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Assessing Troubled Projects - Schedule Assessment

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Written by Dr. Andrew Makar   
Wednesday, 21 October 2009 15:57
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I was recently asked to join a troubled program as a program management consultant. The program has 8 major workstreams and the team recently developed an integrated Microsoft Project schedule with new launch dates. The program launch date had several times before and this was the final attempt to deliver the program with the new round of funding. The project team was confident the project schedule for 3500 tasks was realistic and on schedule to deliver.

In order to assess the project's schedule status, I wanted to review the integrated project schedule to answer 3 questions:

  1. Is the project on schedule?
  2. What areas of the project schedule are running behind schedule?
  3. What specific tasks are late?

Reviewing a 3500 task project schedule could've been a nightmare if I didn't have my Metrics In Minutes tool. Fortunately, I was able to configure the tool for the project schedule and in a few minutes I had all the metrics I needed to answer the questions. Below are several screenshots that help me assess the situation.

Is the Project On Schedule?

I grouped the lowest level tasks into several categories and the Task Dashboard quickly revealed the project schedule was off by 14%. This is a huge concern as the project team had just completed re-planning all the work. 

Task Dashboard

project status report milestone chart

What areas of the project schedule are running behind schedule?

The next step was to analyze the specific areas of the project schedule that were causing the delay. The Task Dashboard provides on indicator however the Late and Complete Task Groups view provides a graphical view.

Late and Complete Task Groups

milestoneGraph480x392

This graph depicts completed tasks in blue, late tasks in red, and future tasks in green. A quick glance at the chart indicates Conversion, Mainframe, Release 1 Testing, Website development, and Legacy integration have late tasks.
Since this is a snapshot in time, it is useful to know the overall percentage of tasks that are late for the entire project.

The pie chart graph tells me 2% of my overall project is behind schedule and I've successfully completed 11% of the project.

Pie Chart Graph

milestonePieChart480x345

What specific tasks are late?

Now that I understand the specific areas of the project schedule that are running behind, I want to dive into specific tasks. The Metrics in Minutes tool provides the late tasks. In this example, I filtered on the Mainframe task group to identify the specific late tasks that I need to follow up with the workstream project manager and individual resources.

 lateTasks

Key Benefits

The key benefit of the schedule assessment is the TIME SAVED in assessing the project schedule's status. Without this tool, I would've spent hours filtering tasks, making notes and printing several reports. The tool also provides the objective metrics needed to work with the project team to determine the specific tasks that are running behind. Instead of a subjective feeling that the project is on schedule, I have objective metrics that tell me the project is not on schedule.

Next Steps

My next step is to work with each of the project managers in their workstream to update their individual project schedules. One cause of the variance could be the project schedule isn't up to date and there really is a significant amount of work completed. The other cause is the project is simply running behind. This isn't the first time and surely won't be the last.

Interested in the tool?

If you'd like a copy of the Metrics in Minutes tool, you can get it with my MS Project Tutorial #3: How to Effectively Analyze and Report Project Status solution. I hope you can use it on your projects and programs. Its been a useful tool in my project management toolkit for years!

 

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MS Project Tutorial Export to Excel and Effort Estimation

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Written by Dr. Andrew Makar   
Monday, 19 October 2009 22:36
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Earlier this month, I wrote an article for TechRepublic on How to use project data to develop a better estimation matrix.

The article introduces the concept of comparing your baseline project data to your actual project duration and work effort based on the key tasks or deliverables in your project schedule.  The end goal is to provide better estimates so you can update your own project estimation matrix for future analgous estimating.  The second part of this article demonstrates how to customize Microsoft Project to track key areas of your estimation matrix as well as export date from Microsoft Project into Excel.

I'll update this article with the second half of the TechRepublic article once it is published.

In the meantime, you can download the sample MS-Project schedule with the myEstimateComparison table and myEstimates export map.

Attachments:
FileDescriptionFile size
Download this file (SampleSchedulewithmyEstimates.mpp)Sample Schedule with myEstimates.mppIncludes sample table, map and custom fields for the TechRepublic Effort Estimation article855 Kb
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Tactical Tuesday 10-13-09

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Written by Dr. Andrew Makar   
Monday, 12 October 2009 22:46
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Hi -
 
Today's newsletter contains the top 5 articles from my social media network of project managers, PMOs and software developers.  Before we jump into the articles, I wanted to update you on my recent trip to the PMI conference in Orlando, Florida. 
 

PMI's Communities of Practice

If you are a member of PMI, then you may have heard the PMI is transitioning all special interest groups (SIGS) to a new format - the PMI Communities of Practice.  I was recently nominated to join the steering committee for the HR Virtual Communities of Practice for the Project Management Institute.  It is an interesting opportunity as building a PM community of practice across all disciplines is of interest to me.
 
PMI has currently launched the following communities of practice:
        Agile
        Consulting
        International Development
        Organizational Project Management
        Project Human Resources Management
     Project Management Global Sustainability 
        Retail
        Utility
 
If you are a current member of PMI, you can access the communities for free by simply logging on at:

http://www.pmi.org/GetInvolved/Pages/Communities-of-Practice.aspx

The content for the CoPs are growing so be sure to contribute some content and collaborate with your fellow PMs.
 


Tactical Tuesday Must Read #1:  Mindjet for iPhone


If you've followed my blog for some time now, you know I'm a huge fan of mind mapping.  Mindjet has also launched their mind mapping application for iPhone.  How cool is that!  Mindjet has a ton of great software and now that it is available on the iPhone and it can be exported to your desktop version is exciting news for the project manager on the go.
 

Tactical Tuesday Must Read #2: Focus on 3 niches when working with small business

 
If you  a consultant, you'll enjoy this article on 3 key areas to focus on when consulting with small businesses.
TechRepublic always has good technical and management related articles.

Tactical Tuesday Must Read #3: When the employment outlook is bleak, it is the right time to push yourself

 http://blogs.techrepublic.com.com/tech-manager/?p=2211
Another career development article about pushing your career in an uncharted territory.  If your job is currently tanking in the current economy, this article will give you some great advice on how to shift your thinking.
 

Tactical Tuesday Must Read #4:  Gary Bradt's The Ring in the Rubble

 
At the PMI conference, Dr. Bradt was the key note speaker on leadership.  Usually, I don't think too much of the keynote speakers because it is rare that they say something that I can go and apply.  I was proven wrong by Gary's 2 speeches (one on Wednesday and one on Saturday).  He told several inspiring stories that apply to your own life and how you approach adversity and opportunity.
 
The key takeaway that I found in his speech focused on defining your own values and managing your career by those values.  I know it sounds easy to say but when you list the top pieces of advice you'd tell your son, you suddenly realize your core values.  I found his work to be really inspiring and practical.  His book is definitely worth a look.

Tactical Tuesday Must Read #5: The Randazza Mariana Sauce

I thought you'd appreciate another recipe from the Prime Cuts blog.  I've been looking for a good marinara sauce and I think I found it!
 

Our Tactical Tutorials are doing great!

tpm3product327x226

Just a special note of thanks to all my clients who've purchased the latest Tactical Tutorial on how to analyze and report project status with Microsoft project.  I'm starting a new engagement this week and the Metrics in Minutes schedule analyzer will definitely be put to work.

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Monday Mentoring 10-5-2009

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Written by Dr. Andrew Makar   
Monday, 05 October 2009 21:09
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Hi -
Technically, you were supposed to receive this email this morning but I didn't set the mail send options correctly.  Anyway, it is probably Tuesday morning when you're reading but the content is still just as valuable.

A few weeks ago I gave a presentation on Improving Project Management Competency with Social Media.  The presentation discussed several ways project managers can use social media to improve their project management competency...without wasting a lot of time searching the web for the latest project management topics.

One solution in the social media strategy was to apply an inbound concept of receiving reliable content from project managers you trust.  Hence the purpose of this email and Tactical Project Management's ongoing Monday Mentoring newsletter.  Each week, I'll be sending out the top 5 articles from my social media network of project managers, PMOs and software developers.

You can also check out what I'm reading real-time at Tactical PM's Tactical Tips Blog at:
http://www.tacticalprojectmanagement.com/tactical-tips/

Monday Must Read #1:  The Duct Tape Programmer


I've always been a fan of the joelonsoftware.com blog.  He has a lot of great content on the software development in the real world.  This article focuses on the importance of finding a duct tape programmer who realizes the product must be shipped even if the code isn't the most elegant or best implemented design.

Monday Must Read #2: Planning for Agile Retrospectives

Lessons learned are a useful tool IF you're going to apply them to your next project or release.  This article provides some good advice on effective lessons learned in an Agile world.

Monday Must Read #3: Automatically add captions to graphic elements in a Word article

All I can say is I wish I knew this little tip BEFORE my 200+ page dissertation.

Monday Must Read #4: Process Improvement Project Checklist

The nature of our industry gravitates to process improvement.  Herding Cats always has a lot of useful tips in the project management domain.

Monday Must Read #5: Don't Forget about Flank Steak

Okay this one isn't project management related but I made the steak over the weekend and let me tell ya the peppercorn rub is the excellent.

Hope you find the links worthwhile.  At least one of them will feed you well!
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Rally Dev Agile, Mind Mapping and Project 2010

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Written by Dr. Andrew Makar   
Tuesday, 29 September 2009 08:59
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Tactical Project Management presents:
In this September 29, 2009 issue:
  • Interview with Rally Software - Project Management Software for Agile Success
  • MS Project 2010 Previews
  • Mind Mapping Project Management Views in MindView
  • Book Recommendation: Neal Whitten No-Nonsense Advice for Successful Projects
  • Project Status Report Template and Metrics in Minutes Tool
My Inteview with Rally Software
Yesterday I had the opportunity to interview Rally Software to discuss their Agile project management tools for software development.  I sat down with Richard Leavitt, Executive VP Worldwide Marketing, and discussed the recent releases to the Rally's Agile project management software.
Rally is clearly leading the charge to bring Agile software development to the enterprise.  The majority of agile project management tools focus on the 3 levels of planning including release, iteration and daily activities.  Rally has taken enterprise agility to another level by supporting two additional levels of planning including the Product Vision and Roadmap planning.
Rally also "gets it" when it comes to implemeting Agile in enterprise environments.  Enterprise organizations still have other software tools like HP's Quality Center or 3rd party automated testing engines.  Rally has built connectors to integrate with industry tool leaders so Rally's dashboard can be used as the central hub for Agile project management reporting.  I'll be publishing an article shortly that details the interview.
In the meantime, check out the following RallyDev links:
Company Website:  http://www.rallydev.com
Excellent No Cost Agile PM Training http://www.rallydev.com/learn_agile/
Great Blog on Waterfall and Agile http://www.rallydev.com/agileblog/


Microsoft Project 2010 Previews
Last week I sent out a special newsletter to my Tactical PM customers providing a few screen shots of Microsoft Project 2010.  I've found a few useful articles that highlight Microsoft Project 2010 including its new look and feel.
The folks at Project Server Help have some good articles!
Project 2010 Unveiled -- New Desktop Features Overview
If you recently switch to the other Office 2010 products then you've already seen the Ribbon View.  It should be interesting to see how easy it is to use in MS Project.
Here is another useful preview.
Mind Mapping Project Management Views in MindView
I've been working with Matchware's MindView product and I am consistently impressed at how well the tool switches from a mind map view to a project schedule.  The product even includes an awesome timeline feature.
I no longer need to create a PowerPoint based milestone chart.  By using MindView, I can quickly switch to a timeline view my clients understand.  Here is the article I wrote for Projects@Work
Book Recommendation: Neal Whitten No-Nonsense Advice for Successful Projects

I'm a big fan of Neal Whitten's straight talk advice. If you've had the opportunity to hear Neal speak, you'll notice how easily he puts project management problems in simple terms. He also provides practical solutions that just make sense. This book has over 38 chapters filled with relevant advice for the project manager seeking to apply lessons learned to critical projects. I particulary liked Neal's approach to lessons learned sessions and the guidance he provides about rolling planning. Each chapter has a ton of Q&As that further augment his chapters.
Project Status Report Template and Metrics in Minutes Tool
Last week I did a "soft launch" of my latest MS Project tutorial - How Effectively Analyze and Report Project Status.  I'm proud to say I've gotten a lot of positive responses about the tutorial's project status report template and the Metrics in Minutes tool.
I've created the Metrics in Minutes tool to analyze project schedules and quickly develop reports and charts to provide objective metrics in my status reports.  All too often I see overly subjective status reports that lack and definitive metrics.  The problem is metrics collecting can take a lot of time and project managers don't always have that luxury.  Fortunately this tool will analyze your project schedule and develop all the meaningful metrics in less than 60 seconds.
You can learn more at:
I hope you found this newsletter useful and feel free to contact me with your project management questions!
Thanks!
Andy Makar
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