Good References

You can find good references at the following urls:

 

Project Management Methodology & Templates

 

State of Texas
Department of Information Resources
Leadership for Texas Government Technology
http://www.dir.state.tx.us/eod/qa/risk/index.htm
 

Legal Material

 

Expect more. Intelligent Legal Solutions
http://www.procopio.com/publications/articles.htm

 

Project Procurement (Government Tendering & Contracting)

 

http://www.dtf.wa.gov.au/cms/pro_content.asp?ID=1327

 

http://www.finance.gov.au/procurement/procurement_guidelines.html

 

http://www.gitc.finance.gov.au/

 

https://www.tenders.gov.au/?event=public.policydocs.list

 

http://www.ssc.wa.gov.au/links.asp

Schedule Variance Report

In periodic project progress reporting, the client's project manager always wants to see the tracking of variance of the tasks in the schedule. This is to monitor the progress and to identify early indicator for problems.

Before we can show the variances, first we need to set the schedule baseline. The schedule baseline is the agreed benchmark between the client and the vendor. Usually, the first baseline is set upon completion of the project kick-off meeting.

After the detailed system study, there may be additional tasks to be included or some of the tasks may be moved under other summary task. Under this situation, a new schedule is needed. Therefore, a change request is needed to propose a new project schedule. The change request must have a supplementary information to show the variances.

We need to take a few things into consideration while we are preparing for the change request:

1. The changes in terms of total duration of the project as the major impact to the schedule.
2. The changes in terms of total duration by the major milestones.

If delay is involved, then for each change, we have to show the separation of the responsibilities between the client and the vendor. This is especially critical when penalty is one of the focus.

For example, the System Study task is delayed by 20 calendar days. Between these 20 days, 10 days are due to unavailability of the vendor's system analyst. Therefore, that is the vendor's respobility. Then for the other 10 days are due to the clarification activities after the analyst found some issues that are not mentioned during the initial proposal. So, the following is a simple workout:

System Study. Total Delay is 20 calendar days.

• Vendor's delay (not equitable delay) is 10 calendar days.
• Client's delay (equitable delay) is 10 calendar days.

I have created an Ms Excel file containing the separation of variances. I have also included the Ms. Project file containing the baseline and the current schedule in the zip file. Please feel free to comment or share with me how you handle this situation :)

Idiom Usage: In Terms Of

When we use idiom properly in our daily work, it will help bring up the effectiveness of our message. But too often, idiom involves multiple words. Therefore, proper use of idioms is also key to non-native English speakers and authors.

Here's the begining of the Idiom Usage series :)

The following is the definition taken from www.thefreedictionary.com:

in terms of

1. As measured or indicated by; in units of: distances expressed in terms of kilometers as well as miles; cheap entertainment, but costly in terms of time wasted.
2. In relation to; with reference to: "facilities planned and programmed in terms of their interrelationships, instead of evolving haphazardly" Wharton Magazine.

For more details, click here.

Defining the Quality

Project quality planning is about setting the right expectations on how the outcomes to be produced. Before we can plan how to obtain the result, we must define the quality expectations of the results. So in summary, quality planning involves two steps:

1. Defining the Quality Expectations
2. Defining How the Quality Expectations [satisfaction] To Be Met

Quality Expectation

Quality Expectation is about - what does the customer want. It should reflect how should the customer's satisfaction can be achieved after he/she gets what we give (the delivery of the quality expectation). In general term, quality means "specified functionalities that are fit to use". This means that, when they are fit to use, then the satisfaction is achieved.

For an example on an Internet Infrastructure Setup Project, the requirements are:

1. Scalability
2. High Availability
3. High Performance

Once the high level requirements are defined, we can now specify the quality expectations. The quality expectations should be measurable:

Scalability - The infrastructure can be expanded. This means that we can add additional web servers, additional licences, etc.

High Availability - The infrastructure has to be "on" all the time. At least the total down-time allowed in one year is X hours.

High Performance - The performance of the system should be fast (efficient). This means that when a user opens a web-based reports, the response should be within ? seconds. Or, when the user open a web-based public page, the response should be within ? seconds. Of course, the performace can be affected by many factors, but there should be a measurement of various types of pages.

Once we have specified the measurable quality expectations, the planning of how to execute them will be easier. For example, to use purchase what types of equipment, how many servers, etc will be easier to plan. Another example can be like the scheduled down-time in a year, and which resources assigned to solve the problems, etc will be easier to plan when the quality expectation is measurable.

Quality Control Processes

How the outcome is to be tested against the quality defined is subject to the nature of the product or service. For example, how to test whether the outcome delivered is according to the quality expectation for a software system will be totally different from a project building a disaster recovery center (DRC).

When the quality definition is done properly then the testing part will be easier. Testing is one of the means for us to find out if there is any defects in the outcome so that we can control the quality. The testing methods must be carried out according to the plan. The plan is in regards to how the quality is defined and by meeting what conditions then the quality is met. So, the testing is "planned" when you define your quality definition. It is the starting point of the testing.

In my early days when I was a software developer, I started planning the testing only after the system is completed. But, how it should be tested, I didn't really know. Why? Because the customer didn't define how it is to be tested and my supervisor (the manager) didn't tell me how to define the quality in the first place ... What happened then? The customer hesitated in accepting the system as per it is "fit" to be operated in the production environment. What was the consequence? The payment was delayed. How it was delayed? The customer bargained with my manager for how it should be considered fit for them to accept only during User Acceptance Test! There were 5 testers that tested the system and these 5 testers had their own "expectations" which were conflicting with what the quality expectations "created" by us (the supplier). Crap! Work done! No money! All complaints here and there!

So, in summary, these problems can be avoided if in the first place the "fitness of use" is defined properly :-(

R&D on Project Performance Tracking

I have created some files to demonstrate the project performance tracking by using Ms Project 2003 and Ms Excel 2003.

All the files are zipped. The Ms Powerpoint file contains the scenario and sequences of the demonstration.

Please feel free to test it out and let me know if you have any better ideas or ways in doing it. Let's share our problems and solutions :)

The following is the summary of the R&D:

I create two projects. Project A and B. The mission of both projects is to install 100 units of PCs within 8 days. For every 20 units of PCs intallation, we assume 20% completion of the project. So, the following is a summary of the plan:

Day 1 - 20 units, Day 2 - 20 units, Day 3 - 20 units, Day 7 - 20 units and Day 8 - 20 units. For

Project A, I allocate these individual units across one single task row while Project B I break down the milestones into 5 task rows.

Then I enter the actual value - the actual units of PCs installed on individual days. I enter 20 units for day 1 and 40 units on day 2. Now the problem comes: Project A doesn't reflect the correct % complete accordingly. So, it is better if we breakdown the milestones into individual task rows. Check the presentation file for details...

Learning to express

It has been quite some time I don't update this blog. I was busy with a few proposal submissions. The preparation work is always tiring. The deadline is always pressing us to work very hard and long hours. I have to run around the building to have several meetings with all the people involved in a few separate sessions. As our resources are assigned to multiple projects at the same time and these projects require them to be on-site most of the time. It is quite difficult to get all the people sit in the same room for a proposal preparation meeting that is longer than one hour.

Lately, I am involved with one proposal preparation for a new client. The proposal is about setting up a project management office (PMO). My mentor has gotten the lead opportunity through his good work with some public seminars. He is kind enough to bring the opportunity to the company that I am working with. It is a good opportunity for me to learn by working with him to expand my experience in setting up a PMO for a client last year. My company is also happy for the opportunity for business and coaching on work for me. It seems everything is just going to benefit me.

My mentor has massive experience in consulting business. He has work experience at high rank with the big 5 consulting firms. For me to learn from him, I have to work harder than usual. He has higher expectation in preparing proposal such as the style of expressing the ideas, selling the ideas, sellection of diagrams, etc. It took us (me and him) a few hours just to write the Executive Summary.

I have to draw diagrams to clear my thoughts and to make the thinking process more logical before I put down my pen. This has helped me think better. Although the process is much more pressing and tiring, but I believe in the benefits I will get later.

Writing is not easy, in addition, to express well and to impress well is even harder. I am learning. I am reading a book on writing skill. Hopefully, soon, I will be able to be a professional writer.

Creative thinking!

My definition for Creative Thinking is -

To think "how to not to do it myself: To find as many alternatives as possible as options for making decision. The alternatives are not necessarily to be new ideas, but are multiple choices for me to compare and choose from.

When I mean creative in business options, I mean "how can we EMPOWER and ENABLE the OTHERS to provide what we want or we need?" The following options are my examples when I mean "empowering and enabling the others":

to produce the goods for me?

1. to collect the data for me?
2. to analyze the collected data for me?
3. to do marketing for me?
4. to do selling for me?
5. to deliver the goods for me?
6. to collect money from the customer for me?
7. to manage my information system for me?
8. to manage my projects for me?
9. to manage my suppliers for me?
10. to obtain other sources of financial funding for me?
11. to identify good investments for me?
12. to generate income from the investments for me?
13. ...

Now, most of the activities in business are not owned or performed by in-house resources. Most of them are through services provided by other parties. I call this as partnership-oriented business nature which is different from the Chinaman's business nature. The Chinaman's business nature is always related to "one leg kick", "all in one" and "one for all". When we are talking about partnership-oriented business, we are talking about "work together" with others! As PM job is very heavily relying on others, we should always think in "partnership" model!

When you are open for ideas, not emotional, not biased then you may have more choices. When you have more choices doesn't mean you should simply choose one from the options. The final decision has to be made based on certain basis and calculation.