Planning & Scheduling Task Force

Meeting 1

Participants: Miguel Mendes, Anna Chrul, Paula Martinez Urios, Thijs Wijnands, Sylvie Prodon

Chair: Maria Alandes Pradillo

Minutes: Jenni Kaipainen

Agenda & Minutes

1. Introduction (20min)

1.1. Participants

(Introduction round)

1.2. Goal

Explaining the goal of the task force.

1.3. Deliverable

Explaining what is expected from the task force.

1.4. Working Meetings

Next Meetings:

12th of September at 8:30-10:00

26th of September 8:30-10:00

Both in Conference Room 54-R-035 (the same one as for this meeting)

 2. OpenSE guidelines (1h10min) 

• Do they exists? In EDMS we can't find them
• Planning & Scheduling is so general that it doesn't make sense to review the whole booklet
• At least remove the reference to the guidelines if they don't exists
• --> our focus will be in the training materials

  2.1. Working Proposal (10min)

2.2. Working Groups (40min)

Master Schedule

• Usually for a big project.
• for ATLAS: Subplans are merged and that is called a master schedule, overview of the parent tasks. "High level Gantt Chart"
• --> For openSE, it makes sense to recommend using one
• Would it be possible to have an example of an construction and sotware project, maybe Hilumi as well; inviting the responsible person for the next meeting for that.
• Add to materials: How to make the master schedule?
  • If we include that in openSE materials, it should be included in the training
  • Including in the training existing experiences
  • -->practical, improves awareness what others do and encourages also to interaction
• Project proposal and project roadmap should include the master schedule
  • Discussion on the inclusion to proposal already: it is time consuming, maybe it is better to have only after the first evaluation round, after initialization

Contingency

• In ATLAS: no contingency in the tasks, trying to have a budget with which managing, planning in an optimistic way. Contingency is between the completition and installation
• In the training currently we have: Evaluating the risks, work out the risk responses, calculate the resources needed for risk responses. Summing all this up is the contingency for the project.

Training:

• there are a lot of materials, but there should be more practicality. Critical path is missing from the training. Could we cut down explaining WBS?
• Best practices of CERN.
• PMBok is for guiding, nobody using all of it.
• Missing other guidelines to refer and the opportunities to learn on the more spesific topics and contacts
• Taking advantage of the existing PMMUs, maybe some planning-related workshop? increase possibilities to interact

2.3. Conclussions and actions (20min) 

• For the next meeting

  • Paula & Miguel see if their master schedule responsible is able to join the next meeting, materials of that

  • Anna will see if she can bring their master schedule for the next meeting

  • Everybody:

    • look into the training what is missing

    • what is relevant

    • work on suggestions on what is missing

    • Bring in examples and practices of your own work

    • think for which kind of projects the guidelines are given, size?