26,127.48 $41,670.71 $15,543.23 59% 1.59
Software $116,855.82 $42,885.43 ($73,970.39) -63% 0.37
Fault Data Monitor Tool $8,460.00 $0.00 ($8,460.00) -100% 0
Ground Support $6,328.35 $5,786.64 ($541.71) -9% 0.91
• This simplified Data rollup speaks to the monetized performance against the Project Timeline
• We can see that our systems team is performing ahead of schedule• There seems to be problems with the Software team execution
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Cost Performance Financial MetricsTask Name Planned Value - PV (BCWS) Earned Value - EV (BCWP) CV CV% CPI BAC EAC VAC TCPI
Project Alpha $196,621.32 $128,869.80 ($10,471.12) -8% 0.92 $599,704.78 $648,434.26 ($48,729.49) 1.02
Project Management $38,849.68 $38,527.01 ($322.67) -1% 0.99 $137,596.48 $138,749.31 ($1,152.83) 1
Systems $26,127.48 $41,670.71 $17,879.80 43% 1.75 $95,085.43 $54,286.95 $40,798.48 0.75
Software $116,855.82 $42,885.43 ($27,486.55) -64% 0.61 $329,798.87 $541,177.24 ($211,378.37) 1.11
Fault Data Monitor Tool $8,460.00 $0.00 $0.00 0% 0 $21,150.00 $21,150.00 $0.00 1
Ground Support $6,328.35 $5,786.64 ($541.71) -9% 0.91 $16,074.00 $17,578.86 ($1,504.86) 1.06
• This simplified roll up provides both a short term and long term view of the project• For the short term, the Project is reporting a variance of ($10,471)• For the long term prediction, if the project continues on its current path, the variance will be ($48,729)
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Typical Gantt Style Project Schedule
Separate Labour from deliverables&
Report Actual Complete based upon your statused task complete
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So We Have a Problem in our Project
• Financial data shows we have a problem
• If we were simply measuring only Actual Cost, we wouldn’t have noticed that we have a problem at all
• Do we have enough information in our Gantt visualization to
• Determine the Problem
• Find a Solution
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Team Visualization, Organization, & Collaboration
• Clearly defined Work Flow• Should be graphical (visual)
• Must be customizable…each functional team works in different ways
• Task sequencing must be Organized but be flexible to• Allow the team doing the work dynamically to
• define the task
• Determine the sequence
• Support hierarchical and dynamic linking
• Deter pre-ordained fixed sequence planning at the task level
• Support collaboration through active written communications
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Team Project Management Workflow
Issue Types: Epic, Story, and Task
Issue Type: Sub-task
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Work Breakdown Hierarchy
• Similar to a Work Breakdown Structure• Issue Type: Epic
• A large user Story• Applies when:
• The deliverable description is know to have complex sub-modules• The sub-modules become smaller projects
• Issue Type: Story• A description of a sub-module defining what is does
• Issue Type: Task• A discrete specification for a distinct component
• Issue Type: Sub-task• Finite steps required to complete the Task
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KanBan Board
Key Organization1. Level2. Class3. Type
Team members can “Pull” tasks through the work stages
Work In Progress (WIP) limits can be set to manage flow and bottlenecks
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Metrics – Cumulative Flow Diagram
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Metric – Control Chart
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Basic Issue Created in JIRA
• Participation is encouraged
• Invite team members to provide spot support
Assignee is encouraged to document the thought process
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Workspace Tools • Lite Version of Project Server• Can support Enterprise Resource
Management with Microsoft Project• Provides secure storage and version
management• Security trimming for sub-site access• Task and Custom Lists• Announcements• Wikis• Blogs
Most Corporations only use the file storage capability
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Basic Structure for Most Projects
TheEverybody
Site
TheTeamSite
TheStakeholder
Site
Basic AnnouncementsEvent Calendar
Customer ReportsKey Events
Release DocumentsProgress Reports
WikiBlogs
Key EventsSecure Workspace
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A Basic Wiki StructureIdea• Set your Wiki up in a News
Paper Format• Keep the team informed• Get the team involved in
writing small articles about their work, successes, and challenges
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Interactive Task List
Automatically create and Synchronize a simple task list from your Microsoft Project• Have the team members status their own
work• Create sub-tasks to improve focus,
structuring, and project metrics• This is a simple task manager that is
synchronized to your master project• Customize the fields that are viewed and
updated• Filtering is built in to pare down the list
for• A particular member• Date range• Task Rollup
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Conclusions
•A showcase of 4 cloud based tools that can improve Team•Organization•Visualization•Contribution•Collaboration