project management, pmp based
TRANSCRIPT
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Project Management Approach
Magued Ibrahim, PMP
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Outlines Introduction
Project Phases
Project Aspects
Project Management Framework
Project Management in Action
Project Control
Communication
Quality
Risk
Procurement
Project Management Plan
Project Documentation
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Outlines IntroductionProject Phases
Project Aspects
Project Management Framework
Project Management in Action
Project Control
Communication
Quality
Risk
Procurement
Project Management Plan
Project Documentation
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Our Objective is
A Successful
Project
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The Successful Project is
Project Success
On TimeOn Cost On
Scope On Quality
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Outlines
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Project Phases
Executing
Monitor &
ControlPlanning
ClosingInitiating
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Outlines
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Project
Knowledge Areas
Integration
Scope
Time
Cost
QualityHuman
resources
Communication
Risk
Procurement
Stakeholders
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Outlines
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Project Knowledge Areas
Integration Management
Scope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executin
gMonitor & Control
Closing
Integration Management
Scope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
How ?
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor & Control Closing
Integration Management
Scope Management
Time Management
Cost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
Project Management Processes
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor & Control Closing
Integration Management
Scope Management
Time Management
Cost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
Inputs
Tools
Techniques
Process ComponentsDocuments
Documents
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor &
Control Closing
Integration Management
• Develop Project Charter
• Develop Project Management Plan • Direct & Manage Project Work
• Monitor & Control work• Perform Integrated
Change Control
• Close Phase/ Project
Scope Management
Time ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor &
Control Closing
Integration Management
Scope Management
• Plan Scope Management• Collect Requirements• Define Scope• Create WBS
• Validate Scope• Control Scope
Time ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor & Control Closing
Integration Management
Scope Management
Time Management
• Plan Schedule Management• Define Activities• Sequence Activities• Estimate Activity Resources• Estimate Activity Durations• Develop Schedule
• Control Schedule
Cost ManagementQuality ManagementHR (Team) ManagementCommunication Management
Risk Management
Procurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor &
Control Closing
Integration Management
Scope Management
Time Management
Cost Management
• Plan Cost Management• Estimate Costs• Determine Budget
• Control Costs
Quality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor &
Control Closing
Integration Management
Scope Management
Time ManagementCost ManagementQuality Management • Plan Quality Management • Perform Quality Assurance • Control Quality
HR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor &
Control Closing
Integration Management
Scope Management
Time ManagementCost ManagementQuality Management
HR (Team) Management • Plan HR Management
• Form the Team• Develop the Team• Manage the Team
Communication ManagementRisk ManagementProcurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor &
Control Closing
Integration Management
Scope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication Management
• Plan Communication Management
• Manage Communications
• Control Communications
Risk Management
Procurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executi
ngMonitor &
Control ClosingIntegration Management
Scope Management
Time Management
Cost Management
Quality Management
HR (Team) ManagementCommunication Management
Risk Management• Plan Risk Management• Identify Risks• Perform Risk Analysis• Plan Risk Responses
• Control Risks
Procurement Management
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor &
Control Closing
Integration ManagementScope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
• Plan Procurement Management
• Conduct Procurement
• Control Procurement
• Close Procurement jobs
Stakeholders Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor &
Control Closing
Integration Management
Scope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management
• Identify Stakeholders • Plan Stakeholder Management
• Manage Stakeholder Engagement
• Control Stakeholder Engagement
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor & Control Closing
Integration Management • Develop Project Charter
Scope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management
Stakeholders Management • Identify Stakeholders
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Project Knowledge Areas
Project Process GroupsInitiatin
g Planning Executing
Monitor & Control Closing
Integration Management • Develop Project Management Plan
Scope Management• Plan Scope Management• Collect Requirements• Define Scope• Create WBS
Time Management
• Plan Schedule Management• Define Activities• Sequence Activities• Estimate Activity Resources• Estimate Activity Durations• Develop Schedule
Cost Management• Plan Cost Management• Estimate Costs• Determine Budget
Quality Management • Plan Quality Management
HR Management • Plan HR Management
Communication Management • Plan Communication Management
Risk Management• Plan Risk Management• Identify Risks• Plan Risk Responses
Procurement Management • Plan Procurement Management
Stakeholders Management • Plan Stakeholder Management
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor & Control Closing
Integration Management • Direct & Manage Project Work
Scope Management
Time Management
Cost Management
Quality Management • Perform Quality Assurance
HR (Team) Management
• Form the Team• Develop the Team• Manage the Team
Communication Management • Manage Communications
Risk Management
Procurement Management • Conduct Procurement
Stakeholders Management
• Manage Stakeholder Engagement
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor & Control Closing
Integration Management
• Monitor & Control work• Perform Integrated Change Control
Scope Management
• Validate Scope• Control Scope
Time Management • Control Schedule
Cost Management • Control Costs
Quality Management • Control Quality
HR (Team) ManagementCommunication Management • Control communications
Risk Management • Control Risks
Procurement Management • Control Procurement
Stakeholders Management • Control Stakeholder Engagement
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Project Knowledge Areas
Project Process Groups
Initiating Planning Executing Monitor & Control Closing
Integration Management • Close Phase/ Project
Scope Management
Time ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management • Close Procurement jobs
Stakeholders Management
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Project Aspects
Project Process Groups
Initiating Planning Executing Monitor & Control Closing
Integration Management
Develop Project Charter
Develop Project Management Plan
Direct & Manage Project Work
Monitor & Control workPerform Integrated Change Control
Close Phase/ Project
Scope Management
Plan Scope ManagementCollect RequirementsDefine ScopeCreate WBS
Validate ScopeControl Scope
Time Management
Plan Schedule ManagementDefine ActivitiesSequence ActivitiesEstimate Activity ResourcesEstimate Activity DurationsDevelop Schedule
Control Schedule
Cost Management
Plan Cost ManagementEstimate CostsDetermine Budget
Control Costs
Quality Management
Plan Quality Management Perform Quality Assurance Control Quality
HR (Team) Management
Plan HR ManagementForm the TeamDevelop the TeamManage the Team
Communication Management
Plan Communication Management
Manage Communications
Control communications
Risk Management
Plan Risk ManagementIdentify RisksPerform Risk AnalysisPlan Risk Responses
Control Risks
Procurement Management
Plan Procurement Management Conduct Procurement Control
Procurement Close Procurement jobs
Stakeholders Management
Identify Stakeholders
Plan Stakeholder Management
Manage Stakeholder Management
Control Stakeholder Engagement
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Outlines
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1. Initiating Phase Actions
Assign the Project Manager Collect Processes, Procedures & Historical Information Understand the Business Case Divide the project into phases Uncover initial requirements, assumptions, risks, constraints &
existing agreements Assess Project & Product feasibility within the given constraints Determine Measurable Objectives Identify Stakeholders and determine their expectations,
influence & impact Finalize the project charter
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1. Initiating Phase Actions
Assign the Project Manager Collect Processes, Procedures & Historical Information Understand the Business Case Divide the project into phases Uncover initial requirements, assumptions, risks, constraints &
existing agreements Assess Project & Product feasibility within the given constraints Determine Measurable Objectives Identify Stakeholders and determine their expectations,
influence & impact Finalize the project charter
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2. Planning Phase Actions Determine how each knowledge area will be planned Determine detailed Requirements / deliverables (Business & Technical ) Create Project Scope Statement Assess what to Purchase & create procurement documents Determine Planning Team Create WBS Create Activity List Create Network Diagram Estimate Resource Requirements Estimate Time & Cost Determine Critical Path Develop Schedule Develop Budget Determine Quality Standards, Processes & metrics Determine Roles & Responsibilities Plan communications & Stakeholders engagement Perform Risk identification, analysis & Risk Response Analysis GO BACK - Re-plan Finalize procurement documents Create Change Management Plan Finalize how to execute and control of all management plans Develop the final realistic PM plan and performance measurement
baselines Gain a formal approval of the plan Hold kick off meeting
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2. Planning Phase Actions Determine how each knowledge area will be planned Determine detailed Requirements / deliverables (Business &Technical ) Create Project Scope Statement Assess what to Purchase & create procurement documents Determine Planning Team Create WBS Create Activity List Create Network Diagram Estimate Resource Requirements Estimate Time & Cost Determine Critical Path Develop Schedule Develop Budget Determine Quality Standards, Processes & metrics Determine Roles & Responsibilities Plan communications & Stakeholders engagement Perform Risk identification, analysis & Risk Response Analysis GO BACK - Re-plan Finalize procurement documents Create Change Management Plan Finalize how to execute and control of all management plans Develop the final realistic PM plan and performance measurement
baselines Gain a formal approval of the plan Hold kick off meeting
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3. Executing Phase Actions Acquire Final Team Select Sellers & Contactors Execute the work according to the PM plan Produce the Project Deliverables Gather work performance data Request Changes Implement approved changes Follow Processes & Continuously improve Determine whether processes are correct & effective (Quality
Assurance) Perform Quality Audits Manage People Evaluate team members performance Hold Team building activities Give Recognitions & Rewards Use issue log Facilitate conflict resolution Release resources as work is completed Send information and get feedback Report on project performance Manage Stakeholders engagement and expectations Hold meetings
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4. Monitoring & Controlling Phase Actions
Take action to control the project Measure Performance against Baseline Measure Performance against other metrics in the PM plan Analyze & evaluate performance Determine if variances need a corrective action or change
request Influence the factors that cause changes Request changes Approve or reject changes Perform integrated change control Update the PM plan Inform Stakeholders of change requests results Monitor Stakeholders Engagement Manage Configuration Create Forecasts Gain acceptance of temporary deliverable from the customer Perform quality control Perform risk assessments & audits Manage reserves Control procurements
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5. Closing Phase Actions
Confirm work is done to requirements Complete procurement closure Gain final acceptance of the product Complete financial closure Hand off completed product Get feedback from the customer about the project Complete final performance reporting Index and archive records Gather final lessons learned and update the knowledge base.
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Outlines
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Control Aspects
Control Scope Control Schedule Control Costs Control Quality Control Communications Control Risks Control Procurements Control Stakeholders Engagement
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Performance Measurement Baselines
• The project scope statement• work breakdown structure (WBS)• WBS dictionary
Scope baseline
• The agreed-upon schedule, including the start and finish dates for each activity
Schedule baseline
• The time-phased cost budget Cost baseline
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Monitoring & Control Technique
Earned Value Measurement
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Earned Value Measurement
Measure the Real Performance of the project in terms of:Time Performance Cost Performance
It determines the performance variance between the planned & actual performance.
It gives a forecast of the future performance of
the project according to the current performance
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time
Cost
•Are we ahead or behind schedule?•Are you getting value for money?•Did you spend money on the right things?
Achievement
now
How is our project doing?
BudgetPlanned Value
Actual Cost
Earned Value
$
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now time
Under spending but ...
Actual Cost
Planned Value
Earned Value
What is happening?
$
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now time
Under spending but ...
Actual Cost
Planned Value
Earned Value
$
What is happening?
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time
AC
PV
EVnow
BAC: Budget At Complete
SV = EV – PVSchedule Variance
CV = EV – ACCost Variance
project end
project start
SV < 0
SV > 0
CV < 0
CV > 0
PMR Project Management Reserve
$EVM Concepts
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Earned Value: Cheat Sheet
Schedule Variance SV = EV–PV In currency. Negative means delay
Schedule Performance Index
SPI = EV/PV < 1 means delay
Cost Variance CV = EV-AC In currency. Negative means overcost.
Cost Performance Index
CPI = EV/AC < 1 means overcost
Estimate At Completion
EAC = BAC / CPI Forecast final cost
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now time
EAC$
Estimated Cost at Completion
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Well, it could be worse; I think we are progressing, more or less…
The project is producing 80 cents for each dollar invested, progressing 75% compared with the plan, but we need to produce $1.2 for each dollar invested in order to end on budget.
Earned Value Measurement
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Outlines
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Communication
Who needs What, When & How ??
What needs to be communicated
WhyBetween whom
Best method of communication
Sending Responsibility
When & how often
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Information to be communicated • Project Charter• Project Management Plan & Project Documents• Impact to & from other projects• WBS• When resources will be needed• Meetings Schedule • Work Assignments• Project Status• New Risks – uncertainties• Problems – Successes• Changes to the project scope/ product scope• Updates of the project management plan or project documents • Results of change requests• Upcoming work• Delays• The date of the next milestone completion • Issues Log• What types of e-mails will be sent to each stakeholder• Stakeholders Contact information• Performance Reports• Learned Lessons
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Performance Reports
• Status report This report describes where the project currently stands regarding the performance measurement baseline.
• Progress report A progress report describes what has been accomplished.
• Trend report This report examines project results over time to see if performance is improving or deteriorating.
• Forecasting report This report predicts future project status and performance.
• Earned value report An earned value report integrates scope, cost, and schedule measures to assess project performance
• Lessons learned documentation Reports on performance are used as lessons learned for future projects.
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Outlines
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Quality & Project Management1. Customer
defined requirements
2. Team clarifies project requirements
3. Project scope defined
4. Review available quality standards,
processes & metrics
5. Create additional standards &
process
6. Integration with project other needs
(other project aspects)
7. Execute project management plan
8.a. Quality Control measures
deliverables against the plan & metrics
8.b. Quality Assurance audits processes being
followed
9. Change requests, corrective/
preventive actions
10. Integrated change control
process
11. Adjust plans & work as
needed
12. Verified deliverables & project lessons
learned
13. Work completed &
happy customer
14. Improved organization
processes
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Outlines
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Risk
It’s about being PROACTIVE
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Planning for Risks
Identify Risks
Perform Risk Analysis (Probability/ Impact Matrix)
Develop fallback plans
• Reduce probability/ impact of threats• Increase
Probability/ impact of opportunities
Accept actively
Develop Risk Response Strategy for each risk
Develop Contingency Plans & Reserves
Go back & update project management plan and project documents
Create Watch List for non critical risks
Identify residual & secondary risks
Accept passively
Avoid/ Exploit
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Risk Management Actions
1. Plan Risk Manageme
nt
How to perform risk management in the project
What risk management procedures
When to perform
these proceduresHow risks
will be identified
(tools)What are
stakeholders’ roles for risk
mng.How to
budget for risks mng.
2. Identify Risks
Identify all the risks on the project
Tools: brainstormin
g,
Documentation review
Root cause analysis
Involve Stakeholders
3. Perform Risk
Analysis
Determine the
probability & impact of each risk
Determine which risk
events warrant a response
Document the uncritical risks (watch
list)
Determine the overall risk on the
project
4. Plan Risk Responses
Decrease project
threats and increase
opportunitiesCalculate
final reserves
Determine risk owners
Create contingency
plans
Identify risk triggers
Accept risks, where
appropriate
5. Control Risks
Respond to risk triggers
Create workarounds
Evaluate plans
effectivenessLook for new risks & plan responses as
neededRevisit the
watch List & update plans
Communicate risk status
Recommend changes,
corrective & preventive
actions
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Outlines
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Procurement Management Actions
1. Plan Procurement Management
Perform make-or buy analysis
Create the SOW
Select the appropriate contact type
Create standard & special
conditionsCreate
procurement documents.
Create source selection criteria
2. Conduct Procurements
Send procurement documents to pre-specified contractorsReceive the contactors responsesPerform
meetings with contractors &
receive presentation
Select the best proposal based
on selection criteria
Perform Negotiations
3. Control Procurements
Understand the legal implications
of your actionsHold
Procurement performance
reviewsMonitor
performance against the contract.
Make payments
Perform Inspections &
Audits
Maintain record of everything
4. Close Procurements
Perform a procurement
auditNegotiate a settlement.
Create lessons learned.
Complete final contract
performance reporting
Validate the product.
Issue formal acceptance
Update records & create
procurement filePerform financial
closure
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Outlines
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Project Management Plan
Project Management Processes• Determine which processes will be used to manage the project
Knowledge Area Management Plan• (Scope, Time, Cost, Quality, HR, Communications, Risk,
Procurement, Stakeholders) Management Plans
Performance Measurement Baselines• Scope, Schedule & Cost Baselines
Requirements Management Plan• This plan defines how requirements will be gathered, prioritized,
evaluated, managed & controlled.
Change Management Plan• This Plan is for managing changes and changing process in the
project
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Project Management Plan StepsBusiness Case – Feasibility
Analysis Stakeholders Register
Main Requirement
s
Project Charter
Scope Statement
Detailed Requirement
s
WBS Activity List
Network Diagram
ScheduleBudgetQuality
Metrics
Roles & Responsibiliti
esCommunication Plan
Risk Register/ Response
Procurement Documents
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Outlines
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Project Documents 1. Project Charter2. Stakeholders Register 3. WBS Structure & WBS Dictionary 4. Communication Matrix 5. Activity List (To Do List)6. Network Diagram7. Project Schedule 8. Project Cost Estimates (include basis of estimates)9. Procurement Documents 10. Project Budget11. Project Funding Requirements 12. Work Performance Reports13. Cost & Schedule Forecasts 14. Quality Checklists15. Quality Control Measurements 16. Change Log17. Risk Register
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Project Charter
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Thank you