Last Updated: August 15, 2024
Activity 11 - Develop Compliance Plan
Activity Page Outline
Application 3 - Wrap-Up Develop Compliance Plan (1 hour 3 minutes) jump to
Review Develop Compliance Plan Best Practices (3 minutes) jump to
Review Microsoft Project Features Covered on Develop Compliance Plan (15 minutes) jump to
Ensure Your Master Project is Up-To-Date with Develop Compliance Plan (15 minutes) jump to
Review List of Competed Application Files for Develop Compliance Plan (5 minutes) jump to
Evaluate the Learning Objectives for Develop Compliance Plan (10 minutes) jump to
Take the Develop Compliance Plan Exam (15 minutes) jump to
Send Suggestions and Corrections jump to
Application 1 - Develop Compliance Plan Workflow (25 minutes)
Learn the Determine Schedule Logic Workflow (10 minutes)
Update Journal on Determine Schedule Logic Workflow (15 minutes) jump to
Application 2 - Complete Develop Compliance Plan Exercises (3 hours 55 minutes) jump to
Exercise 1: Define Timing Constraints (20 minutes) jump to
Exercise 2: Select Task Mode (10 minutes) jump to
Exercise 3: Select Task Mode and Timing Constraints for Master Project (30 minutes) jump to
Exercise 4: Review Scheduling Engine (15 minutes) jump to
Exercise 5: Link Detail Tasks and Milestones (10 minutes) jump to
Update Journal on Develop Compliance Plan (20 minutes) jump to
There are two applications on the page. Complete each when directed in the MS Project Master Class Book.
This entire page should take 5 hours and 23 minutes to complete.
Application 1
Determine Develop Compliance Plan Workflow (25 minutes)
A workflow is a set of sequential or parallel processes or steps performed to complete a specific Activity in a project life cycle. It typically involves a series of interdependent tasks that must be completed in a particular sequence, often with specific criteria or conditions that must be met before moving on to the next step. The workflow for each Activity in this MS Project Master Class is the Activity (chapter) outline.
Learn Develop Compliance Plan Workflow (10 minutes)
Charting the Course: Navigating Compliance in Project Management
Charting the Course: Navigating Compliance in Project Management
In the vast ocean of project management, setting sail on a compliance campaign is akin to navigating treacherous waters—essential for ensuring that all hands on deck adhere to the necessary standards, regulations, and policies that guide our voyage to success. As we embark on this chapter, we transition from assembling our crew and trimming the sails of resources to a more refined task: crafting a comprehensive compliance plan that communicates expectations clearly and secures the unwavering commitment of all stakeholders.
For instance, more is needed than selecting crew members with the required skills; they must also apply those skills well under all circumstances. A friend was sailing his Beneteau across the Gulf of Mexico back to Tampa with his sailing partners, a friend, and both of their sons and crew, and they sailed directly into a hurricane that had unexpectedly changed course. The situation got so bad that they were forced to abandon the ship and were reduced by a passing freighter.
When my friend described the ordeal one afternoon, he talked about everything that had gone wrong. At one point, he said, his son had become so seasick that all he could do was lie on the floor of the cabin and vomit. "But," he continued, "When things became dire, he rose to the occasion."
This Activity serves as your compass in the strategic process of crafting and launching a compliance campaign—an indispensable element of project execution that requires the precision of a seasoned navigator, the insight of a master cartographer, and the communication skills of an experienced signalman. A well-charted compliance plan is not merely a logbook of rules; it is a dynamic and interactive campaign designed to align the crew and all stakeholders with the project's course, ensuring that everyone understands, accepts, and adheres to the compliance requirements as we steer toward our goals.
Analyzing the Waters: Understanding the Audience
The keel of any successful compliance campaign is understanding the audience—the diverse crew members aboard this voyage. Conducting an audience analysis is the first step in tailoring messages and strategies that will resonate deeply with all involved. The goal is to navigate beyond fundamental demographic currents, such as age and education, and dive into the deeper waters of values, beliefs, and existing knowledge that shape the audience's perspectives. Project managers can craft messages that inform, engage, and persuade by charting these currents.
At this juncture, asking the right questions is like plotting a course with accurate coordinates. Who makes up the audience? What do we already know about them? What business issue, problem, or opportunity does the project seek to address? And, critically, what compliance is required from the audience to ensure smooth sailing? These questions are the sextants and astrolabes of communication, guiding the development of messages that are not only relevant but also compelling. By anticipating potential storms of objection and understanding the audience's current attitude toward compliance, project managers can bolster their credibility and effectiveness, ensuring that the compliance message is received with the seriousness it deserves.
Deploying the Sails: Designing the Communication Campaign
With a clear understanding of the waters we navigate, the next step is to hoist the sails and deploy a communication campaign articulating the project's compliance requirements. This campaign must be as structured and targeted as the rigging of a ship—capable of keeping all stakeholders informed, engaged, and motivated throughout the voyage. Just as no two voyages are the same, this communication campaign is not a one-size-fits-all approach; it must be tailored to meet each group's unique needs and preferences, from the crew members to the sponsors and clients.
The key messages should be crafted to underscore the importance of compliance and each stakeholder's role in navigating to the project's final destination. The choice of communication channels—whether via message in a bottle, semaphore signals, or the captain's log—should align with the preferences of the stakeholders and the nature of the information being conveyed. Regular updates and opportunities for two-way communication are crucial in maintaining the crew's morale and commitment. This campaign is not just the initial wind in our sails but an ongoing process, with continuous monitoring and adjustments to ensure that the communication remains effective and aligned with the ever-changing conditions of our journey.
Charting the Stars: Measuring Performance
Finally, to ensure the compliance campaign reaches its intended port, we must establish clear objectives and key performance indicators (KPIs) to guide our navigation through the monitoring and evaluation process. Performance measurement is not just about tracking our progress on the map; it involves analyzing data, gathering feedback from the crew, and being ready to adjust our sails as needed. Project managers can maintain the flexibility required to address challenges and enhance the campaign's impact by asking whether the current communication strategies effectively engage stakeholders and meet our predefined coordinates.
This chapter arms project managers with the tools and strategies to chart a robust compliance plan, ensuring all stakeholders are aligned, informed, and committed to reaching the project's final harbor. By emphasizing the importance of audience analysis, targeted communication, and performance measurement, project managers can execute compliance campaigns that meet regulatory requirements and foster a collaborative and motivated crew, ensuring a successful voyage to our desired destination.
Download
Click on the Download icon above to open the Develop Compliance Plan Workflow.pdf file.
Update Journal on Develop Compliance Plan Workflow - 15 minutes
Reflect on a complex project scenario where you must balance flexibility with the rigor of strict deadlines and constraints.
Journal Question: “How would you utilize the features of Microsoft Project, such as selecting the appropriate Task Mode, selecting timing constraints and deadlines, sequencing activities, and managing the critical path, to ensure successful project delivery?”
Discuss how your choices in using these tools align with your project management philosophy and the ethical considerations you might face.
If you are working with a Master Class Coach, send them your updated journal as scheduled.
If you are not working with a Master Class Coach but plan to apply for either of the MS Project Master Class certificates, this journal will be submitted for review by a Master Class Reviewer. Be sure to make the appropriate backups.
Return to the MS Project Master Class Book and review the next section for this Activity.
Application 2
Complete Develop Compliance Plan Exercises (3 hours, 55 minutes)
This exercise series focuses on determining a project plan's schedule logic. In this series, you will:
Define Timing Constraints: A direct relationship exists between timing or scheduling constraints and creating links or a network.
Select the Appropriate Task Mode: Selecting Task Mode, where tasks are manually vs. automatically scheduled, is a feature that can not be ignored.
In addition, this application will review several Microsoft Project features and characteristics defined below.
Definitions
Task Mode: In Microsoft Project, "Task Mode" is the setting that determines how a task is scheduled within a project's timeline. There are two types of task modes:
Manually Scheduled: When a task is set to Manually Scheduled mode, the project manager has complete control over setting the task's start and end dates. In this mode, Microsoft Project does not automatically adjust the task's dates based on changes in the project schedule or dependencies with other tasks. This mode provides flexibility and is helpful in the early stages of project planning when details are still being determined. However, it requires careful management as it only utilizes some of Microsoft Project's full scheduling capabilities.
Download
To follow along with the figures related to what is critical in Microsoft Project, click on the Download icon above to open the What is Critical.mpp file.
Before starting the first exercise, let’s review what is critical in Microsoft Project.
The obvious is that any task on the critical path is critical. In the figure below, in Project Options, you can define what task qualifies for the critical path.
Exercise 1: Define Timing Constraints (20 minutes)
In this first exercise we are going review Timing Constraints with an exercise file. Because of the relationship between Timing Constraint and scheduling, a general best practice is to determine your Timing Constraints before you link tasks and milestones. A Timing Constraint can determine the types of links you make.
Download
Click on the Download icon above to open the Travel.mpp file.
When you open the Travel.mpp file, Zoom Entire Project. This command is on the Bridge Quick Access Toolbar.
This plan, let’s say, is for your next business trip.
When Finished with the Exercise
The Travel.mpp should look similar to the one in the following figure. The Flight Departs' Must Start On date should be 7/4/21 at 3:20 PM. The green note in the Gantt Chart should show that, too. The A New Task should have an SNET constraint of 7/4/21.
Exercise 2: Select Task Mode (10 minutes)
In this next exercise we will review the Task Mode feature in Microsoft Project. Although I argue, that all tasks should have the auto schedule Task Mode selected, this is a prominate feature in the software and must be addressed.
Download
Click the Download icon above to download the Task Mode 2.mpp file.
After you open Task Mode 2.mpp, note the following:
The Task Mode for row zero, or what is also called the Project Summary Task, is Auto Scheduled. This can not be changed; it is always Auto Scheduled.
Summary 1 and Task 1, 2, and 3 are Manually Scheduled tasks. If you use Manually Scheduled during the early rounds of estimating, notice that you can type in any text in the duration, start, and finish fields. The task responds to those entries if you type in an actual duration or date.
Change Summary 1 to Auto Scheduled. What happens? In Auto mode, it calculates what it can. It moves to the first date in time. The rollup on the summary level, the period of the tasks indented below, is now five working days.
Save this project.
When Finished with the Exercise
The file Task Mode 2.mpp should have the same durations as in the figure below. The first four tasks are manually scheduled, and the next six are auto-scheduled. The durations for Summary 2 and the indented tasks should be the same as in the figure.
Exercise 3: Select Task Mode and Timing Constraints for Master Project (30 minutes)
Open your Master Project and do the following:
Make sure all tasks are Auto Scheduled.
Select the appropriate Timing Constraints for detail tasks and milestones.
Ensure that the Timing Constraints for summary tasks are ASAP.
Download
Click the Download icon above to download the Task Mode 2.mpp file.
When Finished with the Exercise
All tasks in your Master Project are Automatically Scheduled, and you have applied the correct Timing Constraints to detail tasks, milestones, and summary tasks.
Exercise 4: Review Scheduling Engine (15 minutes)
When we begin to link tasks, our schedule begins to take shape. Before starting to link, let’s review Microsoft Project’s scheduling engine.
Click the Download icon above to download the Scheduling Engine.mpp file.
This exercise reviews the Scheduling Engine rules and the subsequent impact of each feature’s rules on the schedule. The software’s features have specific rules that need to be understood to understand how tasks are being scheduled. In addition, some features, if needed, may or may not be based on project management thinking, they are just software features.
It is a bit like driving an automobile. The purpose of a car is to take a trip, and the car has all kinds of features to help you do that safely and comfortably. In many ways, all automobiles are alike. Traditional Project Management software also works pretty much the same way. It uses the same tools and techniques and follows pretty much the same set
I
It would be more useful for the schedule message to say:
The scheduling message above does point us in the right direction. The figure directly above shows that the schedule is being pushed out past the Must Finish On Timing Constraint on the last task. There are three days of negative slack, meaning the schedule needs to be brought in by three working days to be completed on time.
When Finished with the Exercise
The Scheduling Engine.mpp file should look similar to the one in the figure below.
The duration of the project should be around 4.5 months.
The two tasks other than standard dependencies should be highlighted in green.
#7 should be ASAP.
#6 should have the Instructional Designer assigned.
#12 should have notes in bold red.
All tasks should have some slack.
Exercise 5: Link Detail Tasks and Milestones (10 minutes)
In this exercise, we will look at the various ways to set and edit links or dependencies.
Watch the video below on “The five ways of setting and editing links in Microsoft Project” (7:24 minutes). During this exercise, you will create links in several different ways.
Download
Click the Download icon above to download the Types of Links.mpp file.
In the Types of Links.mpp file:
Select the Start task and Task 1, right-click, and link them together using the Link command on the little toolbar at the top. You can also select tasks and use the Link command in the Schedule group under the Task tab.
Double-click on Task 2, go to the Predecessors tab and make Task 1 a predecessor with a Finish to Start type and a 2-day lead.
When Finished with the Exercise
The Types of Links.mpp file should have the same links as those in the figure below.
Exercise 6: Link Detail Tasks and Milestones in Master Project (30 minutes)
Open your Master Project and complete the following:
Link all of your detailed tasks and milestones. Except for the Project Started and Project Finished tasks, all detail tasks and milestones should have at least one predecessor and one successor.
Download
Click on the Download icon above to open the Constraints Analysis Worksheet.xlsx.
When Finished with the Exercise
Your Master Project should now have preliminary scope, time, work, and cost estimates. The WBS is the scope estimate. If all those tasks are completed, the product, service, or result will be delivered along with the project objectives. On the project summary level, you can review the work, cost, and schedule.
It is tempting to consider the project estimating phase nearly completed at this point; however, we have several more things to consider and plan around, such as risk and resource availability.
Update Journal on Develop Compliance Plan (30 minutes)
Journal
Make a note in your journal of things the planners and participants did on The 4 Hour House video that are not standard building practices related to:
In this video, what was done to compress the project's duration?
(For instance, they made this attempt with a single-story house built on a slab rather than a basement, which was stick construction vs. concrete block.)
What are some examples of fast-tracking you noticed in the video?
(For instance, they poured the slab, framed much of the house, and built the roof simultaneously.)
What are some examples of crashing?
(For instance, the event directors created a competitive environment; they built two houses side by side, with different teams building each house. The idea is that competition creates fun and is a strong performance motivator.) For example, the Petronas Twin Towers in Kuala Lumpur, Malaysia, were built by two competing construction companies. See video of the Petronas Twin Towers construction
Journal question:
"Reflect on the exercises you completed in Microsoft Project, including understanding critical tasks, defining timing constraints, selecting task modes, reviewing the scheduling engine, linking tasks, and analyzing the critical path. How have these exercises enhanced your understanding of project management principles and ability to use Microsoft Project effectively?
If you are working with a Master Class Coach, send them these files as scheduled.
Send them your Master Project (your name).mpp file.
Send them your updated Journal.
If you are not working with a Master Class Coach but plan to apply for either of the MS Project Master Class certificates, these files will be submitted for review by a Master Class Reviewer. Be sure to make the appropriate backups.
Application 3
Wrap-Up Develop Compliance Plan (1 hour, 3 minutes)
In this last Application for Determine Schedule Logic:
Review Project Management and Microsoft Project Best Practices: Reflect on the fundamental principles of project management and the best practices associated with utilizing Microsoft Project as a project management tool.
Master Project Assessment: Ensure that your master project is up-to-date and a testament to your understanding of the intricacies involved in effective project initiation, planning, and execution.
File Review: Examine the list of files used throughout the application to consolidate your understanding of the tools and resources that have played a role in your project management journey.
Learning Objectives Evaluation: Reflect on the learning objectives set for this Activity, considering how well you've achieved each goal and identifying areas for further growth.
Activity Exam: Demonstrate your proficiency by tackling the Activity exam, which focuses on the key concepts and practical applications discussed in the MS Project Master Class Book and this Online Applications page.
Review Develop Compliance Plan Best Practices (3 minutes)
Best practices in project management, including Microsoft Project, refer to a set of proven techniques, methods, or processes recognized as effective and efficient in achieving project objectives. These practices have evolved through the collective experiences of project managers and organizations across various industries. They are considered the most reliable and successful approach to managing projects and can be applied in different environments. When incorporating Microsoft Project into project management workflows, several specific best practices can further enhance project initiation, planning, execution, closing, and control.
Summary Tasks
In general, except for notes, don’t change summary tasks. Instead, allow summary tasks to reflect what is indented below them rather than attempting to interact with indented tasks and milestones. This best practice will make it easier to work with and interpret changes to the schedule.
Only link detail tasks and milestones.
Do not apply timing constraints to summary tasks.
Hard Logic Soft Logic
The critical path method begins with you passing through a schedule and setting links between detailed tasks and milestones.
In the first pass through the schedule, link tasks based on hard logic; ask, “What must precede a task?”
During the second pass, apply soft logic. You can’t do everything at once, so ask, “What do I prefer to do before something else?”
Review Microsoft Project Features Covered on Develop Compliance Plan (15 minutes)
Task Mode
Task Mode in Microsoft Project determines whether a task is scheduled manually or automatically using the scheduling engine rules. Here are the key points about Task Mode:
Timing Constraints
Understanding the three types of constraints in Microsoft Project is crucial as it empowers you to effectively schedule tasks by specifying conditions or restrictions on when a task can start or finish. These constraints are:
exible ones should be used judiciously to allow Microsoft Project's scheduling engine to adjust dates based on dependencies and project changes properly.
Linking tasks in Microsoft Project is not just a feature, but a powerful tool that can significantly enhance your project management. Establishing dependencies between tasks ensures that specific tasks cannot start or finish until their predecessor tasks have reached a particular point. This feature is crucial in creating an accurate and realistic project schedule, as it effectively helps you manage your project's timeline.Types of Task Links
Finish-to-Start (FS): This is the most common type of link. It indicates that the dependent task cannot start until the predecessor task has finished.
Critical Path
The Critical Path Method (CPM) in Microsoft Project is used to identify and manage the sequence of tasks critical to completing a project on time. Here's an overview of the Critical Path Method in Microsoft Project:
The critical path is the most extended sequence of linked tasks determining the shortest possible project duration.
Tasks on the critical path have zero total slack or float time, meaning any delay in these tasks will directly impact the project's finish date. Total slack can be redefined in Project Options.
Microsoft Project highlights critical tasks in red by default on the Gantt chart timeline when the "Show Critical Path" option is enabled.
What is Critical in Microsoft Project
A task (A) is marked as critical if the Total Slack, it is zero (meets the Total Slack criteria in Project Options). However, other schedule conditions can mark a task as critical, or calculate zero Total Slack.
B - A Must Start On or Must Finish On timing constraint.
C - An As Late As Possible timing constraint in a project scheduled from the start date in Project Information.
D - A task with a Deadline date at or past the date.
E - A timing constraint that is at or past the date.
Ensure Your Master Project is Up-To-Date with Develop Compliance Plan (15 minutes)
Your Master Project should have the following:
The correct Task Mode and Timing constraints selections. Timing Constraints for summary tasks should be ASAP.
All of your detailed tasks and milestones. Except for the Project Started and Project Finished tasks, all detail tasks and milestones should have at least one predecessor and one successor.
There is no redundancy in your linking.
Summary tasks have no links.
You created a new network diagram view. This view should contain the Example - Critical Path template. See figure below.
Last, in the Gantt Chart view of your Master Project, you should have:
The Bridge Critical Path table was applied.
The background of the Critical Tasks, the Text Styles item, formatted.
Critical Tasks and Slack are displayed in Bar Styles, as shown in the figure below.
The Travel.mpp should look similar to the one in the following figure. The Flight Departs' Must Start On date should be 7/4/21 at 3:20 PM. The green note in the Gantt Chart should show that, too. The A New Task should have an SNET constraint of 7/4/21.
The file Task Mode 2.mpp should have the same durations as in the figure below. The first four tasks are manually scheduled, and the next six are auto-scheduled. The durations for Summary 2 and the indented tasks should be the same as in the figure.
The Scheduling Engine.mpp file should look similar to the one in the figure below.
The duration of the project should be around 4.5 months.
The two tasks other than standard dependencies should be highlighted in green.
#7 should be ASAP.
#6 should have the Instructional Designer assigned.
#12 should have notes in bold red.
All tasks should have some slack.
The Types of Links.mpp file should have the same links as those in the figure below.
You should have figured out what was causing the miscalculation on the project summary level for the Boulder to Tampa.mpp file. The duration should be 4.42 days.
If you plan on earning any of the MS Project Master Class certificates, archive these files. Do this by creating a folder system like the example above. Be sure to enter your name in the top folder. Save these files for the current Activity to the correct Activity folder. When applying for a certificate, zip up your folders and share them with the Master Class Reviewer.
Review List of Completed Develop Compliance Plan Application Files (5 minutes)
The files used for these Master Class Online Applications are:
Your Master Project.mpp. See previous section.
Travel.mpp.
Task Mode 2.mpp
Scheduling Engine.mpp.
Types of Links.mpp
Boulder to Tampa.mpp.
CPM1.mpp.
Your updated Journal.
Completed evaluation of the learning objectives in Learning Objectives for Develop Project Charter.xlsx.
PDF of your exam results.
If you are working with a coach, send them your files. For your coach or reviewer, get in the habit of putting your name in the file name of all files.
Keep a backup of these files. In the next Activity in this MS Project Master Class, start a new version of your Master Project.
Note
If you are working with a Master Class Coach, you could get in the practice of adding your Application files to this folder structure, and then before your next meeting, just zip the folders and email them to your Master Class Coach.
Evaluate the Learning Objectives for Develop Compliance Plan (10 minutes)
To assess whether you have met the learning objectives outlined for the MS Project Master Class Book, you could review the following questions:
Understand the Importance of Compliance in Project Management
Can I explain why compliance is crucial to the project's success?
Conduct Effective Audience Analysis
Have I accurately identified the factors influencing my audience's compliance behavior?
Develop a Tailored Communication Campaign
Is my communication campaign effectively designed to address the specific needs of each stakeholder group?
Craft Compelling Compliance Messages
Are my compliance messages persuasive and engaging for all stakeholders?
Choose Appropriate Communication Channels
Have I selected the most effective communication channels to deliver compliance messages?
Maintain Stakeholder Engagement
Am I consistently engaging stakeholders to maintain their compliance throughout the project?
Monitor and Evaluate Compliance Campaign Effectiveness
Have I established clear metrics to measure the success of my compliance campaign?
Adapt and Improve Communication Strategies
Am I gathering feedback and making necessary adjustments to ensure the continued effectiveness of my compliance communication?
These questions cover a range of cognitive levels, from understanding and application to analysis and synthesis, ensuring a comprehensive assessment of the learning objectives.
Before taking the following exam, click the Download icon above to open the Learning Objectives for Define Constraints.xlsx and complete this evaluation of the learning objectives.
f you are working with a Master Class Coach, send them this file.
If you are not working with a Master Class Coach but plan to apply for either of the MS Project Master Class certificates, this file will be submitted for review by a Master Class Reviewer. Be sure to make the appropriate backups.
Take the Develop Compliance Plan Exam (15 minutes)
Complete this Activity by taking the exam. Take the exam by clicking on the Exams button below.
Here are some essential guidelines for taking the exam:
Approach the exam as a closed-book assessment, relying solely on your memory and grasp of the subject matter.
Always select the most appropriate answer.
Keep in mind that answers carry different weights.
Feel free to attempt the exam multiple times to refine your understanding.
To attain the MS Project Master Class Certificate of Completion or the MS Project/PM Master Class Certificate of Completion, achieve a final score of 70% or higher.
A final score of 80% or above is requisite for the MS Project Certificate of Mastery (MSPCOM).
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