Smarter Project Management
October 6, 2017
What are your biggest challenges?
Every Project Needs PM…
The question is… how much?
Understand the concepts then apply them appropriately.
Make the PM fit the Project… It is your servant, not your master!
Why Do Projects Fail?
Great project management begins with great startups!
• Proposal phase
• Clearly defined scope/budget
• Negotiations
• Project Kickoff
• Safety Plan
• Communications Plan
Great project management begins with great startups!
• Monitoring and Control
• Elevating Issues
• Project Closeout
Tools
• Microsoft Project? Other Software?
• Risk Register?
Project Planning
What Do You Plan?
• Scope• Schedule • Budget• Safety• Roles and Responsibilities• Resources• Risk Management• Communication• QA/QC
Things To Watch Out For
• Ensure plan captures project objectives
• Over-ambitious project schedule
• Accommodate change
• Don’t underestimate costs
• Keep It Simple
Living Document
Developing the Scope
Scope Elements
• Project Description
• Work Breakdown Structure (WBS) (?)
• List of Deliverables
• Special/Additional Services
• Assumptions and Constraints
• Schedule
Scope Do’s and Dont’s
• Don’t be vague – be specific
• Identify limits
• Base it on current regulations
• Don’t use global language:
– All options
Scope Exercise
Scope + Budget
SCOPE BUDGET
WBS: How Much Detail?
Scope Creep
Budgeting Methods
• Market Intelligence
• Past Experience
• Unit Rates
• Ground Up
• PERT Formula:
a + 4 b + c
6
Budget Contingency
Milestone Chart
Gantt Chart
Critical Path Method
Schedule Contingency
Risk Analysis – QualitativeThe Risk “Cube”
1 2 3 4 5Consequence
Consequence Level Performance Schedule Cost Other 5 Unacceptable Unacceptable >10% Unacceptable 4 No Remaining Margin Major Slip 7% - 10% Major 3 Significant Reduction Minor Slip 5% - 7% Moderate 2 Some Reduction Resources Required <5% Some 1 None/Minimal None/Minimal None/Minimal None/Minimal
Probability Level Likelihood
5 Near Certainty 4 Highly Likely 3 Likely 2 Unlikely 1 Remote
Assessment
High Attention requiredModerate Different approachLow Monitor
Risk Workshop
Project Monitoring and Control
ProjectCommunications
The Communication Process
Sending
Encoding Decoding
36
The Communication ProcessSelecting a Medium
– Face-to-face conversations
– Telephone calls
– E-mails
– Memorandums
– Letters
– Computer reports
– Photographs
– Bulletin boards
– Meetings
– Organizational publications
Communication Filters
38
E-communication
100% Words
Choose them carefully!
40
NegotiatingOur
Differences
What do you negotiate every day?
Why do we sometimes end up with bad deals?
• Adversarial relations
• Zero-sum game
• Distrust
Preparation: Key to Successful
Negotiations
Preparation
• Tight scope
– Assumptions
– Scope and budget superglued
• Homework on client drivers
– What clients really want
1.High Quality Technical Solutions
2.On-Time, On-Budget Delivery
3.Reliable, Time-Tested Solutions
4.Professional Relationship with the Principals (Doctor/Patient)
5.Technically Experienced Project Manager
What Do Engineers Think Clients Want?
What Do Clients Really Want?
1. Relationships: 7.5 to 8 on Intimacy Scale
2. Understanding of the Client’s Business
3. Appreciation and Attention
4. Innovative/Alternative Solutions
5. Responsiveness
6. Security/Low Risk
7. Harmony
8. Value-Added
RTFC
Read The FULL Contract
– Know the terms and conditions
• Indemnification
• Liquidated Damages
• Third Party Reliance
• Payment Terms
• Retainer
Wrapping It Up
(800) 790-1386
www.geddie.net