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Accounting for duration between receiving deliverable and holding review session

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Greg Paulson
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What is the best way to account for time between receiving a deliverable and holding a meeting to assign roles, responsibilities and deliverables?

Our team is building out activities in a WBS for the scoping portion of a project.  Our start milestone is when we've received a rough conceptual drawing.  After that there is a session where the stakeholders each get their assigned tasks and the scoping really begins.  We would like to have either a milestone or activity for that meeting.

 

It is usually a two to three week process to get a meeting scheduled after recieving the first drawing.  An option we are considering is to add a three week activity for that duration, "Coordinate Scoping Session".

What does the planning community think?

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Zoltan Palffy
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another option is to use the as laste as possible constraint

Greg Paulson
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Thank you Zoltan for bringing up the steps function.

As far as updating, we will know when the meeting will be held prior to our first update.  As soon as we receive the first drawings we will get it on the calendar, but it will probably be 2-3 weeks out.  I had planned to use remaining duration for the "coordination
 activity to hold that date.  Alternatively, would could use a constraint at that point, but I prefer not to add unnecessary constraints.

The true purpose of the coordination activity would be for baselining the schedule.  We want to make sure we are accounting for the time between getting the first drawings and actually hodling the meeting.

Zoltan Palffy
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one way would be to add the activiies that actualy need to take place with proper durations

the other way would be to use the Steps function within the activity and make a template then apply the template where necessary. This way you can breakdown the 3 week activities into the real task which are required and apply the template in the steps. This way you can still track what needs to be done at a lower level than just one activity for 15 days. Thats could be to breakdown the Coordination if the Scoping Session.  This would give you a better handle on where you are in the Coordination of the Scoping Session 15 days is almost 1 month which is typically an entire update period. 

So if someone asked where you are within that 3 week window how could you tell if you were at the begining, middle or end of that window ?