APPENDIX A - REVISION LIST ............................................................................... 47 APPENDIX B PROJECT MANAGEMENT COMPANION SOFTWARE AGREEMENT OF USE ....................................................................................... 48 Project Management Companion CER1projectmanagement
There is an assumption from the team at CER1projectmanagement that the readers of this companion are working as and have a fundamental understanding of Project Management and know how to use the available tools to develop schedules. Project Management is a discipline that looks at the nature of projects and offers ways to control their progress. Project Management attempts to organize and systematize the procedures in a project to minimize the number of surprises you encounter. Project Management and project managers concern themselves with certain key areas; Scheduling Budgeting Managing resources Tracking and reporting progress To manage these aspects of projects, certain tools have evolved over years. Some of these are conceptual, like the critical path; others involve specific formats for charting progress, like Gantt charts. The Project Management Companion is to provide project managers with the key information to assist with the existing concepts and tools. This Project Management Companion contains real world successfully completed Project Schedules and task lists. The contents of the Gantt Charts found within this document are to assist you when developing your projects and to provide each Project Manager an indicative understanding of the tasks, their duration and work effort while planning. There are approximately 12 different types of projects represented within the Project Management Companion, which cover the broad spectrum of infrastructure and application related projects, from LAN Refresh Projects to Data Centre Builds and most projects in-between. Not all of the projects covered have a task list associated with it, the task lists may change dependant on your project and are to be used as guides when developing the project schedule. The PM Companion also covers the necessary project life cycle delivery steps, this is to provide the Project Manager with a broad understanding of the steps involved when working on a project, and are complementary to CER1projectmanagement Templates. Often as Project Managers we are requested to deliver or work on projects which are foreign to us, and finding a starting point can be a task of its own, the intention of the PM Companion is to assist you with your starting point, cover the required project tasks and assist you with delivering your project successfully. Most projects will have their own specific requirements which can be added to the broad tasks provided by the PM Companion. These are not templates but actual Gantt Charts of many varied and complex projects completed by the CER1projectmanagement Team over many years in the practice, who understand that time on projects is precious and any assistance of this nature is invaluable. The team at CER1projectmanagement wish you all the very best in delivering your projects to scope, on time, without conflict and within budget, and believe the PM Companion can help you get there. Project Management Companion CER1projectmanagement
2. Project Delivery Steps There are approximately 5 stages in all during a projects life cycle made up of the following;
2.1. Scope the Project NOTE: this is essentially meeting with the customer and discussing with a view of finalising the projects deliverable, the scope of the project. During any major project this is more than likely to change (scope creep), dont be afraid this is common, just make sure you have a record of it (a checklist is good to maintain from the start of the project I find you can use this at the start as a summary of what is being delivered, and then use at the end of the project to match what has actually been delivered. If the Scope is not accurate from the beginning then you will have a difficult time in delivering the project to your customers expectation, so be extra careful here, dont be afraid to include your customer in every step during this processdont assume anything. Produce a Statement of Work (SOW) outlining the following; o Project Overview and scope General Summary of Project The discussed/considered solution options o The Projects deliverables The Proposed Solution Deliverables Each teams Responsibilities High Level Project Milestones Dependencies High Level Risks and Mitigation Assumption of parties involved includes any third parties Exclusions o High Level Project Costs o SOW acceptance o Project Acceptance Criteria o Bill of Materials if one is required o High level design if one is required. Establish Budget
2.2. Develop the Project Plan NOTE: Depending on the size of the project you may not need to create a Gantt Chart unless specifically asked by the customer, normally simple projects, of an amount less than $10,000.00 may not need the same stringent process as a project of over $50,000.00, this is entirely up to you, and your comfort zone, and the requirement of your customer. o Outline the steps/activities of the project (via Gantt Chart or Spreadsheet) NOTE: This is normally an evolving document, but best to lock down as best you can, the more complex the project the harder it will be to lock down. o The Work Breakdown Structure (WBS) will be generated from your Gantt chart which will assist with which task your resources are spending their time on. This will be of great benefit when billing the customer. Ensure accurate records are kept. o Develop a Project Management Plan Project Management Companion CER1projectmanagement
o It will contain the detail from the SOW o Resource Roles and Responsibilities o Set out the frequency of meetings with the customer and Steering Committee meetings o Establish the Communication Plan o Any third party involvement o Engage the appropriate Resources o Commence the Detailed Design if required. o Identify and keep a risks and issues register, which includes their respective mitigation. 2.3. Socialize the Plan o Involves all parties participating in the projects delivery o Cover expectations of each teams involved o Finalise the Project Plan o Obtain customer acceptance of the Project Plan o Commence weekly meetings (depending on the project, may require more) o Review the Detailed Design both internally and with customer o Rework Detailed Design if required. o Conduct Proof Of Concept (POC) of the solution o Obtain results of the POC and socialise with the customer, and with any third party involved in the project. o Once approved/accepted by all parties then move onto implementation phase 2.4. Implementation Phase o Document the Implementation Plan o Establish Reporting tools. o Internal Reporting to your management o Reporting for the customer o Track costs/budgets o Ensure Change Control is in place o Meet with teams as frequently as required o Advise customer on progress (weekly meetings, or more as required) o Track implementation to plan (if not, then advise the customer immediately) o Revisit plan NOTE: Normally at this time is when scope creep occurs o Cover implementation with project acceptance criteria and if customer is satisfied move onto the project closure phase
2.5. Project Acceptance and Closure Phase o Receive Customer Acceptance o Provide completed Project Documentation o Complete post implementation checklist o Issue final project report o Celebrate Project Management Companion CER1projectmanagement
3. Work Breakdown Structure The Work Breakdown Structure is a hierarchical description of the work that must be done to complete the project as defined in the Statement of Work or Project Charter. The Work Breakdown Structure is essentially a series of tasks which in turn are broken into sub tasks. While the process of identifying the tasks required for a project is conceptually simple, it is a vital step in the process since it provides the basis for bottom-up estimation and developing a detailed project schedule. Breaking down work into hierarchy of activities, tasks, and work packages is called decomposition. It allows the estimation of the projects duration, determine the required resources, and schedule the work. The complete decomposition is a criteria whose activities at the lowest levels of decomposition will possess known properties that allow us to meet planning and scheduling needs. There are approximately four uses for the Work Breakdown Structure that I am aware of, they are; Thought process tool, this means that it allows the project manager and the project team to visualise exactly how the work of the project can be defined and managed effectively. Architectural design tool, this is a picture of the work of the project and how the items of work are related to one another. Planning tool, this gives the project team a detailed representation of the project as a collection of activities that must be completed in order for the project to be completed. Project status reporting tool, as work is completed, activities will be completed and hence the ability to report on its status to interested stakeholders. It is the project manager who will decide on the architecture of the Work Breakdown Structure and the level of detail required. This is important because the project manager is accountable for the success of the project. The Work Breakdown Structure must be defined so that the project manager can manage the project. That means that the approach and detail in the Work Breakdown Structure might not be the way others would have approached it. Apart from any senior management requirements for reporting or organizational requirements for documentation or process, the project manager is free to develop the WBS according to his or her needs and those of management. Because of this requirement, the WBS is not unique. That should not bother you because all that is required is a WBS that defines the project work so that you, at the project manager, can manage it. The best way to generate the WBS is as part of the project planning session, which outline the tasks as clearly cut activities with time duration estimates and the resources responsible for the tasks delivery. Developing the WBS is the most critical part of the planning session, if done correctly then the rest is relatively easy. There are six characteristics are as follows; Status/completion is measurable Start/end events are clearly defined Activity has a deliverable. Time/cost is easily estimated Activity duration is within acceptable limits Work assignments are independent. If the activity does not possess these six characteristics, decompose the activity and ask the questions again. As soon as an activity possesses the six characteristics, there is no need to further decompose it. As soon as every activity in the WBS possesses these six characteristics, the WBS is defined as complete. There are so many ways to build a Work Breakdown Structure, use an approach which best utilises your strength, whatever the approach used; the WBS can be generically represented. The goal Project Management Companion CER1projectmanagement
statement represents the reason for doing the project. The process of Work Breakdown or task listing is essential for estimation because it ensures that the team understands what work has to be done. One of the most common causes of poor estimation is simple failure to list all tasks required.
4. Project Schedules The following project Gantt Charts are to provide you with an understanding of the different types of projects, their related tasks and durations. They are the actual steps required to perform, implement and complete the project. NOTE: Most projects will have their own specific requirements which can be added to the broad tasks provided by the PM Companion; these are not templates but actual Gantt Charts of successfully completed projects. 4.1. ASA 5580 Service Firewall Upgrade Project Overview Customer is requiring a design and implementation effort to install four new Cisco ASA5585 Firewalls into their Site 1 and Site 2 Data Centres. Firewall work to be done at Site 1: Replace existing Production Firewall Pair 2 with new ASA5585 Firewall Pair Re-use pulled out ASA5580 Firewall Pair as dedicated Site 1 Legacy Interconnect Campus Firewall Pair in the Enterprise Perimeter Re-use pulled out ASA5580 Firewall from Site 2 and install as redundant DR/NP Firewall Pair Firewall work to be done at Site 2 Data Centre: Replace existing Production Firewall Pair 2 with new ASA5585 Firewall Pair Re-use pulled out ASA5580 Firewall and install as redundant DR/NP Firewall Pair 2
4.2. ASA 5580 Service Firewall Upgrade Project Tasks
Type Hours Description Design 16 BH Site Inspections and Audit Design 48 BH Site information workshops and information gathering (2 resources) Note: Six workshops. Design 120 BH High Level Designs / As Built Documentation Design / Implementation 100 BH
Site 2 Network Implementation & Planning (multiple resources) Design 12 BH Site 2 Change Requests Implementation 80 AH Site 2 Firewall Migrations (2 onsite resources) Implementation 40 BH Post Implementation Support Note: One week (Optional) Design / Implementation 100 BH
Site 1 Network Implementation & Planning (multiple resources) Design 12 BH Site 1 Change Requests Implementation 80 AH Site 1 Firewall Migrations (2 onsite resources) Implementation 40 BH Post Implementation Support Note: One week (Optional) Implementation 40 BH Hand-over - Project Presentation preparation. Project Management Companion CER1projectmanagement
4.4. Asymmetric Routing Remediation Project Overview The solution is to shutdown and disconnects the physically and logically separate management interfaces on all Cisco ASA Firewalls, VPN Concentrators and Load Balancers. Hence all management functions of these devices will now be performed in band. This includes all physical devices and their associated logical or virtual contexts employed within the Data Centre solution. This also includes any design rework on either Enterprise or Internet Perimeters where the Admin context has been utilised to extend the Management Zone outside to the north bound network devices. Scope will need to include alterations to the Internal Element Management systems including, but not limited to CSM, ACS and ANM. Hence seed documents and all required management ACLs are included. The update to existing as built documentation must be provided. 4.5. Asymmetric Routing Remediation Project Tasks Type Hours Description Design 16 BH Firewall and Load Balancer Audit Design 96 BH Site information workshops and information gathering (2 resources) Note: Twelve workshops. Design 160 BH Detailed Design / As Built Documentation Design / Implementation 120 BH
Site 2 Network Implementation & Planning (multiple resources) Design 32 BH Site 2 Change Requests Implementation 192 AH Site 2 Remediation Change Windows (2 remote resources) Implementation 40 BH Post Implementation Support Note: One week (Optional) Design / Implementation 120 BH Site 1 Network Implementation & Planning (multiple resources) Design 34 BH Site 1 Change Requests Implementation 204 AH Site 1 Remediation Change Windows (2 remote resources) Implementation 40 BH Post Implementation Support Note: One week (Optional) Implementation 40 BH Hand-over - Project Presentation preparation. Implementation 4 BH Hand-over - Project Presentation to Support Staff. Note: 2 x 2 HR sessions Project Management 25 BH General Project Management.
4.7. B2B Site Relocation Project Overview The required task for this project is the relocation of an Organisations B2B environment from one site to another. This would include the following; Relocation of B2B requirements from Site 1 to Site 2 Decommissioning Site 1. 4.8. B2B Site Relocation Project Schedule
4.9. Disaster Recovery Site Swap Project Overview The objective of this project is to provide to perform the site swap between Site 3 Data Centre and Site1 Site Office. That is, making Site 1 the primary site and Site 3 the Disaster Recovery site. This project will deal with the final stage of Disaster Recovery Stage 3 and involves the relocation of medium to high impact production servers, DMZ silos and associated network services from Site 3 to Site 1. 4.10. Disaster Recovery Site Swap Project Schedule
4.11. Multi Site Data Centre Build Project Overview This project relates to the design and build of two next generation data centre networks at Site 1 and Site 2. The Customer has taken the opportunity to leverage the latest in data centre networking technologies to build a high performance and fully virtualised data centre infrastructure capable of supporting the current and future (next 5 years) hosting requirements of the business. The project has been split into the following 3 phases: Phase 1: Data Centre network High Level Design (HLD) for Data Centres at Site 1 and Site 2 Phase 2: Data Centre network Low Level Design (LLD) for Data Centres at Site 1 and Site 2 Phase 3: Staging, Implementation and Testing of Data Centre networks at Site 1 and Site 2
4.12. Multi Site Data Centre Build Project Schedule
4.13. Sample Call Manager Upgrade Project Overview This project covered the upgrade of a Call Manager and IPCC environments from v4 to v6. 4.14. Sample Call Manager Upgrade Project Approach At a high level, the milestones for this project are as follows: Initiation 1. Deliver PMP 2. Confirm funding 3. Engage resources Planning 1. POC testing in the test lab of the new software versions 2. Creation of the Detailed Design 3. POC testing to confirm Detailed Design. 1. Customer will conduct Phase 1 User Acceptance Testing in the Test Lab 4. Develop High Level Implementation Plan 5. Develop Detailed Implementation Plans Execution: 1. Customer completes all site and environmental works as specified in the Detailed Design. 2. Raise Change Management records as per Implementation Plan 3. Backup the current production environment for fall-back purposes if required 4. Upgrade desktop Client software versions Note: Sociability testing of the new IPCC desktop software will be undertaken by the Customer against the existing desktop builds 5. Implementation of version upgrade 6. UAT 7. Monitoring of production performance. 8. Handover to support Closure 1. Update and deliver project documentation deliverables 2. Project Finalization Report 3. Project Finalization Approval Project Management Companion CER1projectmanagement
4.16. Server Farm Upgrade Project Overview This project covers the requirement to deploy Server Farm in Site 2 and accommodate the Disaster Recovery Virtualisation requirements. Once the Server Farm in Site 1 is retrofitted with the 10G modules, there will be redeployment of 4 x 10/100/1000 port cards in the Server Farm Chassis' in Site 2. Server Farm in Site 2 will be similar to the implementation of Server Farm in Site 1 with the 10G cards. 4.17. Server Farm Upgrade Project Schedule
4.18. Site X Edge Stack Implementation Project Overview This project deals with the installation of Cisco Edge switches into Multi Level risers, similar to hotels with connection back to the core switch. 4.19. Site X Edge Stack Implementation Project Schedule
4.20. Site X LAN Refresh Project Overview This project dealt with the LAN Refresh Project which was implemented in seven major stages: Workshops and Meetings Detailed Design Review Staging of Equipment Initial Implementation Integration with the existing network Migration of services to the new network Training and Handover 4.21. Site X LAN Refresh Project Tasks Type Hours Description Design 32 BH Network and Security Technical workshops (2 onsite resources). - Hours based on 4 BH per week onsite workshops over 4 weeks Design 8 BH Network and Security Weekly Governance meetings (2 offsite resources). - Hours based on 1 BH per week conference calls over 4 weeks Design 80 BH Network Detailed Design Review (2 resources). Design 80 BH Security Detailed Design Review (2 resources). Implementation 160 BH and 200 BH Network Staging (4+ offsite resources). - Hours based on 160 Hours on test devices and 1 Hour per other device Implementation 44 BH Security Staging (2 offsite resources). - Hours based on 4 BH per device Implementation 454 BH Network Initial Implementation Changes Part I - Equipment Installation and Basic Testing (4+ onsite resources). - Hours based on 20 BH for Nexus 7Ks, 2 BH per other device Implementation 22 BH Security Initial Implementation Changes Part I - Equipment Installation and Basic Testing (2 onsite resources). - Hours based on 2 BH per device Implementation 80 BH Network Initial Implementation Changes Part II - NRFU Testing (1 onsite resources). - Hours based on one dry run and one with customer Implementation 80 BH Security Initial Implementation Changes Part II - NRFU Testing (1 onsite resource). - Hours based on one dry run and one with customer Implementation 16 BH / 64 AH and 40 BH Network Migration Changes (1 offsite resource). - Hours based on 20 x 4 HR change window with 20/80 BH/AH split - and 2 BH pre-configuration build per communications room Implementation 16 BH / 64 AH and 40 BH Security Migration Changes (1 offsite resource). - Hours based on 20 x 4 HR change window with 20/80 BH/AH split Project Management Companion CER1projectmanagement
4.23. Telepresence Implementation Project Overview This project covered the expansion of an existing customers Telepresence environment by installing a CTS 1300 system. The outcome was to enable Teleconferencing between an overseas destination which would be able to connect with the CTS systems in Site 1 and Site 3 either with or without a multipoint CTS conferencing facility. 4.24. Telepresence Implementation Project Schedule
4.25. Test Lab and Production Project Overview This project is similar to the Test Lab Project, but also includes the production environment for further testing of live applications. 4.26. Test Lab and Production Project Schedule
4.27. VPN Solution Project Overview This project assisted the Customer to develop and implement new LAN networks and infrastructure as required by the demerging of the company. As part of this project there is a request by the Customer to design and implement a new SSL VPN gateway that will: Consolidate all current EGP incarnations of remote access with a single manageable, flexible, highly available, scalable and secure business remote access facility; provide the underlying technology to invest in future initiatives such as Virtual Desktop Infrastructure (VDI) and other new technologies; and deliver a more robust remote access solution for vendors to fulfil their agreed Service Level Agreements (SLA). 4.28. VPN Solution Project Schedule
5. Conclusion The Project Management Companion encompasses many varied and complex projects conducted by the CER1projectmanagment team, it is meant to aid but not replace project managers with the tasks, duration and work effort required to finalise the schedule for projects ranging from; Firewall Implementations Data Centre Builds Site relocation Server Farm builds LAN Refresh Application implementations And Many More.
The use of the PM Companion is to help you get started by using real world complex and successfully delivered projects. Although you will have to refine the project schedule with your own specific information the broad outline is covered within the tasks found in the PM Companion. The PM Companion will assist you to create the schedule with providing; Individual task names Task durations Task dependencies
To allocate and track costs on those tasks, you add certain information about resources including Resources and their costs for both standard and overtime hours Resources assignments to specific tasks
To track a project over its lifetime, you need to enter the following information: Progress on tasks Changes in task timing or dependencies Changes in resources, that is, resources that are added to or removed from the project Changes in resources time commitments and costs.
As mentioned previously, the team at CER1projectmanagement wish you all the very best in delivering your projects to scope, on time, without conflict and within budget, and believe the PM Companion can help you get there.
Appendix A - Revision List Ver. Date Released Modifications Author(s) and Department Reviewer(s) and Department 1.4 17/01/2012 Updated Document Body CER1projectma nagement All 1.5 18/01/2012 Update to Introduction and Conclusion CER1projectma nagment All
Appendix B Project Management Companion Software Agreement of Use
THE Project Management Companion, HEREIN CALLED THE "SOFTWARE", IS OWNED BY CER1projectmanagement Pty Ltd, herein called CER1projectmangement Upon your agreement to and compliance with the Terms of This License agreement, CER1projectmanagement grants you, herein called the Licensee the following non-transferrable, non-exclusive rights of use. CER1projectmangement has the right to terminate this agreement if the Licensee fails to comply with any term or condition of this agreement, no title to the intellectual property. In the Software is transferred to you. The Licensee does not acquire any rights to the Software except as expressly set forth in this license. Grant of license regarding the generic program, CER1projectmanagement grants the Licensee the following rights regarding the use of the Software. 1. Use of the Software for the Licensees personal or business purposes. 2. Copying the Software the Licensee may not make copies of the Software to the hard disk of any computer or network or computers, belonging to the Licensee 3. Copies of the Project Management Companion completed by the Licensee may be copied and/or saved to the hard disk of any computer, or network of computers belonging to the Licensee. Restrictions regarding the generic program, the Licensee may not distribute, sublicense, lease, sell, rent or otherwise transfer the software or any modification or derivative thereof, to any other individual or group for any reason. Limitations of liability and disclaimer of warranty. There is no warranty rights granted to you, the Licensee, regarding the Software. The Software and accompanying written materials are supplied to the Licensee As is without warranty of any kind. CER1projectmanagement does guarantee, warrant, or make any representations, either expressed or implied, regarding the use or the results of the use of the Software or the generic written materials with regards to reliability, how current, accuracy, correctness, or otherwise. The Licensee assumes the entire risk as to the results and performance of the Software. CER1projectmangement shall not be liable under any circumstances for any damages whatsoever arising out of the use, or the inability to use the Software even if CER1projectmangement has been advised of the possibility of such damages.