Project Management, PMP based

Project Management Approach

Magued Ibrahim, PMP

Outlines Introduction

Project Phases

Project Aspects

Project Management Framework

Project Management in Action

Project Control

Communication

Quality

Risk

Procurement

Project Management Plan

Project Documentation

Outlines IntroductionProject Phases

Project Aspects

Project Management Framework

Project Management in Action

Project Control

Communication

Quality

Risk

Procurement


Project Documentation

Our Objective is

A Successful

Project

The Successful Project is

Project Success

On TimeOn Cost On

Scope On Quality

Outlines

Project Phases

Executing

Monitor &

ControlPlanning

ClosingInitiating

Outlines

Project

Knowledge Areas

Integration

Scope

Time

Cost

QualityHuman

resources

Communication

Risk

Procurement

Stakeholders

Outlines

Project Knowledge Areas

Integration Management

Scope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management

Stakeholders Management


Project Process Groups

Initiating Planning Executin

gMonitor & Control

Closing




How ?



Initiating Planning Executing Monitor & Control Closing


Scope Management

Time Management

Cost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management


Project Management Processes





Scope Management

Time Management

Cost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management


Inputs

Tools

Techniques

Process ComponentsDocuments

Documents



Initiating Planning Executing Monitor &

Control Closing


• 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





Control Closing


Scope Management

• Plan Scope Management• Collect Requirements• Define Scope• Create WBS

• Validate Scope• Control Scope

Time ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement 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





Control Closing


Scope Management

Time Management

Cost Management

• Plan Cost Management• Estimate Costs• Determine Budget

• Control Costs

Quality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management





Control Closing


Scope Management

Time ManagementCost ManagementQuality Management • Plan Quality Management • Perform Quality Assurance • Control Quality

HR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management





Control Closing


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





Control Closing


Scope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication Management

• Plan Communication Management

• Manage Communications

• Control Communications

Risk Management





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






Control Closing

Integration ManagementScope ManagementTime ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management

• Plan Procurement Management

• Conduct Procurement

• Control Procurement

• Close Procurement jobs





Control Closing




• Identify Stakeholders • Plan Stakeholder Management

• Manage Stakeholder Engagement

• Control Stakeholder Engagement




Integration Management • Develop Project Charter


Stakeholders Management • Identify Stakeholders


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




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


• Manage Stakeholder Engagement





• 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




Integration Management • Close Phase/ Project

Scope Management

Time ManagementCost ManagementQuality ManagementHR (Team) ManagementCommunication ManagementRisk ManagementProcurement Management • Close Procurement jobs


Project Aspects




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


Plan Procurement Management Conduct Procurement Control

Procurement Close Procurement jobs


Identify Stakeholders

Plan Stakeholder Management

Manage Stakeholder Management

Control Stakeholder Engagement

Outlines

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

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

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

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

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

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

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.

Outlines

Control Aspects

Control Scope Control Schedule Control Costs Control Quality Control Communications Control Risks Control Procurements Control Stakeholders Engagement

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

Monitoring & Control Technique

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

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

$

now time

Under spending but ...

Actual Cost

Planned Value

Earned Value

What is happening?

$

now time

Under spending but ...

Actual Cost

Planned Value

Earned Value

$

What is happening?

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

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

now time

EAC$

Estimated Cost at Completion

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.


Outlines

Communication

Who needs What, When & How ??

What needs to be communicated

WhyBetween whom

Best method of communication

Sending Responsibility

When & how often

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

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.

Outlines

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

Outlines

Risk

It’s about being PROACTIVE

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

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

Outlines

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

Outlines


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

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

Outlines

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

Project Charter

Thank you

Leadership & Management

Project Management, PMP based