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PM Tools for Success —A Project Manager’s Guide for More Effective Management, Planning and CommunicationJohn Bondeson, Principal, RTKL Associates Inc.PS-208
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2 ©2012 Deltek, Inc. All Rights Reserved
Project Management Activities Elements
Vision tools Identifying them Using them
Agenda
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3 ©2012 Deltek, Inc. All Rights Reserved
Managing is: Identifying requirements Establishing clear and achievable objectives Balancing the competing demands for quality, scope, time and cost Adapting the specifications, plans and approach to the different
concerns and expectations of the various stakeholders
PM Tools for Success
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Time (Schedule)
Cost (Budget)
Human Resources
Communication
Risk
Quality (Scope)
Elements of Project Management
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©2012 Deltek, Inc. All Rights Reserved5
Time and Vision
. . . is of the essence
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Estimate labor accurately
Incorporate project changes
Work to the plan and keep it updated
Time Schedule
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©2012 Deltek, Inc. All Rights Reserved7
Time and Vision
How can project managers use Vision to estimate and control time?
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Methods for estimating time Top down Analogous (similar project) Parametric Estimating (i.e., Cost/SF) Three-Point Estimating (Optimistic, Pessimistic, Most Likely) Rolling wave planning (plan as you go) Team proportion Expert judgment Bottom up
Time Schedule
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Top Down
Start with the project feeThis is sometimes based the floor area of the project ($ / SF or SM) or a percentage of construction cost ($ x %)
Divide the fee into the phases or labor codesThe percentage of the total fee for each phase is typically documented in the contract or proposal. (Example 5% Predesign (Concept), 20% SD, 25% DD, 35% CD and 15% CCA)
Estimate the time based on the expected feeThis may not match the time actually needed to complete each phase. It may be greater or less. Plans need to be updated and adjusted during the project to reflect reality as it unfolds.
Time — Top Down
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Time — Top Down
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Vision screenshots
Time — Top Down
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Time — Top Down
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Time — Top Down
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Time — Analogous
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Proportion percentage determined by discipline
Architecture 38%
Interiors 23%
Structural 19%
MEP 16%
Direct expenses 3%
100%
Time — Team Proportion
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Phase percentage determined by scope of work
Scope A Scope B Scope C
Schematic Design 15% 20% 25%
Design Develop 20% 20% 25%
Contract Docs 40% 30% 20%
Bidding 5% 5% 5%
Contract Admin 20% 25% 25%
TOTAL 100% 100% 100%
Time — Proportion
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Time — Proportion
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Bottom up
Start with the work required to complete each phaseIdeally, these correspond to the labor codes in the Vision plan (SD, DD, CD, CA, etc.)
Break into smaller milestones ( e.g. 50% progress set)Divide into smaller chunks of work to create work packages (the smallest level a PM can monitor). Create the list in the order that the activities occur.
PMBOK 8/80 Rule*No work package should be less the 8 hours or greater than 80 hours. Find the right work package scale for the project.
*Project Management Body Of Knowledge – a general project management standard
Time — Bottom Up
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Vision screenshots
Time — Bottom Up
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Vision screenshots
Time — Bottom Up
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Vision screenshots
Time — Bottom Up
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Time — Bottom Up
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Vision screenshots
Time — Bottom Up
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Vision screenshots
Time — Bottom Up
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Vision screenshots
Time — Schedule
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Time — Schedule
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Time — Labor Summary
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Time — Labor Detail Report
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Time — Resource Utilization Module
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Time — Resource Utilization Module
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Vision screenshots
Time — Resource Utilization Module
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Time — Planned
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Cost and Vision
Budgets: Internal and External
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Internal Costs Labor Overhead Direct Project Expenses Reimbursable Project Expenses
Cost — Budget
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Cost and Vision
How can project managers use Vision to help understand and control costs?
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Cost — Fees and Billing
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Vision screenshots
Cost — Tracking
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Cost — Tracking
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Cost — Tracking
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Vision screenshots
Cost — Tracking
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Cost — Analysis Tab
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Cost — Summary Tab
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Cost — Consultant Tracking
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Using the grid to plan anticipated invoices
Cost — Consultant Tracking
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Use the grid to plan when expenses will be incurred
Cost — Expense Tracking
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Human Resources and Vision
People Power
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Human Resource Planning
Assembling a Project TeamFinding the right people
Developing a Project Team
Managing a Project Team
Human Resources
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Human Resources and Vision
How can project managers use Vision to manage human resources
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Human Resources — Resource Search
Right Click
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Human Resources — Resource Search
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Human Resources — Resource Search
1
2
3
4
5
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Human Resources — Utilization
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Communication and Vision
Can you hear me now?
Vision can help internal and external communication
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Communication
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Communication
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Communication
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Vision Screenshots
Communication — E-Mail
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Risk and Vision
Nothing ventured, nothing gained
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Areas of risk Proposals and Contracts Lack of communication during design Client payment Drawing errors and omissions Construction defects
Risk
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Risk and Vision
Track proposals and contracts
Track payments and invoices
Enhance communication
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RiskCustomization – Go / No Go
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Vision Screenshots
RiskSigned Agreement Tracking
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RiskSigned Contract Tracking
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Risk — Signed Proposal Tracking
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Risk — Signed Consultant Agreement Tracking
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Vision screenshots
RiskARs
Right Click
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RiskARs
1
2
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RiskARs
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Quality and Vision
What is Quality?
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The word comes from Latin through Anglo-French and Middle English originating from “of what kind”
Degree of Excellence Descriptive of nature, caliber, class, grade, rate Implies superiority of kind For PMs it can relate to delivering Scope of Work or Service
Quality
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Quality and Vision
How can project managers use Vision to help enhance Quality?
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Quality
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Quality
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Vision offers: A database Tools to help keep things in balance Different ways to look at (the same) data
Quality
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Vision Tools for Effective Project Management Time (Schedule) Cost (Budgets) Human Resources Communication Risk Quality (Scope)
Summary
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Questions?
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Thank You!
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PM Tools for SuccessA Project Manager’s Guide for More Effective Management, Planning and CommunicationJohn Bondeson, Principal, RTKL Associates Inc.PS-208
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RiskCustomization – Go / No Go
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RiskCustomization – Go / No Go
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04/12/202381 ©2012 Deltek, Inc. All Rights Reserved
RiskCustomization – Go / No Go
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RiskCustomization – Go / No Go
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Consistency
Professionalism
Clarity
Concise
Positivity
Diligence
Understanding
Communication