Program Management 2.0: Circle-Dot Charts and Communication
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The document provides techniques for program management, focusing on monitoring project performance through various tools such as schedule prediction accuracy charts and circle dot charts. It emphasizes the importance of clear communication and responsibility among team members to reduce delays and ensure effective collaboration. Key learning points include metrics for progress estimation, risk monitoring, and management systems to enhance project oversight and communication paths.
Program Management 2.0: Circle-Dot Charts and Communication
- 1. 1 1 PROGRAM MANAGEMENT 2.0 CIRCLE-DOT CHARTS & COMMUNICATION Jeanne Bradford, John Carter, Scott Elliott April, 2018
- 2. 2 22 AGENDA 1 Schedule Prediction Accuracy Exercise in creating diagram 2 Metrics for estimating progress at the engineering task levels Exercise in creating a Task Burn- Down Chart 3 Monitoring Progress: Earned Value – Scope, Cost and Time Exercise in managing Partner’s delay 4 Risk & Circle Dot Charts: What happens if there is a breakdown? Exercise 5 Management Systems Covered in this presentation
- 3. 3 33 KEY LEARNING POINTS Monitoring Project Performance for Internal and External Partners (TCGen’s Innovate Products Faster, Greene’s Head First PMP) 1 Metrics for estimating progress (at the engineering task levels) 2 Monitoring Progress (Earned Value – Scope, Cost and Time) 3 Risk Monitoring 4 Circle Dot Charts 5 Management Systems Participants will understand how to create and update Schedule Prediction Accuracy charts and how to demonstrate program status by showing scope, cost and time in one chart. They will also gain skill in creating and using:
- 4. 4 44 COMMUNICATION PATH TOOL Ensuring Teams Communicate 1 What is the Tool? • A diagram describing key communication paths and information flow • Describes various “issue paths” useful for getting the teams aligned initially • Contains key standing meetings, executive reviews, and external partner meetings 2 Which Business Problems Does the Tool Solve? • Clarifies who should be notified in given situations • Clarifies to management how the team will communicate outside itself • Ensures that groups outside the Core Team have an opportunity to interact 3 Benefits • Creates blame free paths to communicate bad news, and come to quick resolution • Ensures that decisions are made quickly since the stakeholders have been identified per decision type/meeting type/issue type
- 5. 5 55 CIRCLE DOT CHART Directly Responsible Individual Contributor Business Process User Change Manager Project Manager Quality Finance Business Process Owner Business Analyst FunctionalRoles Technical Lead Vendor Sales Requirements Coding Finished Alpha Testing Key Tasks Vendor Selection Detailed Requirements Design Finished
- 6. 6 66 CIRCLE DOT CHART What is the Tool? • The Circle Dot Chart illustrates the directly responsible individual and contributors for each key project deliverable • The vertical axis identifies the key functional team members, and the horizontal axis identifies the key project deliverables • With this tool, the team shares a common understanding of who contributes to, and who owns, the delivery of these key milestones Which Business Problems Does the Tool Solve? • Besides unclear requirements, unclear responsibilities are one of the leading causes of program delays • Providing the team with a crisp picture of key deliverables tied to key functions reduces this problem
- 7. 7 77 CIRCLE DOT CHART How to Apply the Tool • The project manager fills out a rough draft of the chart and then holds a review with the team • They identify key tasks (approximately 5-15) from the project plan and put them in time sequence across the top of the chart • Next, they list the key functions responsible for delivering the program • Differentiate between participating in and being ultimately responsible for delivering the task • Any functional group involved in a particular task is indicated by an open circle; the one function that is ultimately responsible for fulfilling the task is represented by a filled-in circle • All tasks must have one, and only one, directly responsible individual (DRI)
- 8. 8 88 Circle Dot Chart Exercise
- 9. 9 99 EXERCISE: CIRCLE DOT CHART Circle dot chart exercise Product development with partner Give them deliverables and they determine the team and who does what
- 10. 10 1010 PUTTING IT ALL TOGETHER: PROJECT MONITORING DASHBOARD • In this module we have discussed a large variety of techniques for monitoring projects • Project Managers and Project Leaders have many of these at their disposal • What should you have if managing an internal project team or external partner? What gets measured, gets managed… so what is important? • Scope, Cost and Time! • With the increasing sophistication of tools, comes increased overhead, so let’s look at two solutions…
- 11. 11 1111 SIMPLIFIED PROJECT MONITORING DASHBOARD 9/3 9/10 9/17 9/24 10/1 10/8 10/15 Complete Roadmap Sample Product/Risk Mindmap Tool recommendation Tool configuration (not Agile dev) Decision/Change Mgmt: Boundary Conditions Managing Progress/Communications: Weekly Gantt Managing Progress/Communications: SPA PM Boot Camp: Roles & Responsibilities On Target Ahead Behind Issues: 1. Critical Path Firmware X 2. UI decision C 3. Tooling Release Committed Budget: 1. Budget to date 156 MM, $7.6M 2. Actual MM to day 146MM (OK) 3. Partner $ to date $7.9M (OB!)
- 12. 12 1212 COMPREHENSIVE PROJECT MONITORING DASHBOARD Schedule Prediction Accuracy Task Burn DownEarned Value Boundary Condition
- 13. 13 13 TCGen Inc. Menlo Park CA, 94025 jcarter@tcgen.com (650) 733-5310