The role of a project manager is a tough one. Between balancing schedules, deadlines, compliance and budgets, you’re constantly being forced to shift and adapt to avoid obstacles along the way. But one of the hardest parts of the job is undeniably managing stakeholders and their priorities.
Most of the time, the bigger the project, the more stakeholders involved. This can be a major challenge when each stakeholder has a different agenda and definition of success.
So how do you keep the project moving and keep everyone happy? Well, there is no silver bullet here, unfortunately. But we’ve come up with a set of guidelines that can help you manage stakeholder priorities and mitigate conflict.
Identify Key Stakeholders
This may sound obvious, but a huge source of conflict can arise if all stakeholders aren’t identified and looped in from the very beginning. All the legwork that happens prior to a project will have to be redone if new stakeholders pop up along the way. This can mean pushed deadlines, budget increases and generally unhappy stakeholders. Make sure that you’ve identified, and communicated with, everyone who may have a dog in the fight early in the process.
If there are many stakeholders in a project, it’s often beneficial to identify high-priority and secondary stakeholders. Naturally, those who are high priority will hold more weight and have more pull than secondary stakeholders.
Remember, not all stakeholders will be directly involved in the work. There may be others who are directly impacted by the project and its outcome. And those people need to be involved, too.
Identify Priorities and Potential Conflicts
Having a kick-off meeting is a great way to identify the different interests, priorities and perspectives of each stakeholder.
If all goes well, each stakeholder will have similar goals and priorities and the project can move forward with perfect alignment. The reality is, though, that there will likely be a variety of perspectives and wish lists, and they may be competing.
Should this happen, a good way to start prioritizing interests is by asking each stakeholder, “How does this support our business objective and company goals?” If the answer is that it doesn’t, or that it can’t be clearly tied to a business objective, it falls towards the bottom of the list of priorities.
Having these conversations early in the process helps us avoid future conflict and uncertainty about the project, and gives us a better shot at completing the project successfully and on time.
Mitigate Conflicts as they Arise
Understanding and addressing stakeholders’ needs and concerns early in the process decreases the likelihood of problems arising further down the line.
However, things happen. Priorities shift. Budget gets slashed. What’s the best way to deal with it? This is where your interpersonal skills make their debut for effective conflict resolution.
Many conflicts can be simply handled by clear communication and a review of the goals and priorities set forth in the planning phases of the project. Re-aligning goals and commitments is often enough to mitigate a conflict, especially when they’ve been clearly defined and documented.
As a project manager, you’re often able to block and tackle to prevent conflicts from arising. Managing expectations is a big part of the job, and your communication skills can be the difference between success and failure.
For example, when something related to the project inevitably changes (like budget or resources) or you run into unanticipated problems, be upfront and clear as soon as you know that things have shifted.
It may be tough to deliver news of setbacks to stakeholders, but having these conversations and realigning commitments with everyone involved is the best way to avoid friction and frustrations.
Want to learn more about being a pro at project management? Check out our eBook “Project Management Best Practices” for 21 tips on taking the pain out of project management.
https://www.jamasoftware.com/media/2018/10/Blog_-Featured-Image-1024x512-1.png5121024McKenzie Jonsson/media/jama-logo-primary.svgMcKenzie Jonsson2018-10-30 08:00:042023-01-12 16:52:50A Project Manager’s Guide to Negotiating Stakeholder Priorities Like a Pro
If there’s a constant theme for VPs of Sales, it’s pressure. In times flush and lean, driven by forecasts definitive and dubious, sales teams are the shock absorbers and the turbo chargers that sustain and propel a company. Sales always has a journey mapped out, but it also always has to be prepared to reroute around unplanned obstructions.
Suffice it to say that maintaining this forward momentum is never not a challenge. But for VPs of Sales concerned with selling complex products and services, minimizing navigation errors is critical because much is at stake:
Tall tasks:
Shouldering responsibility for keeping projections and actual sales aligned. A key part of this responsibility: Understanding how current and future product capabilities align with customer needs so teams can accurately sell to expectations over time.
Providing valuable user insights to product team leaders to create solutions that help the product evolve.
Pressure points:
Lacking visibility into the reasons behind product changes, their causes and effects, and the resulting pros and cons for customers.
Being dependent on others to communicate product changes that affect sales’ strategy and tactics.
Lacking an efficient way to best provide sales and customer feedback to the product team.
Feeding critical sales input into an email, spreadsheet or document-based vortex where it goes unrecognized and unprioritized.
Burning desires:
To have a simple, accessible and intuitive overview of product development status in order to communicate new features as part of the sales process, and to easily be able to deliver customer insights back to the product team.
With Jama, VPs of Sales can turn hazardous “Wild Wild West” episodes into trailblazing “Bonanza” epics.
How so? You’re able to…
Ensure that your sales team stays involved in the product delivery process from start to finish.
Capture and share customer feedback.
Keep the organization aligned with the strategic goals of the project.
Communicate easily with the entire project team to get clarification and decisions made, regardless of location.
/media/jama-logo-primary.svg00Marc Oppy/media/jama-logo-primary.svgMarc Oppy2015-07-22 12:49:072023-01-12 16:55:49It’s a Tough Job but Someone’s Gotta Do It, Pt. VII. How Jama Helps VPs of Sales
An unfair truth: Project Managers are expected to be janitors.
When there’s a mess, the PM must finagle and finesse the problematic actions, unexpected errors and sidetracked key players back into one clean and streamlined product-building machine. We’ve said it before and we’ll say it again: No other team member has as much of an across-the-board influence on a project’s outcome.
Maintaining orderly processes through each iteration, spec and requirements change is often a messy process of sprint, slow down, stall and re-start. And that’s a frustrating diversion of resources when your work entails the following:
Tall tasks:
Negotiating and setting (and re-setting) expectations among stakeholders and team members, regulating processes, tracking decisions and enforcing accountability as projects evolve.
Pressure points:
Gathering status information from team members.
Summarizing information for team and program leaders, VPs of Product, VPs of Sales.
Identifying schedule, scope and functionality problems before they become critical.
Feeling confident that teams will deliver to expectations.
Spending too much time resolving conflict and performance issues.
Burning desires:
To know, to the minute, how the project and the people involved are tracking to the plan. To see potential snags in scope or time so that you can resolve them, or send up flares right away. To answer the questions, “What’s everyone doing now?” and “What should they be doing next?”
With Jama, Project Managers can turn agonizing “$64,000 Question” episodes into undaunted “Six Million Dollar Man” epics.
How so? You’re able to:
Capture and view all information related to projects in one location.
Monitor changes to requirements, track changes across different teams and notify everyone who is impacted.
Understand who is working on what and when it’s due to be completed.
Communicate easily with all involved teams to solicit clarification, approvals, feedback and decisions, regardless of location or time zone.
Communicate easily with the entire project team to get clarification and decisions made, regardless of location.
Read Remove Barriers, Decide Faster & Increase ROI and learn how Jama helps you keep collaborators, stakeholders, resources, time, scope and expectations all in alignment, and always in check.
Check out other ways Jama helps business and engineering teams get and stay aligned:
/media/jama-logo-primary.svg00Marc Oppy/media/jama-logo-primary.svgMarc Oppy2015-06-25 11:12:502023-01-12 16:55:51It’s a Tough Job but Someone’s Gotta Do It, Pt. III. How Jama Helps Project Managers
Recently I spoke to CIO writer Sharon Florentine about how to identify IT teams likely to be successful with product delivery. Her story, How to Create High-Performing Project Management Teams, includes a lot of insight we’ve learned over the years from our customers. Companies building complex products face increased pressure to bring products to market faster and exceed customer needs. With these challenges, CIOs need to decide whether they are “victors”—invest in areas of differentiation, innovation—or “victims”—invest defensively in technologies that keep the lights on.
Guess which teams see more product success? Organizations and IT teams that self-identify as victors see product delivery as an opportunity to innovate, to provide a new level of business value for their organizations. Victors recognize that success comes down to informed decision-making, You make decisions based on context, and to do so your employees need empowerment and authority, and to be able to gauge the impact on the business as a whole, too. These CIOs concern themselves with how to get project teams more engaged so they can spend their time innovating and creating rather than focusing on the minutia of their specific tasks and on putting out fires. Success depends on empowering your people to make good decisions as quickly as possible.
Victims are constantly cutting costs, locking down processes, micromanaging… and they struggle with complexity and change. Because of this mindset, many organizations become so focused on controlling the production and delivery process that they miss the mark of what the customer really wanted.
We’ve identified three things IT victors commit to:
Bringing their people in: Teams that are brought fully into the entire product delivery process see themselves as key business drivers and delivery better results.
Empowering their teams: People make better decisions when they understand the ‘Big Picture’ and when they’re empowered. They’ll also give more effort.
Focusing on outcomes: A focus on overall outcomes versus a focus on individual features will deliver better benefits to customers and drive adoption.
By engaging and empowering their teams while focusing on outcomes over features, IT victors are building better products. Customers expect more from the products they buy than ever before and it’s the companies that can listen, collaborate and deliver that will win out.
/media/jama-logo-primary.svg00Eric Winquist/media/jama-logo-primary.svgEric Winquist2014-06-05 16:54:142023-01-12 16:56:04Creating High Performing Project Teams
Software engineers are eternal optimists. When planning software projects, we usually assume that everything will go exactly as planned. Or, we take the other extreme position: the creative nature of software development means we can never predict what’s going to happen, so what’s the point of making detailed plans? Both of these perspectives can lead to software surprises, when unexpected things happen that throw the project off track. In my experience, software surprises are never good news.
Risk management has become recognized as a best practice in the software industry for reducing the surprise factor. Although we can never predict the future with certainty, we can apply risk management practices to peek over the horizon at the traps that might be looming. Then we can take actions to minimize the likelihood or impact of these potential problems. Risk management means dealing with a concern before it becomes a crisis. This improves the chance of successful project completion and reduces the consequences of those risks that cannot be avoided.
During project initiation take the time to do a first cut at identifying significant risks. It’s possible that the risks will outweigh the potential benefits of the project. More likely, getting an early glimpse of potential pitfalls will help you make more sensible projections of what it will take to execute this project successfully. Build time for risk identification and risk management planning into the early stages of your project. You’ll find that the time you spend assessing and controlling risks will be repaid many times over.
What Is Risk?
A “risk” is a problem that could cause some loss or threaten the success of your project, but which hasn’t happened yet. And you’d like to keep it that way. These potential problems might have an adverse impact on the cost, schedule, or technical success of the project, the quality of your products, or team morale. Risk management is the process of identifying, addressing, and controlling these potential problems before they can do any harm.
Whether we tackle them head-on or keep our heads in the sand, risks have a potentially huge impact on many aspects of our project. The tacit assumption that nothing unexpected will derail the project is simply not realistic. Estimates should incorporate our best judgment about the potentially scary things that could happen on each project, and managers need to respect the assessments we make. Risk management is about discarding the rose-colored glasses and confronting the very real potential of undesirable events conspiring to throw the project off track.
Why Manage Risks Formally?
A formal risk management process provides multiple benefits to both the project team and the development organization as a whole. First, it gives us a structured mechanism to provide visibility into threats to project success. By considering the potential impact of each risk item, we can focus on controlling the most severe risks first. We can marry risk assessment with project estimation to quantify possible schedule slippage if certain risks materialize into problems. This approach helps the project manager generate sensible contingency buffers. Sharing what does and does not work to control risks across multiple projects helps the team avoid repeating the mistakes of the past. Without a formal approach, we cannot ensure that our risk management actions will be initiated in a timely fashion, completed as planned, and effective.
Controlling risks has a cost. We must balance this cost against the potential loss we could incur if we don’t address the risk and it does indeed bite us. Suppose we’re concerned about the ability of a subcontractor to deliver an essential component on time. We could engage multiple subcontractors to increase the chance that at least one will come through on schedule. That’s an expensive remedy for a problem that might not even materialize. Is it worth it? It depends on the downside we incur if indeed the subcontractor dependency causes the project to miss its planned ship date. Only you can decide for each individual situation.
Typical Software Risks
The list of evil things that can befall a software project is depressingly long. The enlightened project manager will acquire lists of these risk categories to help the team uncover as many concerns as possible early in the planning process. Potential risks to consider can come from group brainstorming activities or from a risk factor chart accumulated from previous projects. In one of my groups, individual team members came up with descriptions of the risks they perceived, which I edited together and we then reviewed as a team.
Following are several typical risk categories and some specific risks that might threaten your project. Have any of these things have happened to you? If so, add them to your master risk checklist to remind future project managers to consider if it could happen to them, too. There are no magic solutions to any of these risk factors. We need to rely on past experience and a strong knowledge of software engineering and management practices to control those risks that concern us the most.
Dependencies
Some risks arise because of dependencies our project has on outside agencies or factors. We cannot usually control these external dependencies. Mitigation strategies could involve contingency plans to acquire a necessary component from a second source, or working with the source of the dependency to maintain good visibility into status and detect any looming problems. Following are some typical dependency-related risk factors:
Customer-furnished items or information.
Internal and external subcontractor relationships.
Inter-component or inter-group dependencies.
Availability of trained and experienced people.
Reuse from one project to the next.
Requirements Issues
Many projects face uncertainty and turmoil around the product’s requirements. Some uncertainty is tolerable in the early stages, but the threat increases if such issues remain unresolved as the project progresses. If we don’t control requirements-related risks we might build the wrong product or build the right product badly. Either outcome results in unpleasant surprises and unhappy customers. Watch out for these risk factors:
Lack of a clear product vision.
Lack of agreement on product requirements.
Inadequate customer involvement in the requirements process.
Inadequate impact analysis of requirements changes.
Management Issues
Although management shortcomings affect many projects, don’t be surprised if your risk management plan doesn’t list too many of these. The project manager often leads the risk identification effort, and most people don’t wish to air their own weaknesses (assuming they even recognize them) in public. Nonetheless, issues like those listed here can make it harder for projects to succeed. If you don’t confront such touchy issues, don’t be surprised if they bite you at some point. Defined project tracking processes and clear project roles and responsibilities can address some of these conditions.
Inadequate planning and task identification.
Inadequate visibility into project status.
Unclear project ownership and decision making.
Unrealistic commitments made, sometimes for the wrong reasons.
Managers or customers with unrealistic expectations.
Staff personality conflicts.
Lack of Knowledge
Software technologies change rapidly and it can be difficult to find suitably skilled staff. As a result, our project teams might lack the skills we need. The key is to recognize the risk areas early enough so we can take appropriate preventive actions, such as obtaining training, hiring consultants, and bringing the right people together on the project team. Consider whether the following factors apply to your team:
Lack of training.
Inadequate understanding of methods, tools, and techniques.
Insufficient application domain experience.
New technologies or development methods.
Ineffective, poorly documented, or ignored processes.
Technical approaches that might not work.
Outsourcing
Outsourcing development work to another organization, possibly in another country, poses a whole new set of risks. Some of these are attributable to the acquiring organization, others to the supplier, and still others are mutual risks. If you are outsourcing part of your project work, watch out for the following risks:
Acquirer’s requirements are vague, ambiguous, incorrect, or incomplete.
Acquirer does not provide complete and rapid answers to supplier’s questions or requests for information.
Supplier lacks appropriate software development and management processes.
Supplier does not deliver components of acceptable quality on contracted schedule.
Supplier is acquired by another company, has financial difficulties, or goes out of business.
Supplier makes unachievable promises in order to get the contract.
Supplier does not provide accurate and timely visibility into actual project status.
Disputes arise about scope boundaries based on the contract.
Import/export laws or restrictions pose a problem.
The second article in this series will describe the various activities associated with the practice of risk management and recommend the specific bits of information you should record about each risk you identify.
Jama Software has partnered with Karl Wiegers to share licensed content from his books and articles on our web site via a series of blog posts, whitepapers and webinars. Karl Wiegers is an independent consultant and not an employee of Jama. He can be reached at http://www.processimpact.com. Enjoy these free requirements management resources.
/media/jama-logo-primary.svg00Karl Wiegers/media/jama-logo-primary.svgKarl Wiegers2014-03-26 17:00:502023-01-12 16:56:08Knowing Your Enemy: An Introduction to Risk Management
In part one and part two of this series, adapted from my book Practical Project Initiation, I’ve described fifteen practices the project manager can apply to lay the foundation for a successful project, plan the project, and estimate the work to be done. In this final article I share two additional estimation practices, three good practices for tracking your progress throughout the project, and one practice for learning how to execute your future projects more successfully.
Estimating the Work (continued)
Practice #16: Use estimation tools. Many commercial tools are available to help project managers estimate entire projects. Based on equations derived from large databases of actual project experience, these tools can give you a spectrum of possible schedule and staff allocation options. They’ll also help you avoid the “impossible region,” combinations of product size, effort, and schedule where no known project has been successful. The tools incorporate a number of “cost drivers” you can adjust to make the tool more accurately model your project, based on the technologies used, the team’s experience, and other factors. You can compare the estimates from the tools with the bottom-up estimates generated from a work breakdown structure. Reconcile any major disconnects so you can generate the most realistic overall estimate.
Practice #17: Plan contingency buffers. Projects never go precisely as planned. The prudent project manager incorporates budget and schedule contingency buffers at the end of phases, dependent task sequences, or iterations to accommodate the unforeseen. Use your project risk analysis to estimate the possible schedule impact if several of the risks materialize, then build that projected risk exposure into your schedule as a contingency buffer. An even more sophisticated approach is critical chain analysis, a technique that pools the uncertainties in estimates and risks into a rational overall contingency buffer. Chapter 10 of Practical Project Initiation is all about contingency buffers.
Your manager or customer might view these contingency buffers as padding, rather than as the sensible acknowledgment of reality that they are. To help persuade skeptics, point to unpleasant surprises on previous projects as a rationale for your foresight. If a manager elects to discard contingency buffers, he has tacitly absorbed all the risks that fed into the buffer and assumed that all estimates are perfect, no scope growth will occur, and no unexpected events will take place. Sound realistic to you? Of course not. I’d rather see us deal with reality—however unattractive—than to live in Fantasyland.
Tracking Your Progress
Practice #18: Record actuals and estimates. Unless you record the actual effort or time spent on each project task and compare them to the estimates, your estimates will forever remain guesses. Someone once asked me where to get historical data to improve her ability to estimate future work. My answer was, “If you write down what actually happened today, that becomes historical data tomorrow.” It’s really not more complicated than that. Each individual can begin recording estimates and actuals, and the project manager should track these important data items on a project task or milestone basis. In addition to effort and schedule, you could estimate and track the size of the product, in terms of requirements, user stories, lines of code, function points, GUI screens, or other units that make sense for your project.
Practice #19: Count tasks as complete only when they’re one hundred percent complete. We give ourselves a lot of partial credit for tasks we’ve begun but not yet fully completed: “I thought about the algorithm for that module in the shower this morning, and the algorithm is the hard part, so I’m probably about sixty percent done.” It’s difficult to accurately assess what fraction of a sizable task has actually been finished at a given moment.
One benefit of using inch-pebbles (see Practice #6 in Part 2 of this series) for task planning is that you can break a large activity into a number of small tasks (inch-pebbles) and classify each small task as either done or not done—nothing in between. Project status tracking is then based on the fraction of the tasks that are completed and their size, not the percentage completion of each task. If someone asks you whether a specific task is complete and your reply is, “It’s all done except…,” then it’s not done! Don’t let people “round up” their task completion status. Instead, use explicit criteria to determine whether an activity truly is completed.
Practice #20: Track project status openly and honestly. An old riddle asks, “How does a software project become six months late?” The rueful answer is, “One day at a time.” The painful problems arise when the project manager doesn’t know just how far behind (or, occasionally, ahead) of plan the project really is. Surprise, surprise, surprise.
If you’re the PM, create a climate in which team members feel it is safe for them to report project status accurately. Run the project from a foundation of accurate, data-based facts, rather than from the misleading optimism that can arise from the fear of reporting bad news. Use project status information and metrics data to take corrective actions when necessary and to celebrate when you can. You can only manage a project effectively when you really know what’s done and what isn’t, what tasks are falling behind their estimates and why, and what problems, issues, and risks remain to be tackled.
The five major areas of software measurement are size, effort, time, quality, and status. It’s a good idea to define a few metrics in each of these categories. Instilling a measurement culture into an organization is not trivial. Some people resent having to collect data about the work they do, often because they’re afraid of how managers might use the measurements. The cardinal rule of software metrics is that management must never use the data collected to either reward or punish the individuals who did the work. The first time you do this will be the last time you can count on getting accurate data from the team members.
Learning for the Future
Practice #21: Conduct project retrospectives. Retrospectives (also called postmortems and post-project reviews) provide an opportunity for the team to reflect on how the last project, phase, or iteration went and to capture lessons learned that will help enhance your future performance. During such a review, identify the things that went well, so you can create an environment that enables you to repeat those success contributors. Also look for things that didn’t go so well, so you can change your approaches and prevent those problems in the future. In addition, think of events that surprised you. These might be risk factors to look for on the next project. Finally, ask yourself what you still don’t understand about the project, so you can try to learn how to execute future work better.
It’s important to conduct retrospectives in a constructive and honest atmosphere. Don’t make them an opportunity to assign blame for previous problems. Chapter 15 of Practical Project Initiation describes the project retrospective process and provides a worksheet to help you plan your next retrospective. It’s a good idea to capture the lessons learned from each retrospective exploration and share them with the entire team and organization. This is a way to help all team members, present and future, benefit from your experience.
The twenty-one project management best practices I’ve described in this series of articles won’t guarantee your project a great outcome. They will, however, help you get a solid handle on your project and ensure that you’re doing all you can to make it succeed in an unpredictable world.
Jama Software has partnered with Karl Wiegers to share licensed content from his books and articles on our web site via a series of blog posts, whitepapers and webinars. Karl Wiegers is an independent consultant and not an employee of Jama. He can be reached at http://www.processimpact.com. Enjoy these free requirements management resources.
/media/jama-logo-primary.svg00Karl Wiegers/media/jama-logo-primary.svgKarl Wiegers2014-03-20 20:20:372023-01-12 16:56:08Project Management Best Practices: Estimating Work and Tracking Progress
In Part 1 of this series, adapted from my book Practical Project Initiation, I shared four best practices that can help you lay the foundation for a successful project and two practices that are useful for project planning. This article continues the series by describing additional project planning best practices and several practices for estimating the work needed to complete the project.
Planning the Project
Practice #7: Develop planning worksheets for common large tasks. If your team frequently undertakes certain common tasks—such as implementing a new class, executing a system test cycle, or performing a product build—develop activity checklists and planning worksheets for these tasks. Each checklist should include all of the steps the large task might need. These checklists and worksheets will help each team member identify and estimate the effort associated with each instance of the large task he must tackle. People work in different ways and no single person will think of all the necessary tasks, so engage multiple team members in developing the worksheets. Tailor the worksheets to meet the specific needs of individual projects. I’ve used such worksheets when creating eLearning versions of my training courses. They helped me avoid overlooking an important step in my rush to finish the project.
Practice #8: Plan to do rework after a quality control activity. I’ve seen project plans that assumed every test will be a success that lets you move on to the next development activity. However, almost all quality control activities, such as testing and peer reviews, find defects or other improvement opportunities. Your project schedule should include rework as a discrete task after every quality control task. Base your estimates of rework time on previous experience. If you collect a bit of data, you can calculate the average expected rework effort to correct defects found in various types of work products. And if you don’t have to do any rework after performing a test, great; you’re ahead of schedule on that task. This is permitted in all fifty states and in many other countries. Don’t count on it, though.
Practice #9: Manage project risks. If you don’t identify and control project risks, they’ll control you. A risk is a potential problem that could affect the success of your project. It’s a problem that hasn’t happened yet—and you’d like to keep it that way. Simply identifying the possible risk factors isn’t enough. You also have to evaluate the relative threat each one poses so you can focus your energy where it will do the most good.
Risk exposure is a combination of the probability that a specific risk could materialize into a problem and the negative consequences for the project if it does. To manage each risk, select mitigation actions to reduce either the probability or the impact. You might also identify contingency plans that will kick in if your risk control activities aren’t as effective as you hope.
A simple risk list doesn’t replace a plan for how you will identify, prioritize, control, and track risks. Incorporate risk tracking into your routine project status tracking. See Chapter 6 of Practical Project Initiation for an overview of software risk management.
Practice #10: Plan time for process improvement. Your team members are already swamped with their current project assignments. If you want the group to rise to a higher plane of software development capability, though, you’ll have to invest in process improvement. This means you’ll need to set aside some time from your project schedule for improvement activities. Don’t allocate one hundred percent of your team’s available time to project tasks and then wonder why they don’t make any progress on the improvement initiative.
Some process changes can begin to pay off immediately, but you won’t reap the full benefit from other improvements until the next project. Process improvement is a strategic investment in the organization. I liken process improvement to highway construction: It slows everyone down a little bit for a time, but after the work is done, the road is a lot smoother and the throughput is greater.
Practice #11: Respect the learning curve. The time and money you spend on training, self-study, consultants, and developing improved processes are part of the investment your organization makes in sustained project success. Recognize that you’ll pay a price in terms of a short-term productivity loss—the learning curve—when you first try to apply new processes, tools, or technologies. Don’t expect to get fabulous benefits on the first try, no matter what the tool vendor or the consultant claims. Make sure your managers and customers understand the learning curve as an inescapable consequence of working in a rapidly changing, high-technology field.
Estimating the Work
Practice #12: Estimate based on effort, not calendar time. People generally provide estimates in units of calendar time. I prefer to estimate the effort (in labor-hours) associated with a task, and then translate the effort into a calendar-time estimate. A twenty-hour task might take 2.5 calendar days of nominal full-time effort, or two exhausting days. However, it could also take a week if you have to wait for critical information from a customer or stay home with a sick child for two days. I base the translation of effort into calendar time on estimates of how many effective hours I can spend on project tasks per day, any interruptions or emergency bug fix requests I might get, meetings, and all the other places into which time disappears.
If you track how you actually spend your time at work, you’ll know how many effective weekly project hours you have available on average. Tracking time like this is illuminating. Typically, the effective project time is only perhaps fifty to sixty percent of the nominal time team members spend at work, far less than the assumed one hundred percent effective time on which so many project schedules are planned.
Practice #13: Don’t over-schedule multitasking people. The task-switching overhead associated with the many activities we are all asked to do reduces our effectiveness significantly. Excessive multitasking introduces communication and thought process inefficiencies that reduce individual productivity. I once heard a manager say that someone on his team had spent an average of eight hours per week on a particular activity, so therefore she could do five of them at once. Forty hours per week divided by eight is five, right? In reality, she’ll be lucky if she can handle three or four such tasks. There’s just too much friction associated with multitasking.
Some people multitask more efficiently than others, even thriving on it. But if certain of your team members thrash when working on too many tasks at once, set clear priorities and help them do well by focusing on just one or two objectives at a time.
Practice #14: Build training time into the schedule. Estimate how much time your team members spend on training activities each year and subtract that from the time available for them to work on project tasks. You probably already subtract out average values for vacation time, sick time, and other assignments; treat training time the same way.
Recognize that the high-tech field of software development demands that all practitioners devote time to ongoing education, both on their own time and on the company’s time. Arrange just-in-time training when you can schedule it, as the half-life of new technical knowledge is short unless the student puts the knowledge to use promptly. Attending a training seminar can be a team-building experience, as project team members and other stakeholders hear the same story about how to apply improved practices to their common challenges.
Practice #15: Record estimates and how you derived them. When you prepare estimates for your work, write down those estimates and document how you arrived at each of them. Understanding the assumptions and approaches used to create an estimate will make them easier to defend and adjust when necessary. It will also help you improve your estimation process. Train the team in estimation methods, rather than assuming that every software developer and project leader is naturally skilled at predicting the future. Develop estimation procedures and checklists that people throughout your organization can use.
The Wideband Delphi method is an effective group estimation technique. This technique asks a small team of experts to anonymously generate individual estimates from a problem description and reach consensus on a final set of estimates through iteration. Participation by multiple estimators and the use of anonymous estimates to prevent one participant from biasing another make the Wideband Delphi method more reliable than simply asking a single individual for his best guess. Chapter 11 of Practical Project Initiation presents a tutorial on the Wideband Delphi estimation method.
The final article in this series will describe two additional estimation tips, along with several good practices for tracking your progress and learning how to plan and manage future projects more effectively.
Jama Software has partnered with Karl Wiegers to share licensed content from his books and articles on our web site via a series of blog posts, whitepapers and webinars. Karl Wiegers is an independent consultant and not an employee of Jama. He can be reached at http://www.processimpact.com. Enjoy these free requirements management resources.
/media/jama-logo-primary.svg00Karl Wiegers/media/jama-logo-primary.svgKarl Wiegers2014-03-13 20:41:082023-01-12 16:56:09Project Management Best Practices: Planning and Estimating
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To read the updated version of this article, visit www.jamasoftware.com/blog/defining-project-scope-context-use-case-diagrams/.
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Every software team talks about project scope and team members often complain about unending scope creep. Unfortunately, the software industry lacks uniform definitions of these terms, and the requirements literature is short on clear guidance regarding how to even represent scope. I confront scope head-on in this series of three articles, adapted from my book More about Software Requirements (Microsoft Press, 2006). I’ll present some definitions, describe four techniques for defining project scope, and offer some tips for managing scope creep.
Vision and Scope
I regard the vision and scope document is a key software project deliverable. You can find a suggested template for this document at http://www.processimpact.com/goodies.shtml. Other terms for this type of guiding document are a project charter, market (or marketing) requirements document, and business case. You don’t necessarily need a standalone vision and scope document for a small project. Any project of any size, though, will benefit from such strategic guidance, even if it’s just a paragraph or two at the beginning of the software requirements specification.
Both the vision and the scope are components of the project’s business requirements. I think in terms of the product vision and the project scope. I define the product vision as: “A long-term strategic concept of the ultimate purpose and form of a new system.” The product vision could also describe the product’s positioning among its competition and in its market or operating environment. Chapter 5 of my book Software Requirements, 2nd Edition describes how to write a concise vision statement using a simple keyword template.
I’ll define project scope as: “The portion of the ultimate product vision that the current project or iteration will address. The scope draws the boundary between what’s in and what’s out for the project.” The second part of the project scope definition is most important. The scope identifies what the product is and is not, what it will and won’t do, what it will and won’t contain.
A well-defined scope sets expectations among the project stakeholders. It identifies the external interfaces between the system and the rest of the world. The scope definition helps the project manager assess the resources needed to implement the project and make realistic commitments. In essence, the scope statement defines the boundary of the project manager’s responsibilities.
Your scope definition also should include a list of specific limitations or exclusions—what’s out. Obviously, you can’t list everything that’s out of scope because that would include every detail in the universe except for the tiny sliver that is in scope for your project. Instead, the limitations should identify capabilities that a reader might expect to be included in the project but which are not included. I know of a project to build a Web site for a national sports team that included the following exclusions for the initial release:
There will be no virtual or fantasy games via the Web.
There will be no ticketing facilities on the site.
There will be no betting facilities available.
The demographic details for newsletters will not be collected.
Message boards are out of scope for phase 1.
Some stakeholders involved with this project might have expected these capabilities to be included. Itemizing them as exclusions makes it clear that they won’t be. This is a form of expectation management, an important contributor to project success.
The rest of this article describes two techniques I’ve found useful for depicting project scope, the context diagram and the use case diagram. In part 2 of the series, I’ll describe two additional techniques, feature levels and system events.
Context Diagram
The venerable context diagram dates from the structured analysis revolution of the 1970s. Despite its antiquity, the context diagram remains a useful way to depict the environment in which a software system exists. Figure 1 illustrates a partial context diagram for a hypothetical corporate cafeteria ordering system. The context diagram shows the name of the system or product of interest in a circle. The circumference of the circle represents the system boundary. Rectangles outside the circle represent external entities, also called terminators. External entities could be user classes, actors, organizations, other software systems to which this one connects, or hardware devices that interface to the system.
The interfaces between the system and these external entities are shown with labeled arrows, called flows. If the “system” is strictly an electronic system involving software and perhaps hardware components, flows will represent data or control signals. However, if the “system” includes both a software application and manual operations, flows could also represent the movement of physical objects. Two-headed flows indicate update operations involving the data object on the flow.
The context diagram depicts the project scope at a high level of abstraction. This diagram deliberately reveals nothing about the system internals: no information about functionality, architecture, or look-and-feel. Nor does it explicitly identify which features or functionality are in scope and which are not. The functional behavior of the system is merely implied by the labeled flows that connect the system to the external entities. Even the flows are labeled at a high level of abstraction, just to keep the diagram’s complexity manageable. The business analyst can decompose these data flows into individual data elements in the project’s data dictionary or data model. Corresponding data inputs and outputs imply the types of operations the system will perform, but these aren’t shown explicitly in the context diagram.
Despite the limited view that the high level of abstraction imposes, the context diagram is a helpful representation of scope. It serves as a tool to help the project stakeholders communicate about what lies outside the system boundary. A BA in a requirements class I once taught showed me a context diagram for her current project. She had shown this diagram to the project manager. The manager had pointed out that one of the external entities shown on the context diagram, another information system, was now going to be part of the new system. With respect to Figure 1, this would be like moving the Payroll System inside the project circle. That is, the scope of the project just got larger than the BA expected. She had expected that external system to be someone else’s responsibility, but now it was her problem.
Use Case Diagram
Use cases are a powerful technique for exploring user requirements. The Unified Modeling Language (UML) includes a use case diagram notation. Figure 2 shows a partial use case diagram for our cafeteria ordering system. The rectangular box represents the system boundary, analogous to the circle in a context diagram. The stick figures outside the box representactors, entities that reside outside the system’s context but interact with the system in some way. The actors correspond approximately (exactly, in this example) to the external entities shown in rectangles on the context diagram.
Unlike the context diagram, the use case diagram does provide some visibility into the system. Each oval inside the system boundary box represents a use case. The use case diagram shows the interactions of the system with its users and some connections between internal system operations, albeit at a high level of abstraction.
The arrows on the use case diagram indicate which actors participate in each use case. In Figure 2, the arrow from the Patron to the oval labeled “Submit Feedback” means that the patron actor can initiate the Submit Feedback use case. The arrow from Submit Feedback to the Menu Manager actor indicates that the Menu Manager participates somehow in the execution of Submit Feedback. Arrows on the use case diagram do not indicate data flows as they do on the context diagram. Some analysts simply draw lines instead of arrows on the use case diagram to avoid any confusion with data flow. In addition to showing these connections to external actors, a use case diagram could depict logical relationships and dependencies between use cases.
The use case diagram provides a richer scope representation than the context diagram because it provides a high-level look at the system’s capabilities, not just at its external interfaces. There is a practical limitation, though. Any sizeable software system will have dozens of use cases, with many connections among them and between use cases and actors. Attempting to show all those objects inside a single system boundary box quickly becomes unwieldy. Therefore, the analyst needs to model groups of related use cases as packages or to create multiple use case diagrams.
Many analysts have found the context diagram and use case diagram to be helpful ways to represent and communicate a shared understanding of a project’s scope. In Part 2 of this series, I’ll describe two other techniques for defining scope, feature levels and system events.
/media/jama-logo-primary.svg00Karl Wiegers/media/jama-logo-primary.svgKarl Wiegers2014-02-26 15:59:462023-01-12 16:56:10Defining Project Scope: Context and Use Case Diagrams
Note: The following is an excerpt from our Forrester Consulting commissioned report, The State of Modern Product Delivery. Read the full report for key insights on the current trends and challenges in product delivery.
Diversity of opinion is good, except when it gets in the way. Differing priorities compound the difficulties of product development when they lead to conflicting signals. Product development teams often find themselves caught in the middle, negotiating uneasy compromises between parties that see the customer problem differently. As with most forms of counseling, getting the issues on the table and clearly communicating goals goes a long way toward resolving conflicts.
The customer often lacks a consistent voice. Different functional groups will see the customer problem in different ways. None is completely correct, yet often each group sees its issues as the most important. The reality is that no product is complete until all perspectives are fairly represented. Getting the issues on the table to make the choices clear helps defuse the conflict and create healthy discussion.
Executive leadership may need to arbitrate. One of the benefits of active executive participation in product development is that misalignments, once spotted, can be quickly resolved. Differing priorities are often the result of organizational misalignments that are beyond the scope of the typical product team. Engaging executives, on the right level and the right time, can resolve the conflict before it affects product delivery.
Confused priorities lead to confusing products. Customers become frustrated with inconsistent solutions. When services or support offerings don’t align with the product they have purchased, dissatisfaction sets in. Ensuring a consistent customer experience goes far beyond the product itself.
/media/jama-logo-primary.svg00Jama Software/media/jama-logo-primary.svgJama Software2014-01-23 20:03:542023-01-12 16:56:12Modern Product Delivery: Getting the Business on Board
In the previous two articles in this series, adapted from my book Practical Project Initiation, I’ve described fifteen practices the project manager can apply to lay the foundation for a successful project, plan the project, and estimate the work to be done. In this final article I share two additional estimation practices, three good practices for tracking your progress throughout the project, and one practice for learning how to execute your future projects more successfully.
Estimating the Work (continued)
Practice #16: Use estimation tools. Many commercial tools are available to help project managers estimate entire projects. Based on equations derived from large databases of actual project experience, these tools can give you a spectrum of possible schedule and staff allocation options. They’ll also help you avoid the “impossible region,” combinations of product size, effort, and schedule where no known project has been successful. The tools incorporate a number of “cost drivers” you can adjust to make the tool more accurately model your project, based on the technologies used, the team’s experience, and other factors. You can compare the estimates from the tools with the bottom-up estimates generated from a work breakdown structure. Reconcile any major disconnects so you can generate the most realistic overall estimate.
Practice #17: Plan contingency buffers. Projects never go precisely as planned. The prudent project manager incorporates budget and schedule contingency buffers at the end of phases, dependent task sequences, or iterations to accommodate the unforeseen. Use your project risk analysis to estimate the possible schedule impact if several of the risks materialize, then build that projected risk exposure into your schedule as a contingency buffer. An even more sophisticated approach is critical chain analysis, a technique that pools the uncertainties in estimates and risks into a rational overall contingency buffer. Chapter 10 of Practical Project Initiation is all about contingency buffers.
Your manager or customer might view these contingency buffers as padding, rather than as the sensible acknowledgment of reality that they are. To help persuade skeptics, point to unpleasant surprises on previous projects as a rationale for your foresight. If a manager elects to discard contingency buffers, he has tacitly absorbed all the risks that fed into the buffer and assumed that all estimates are perfect, no scope growth will occur, and no unexpected events will take place. Sound realistic to you? Of course not. I’d rather see us deal with reality—however unattractive—than to live in Fantasyland.
Tracking Your Progress
Practice #18: Record actuals and estimates. Unless you record the actual effort or time spent on each project task and compare them to the estimates, your estimates will forever remain guesses. Someone once asked me where to get historical data to improve her ability to estimate future work. My answer was, “If you write down what actually happened today, that becomes historical data tomorrow.” It’s really not more complicated than that. Each individual can begin recording estimates and actuals, and the project manager should track these important data items on a project task or milestone basis. In addition to effort and schedule, you could estimate and track the size of the product, in terms of requirements, user stories, lines of code, function points, GUI screens, or other units that make sense for your project.
Practice #19: Count tasks as complete only when they’re one hundred percent complete. We give ourselves a lot of partial credit for tasks we’ve begun but not yet fully completed: “I thought about the algorithm for that module in the shower this morning, and the algorithm is the hard part, so I’m probably about sixty percent done.” It’s difficult to accurately assess what fraction of a sizable task has actually been finished at a given moment.
One benefit of using inch-pebbles (see Practice #6 in Part 2 of this series) for task planning is that you can break a large activity into a number of small tasks (inch-pebbles) and classify each small task as either done or not done—nothing in between. Project status tracking is then based on the fraction of the tasks that are completed and their size, not the percentage completion of each task. If someone asks you whether a specific task is complete and your reply is, “It’s all done except…,” then it’s not done! Don’t let people “round up” their task completion status. Instead, use explicit criteria to determine whether an activity truly is completed.
Practice #20: Track project status openly and honestly. An old riddle asks, “How does a software project become six months late?” The rueful answer is, “One day at a time.” The painful problems arise when the project manager doesn’t know just how far behind (or, occasionally, ahead) of plan the project really is. Surprise, surprise, surprise.
If you’re the PM, create a climate in which team members feel it is safe for them to report project status accurately. Run the project from a foundation of accurate, data-based facts, rather than from the misleading optimism that can arise from the fear of reporting bad news. Use project status information and metrics data to take corrective actions when necessary and to celebrate when you can. You can only manage a project effectively when you really know what’s done and what isn’t, what tasks are falling behind their estimates and why, and what problems, issues, and risks remain to be tackled.
The five major areas of software measurement are size, effort, time, quality, and status. It’s a good idea to define a few metrics in each of these categories. Instilling a measurement culture into an organization is not trivial. Some people resent having to collect data about the work they do, often because they’re afraid of how managers might use the measurements. The cardinal rule of software metrics is that management must never use the data collected to either reward or punish the individuals who did the work. The first time you do this will be the last time you can count on getting accurate data from the team members.
Learning for the Future
Practice #21: Conduct project retrospectives. Retrospectives (also called postmortems and post-project reviews) provide an opportunity for the team to reflect on how the last project, phase, or iteration went and to capture lessons learned that will help enhance your future performance. During such a review, identify the things that went well, so you can create an environment that enables you to repeat those success contributors. Also look for things that didn’t go so well, so you can change your approaches and prevent those problems in the future. In addition, think of events that surprised you. These might be risk factors to look for on the next project. Finally, ask yourself what you still don’t understand about the project, so you can try to learn how to execute future work better.
It’s important to conduct retrospectives in a constructive and honest atmosphere. Don’t make them an opportunity to assign blame for previous problems. Chapter 15 of Practical Project Initiation describes the project retrospective process and provides a worksheet to help you plan your next retrospective. It’s a good idea to capture the lessons learned from each retrospective exploration and share them with the entire team and organization. This is a way to help all team members, present and future, benefit from your experience.
The twenty-one project management best practices I’ve described in this series of articles won’t guarantee your project a great outcome. They will, however, help you get a solid handle on your project and ensure that you’re doing all you can to make it succeed in an unpredictable world.
Jama Software has partnered with Karl Wiegers to share licensed content from his books and articles on our web site via a series of blog posts, whitepapers and webinars. Karl Wiegers is an independent consultant and not an employee of Jama. He can be reached at http://www.processimpact.com. Enjoy these free requirements management resources.
/media/jama-logo-primary.svg00Karl Wiegers/media/jama-logo-primary.svgKarl Wiegers2013-09-13 07:35:142023-01-12 16:56:18Project Management Best Practices, Part 3
