Stomp presentation v1.5.1

An Introduction to

Streamlined Task Orientated Management of Projects

By Patrick.M.CannonNov ’09 – Version 1.5

Providing Project Visibility & Understanding to the Wider Audience...

Presentation Objective

• This presentation has been created to explain the common stages of a project regardless of which underlying methodology is being used.

• It will show how a business will benefit by using STOMP to give all resources effected by the project a general understanding of the processes that the project follow.



What is a Project?

• A project is a piece of work that is not part of an organisation’s core business, with a definite start and end. e.g. Building or relocating an office for an Insurance Company.

• A methodology is a group of processes, set out in a defined order to deliver a project. e.g. PRINCE2, Six-Sigma.

• Project Tools are usually PC or networked applications that help project resources deliver projects and report more efficiently. e.g. MS Project, Primavera.


What are Project Phases?

• All projects will have various phases of work, breaking up the project into phases allows better tracking of progress & makes the project more manageable.

• No matter what type of project it is, the same phases will exist in all projects, the difference will be what each of these phases include.

• When a Project Plan is created at the start of a project each of these phases will be covered.



All projects will have these phases, however the content & duration of the phase will differ dependant on the type of project.

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Planning (Continuously monitored and amended throughout the project lifecycle)

Design Build Test Deliver


What is STOMP?

• STOMP is high level project methodology designed to sit on top of an organisations detailed methodology, that enables all resources in the organisation to understand the process without the need for them fully understanding a detailed project management structure such as PRINCE2, Six Sigma etc…

• The objective of STOMP is to enable project teams to provide information on the overall progress of a project to any level of an organisation using terminology that is easy to understand and for management to make decisions without fully understanding the underlying processes being utilised.




This slide shows the principle of the STOMP process.The key element of all detailed methodologies are very

similar, they all include pre-project activities, project initiation, a timeline, project completion and many will

include a post-project element.

Underlying Project Methodology (PRINCE, Six Sigma, Etc…)

Project Completion

Project Initiation

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Project Completion

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Streamlined Task Orientated Management of ProjectsP

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STOMP is designed to sit on top of complex project methodologies like PRINCE2, Six-Sigma or Bespoke Solutions. We will not look at the detail of this aspect, however, it is important to remember that constraints

may be placed on the project by the underlying process being used.

Timeline



Project Completion

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Pre-Project Activities are in many occasions taken as a separate activity, with the project starting from the next

step. However some methodologies will include the Request for Tender, Statement of Work or Bidding

Process in the overall methodology.

Timeline



Project Completion

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The Project Initiation or Project Start is one of the most critical aspects of all projects. Here the project scope, timescale, budget, sponsors, deliverables, reporting

method, change control process & project management methodology will be defined and agreed by all parties

involved in the project.

Timeline



Project Completion

Project Initiation


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The Timeline or Project Duration will vary in all projects. Sometimes it will be set in stone due to business

constraints or regulatory changes that must be adhered to by a fixed date. Other times the timescale will be

flexible and effected by outside influences like financial circumstances, resource availability or other projects.

Timeline



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Project Completion or Close is often a very difficult aspect of the project, the success of this stage is totally reliant on the quality of the Project Initiation stage. At

this point the project will be formally closed and all responsibility passed on to the business.

Timeline



Project Completion

Project Initiation


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The Post-Project Process is often an aspect of a project that is missed out. However, it is a very important part of the project that should be completed. One important aspect is the Post Project Review, this will include a ‘Lessons Learnt’ report

which will help the organisation deliver better projects in the future and the final knowledge transfer from the project team to

the business team.

Timeline



• All projects must have a plan.• Tasks from the project definition are placed into a

plan at the start of the project, this is checked and modified throughout the lifecycle of the project.

• Dependant on the complexity of the project these can be simple high level plans, but can be complex multi-tier plans, these are usually broken up into phases.

• Plans are usually documented in the form of a Gantt Chart, this shows the tasks in an easy to follow way (usually produced using a project tool.)

What is a Project Plan?


• All projects will have the following elements:-• Project Start• Tasks• Milestones (Key Points)• Project End

Elements of a Project Plan?


Project start/initiation Task

Milestone

Project end/completion

Example of a Plan (Gantt Chart)

• All projects are likely to have changes to the deliverables during their lifecycle, these could be financial, regulatory or business related changes.

• Not all changes mean additional work, sometimes an element of a project may be removed from the main list of deliverables to be included in a future project.

• All changes should be documented and agreed by all parties involved.

• Changes can be requested for work not yet started or work that has already been performed.

What is Change Control?


• At the start of a project the Change Control Process must be defined, this will include:-• Change Request Process & Form• Change Control Database Definition• Change Control Meeting Cycle• Change Control Panel Members

• Without a clearly defined and agreed Change Control Process closure of a project is almost impossible to achieve!

The Change Control Process



At the Project Initiation stage the Project Scope & Change Control Process are agreed and signed off by

the Project Sponsors.



Project Completion

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Planning & Change Control Process


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At the start of the project the tasks are put into the order that the need to be performed and put into the project

plan. (This is called a Gantt Chart)


Project tasks & milestones planned /

scheduled



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At the start of the project the tasks are put into the order that the need to be performed and put into the project

plan. (This is called a Gantt Chart)



Project tasks & milestones planned /

scheduled


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Tasks are tracked against the plan and the progress is reported to the project sponsors as per meeting

schedule agreed at the project initiation.



Completed tasks

Incomplete task

Scheduled tasks/milestones


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Completed tasks

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Completed tasks

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Changes are usually related to an existing task but can be a completely new task. In this example we will look

at the 5th task in our project.




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The Change Request Form is received by the Project Manager or PMO (Project Management Office)



ChangeRequest

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The Change Request Form is received by the Project Manager or PMO (Project Management Office)


Project Completion

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ChangeRequest

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ChangeRequest

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The Change Request details are entered into the Change Request database.

ChangeRequestDatabase




ChangeRequest

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The Change Request details are then passed onto the SME (Subject .Matter Expert) so they can review the

change request and make recommendations.

ChangeRequestDatabase SME




ChangeRequest

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The Change Request details and recommendations are reviewed by the Change Control Panel.


Change ControlPanel




ChangeRequest

Form

If the Change Control Panel reject the Change Request it is closed & the Change Request Database is updated

to reflect this.


Change ControlPanel




ChangeRequest

Form

If the Change Control Panel reject the Change Request it is closed & the Change Request Database is updated

to reflect this.


Change ControlPanel




ChangeRequest

Form

If the Change Control Panel accept the Change Request it is passed on to the Project Planner & the Change Request Database is updated to reflect this.


Change ControlPanel

Planner




If the Change Control Panel accept the Change Request it is passed on to the Project Planner & the Change Request Database is updated to reflect this.

ChangeRequest

Form


Change ControlPanel

Planner




If the Change Control Panel accept the Change Request it is passed on to the Project Planner & the Change Request Database is updated to reflect this. Planner




If the Change Control Panel accept the Change Request it is passed on to the Project Planner & the Change Request Database is updated to reflect this. Planner




The Project Planner looks at the existing Project Plan & looks at the impact of the

Change Request.


Project Completion

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Planner




The Project Planner looks at the existing Project Plan & looks at the impact of the

Change Request.


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Planner




The new tasks are plotted on the Gantt Chart.


Project Completion

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The Project Plan is updated & released to the business & all project resources.


Project Completion

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Planner

• On larger projects many changes are likely to take place.

• The role of the Project Planner is to keep the Project Plan up to date & ensure that all relevant parties are informed of changes.

Changes & Planning?



• More slides to follow soon, including Reporting, Milestones, Finance & Performance……

Understanding STOMP?



• Thank you for watching this presentation.• For more information contact Patrick Cannon• Email: [email protected]


Stomp presentation v1.5.1

Business

change control

change control

project completionproject

meeting schedule

change control

underlying

change request

project planner