60 Minutes to Better Project Management

Mohammed Osman, eMBA, P.Eng, PMP Afrina Company Qatar Doha Training Day August 01, 2006

About The Presenter

Civil Engineer Project Management Focus

Technical, Construction

Project Manager PMI Certified Member: APEG, PMI

Objective
To provide you with tools and techniques for managing projects of varying size without adding unnecessary overhead.

Agenda

Importance of Project Management Key Planning Documents Scope and Risk Management Communications Management Protecting Your PM Knowledge Base Toolkit Summary Questions and Answers

Project Manager

The conductor of an orchestra

Definitions
Project a temporary endeavor undertaken to create a unique product or service with a defined start and end point and specific objectives that, when attained, signify completion. Project Management The application of knowledge, skills, tools, and techniques to project activities in order to meet or exceed stakeholder needs and expectations from a project PM = organized common sense!!

The Importance of Project Management

Good fortune brings in some boats that are not steered. Only direction can bring in the fleet. -- William Shakespeare

Why We Need Improvement

Only 28% of Projects Succeed! Common Reasons for Failure

Unrealistic Time Frames Scope Creep Changing Deliverables Scope Hard to Define Poor Communication

Source: Rita Mulcahy, PMP, RMC Project Management

How Can We Prevent Failure?

Failure Factor Threat Unrealistic Time Frames Scope Creep Changing Deliverables Scope Hard to Define Poor Communication Tools to Reduce Threat WBS, Network Diagram Project Charter, WBS Project Charter, Triple Constraint Analysis Project Charter, WBS Communication Plan

Source: Rita Mulcahy, PMP, RMC Project Management

Project Management Processes

Project Management Processes
100 Level of Activity 50 0 Initiating

Planning

Executing Controlling Time

Closing

Source: PMBOK 2000, PMI

Key Planning Documents

If You Fail to Plan, You Plan to Fail!

Project Charter

Defines and Authorizes the Project Identifies the Project Manager States the Project Objectives Reinforces the Business Case Product Description/Deliverables One Page Maximum!

Sample Project Charter

Source: Rita Mulcahy, PMP, RMC Project Management

Work Breakdown Structure

Graphical Representation of Scope Useful Visual Tool for Stakeholders Easy to Create (Visio or Org Chart SW) Excellent Planning and Scope Tool Start With Post-Its and a Whiteboard

Sample WBS
Kitchen Remodel Planning Demolition Rough-In Wiring Plumbing Framing/Walls City Inspection Finish Cabinets Flooring Counters Appliances

Obtain Blueprints Disconnect Utilites Building Permits Tear Down

Select Appliances Haul Away Debris Order Materials

Reference: PMBOK 2000, PMI

ALMADINAH MONORAIL PROJECT EPC Contract for Proposed Tender Plan

AMTC

Construction Administration Division

Civil Works EPC Contract

Design Contracts
Design management Design supervision Geotechnical& Survey (2 contracts) Communications Signaling PS&D Train operations North Depot Control Centre Fare collection

E&M Systems Supply Contracts

Rolling stock Transformer/rectifiers Switch panel Traction power network SCADA Communications Signaling system Fare collection system Wheel milling lathe Vehicle washing system Special equipment

E&M Systems Installation Contracts

Communications Signaling system Power supply Fare collection Equipment supervision E&M installation supervision (10)

Design Sub-Contracts

Construction Preparation Sub-Contracts

Several sub-contracts

Station Construction Sub-Contracts

Uhud Stations Sabaq Baqi Quba Station 5,6

Stations Guideway El. Alignment

Guideway Construction Sub-Contracts

Superstructure Substructure Section 1 Substructure Section 2 Substructure Section 3

Trackwork Sub-Contracts

E&M Integration Management Advisory Services

1 sub-contract

Control Centre Construction Contract

1 contract

Uhud Depot Construction Contract

1 contract

Trackwork design, supply & installation

45 Contracts for Elevated Section

Figure 8.1-1b Tender Plan for EPC Contract for Civil Works

Responsibility Assignment Matrix

Mapping of Roles and Responsibilities Excellent Resource Planning Tool Types of Roles

Responsible (R) Approve (A) Contribute/Consult (C) Informed (I)

Sample RAM
Architect General Contractor Client Laborer

Planning Demolition Rough In Finish

I R R R

A I I A C C

Reference: Delivering Project Excellence with the Statement of Work Michael G.Martin, PMP

Milestone Charts

Key Events with Dates Strong Visual Aid Status Meetings Excellent Communication Tool

Management, Customers, Vendors,

Easily Developed Using Visio MS Project Visio Integration

Sample Milestone Chart

Scope and Risk Management

How does a project get to be a year behind schedule? One day at a time! -- Anonymous

The Triple Constraint

Cost
Time

Scope
Source: Delivering Project Excellence with the Statement of Work Michael G.Martin, PMP

Scope Management

Most Challenging PM Aspect Changes in Scope Usually Increase Risk! Establish a Change Control Process Require Change Request Forms Perform a Thorough Impact Analysis Maintain a Change Control Log

Sample Change Control Form

Source: Delivering Project Excellence with the Statement of Work Michael G.Martin, PMP

Risk Management

All Projects Encompass Risk Risk Response Planning

Avoid, Transfer, Mitigate, Accept

Assign Risk Owners Determine Risk Response Before Risk Trigger Occurs Most Important Weekly Agenda Item

Issues, Risks, and Key Decisions

Maintain a Consolidated List (Excel) Each Item Uniquely Numbered (1..N) Ranked By Severity (Low, Med, High) Centrally Maintained by One Person! Distribute With Weekly Status Report Key Document for Project Archives

Sample I/R/KD Log

Communications Planning
Project Managers Spend 90% of Their Time Communicating -- PMI

Weekly Status Report

1- 2 Page Maximum Length Bullet Points - Make it Easy to Read! Accomplishments from Previous Week Top 10 List for the Coming Week E-Mail 24 Hours Prior to Status Meeting Attach Issues/Risks/Key Decisions Log

Status Meetings

60 Minute Time Limit Publish Agenda 24 Hours Prior Phone Conference/Web Instructions

Maintain Same Conference ID if Possible

Base Information on Status Report Keep it Visual and Interesting!

PowerPoint

Steering Committee Meetings

Every Two Weeks or As Necessary Schedule in Advance Top Stakeholders / Key Decision Makers Working Session Not Status Document any Decisions in I/R/KD Log

Protecting the Knowledge!

Help Strengthen Your Firms Project Management Skills!

Lessons Learned

Document Key Lessons from Project Involve the Entire Team The Good, The Bad, and The Ugly! Collect During Project Close-Out Include in Project Archives Useful for Future Projects

Project Archives

Central Repository - Project Deliverables Enhances Your PM Knowledge Base Online is Preferable to Paper

Scan paper documents if possible

Intranet, Common Network Drive, Document Mgt, Outlook Public Folder, Central Location, Secure and Backed-Up!

Toolkit Summary
Keep These Tools Handy and Use Them When Appropriate

Tools for Every PM Process

Initiate Plan Execute Control Close Charter X

WBS I/R/KD
Detailed Plan

X X X
X

X X
X

X
X

Milestone Plans

Tools for Every PM Process

Initiate Plan Execute Control Close
RAM Change Request Status Report Lessons Learned Archives X X X X X X X X X X X X X X X

PM Processes
Initiating Planning
Scope Schedule Cost

Controlling

Executing

Closing

What is a Project Management Plan ?

The Project Management Plan is:

An established PM best practice the project roadmap for performing the job correctly, on time, and within budget designed to plan, manage and control project execution first drafted before kick off and completed early in the Business Requirements Phase updated throughout the project life cycle to reflect changes ensures that all stakeholders are aligned on scope, delivery strategy, roles, responsibilities, deadlines, and acceptance criteria prepared and maintained by the Project Manager through input from and dialogue with the project team the baseline to measure project performance

Why a Project Management Plan ?

to clarify the mandate obtained by the Project Manager from the Sponsor to clearly confirm the boundaries (scope) of the project and the product

to clearly establish the delivery strategies, key milestones and management dimensions
to communicate effectively with all stakeholders including all project team members It is the primary communication source

Key Purpose of Project Management Plan

Its an evolving strategic plan prepare it and communicate it at the kick off meeting

Its a mandate - a statement of work (its not intended to be a repository of project data and status)
Its the what and how the project team will deliver the product

It is the presentation vehicle for Phase Approvals

Must be signed-off by the project Sponsor

The contents of a Project Management Plan

1. EXECUTIVE SUMMARY 1.1 What and Why 1.2 When 1.3 How Much 1.3.1 Development Cost 1.3.2 Maintenance Support Costs 1.4 Key Risks 1.5 Key Players 2. PROJECT DRIVERS 2.1. Purpose and Objectives 2.2. Scope 2.3. Dependencies 2.4. Assumptions 2.5. Constraints 2.6. Benefits 2.7. Impacts on the business 2.8. Strategies & Tactics 2.9. Success Criteria DELIVERY STRATEGY & APPROACH 3.1. Strategy 3.2. Approach 4. MANAGEMENT DIMENSIONS

4.6

4.1. Governance 4.2. Change management 4.3. Risk Management 4.4. Time/Schedule Management 4.5. Cost Management

Quality Management and V&V

2.2.1 2.2.2

Product/Service Scope Project Scope

4.10. IS/IT Impacts 4.10.1 On the IS/IT Infrastructure 4.10.2 On Maintenance/Support Operation 4.11. Architecture

4.7. Resource Management 4.8. Communication Management 4.9. Vendor Management

4.11.1 Present Mode of Business: 4.11.2 Future Mode of Business:

REFERENCES GLOSSARY

A. B.

3.

Resources

Project Management Institute (PMI)

www.pmi.org

Delivering Project Excellence with the Scope of Work, Michael G. Martin, PMP PMBOK 2000, PMI PMP Exam Prep, Rita Mulcahey, PMP RMC Project Management

www.rmcproject.com

Questions and Answers