micro-project-plan-example

ProjectConnections.com Template

Micro-Project Plan

INTRODUCTION:: Micro-Project Plan Template and Example INTRODUCTION The template content starts on the following page. An example micro-project plan begins on page 5.

What This Is A simple template for managing so-called micro-projects—short, usually low-cost, low-effort projects that will take just a few days, or at most a few weeks, to complete. Examples of possible micro-projects include short work projects, like designing and programming a new report or upgrading software on a few computers in one workgroup, and ordinary life-projects like moving, selecting the right college, or planning a family vacation (the example used for this document).

Why It’s Useful When you're confronted with anything that leaves you wondering—even for a moment—what the next step is, you have a project on your hands, and even small projects deserve to be managed. First and foremo foremost, st, this this templa template te demons demonstra trates tes that that it is possib possible, le, and even even ration rational, al, to apply apply basic basic proje project ct management to just about any project, as long as you d on't go overboard. Beyond that, this template will provide a useful outline for anyone looking to plan and "manage" a shortterm, low-effort project that doesn't warrant a full-out project plan. Taking the time to establish what you want from a project—your p roject—your objectives, flexibility, flexibility, budget constraints, etc.—can help you achieve your goals in surprising ways, and in spite of any obstacles that may leap into your path.

How to Use It Ideally, your micro-project plan will serve only as a thinking tool , and a reminder to jot some quick notes about what you're trying to accomplish and why. There should be no need to hold a formal meeting or get plan approval for most projects of this type. (An exception may be when you're trying to convince a manager that it's worth a little extra time on a pet project—a well thought-out plan can go a long way toward toward making making the case, case, and insuri insuring ng that that the new effort effort won't won't underm undermine ine existi existing ng deadli deadlines nes or objectives.) You should be able to answer all these questions for yourself and your micro-project very quickly , by having a few informal conversations and taking the time to think through the template. From the perspective of others involved, it should look like things are falling into place fairly easily, and that you're very organized—not like you're managing things and people within an inch of their lives. The example plan in this document takes just 2-1/2 pages, and very little text. Remember to seek out the lessons learned from previous projects. If you've done a similar project in the past, review it quickly in your head. Have you incorporated all of the lessons you learned the last time? If your previous project involved others, tap them on the shoulder and ask them for some brief input as well. Yours is not the only memory of how that project went, and your version of events may not be the most reliable. Don't discount any of your team members; they may contribute important insights. When you've finished, review your plan. Does it still look feasible? Is it worth the effort now that you've thought thought it all the way through? through? Make any necessary adjustments adjustments,, then implement implement your plan by starting starting with the first action item on your list and knocking them off one by one.

The template content is on pages 2-4. A micro-project plan example is on pages 5-7.

©Copy ©Copyrig right ht 2010 2010 Empren Emprend d Inc./P Inc./Proj roject ectCo Conne nnecti ctions ons.co .com. m. Permis Permissio sion n for Member Members’ s’ use on their their projec projects ts.. See our Terms of Service for information on PMO/group use and corporate subscriptions.

Page Page 1


Micro-Project Plan

Micro-Project Plan Template VISION AND SCOPE Capture a few notes about your overall goals and constraints. Single words and short phrases may be all you need here.

Goal: What do you want to accomplish? Key success factors: What actions or deliverables are critical to accomplishing this goal? Key technology and features: What must be included in the deliverables? Crucial Factors: Key elements you expect to be included in the p roject deliverables Budget: In broad terms, what do you expect to spend?

Flexibility Matrix Weigh your vision and your constraints and fill in the flexibility matrix. This will provide clarity as you fill in the rest of your plan, and will guide you when you 're forced to make choices.

Tradeoff Factors

Critical

Negotiable

Flexible

Scope/Goal Cost Schedule

BUDGET AND EQUIPMENT Adjust the budget table to suit your project's needs using "phases" or subdivisions that are useful for your situation, and adding rows as necessary. This is one area where it doesn't pay to skip documentation— write it down. It will help you avoid unanticipated costs later.

Projected Costs/Expenses Rental Fees

Gas

Equipmen t

Food

Totals

Phase 1 / Development Item 1 Item 2

Phase 2 / Implementation Item 1 Item 2

TOTALS

©Copyright 2010 Emprend Inc./ProjectConnections.com. Permission for Members’ use on their projects. See our Terms of Service for information on PMO/group use and corporate subscriptions.

Page 2


Micro-Project Plan

Tools and Equipment List Is any special equipment required? This table may remind you of needed items that you might have overlooked. If necessary, revise your budget and deadlines to account for any discrepancies. Related Task/Activity

Equipment, tool, or software

Est. Cost

Date Needed

Lead time

Training needed?

Test Plan If your project relies on the proper function of any particular piece of equipment or software (flashlights and tent for a camping trip, a watertight canoe for a boating adventure, working DVD drives and license codes for a computer upgrade), make a note of what you need to test, as well as how a nd when. Test Item

Purpose

Who?

Major requirements

Resource notes

Dependencies

ACTIONS AND DEPENDENCIES

Milestones and Tasks Outline the physical actions necessary to complete your project, who must do them, and by when. At this point, you should have a quick timeline, and you may discover a few tasks you had forgotten. Milestone

Owner

Baseline Date

Completion Criteria/ Success Factors

Projected date and Status Notes

Dependencies Record any peripheral dependencies that aren't really part of the main plan but that are required to complete your project successfully. This should be a fairly short list. If you find yourself lost in a sea of dependencies, you are probably over-planning a simple project or under-planning a complex project. Revisit your vision to see which it is. If it really is that complex, consider treating your effort more like a full-sized project. Description

Critical Date/ Date Range

Issue

Notes or Impact


Page 3


Micro-Project Plan

RISKS

Project Risk List Review what you've done so far and compile a quick risk list. It may help to keep chanting, "What could possibly go wrong?" as you review your work. Assume nothing. This will probably be your longest list for most micro-projects, but don't go overboard. Stick to reasonable, foreseeable events that you should take into consideration (DVD drive won't work, license codes are misplaced, tent leaks, etc.). How will you deal with these potential setbacks? This isn't nearly as depressing as it sounds; thinking proactively about risks and how you will react to them makes you feel better, not worse. Risk Description

Likelihood

Potential Project Impact

Mitigation Actions and Back-up Plan

Cost to Recover -Impossible / -Very High / - High / - Medium / - Low

Trigger Date for switching to backup plan

See the next page for an example of a micro-project plan in action.


Page 4


Micro-Project Plan

Micro-Project Plan Example: A Camping Trip VISION AND SCOPE Goal: Unplug, refresh, and recharge before school starts Key success factors: 

Completely unplug for 3-4 days.



No stressing out allowed.



View most or all of lunar eclipse under darkened skies.

Key technology and features: Telescope, camping gear, beach supplies. Need an SUV for carting everything. Crucial Factors: Low stress, reliable coffee supply, sand castles, lots of fun stargazing. Budget: < $500, prefer <$200 for new "stuff." Campground $85, SUV $250.

Flexibility Matrix Tradeoff Factors

Critical

Scope/Goal

Flexible

X

Cost Schedule

Negotiable

X X

Budget and Equipment plan: Next page Actions, Dependencies, and Risks: Page 3


Page 5


Micro-Project Plan

BUDGET AND EQUIPMENT

Projected Costs/Expenses Rental Fees

Gas

Equipmen t

Food

Totals

Travel SUV Rental

$ 250.00

$ 250.00

Campground fees

$ 85.00

$ 85.00

Travel

$40.00

$ 40.00 $ 375.00

Food New dutch oven

$27.00

$ 27.00

Dinner x 3

$10.00

$ 10.00

Breakfast x 3

$8.00

$ 8.00

Lunch x 4

$10.00

$ 10.00 $ 55.00

$ 335.00

TOTALS

$ 40.00

$ 27.00

$ 28.00

$ 430.00

Tools and Equipment List Related Task/Activity

Equipment, tool, or software

Est. Cost

Date Needed

Lead time

Training needed?

Pitch tent

Tent! Stakes and tarp.

---

Mon am

---

Practice

Stargazing

Scope, star maps, red light flashlight, pointer

$12 light $5 map

Fri pm

---

Yes

Sand castles

Beach umbrella, towels & toys, etc.

$10 ea

Sat pm

---

Meals

Groceries

$28

Sun pm

Cooler. Small one?

---

Sat pm

---

Block ice.

Can we freeze our own this time?

Sun pm

2 days if we freeze it

Water, 4 days + extra

Neg. Buy a 5gal?

Mon am

---

Dutch oven for fix & forget food

$30

Sat pm

---

Overview Test Plan Test Item

Purpose

Who?

Major requirements

Resource notes

Tent

Check seam seals, make sure no pests from storage

Both

Need room to pitch tent, fresh seam sealant

Definitely will take both of us to put the tent up, will give us a good chance to practice.

Telescope

Make sure finderscope working well and no debris or moisture in lenses

D

Set up in daylight to align finderscope and inspect

One-person effort, good chance to practice scope setup again


Dependencies

Scope should still be collimated from last time, but double-check.

Page 6


Micro-Project Plan

ACTIONS AND DEPENDENCIES

Milestones and Tasks Milestone

Owner

Baseline Date

Pick up SUV

Both

Sun. noon

Leave

All

Mon 11 a.m.

Pack early. Stay calm.

Mon 3pm

Stay calm. 

Pitch tent

Completion Criteria/ Success Factors

Projected date and Status Notes

Telescope set up for viewing

D

Mon twilight

Need stable mount, good sighting. Worth buying a new finderscope?

Eclipse Viewing

D

Tues 2am

Need warm drinks handy, camera tripod, alarm. Fill a Thermos with hot water before bed? Bring tea!

Thurs noon

Everything clean and packed after breakfast.

Checkout Return SUV

Both

Fri noon

Dependencies Description

Critical Date/ Date Range

Issue

Notes or Impact

Beach toys and towels

Sun. pm

Need to make sure all are clean

Can't build sand castles without buckets

Canopy shelter

Sat. pm

Need to reduce sun exposure for kids.

Trying to keep costs down, but really need this for extended time outdoors.

Freeze jugs of water for cooler

Fri am

Cheaper than buying ice, block ice lasts longer

Drink more milk! Buy it in half-gallons for next couple of grocery trips.

RISKS

Project Risk List Risk Description

Likelihood

Potential Project Impact

Mitigation Actions and Back-up Plan

Cost to Recover -Impossible -Very High - High - Medium - Low

Trigger Date for switching to backup plan

Mattress Leaks

Low

Uncomfortable campers

Double-check for leaks before leaving, bring thermal pads as backup. Patch kits

Low

Tent Leaks

Low - only matters if it rains

Soggy campers, sodden sleeping bags

Double-check seams before leaving

Impossible but highly unlikely to occur

Sat am (Seam sealant needs 24 hours)

No firewood at park

Unknown

No fire = no coffee!

Backup source close to park - look up local stores

Low, but inconvenient

Sun pm


Page 7

micro-project-plan-example

Recommend Documents