Principles  of  Project  Management  

Topics  To  Be  Covered  

•  Principles  •  Knowledge  Areas  •  Risk  Management  •  Scheduling  •  Project  Administra?on  

Basic  Principles  of  Project  Management  

•  What  is  Project  Management  •  Project  Management  Process  •  Process  Flow  Charts    

What  is  a  Project?  

•  A  temporary  endeavor  undertaken  to  create  a  unique  product  or  service.  

What  is  Project  Management?  

•  The  applica?on  of  knowledge,  skills,  tools,  and  techniques  to  project  objec?ves  to  meet  stakeholder  needs  and  expecta?ons.  

Who  are  Stakeholders?  

•  Individuals  and  Organiza?ons  •  Ac?vely  Involved  in  Project  •  Interests  Affected  by  Project  

Leadership  Skills  

•  Vision  and  Strategy  •  Establishing  Direc?on  •  Aligning  People  •  Communica?ng  •  Nego?a?ng  •  Mo?va?ng  and  Inspiring  •  Influencing  Organiza?ons  •  Overcoming  Barriers  to  Change  

Management  Skills  

•  Planning  •  Finance  and  Accoun?ng  •  Personnel  Administra?on  •  Technology  •  Organiza?onal  Development  •  Delega?on  •  Team  Building  •  Conflict  Management  •  Solving  Problems  

Communica?on  Skills  

•  Wri?ng  •  Listening  •  Speaking  •  Presen?ng  •  Media  Rela?ons  •  Mee?ng  Management  

Project  Phases  

Ini?a?on  

Planning  

Execu?on  

Control  

Closeout  

The  Key  to  Success?  

• People!!!  

Project  Management  Knowledge  Areas  

•  Integra?on  Management  •  Scope  Management  •  Time  Management  •  Cost  Management  •  Communica?ons  Management  •  Quality  Management  •  HR  Management  •  Procurement  Management  •  Risk  Management  

Integra?on  Management  

•  What  is  it?  – Making  choices  about  where  to  concentrate  resources  and  effort    

– An?cipa?ng  poten?al  issues  – Addressing  these  issues  before  they  become  cri?cal  

– Coordina?ng  work  – Making  trade-­‐offs  among  compe?ng  objec?ves  and  alterna?ves  

Scope  Management  

•  The  process  required  to  ensure  that  the  project  includes  all  of  the  work  required,  and  only  the  work  required,  to  complete  the  project  successfully.  

Scope  Management  

•  Scope  Planning  – How  the  project  scope  will  be  defined,  verified,  controlled,  and  how  the  WBS  will  be  created  and  defined  

•  Scope  Defini?on  – Developing  a  detailed  project  scope  statement  as  the  basis  for  future  project  decisions  

•  Create  WBS  – Major  project  deliverables  into  smaller  more  manageable  components  

Scope  Management  

•  Scope  Verifica?on  – Acceptance  of  the  completed  project  deliverables  

•  Scope  Control  – Controlling  changes  to  the  project  scope  

Cost  Management  

The  process  involved  in  planning,  es?ma?ng,  budge?ng  and  controlling  costs    

•  Cost  Es?ma?ng  – Developing  an  approxima?on  of  the  costs  of  the  resources  needed  to  complete  project  ac?vi?es  

•  Cost  Budge?ng  – Aggrega?ng  the  es?mated  costs  of  individual  ac?vi?es  or  work  packages  to  establish  a  cost  baseline  

•  Cost  Control  –  Controlling  changes  to  the  project  budget  

Communica?ons  Management  

•  The  processes  required  to  ensure  ?mely  and  appropriate  genera?on,  collec?on,  distribu?on,  storage,  retrieval,  and  ul?mate  disposi?on  of  project  informa?on  

•  Provides  the  cri?cal  link  between  people  and  informa?on  

Communica?ons  Management  

•  Communica?ons  Planning  –  Determining  the  informa?on  and  communica?ons  needs  of  the  project  stakeholders  

•  Informa?on  Distribu?on  – Making  needed  informa?on  available  to  project  stakeholders  in  a  ?mely  manner  

•  Performance  Repor?ng  –  Status  repor?ng,  progress  measurement,  and  forecas?ng  

•  Manage  Stakeholders  – Managing  communica?ons  to  sa?sfy  the  requirements  of  and  resolve  issues  with  project  stakeholders  

Quality  Management  Process  to  determine  quality  policies,  objec?ves,  and  

responsibili?es  •  Quality  Planning  

–  Iden?fying  which  quality  standards  are  relevant  to  the  project  and  determining  how  to  sa?sfy  them  

•  Perform  Quality  Assurance  –  Applying  the  planned,  systema?c  quality  ac?vi?es  to  ensure  that  the  project  employs  all  processes  needed  to  meet  requirements  

•  Perform  Quality  Control  –  Monitoring  specific  project  results  to  determine  whether  they  comply  with  relevant  quality  standards  and  iden?fying  ways  to  eliminate  causes  of  unsa?sfactory  performance  

HR  Management  Processes  that  organize  and  manage  the  project  team  

•  HR  Planning  –  Iden?fying  and  documen?ng  project  roles,  responsibili?es,  and  

repor?ng  rela?onships,  as  well  as  crea?ng  the  staffing  management  plan  

•  Acquire  Project  Team  –  Obtaining  the  human  resources  needed  to  complete  the  project  

•  Develop  Project  Team  –  Improving  the  competencies  and  interac?on  of  team  members  to  

enhance  project  performance  •  Manage  Project  Team  

–  Tracking  team  member  performance,  providing  feedback,  resolving  issues,  and  coordina?ng  changes  to  enhance  project  performance  

Procurement  Management  

Processes  to  purchase  and  acquire  the  products,  services,  or  results  needed  from  outside  the  project  team  to  perform  the  work  

•  Plan  Purchase  &  Acquisi?ons  – Determining  what  to  purchase  or  acquire  and  determining  when  &  how  

•  Plan  Contrac?ng  – Documen?ng  products,  services,  and  results  requirements  and  iden?fying  poten?al  sellers  

Procurement  Management  

•  Request  Seller  Responses  – Obtaining  informa?on,  quota?ons,  bids,  offers  or  proposals  

•  Select  Sellers  –  Reviewing  offers,  choosing  among  poten?al  sellers,  and  nego?a?ng  a  wri[en  contract  with  each  seller  

•  Contract  Administra?on  – Managing  the  rela?onship  between  buyer  and  seller  

•  Contract  Closure  –  Comple?ng  and  se[ling  each  contract  

Risk  Management  

The  process  of  conduc?ng  risk  management  planning,  iden?fica?on,  analysis,  responses,  and  monitoring  and  control  on  a  project.  

Risk  Management  

•  Risk  Management  Planning  •  Risk  Iden?fica?on  •  Risk  Response  Planning  •  Risk  Monitoring  and  Control  

Risk  Management  Planning  

•  Deciding  how  to  approach,  plan,  and  execute  the  risk  management  ac?vi?es  for  a  project  

Risk  Management  Planning  Inputs  •  Enterprise  Environmental  Factors  

–  Risk  and  Risk  Tolerance  •  Expressed  in  policy  statements  or  ac?ons  

•  Organiza?onal  Process  Assets  –  Predefined  approaches  

•  Risk  categories  •  Common  defini?ons  •  Standard  templates  •  Roles  &  responsibili?es  •  Authority  levels  

•  Project  Scope  Statement  •  Project  Management  Plan  

Risk  Management  Planning  Outputs  

•  Risk  Management  Plan  1.  Methodology  –  approach  2.  Roles  &  Responsibili?es  3.  Budge?ng  4.  Timing  5.  Risk  Categories  6.  Revised  Stakeholders’  Tolerances  7.  Repor?ng  formats  8.  Tracking    

Risk  Iden?fica?on  

•  Determines  which  risks  might  affect  the  project  and  documents  their  characteris?cs.  

Risk  Iden?fica?on  Inputs  •  Enterprise  Environmental  Factors  

–  Published  informa?on,  commercial  data  bases,  industry  studies  

•  Organiza?onal  Process  Assets  –  Informa?on  on  prior  projects  

•  Project  Scope  Management  –  Project  assump?ons  

•  Risk  Management  Plan  –  Roles  and  responsibili?es  

•  Project  Management  Plan  –  Schedule,  cost,  quality  management  

Risk  Iden?fica?on  Tools  &  Techniques  

•  Document  Reviews  – Plans,  project  files,  specifica?ons  

•  Informa?on  Gathering  Techniques  – Brainstorming,  SWOT  (strengths,  weaknesses,  opportuni?es  &  threats)  

•  Checklist  Analysis  •  Assump?ons  Analysis  •  Diagramming  Techniques  

– Flow  charts  

Risk  Iden?fica?on  Outputs  

•  Risk  Register  – List  of  iden?fied  risks  – List  of  poten?al  Risks  – Root  causes  of  risk  – Updated  risk  categories  

Reference Risk Source

(How can the risk occur) Impact

(What is the impact of the risk occurring)

1

2

3

4

5

• Risk identification template

Risk  Response  Planning  

•  The  process  of  developing  op?ons,  and  determining  ac?ons  to  enhance  opportuni?es  and  reduce  threats  to  the  project’s  objec?ves  

Risk  Response  Planning  Inputs  

•  Risk  Management  Plan  – Roles  &  responsibili?es  – Risk  thresholds  

•  Risk  Register  – Priority  list  of  project  risks  

Risk  Response  Planning  Tools  and  Techniques  

•  Nega?ve  Risks  –  Avoid  –  Transfer  – Mi?gate  

•  Posi?ve  Risks  –  Exploit  –  Share  –  Enhance  

•  Threats  &  Opportuni?es  –  Acceptance  

•  Con?ngency  Response  Strategy  

Risk  Response  Planning  Outputs    

•  Risk  Register  –  Iden?fied  Risks  – Risk  owners  &  assigned  responsibili?es  – Agreed  upon  response  strategies  

•  Project  Management  Plan  – Updates  

•  Risk-­‐Related  contractual  Agreements  –  Insurance  

Risk  Monitoring  and  Control  

•  The  process  of  iden?fying,  analyzing,  and  planning  for  newly  arising  risks,  keeping  track  of  the  iden?fied  risks  and  those  on  the  watch  list,  reanalyzing  exis?ng  risks,  etc.  

Risk  Monitoring  and  Control  Inputs  

•  Risk  Management  Plan  – Assignment  of  People  

•  Risk  Register  •  Approved  Change  Requests  •  Work  Performance  Informa?on  •  Performance  Reports  

Risk  Monitoring  &  Control  Tools  &  Techniques  

•  Risk  Reassessment  •  Risk  Audits  •  Variance  and  Trend  Analysis  •  Technical  Performance  Measurement  •  Reserve  Analysis  •  Status  Mee?ngs  

Risk  Monitoring  and  Control  Outputs  

•  Risk  Register  (Updates)  •  Requested  Changes  •  Recommended  Correc?ve  Ac?ons  •  Recommended  Preven?ve  Ac?ons  •  Organiza?onal  Process  Assets  (Updates)  •  Project  Management  Plan  (Updates)  

Managing  the  Process  

Prepare  Contract  Documents  

•  Drawings  •  Specifica9ons  •  General  Condi9ons  of  the  Contract  for  Construc9on  

•  Supplementary  Condi9ons  •  Special  Condi9ons  •  Agreement  between  Owner  and  Designer/Contractor  

•  Addenda    

Project  Adver9sement  

•  Invita9on  to  Bid  •  Request  for  Proposal  •  Request  for  Qualifica9ons  

Invita9on  To  Bid  •  Form  of  Bid  •  Name  of  the  invi9ng  authority  •  Nature  of  the  work  and  its  loca9on  •  Es9mated  cost  of  work  •  Time  limit  •  The  availability  of  data  and  forms  •  Performance  security  •  Informa9on  regarding  drawings  •  Last  date,  place  and  9me  of  receipt  of  sealed  bids  •  Reserva9on  to  reject  bids  

Request  for  Proposals  

•  Things  to  think  about  in  developing  a  RFP  – Qualifica9ons  – References  – Solu9ons  – Flexibility  

What  Must  an  RFP  Include  

•  Specifica9ons  •  Manner  prices  are  to  be  submiQed  •  Contract  and  extension  periods  •  Instruc9ons  and  informa9on  •  Evalua9on  criteria  •  Designa9on  of  Confiden9al  Informa9on  

Proposal  Format  •  Title  page  

–  Issuing  Authority  –  Legal  Ad  Date  –  Title  and  Number  –  Proposal  Due  Date  –  Loca9on  where  proposals  are  to  be  received  –  Authorized  Signature  –  Offeror  Name  

•  Table  of  contents  –  Sec9ons  –  AQachments  –  Appendices  –  Exhibits  

•  Introduc9on  and  Key  Dates  –  Terms  and  Acronyms  –  Introduc9on  –  Cancella9on  –  Significant  Dates  

Proposal  Format  •  Background  and  scope  of  work  

–  Background  –  Scope  of  work  (objec9ve,  strategy,  func9onality)  

•  What  is  it  you  really  need?  •  Strategy  is  the  overall  plan  

–  Responsibili9es  –  Contract  Term  

•  Proposal  Format  and  Content  –  Format  –  Content  –  Pricing  –  Excep9ons  

Proposal  Format  •  Evalua9on  criteria  and  contractor  selec9on  

–  Total  number  of  points  –  What  makes  up  total  points  –  May  aQach  score  sheet  to  RFP  –  Minimum  points  to  be  listed  as  acceptable  

•  Special  provisions  –  Proposal  security  –  Pre-­‐proposal  conferences  –  Contract  term  and  extension  periods  –  Discussions  with  Priority-­‐listed  offerers  –  Confiden9al  informa9on  

•  AQachments  –  Insurance  Sample  –  Bid  Bond  Sample  

Adver9se  Projects  

•  Newspaper  •  Internet  

– Websites  

•  Select  Bidders    

Bid  Evalua9on  

•  Responsive  –  To  be  considered  for  award,  a  bid  must  comply  in  all  material  respects  with  the  invita9on  

•  Non-­‐Responsive  –  Fails  to  acknowledge  receipt  of  amendments  –  Fails  to  complete  Price  Schedule  –  Fails  to  submit  Bid  bond  – Adds  any  condi9ons  or  devia9ons  –  Price  above  limit  set  –  Late  bids