Free Critical Path and Float Calculation Worksheet

Critical Path Float Calculation Worksheet

The number one search on the Critical Path website is for a Critical Path and Float worksheet.  Though you should be using software to calculate a critical path, if it is mission critical, it is important to understand the concept for the PMP exam. Rather then go into the specifics on how to calculate the critical path and float in this post, I'll merely say a free worksheet template  and PowerPoint presentation are available and you can download them at any time. (see links below)

•

Remember the Critical Path tells you the activities that can not slip a day without increasing the total duration of the project or moving the project completion date. It is the longest path of logically related activities through the network which cannot slip without impacting the total project duration, termed zero float.

Free Meeting Minutes Template

Click here to download the Meeting Minutes Template

Back in March, I wrote a post about helpful tips for running a meeting.  With it was a free copy of my meeting minutes template.  Here is a brief refresher when hosting a meeting: [1] Write out the purpose of the meeting with actionable events in mind. e.g. “Provide an updated status, identifying risks and opportunities, and identify new action items.”

[2] Identify your attendee list but only keep those you can map to the actionable events listed in step 1.  There is a difference between an attendee list and a communications distribution list.

[3] Create an agenda.  Do not ever arrange a meeting without a written agenda.  Your meeting will suffer scope creep in the worst possible way.

[4] Identify who will run the meeting and who will take notes.  It should not be the same person.

[5] Ensure discussion points align to the agenda.  If they don’t, recommend taking the topic to another forum.

[6] End the meeting by having the note taker read back the discussion points and the understood action items.

[7] Send out the meeting minutes within one to two days.

Please note I don't recommend using this for a Daily Scrum or Stand Up Meeting.

Calculating Initial Velocity On Day Zero

While reviewing proposal documentation yesterday, I noticed the contractor's predicted velocity rate was pretty high.  Being they are not experienced in using Agile and they haven't even started the project, I was curious how they were able to calculate such a high velocity rate for the first iteration.  I know how many developers they intend to use and I know their proposed iteration durations.  I'm not going to get into the specifics as to how they estimated features (user stories, requirements, backlog items, etc.).  So, what did I expect? Velocity is a very simple method for accurately measuring the rate at which teams deliver business value. To calculate velocity, simply add up the estimates of the items successfully delivered in the last sprint or iteration.  What about the initial iteration?

Terms to understand when calculating initial velocity:

1. Number of Developers – How many developers will you have doing actual work?
2. Capacity - What is the maximum amount of work one person can accomplish in an ideal situation during the iteration?
3. Number of Iteration Days – How many work days are in the iteration?
4. Load (Capacity) Factor - The ratio of the actual work output over a period of time and the output if the developer had operated at full capacity over that time period.  e.g. 1/3 = 2.66 Hours , 1/2 = 4 Hours, 1/1 = 8 Hours
5. Velocity - How much Product Backlog value a team can deliver in one iteration.

Because you don’t know team velocity for the first iteration, plan initial velocity at one-third of total capacity in order to account for coffee breaks, design, email, meetings, rework, research, etc.  As an example, with seven (7) developers and at one-third (1/3) capacity, a total of 18.62 development hours are available per day.  Multiply the number by the number of work days in the sprint to arrive at the total of initial work hours.  These work hours will be applied against your estimated items, to arrive at an initial velocity.

(7 [Developers] * 1/3 [Load Capacity Factor]) * 21 [Work Days] = 44.1 [Ideal Work Days]

Ideally, the team should already be formed and stable, so that you can just forecast.  Unfortunately, this whole scenario is faulted. Not only are estimates for team capacity going to vary wildly, but what about the estimates for the deliverables themselves?  I can get pretty good at estimating a level of effort for work that could take a few days.  But the contractor that was noted in this post was estimating a 3-year project.  By the way, if you're curious, the contractor failed within 1 year. The federal agency then exercised their right to not renew their contract for the option years.  The agency then brought in a new contractor with more Agile experience.  

The Lights are on at HueCubed

In anticipation of my upcoming iPhone application release, I figured it was time to stand up a new website with the purpose of distributing my own brand of tools, templates, and talk.  The Critical Path will remain as my blog.  But, selling products requires branding.  By following me on Twitter or reading this blog, I think people will enjoy the HueCubed brand.

Free COTS Package Evaluation Template

COTS Product Evaluation Template

At my last assignment, I was asked to compare 3 vendors and make a commercial off-the-shelf (COTS) product recommendation to the client.  The client knew their budget and products they wanted evaluated.  They didn't know if the product capabilities were all marketing hype or if the products would indeed meet their needs. When doing a product evaluation, I tell the customer they must help me do the following  [1] List the specific business requirement(s) that must be satisfied by the COTS package.[2] List the specific business data or information requirement(s) that the COTS package will need to support. [3] List the strategic and performance plans that must be met by the COTS package.  [4] List the practices and processes the COTS package will compliment.

By detailing the information above, it demonstrates the requester thoroughly understands their needs.

The customer must then answer 2 critical questions that will impact the total cost of the implementation:

[1] Does the COTS package need to be modified to work with current practices and processes?

[2] Do practices and processes have to be modified to work with the COTS package?

Some companies believe if you throw enough money at something, you can fix a problem.  Spending a lot of money on a product to "fix" a bad business process just means you spent a lot of money and still have a bad business process.

The last thing you do is create a capability matrix to do a side-by-side comparison of products.  Don't paint yourself into a corner!  Make sure you complete the Package Evaluation first so the details are available for others to review later.  Give your stakeholders the facts. Enjoy this free copy of my COTS Package Evaluation Template.

Free Total Project Status Report Template

TPS Report

As I study the collection and reporting of metrics and project statuses, I find many reports just do not deliver what they should. I believe there should be a stand-alone deliverable that a project manager is able to provide to a stakeholder at any time, illustrating the total project status.  I created a report and used the name "TPS Report" from the movie Office Space.  I try to interject a little humor into a project, where I can, without raising too many eyebrows.  Because I do not think I should keep all of the good stuff for myself, I hope others will download my free template.  It captures everything from overall project status to schedule, budget, scope, and quality, including a RAG (Red, Amber or Green) status.  What milestones were planned and accomplished?  What is planned for the next period?  Though I believe a subjective narrative does have its place in project reporting, I like the more objective approach.  Give your stakeholders the facts!Please enjoy this free copy of  my Total Project Status Report Template.

Free Communications Management Plan Template

I participated in a Communication Working Group session for the PMO today. Imagine a dozen people sitting around a table laughing for 10 minutes, when they realized I had shaved off my goatee. After the excitement subsided, we rolled up our sleeves and got to work. It was really quite refreshing to see how excited everyone was to be there. (We only had 4 people for the prior meeting) Ishikawa diagrams littered the walls and the smell of Scripto markers filled the air. I can't stress enough how important it is to have a Communications Management Plan.  Feel free to download my template.  If not, I recommend following the next 7 steps to write your own.

1. List the project stakeholders and their associated roles and responsibilities
2. Specify contact information for each stakeholder
3. For each stakeholder identified, specify the information required to keep stakeholders informed and enable them to fulfill their project roles and responsibilities. Also, specify the timeframe, frequency, or trigger for distribution of the information.
4. List the information that must be collected, summarized, and reported in order to produce the communication outputs that fulfill the stakeholder information requirements. Specify the associated collection and reporting details.
5. List each report or document to be produced and distributed as a communication output to fulfill the stakeholder information requirements. Specify the associated distribution, storage, and disposition details.
6. List and describe the distribution groups that will be used to distribute project information.
7. Last, define all terms and acronyms required to interpret the Communication Management Plan properly.

The Critical Path Turns 1 Year Old

Wow, where did the time go?  A little over a year ago, I found the need to start blogging.  Little did I know how energized I would become.  Other then learn as much as I can about my craft, I want to share my knowledge and experiences with other project managers or those who wish to become project managers.  Since logging onto Twitter a little over a month ago, I have discovered a whole new world of people to exchange ideas with.  What will happen in the next year? 1.  Launch at least one project management centric iPhone application

2. Author an article pertaining to project management and have it published in a refereed journal (e.g. Project Management Journal or Crosstalk)

3. Publish a Project Management centric book and offer it on Amazon.com

4. Monetize the things I enjoy doing

(Calendar image by Apple)