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ILU Project Management Training. Project Management II Project Execution, Control and Closure. Agenda - Day One. Introductions Planning & Initiation Phases Recap Break Critical Path of a Project Critical Path Exercise Project Execution Process Lunch Project Controlling Process Break

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Ilu project management training
ILU Project Management Training

Project Management II

Project Execution, Control and Closure


Agenda day one
Agenda - Day One

  • Introductions

  • Planning & Initiation Phases Recap

  • Break

  • Critical Path of a Project

  • Critical Path Exercise

  • Project Execution Process

  • Lunch

  • Project Controlling Process

  • Break

  • Issues Form Exercise

  • Day One Wrap-up


Introductions
Introductions

  • Name

  • Department

  • Number of years at ILICO

  • Number of projects you have managed

  • Average size of project you have managed

  • Course expectations

  • Ice breaker


Ground rules
Ground Rules

  • Level Playing Field (titles left at the door)

  • One conversation at a time

  • Respect opinions of others

  • No beating a dead horse

  • Come back from breaks ON TIME

  • Have FUN


Course objectives
Course Objectives

  • Refresh concepts learned in PM - I

  • Understand PMI Material...

    • Critical Path

    • Project Execution Phase

    • How To Apply Project Control

    • Risk & Response

    • Project Closing Process

    • How To Apply ILICO Forms & Processes to PMI Concepts

  • Learn How to Manage Project



Recap definitions
Recap - Definitions

  • A Project is “Atemporaryendeavor undertaken to create auniqueproduct or service.”

  • Project Management is “the application of knowledge, skills tools and techniques to project activities in order to meet or exceed stakeholder needs and expectations from a project.”

    • This involves balancing competing demands among:

      • Scope, time, cost and quality

      • Stakeholders with differing needs and expectations

      • Identified requirements(needs)and unidentified requirements(expectations)


Recap project management skills
Recap - Project Management Skills

  • Communication skills

  • Facilitation skills

  • Leadership skills

  • Organizational skills

  • Negotiating skills

  • Project Management Technical skills


Recap 5 pmi pm processes

Project or phase is approved

in order to proceed

Initiating

Processes

Planning

Processes

As the execution

is controlled, it may

require additional

planning

Plan developed for execution

Plan is executed and Controlled

Controlling

Processes

Executing

Processes

Feedback in both directions

Plan and execution

has been controlled

Plan is successfully executed

Closing

Processes

Recap - 5 PMI PM Processes


Recap 9 pmi pm knowledge areas
Recap - 9 PMI PM Knowledge Areas

  • Scope Management

    • understanding what is to be accomplished, by who and when? Ensure everyone focused on the right activity at the right time

  • Risk Management

    • minimizing threats and weakness while optimizing opportunities and strengths

  • Quality Management

    • determining the quality policy of the project and then determining the practices to ensure project quality

  • Human Resource Management

    • determining the roles and responsibilities of the resources necessary to support the project as well as the skills and timing needs

  • Communications Management

    • determines what will be communicated, Frequency of communications and who will receive communications


Recap 9 pmi pm knowledge areas1
Recap - 9 PMI PM Knowledge Areas

  • Contract / Procurement Management

    • determines how suppliers will be selected and the contract types that will be administered

  • Time Management

    • determines how long each activities takes to complete to ensure timely completion of the project

  • Cost Management

    • determines the costs of resources and materials to ensure that the project is completed within the approved budget

  • Integration Management

    • Each BOK is integrated with each other at differing degrees of application depending on where and when you are in the life cycle phase


Recap triple constraint
Recap - Triple Constraint

As project managers, we are always trying to manage the constraints of product, schedule, and budget

Product

… The “Triple Constraint”

Schedule

Budget



Recap course example

RecapCourse Example

Re-Roofing the House


Recap work breakdown structures
Recap - Work Breakdown Structures

Work Breakdown Structure (WBS) - “A deliverable oriented ‘family tree’ which organizes, defines, and graphically displays the total work to be accomplished in order to achieve the ultimate deliverable of a project. Each descending level represents an increasingly detailed definition of the project deliverable.” (PMBOK)

WBS SCHEMATIC

1.0 Reroof

House

1.1 Materials

Estimation

1.2 Materials

Gathering

1.3 Roof

Application

1.1.1 Measure

Roof

1.1.2 Calculate

Materials

1.2.1 Purchase

Materials

1.2.2 Take

Delivery

1.3.1 Roof

Removal

1.3.2 Roof

Application

1.3.1.1 Remove

Shingles

1.3.1.2 Remove

Nails

1.3.2.1 Apply

Shingles

1.3.2.2 Cut

Caps

1.3.2.3 Apply

Caps


Recap re roofing project activity list
Recap - Re-Roofing Project Activity List

# Activity

1.1.1 Measure Roof

1.1.2 Calculate Materials

1.2.1 Purchase Materials

1.2.2 Take Delivery

1.3.1.1 Remove Shingles

1.3.1.2 Remove Nails

1.3.2.1 Apply Shingles

1.3.2.2 Cut Caps

1.3.2.3 Apply Caps


Recap project network diagram
Recap - Project Network Diagram

1.1.1 Measure

Roof

1.1.2 Calculate

Materials

1.2.1 Purchase

Materials

1.2.2 Take

Delivery

1.3.1.1 Remove

Shingles

1.3.2.1 Apply

Shingles

1.3.1.2 Remove

Nails

1.3.2.2 Cut

Caps

1.3.2.3 Apply

Caps






Determine critical path of project plan
Determine Critical Path of Project Plan

Critical Path - “The series of activities that determines the duration of a project. In a deterministic model, the critical path is usually defined as those activities with float less than or equal to a specified value, often zero. It is the longest path through the project. ” (PMBOK)


Determining critical path key terms
Determining Critical Path - Key Terms

Early Start (ES) - “...the earliest possible point in time on which the uncompleted portions of an activity (or project) can start, based on the network logic and any schedule constraints. Early start dates can change as the project progresses and changes are made to the project plan.” (PMBOK)

Early Finish (EF) - “...the earliest possible point in time on which the uncompleted portions of an activity (or project) can finish, based on the network logic and any schedule constraints. Early finish dates can change as the project progresses and changes are made to the project plan.” (PMBOK)


Determining critical path key terms1
Determining Critical Path - Key Terms

Late Start (LS) - “...the latest possible point in time that an activity may begin without delaying a specified milestone (usually the project finish date).” (PMBOK)

Late Finish (LF) - “...the latest possible point in time that an activity may be completed without delaying a specified milestone (usually the project finish date).” (PMBOK)

Total Float (TF) - “The amount of time that an activity may be delayed from its early start without delaying the project finish date. Float is a mathematical calculation, and can change as the project progresses and changes are made to the project plan. Also called slack, total float, and path float.” (PMBOK)


Es ef ls lf calculations
ES-EF/LS-LF Calculations

  • ES = Previous ES + Previous duration

  • EF = ES + task duration - 1

  • LF = previous LF - previous task duration (working backwards through the NLD)

  • LS = LF - task duration +1

  • Total Float (TF) = ES - LS

  • Critical Path = path where TF = 0



Class exercise determine critical path
Class Exercise - Determine Critical Path

  • You have 20 minutes to complete the diagram

  • We will take 10 minutes to discuss your answers


Baseline project plan
Baseline Project plan

Baseline Project Plan - “The original approved plan (for a project, a work package, or an activity), plus or minus approved scope changes. Usually used with a modifier (e.g., cost baseline, schedule baseline, performance measurement baseline). ” (PMBOK)

  • Not etched in stone

  • Living document

  • Understand purpose of what MS project is showing you

  • Different types of baseline (schedule, cost)




Project plan execution description
Project Plan Execution - Description

  • The primary process for carrying out the project plan. In this process, the project manager and the project management team must coordinate and direct the various technical and organizational interfaces that exist in the project.

Inputs

Tools & Techniques

Outputs

1. Project plan

2. Supporting detail

3. Organizational

policies

4. Corrective action

1. General management

skills

2. Product skills and

knowledge

3. Work authorization

system

4. Status review meeting

5. Project management

information system

6. Org. procedures

1. Work results

2. Change requests


Scope verification description
Scope Verification - Description

  • The process of formalizing acceptance of the project scope and work results by the stakeholders. It is primarily concerned with acceptance of work results while quality control is primarily concerned with the correctness of the work results.

Inputs

Tools & Techniques

Outputs

1. Work results

2. Product

documentation

1. Inspection

1. Formal acceptance



Quality assurance description
Quality Assurance - Description

  • All the planned and systematic activities implemented within the quality system to provide confidence that the project will satisfy the relevant quality standards.

Inputs

Tools & Techniques

Outputs

1. Quality management

plan

2. Results of quality

control measurements

3. Operational

definitions

1. Quality planning tools

and techniques

2. Quality audits

1. Quality improvement


Team development description
Team Development - Description

  • Includes both enhancing the ability of stakeholders to contribute as individuals as well as enhancing the ability of the team to function as a team. Individual development is the foundation necessary to develop the team, and is critical to the project.

Inputs

Tools & Techniques

Outputs

1. Project staff

2. Project plan

3. Staffing management

plan

4. Performance reports

5. External feedback

1. Team-building

activities

2. General management

skills

3. Reward & recognition

systems

4. Collocation

5. Training

1. Performance

improvements

2. Input to performance

appraisals


Information distribution description
Information Distribution - Description

  • Involves making needed information available to project stakeholders in a timely manner. It includes implementing the communications management plan as well as responding to unexpected requests for information.

Inputs

Tools & Techniques

Outputs

1. Work results

2. Communications

management plan

3. Project plan

1. Communications

skills

2. Information retrieval

systems

3. Information

distribution systems

1. Project records


Solicitation description
Solicitation - Description

  • Involves obtaining information (bids and proposals) from prospective sellers on how project needs can be met.

Inputs

Tools & Techniques

Outputs

1. Procurement

documents

2. Qualified seller lists

1. Bidders conferences

2. Advertising

1. Proposals


Source selection description
Source Selection - Description

  • Involves the receipt of bids and the application of the evaluation criteria to select a provider. The process is not straightforward:

    • Price may be the primary determinant for an off-the-shelf item, but the lowest proposed price may not be the lowest cost if the seller proves unable to deliver.

    • Proposals are often separated into technical (approach) and commercial (price).

Inputs

Tools & Techniques

Outputs

1. Proposals

2. Evaluation criteria

3. Organizational

policies

1. Contract negotiation

2. Weighting system

3. Screening system

4. Independent estimates

1. Contract


Contract administration description
Contract Administration - Description

  • The process of ensuring that the seller’s performance meets contractual requirements. On larger projects with multiple product and service providers, a key aspect of contract administration is managing the interfaces among providers.

Inputs

Tools & Techniques

Outputs

1. Contract

2. Work results

3. Change requests

4. Seller invoices

1. Contract change

control system

2. Performance

reporting

3. Payment system

1. Correspondence

2. Contract changes

3. Payment requests


Day one wrap up
Day One Wrap Up

Wrap Up

+/ Chart


Agenda day two
Agenda - Day Two

  • Change Control & Exercise

  • Break

  • Schedule, Cost, Quality Control, & Exercise

  • Lunch

  • Risk Response Control

  • Exercise: Risk Response

  • ILICO Status Report

  • Exercise: Project Status Tracking Meeting Role Play

  • Break

  • Closing Process

  • Full Project Life-Cycle Exercise

  • Course Wrap-up



Performance reporting definition
Performance Reporting - Definition

  • Involves collecting and disseminating performance information in order to provide stakeholders with information about how resources are being used to achieve project objectives. This includes Status Reporting, Progress Reporting & Forecasting.

Inputs

Tools & Techniques

Outputs

1. Project plan

2. Work results

3. Other project

records

1. Performance reviews

2. Variance analysis

3. Trend analysis

4. Earned value analysis

5. Information

distribution tools and

techniques

1. Performance reports

2. Change requests


Performance reporting includes
Performance Reporting - Includes

  • Performance reporting should generally provide information on scope, schedule, cost and quality.

  • Many projects also require information on risk and procurement. Reports may be prepared comprehensively or on an exception basis.




Issues management definition
Issues Management - Definition

  • Involves recording, organizing and prioritizing project issues that affect cost or schedule and maintaining a current status on each issue through its resolution.

Inputs

Tools & Techniques

Outputs

1. Project plan

2. Project Issues

3. Decision & Approval authority structure

1. Issue logging system

2. Status meetings

3. Issue routing & approval matrix

4. Issue resolution procedures

1. Up-to-date issue log

2. Resolved issues


Issues management ilico issues form
Issues Management - ILICO Issues Form


Class exercise issues management
Class Exercise - Issues Management

  • You have 15 minutes to use the ILICO issue template to document two issues related to your project

  • We will take 10 minutes to discuss your answers


Overall change control definition
Overall Change Control - Definition

  • Concerned with influencing the factors which create changes to ensure that changes are beneficial; determining that a change has occurred; and managing the actual changes as they occur

Inputs

Tools & Techniques

Outputs

1. Project plan

2. Performance reports

3. Change requests

1. Change control

system

2. Configuration mgmt

3. Performance

measurement

4. Additional planning

5. Project management

information system

1. Project plan updates

2. Corrective action

3. Lessons learned


Overall change control requires
Overall Change Control - Requires

  • Maintaining the integrity of the performance measurement baselines

    • All approved changes should be reflected in the project plan, but only project scope changes will affect the performance measurement baselines.

  • Ensuring that changes are reflected in the definition of the project scope.

  • Coordinating changes across knowledge areas.

    • For example, a proposed schedule change will often affect cost, risk, quality and staffing.


Scope change control definition
Scope Change Control - Definition

  • Concerned with:

    • Influencing the factors that create scope changes to ensure changes are beneficial

    • Determining that a scope change has occurred

    • Managing the actual changes when and if they occur

Inputs

Tools & Techniques

Outputs

1. Work breakdown

structure

2. Performance reports

3. Change requests

4. Scope management

plan

1. Scope change control

system

2. Performance

measurement

3. Additional planning

1. Scope changes

2. Corrective action

3. Lessons learned



Class exercise scope change
Class Exercise - Scope Change

  • Each team will have 15 minutes to document two scope changes as it relates to there project using the ILICO scope change template

  • We will take 5 minutes to discuss your answers


Schedule control definition
Schedule Control - Definition

  • Concerned with:

    • Influencing the factors that create schedule changes to ensure they are beneficial

    • Determining that the schedule has changed

    • Managing the actual changes when and as they occur

Inputs

Tools & Techniques

Outputs

1. Project schedule

2. Performance reports

3. Change requests

4. Schedule

management plan

1. Schedule change

control system

2. Performance

measurement

3. Additional planning

4. Project management

software

1. Schedule updates

2. Corrective action

3. Lessons learned


Schedule control outputs
Schedule Control - Outputs

  • Schedule updates - any modification to the schedule information which is used to manage the project. Appropriate stakeholders must be notified as needed.

  • Corrective action - anything done to bring expected future schedule performance into line with the plan.

  • Lessons learned - The causes of variances, the reasoning behind the corrective action chosen, and other types of lessons learned from schedule control should be documented.



Class exercise schedule change
Class Exercise - Schedule Change

  • Each team will have 15 minutes to evaluate two task duration changes. Recalculate the ES-EF/LF-SL and total float parameters

  • We will take 10 minutes to discuss your answers


Cost control definition
Cost Control - Definition

  • Concerned with:

    • Influencing the factors that create changes to ensure changes are beneficial

    • Determining that the cost baseline has changed

    • Managing the actual changes when and if they occur

Inputs

Tools & Techniques

Outputs

1. Cost baseline

2. Performance reports

3. Change requests

4. Cost management

plan

1. Cost change control

system

2. Performance

measurement

3. Additional planning

4. Computerized tools

1. Revised cost

estimates

2. Budget updates

3. Corrective action

4. Estimate at

completion

5. Lessons learned


Cost control definition1
Cost Control - Definition

  • Includes:

    • Monitoring cost performance to detect variances from plan

    • Ensuring that all appropriate changes are recorded accurately in the cost baseline

    • Preventing incorrect, inappropriate, or unauthorized changes from being included in the cost baseline

    • Informing appropriate stakeholders of authorized changes

  • Cost control searches out the “whys” of both positive and negative variances.


Ilico cost management worksheet
ILICo Cost Management Worksheet

  • The ILICo Cost Management Worksheet is used for larger projects that have their own cost center

  • For smaller projects the Project Manager must manage and report on costs, but may have to pull the information from specific cost center reports




Project quality recap
Project Quality Recap

  • Quality Planning - Identifying which quality standards are relevant to the project, and determining how to satisfy them.

  • Quality Assurance - The process of evaluating overall project performance on a regular basis to provide confidence that the project will satisfy the relevant standards.

  • Quality Control -The process of monitoring specific project results to determine if they comply with relevant quality standards and identifying ways to eliminate causes of unsatisfactory performance.


Ilico project quality
ILICo Project Quality

  • ILICo does not have universal project quality standards or advanced tools and templates

  • We have successfully used test plans for software projects as the basis for quality control

  • Successful project teams will identify relevant standards and test for quality in the deliverables of the project and experience only small amounts of re-work resulting from quality problems


Quality control definition
Quality Control - Definition

  • Monitoring specific project results to determine if they comply with relevant quality standards and identifying ways to eliminate causes of unsatisfactory results.

Inputs

Tools & Techniques

Outputs

1. Work results

2. Quality management

plan

3. Operational

definitions

4. Checklists

1. Inspection

2. Control charts

3. Pareto diagrams

4. Statistical sampling

5. Flowcharting

6. Trend analysis

1. Quality improvement

2. Acceptance decisions

3. Rework

4. Completed checklists

5. Process adjustments


Quality control definition1
Quality Control - Definition

  • The project management team should have a working knowledge of statistical quality control, especially sampling and probability, to help them evaluate quality control outputs. Among other subjects, they should know the differences between:

    • Prevention (keeping errors out of the process) and inspection (keeping errors out of the hands of the customer)

    • Attribute sampling (the result conforms or it does not) and variables sampling (the result is rated on a continuous scale that measures degree of conformity)

    • Special causes (unusual events) and random causes (normal process variation)

    • Tolerances (the result is acceptable if it falls within the range specified by the tolerance) and control limits (the process is in control if the result falls within the control limits)


Risk response control definition
Risk Response Control - Definition

  • Involves executing the risk management plan in order to respond to risk events over the course of the project. When changes occur, the basic cycle of identify, quantify, and respond is repeated.

Inputs

Tools & Techniques

Outputs

1. Risk management

plan

2. Actual risk events

3. Additional risk

identification

1. Workarounds

2. Additional risk

response development

1. Corrective action

2. Updates to risk

management plan



Class exercise risk response
Class Exercise - Risk Response

  • You have 20 minutes to evaluate a series of risks associated to your project

  • Complete the risk-response matrix

  • We will take 10 minutes to discuss your answers



Class exercise project status report
Class Exercise - Project Status Report

  • You have 60 minutes to write a status report for your project including the issues, scope change, and risk-response matrices

  • Each team should also conduct a project status tracking meeting according to ILICo standard agenda



Administrative closure definition
Administrative Closure - Definition

  • Consists of verifying and documenting project results to formalize acceptance of the product of the project by the sponsor, client, or customer. It includes collection of project records, ensuring that they reflect final specifications.

Inputs

Tools & Techniques

Outputs

1. Performance

measurement

documentation

2. Documentation of the

product of the project

3. Other project records

1. Performance

reporting tools and

techniques

2. Work release plan

3. Interviews with

Project Stakeholders

1. Project archives

2. Formal acceptance

3. Lessons learned


Class exercise full project life cycle
Class Exercise - Full Project Life Cycle

  • Each team has 90 minutes to plan a dinner party using the package provided

  • We will take 30 minutes for feedback from each team and wrap-up the course


Day two course wrap up
Day Two & Course Wrap Up

Wrap Up

+/ Chart


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