29th November 2012

Dr. Tahir Hanif

DELIVERING PROJECTS IN CHALLENGING

ENVIRONMENTS
Dr. Tahir Hanif
PhD MSc MCIOB MAPM MACostE MIC CMC MRICS

Simplex project management

29th November 2012

Dr. Tahir Hanif

Presentation Outline
[Part 1] Introduction
[Part 2] Overview of Project Management
[Part 3] Setting up projects
[Part 4] Creating the right team
[Part 5] Measuring performance
[Part 6] Putting effective governance in place
Questions & Answers

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INTRODUCTION
Part 1

Dr. Tahir Hanif

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Dr. Tahir Hanif

Golden Rule # 1

Whatever you do, projects DO NOT run smoothly!!!

Project
Management

Start

End

Project
Management

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Dr. Tahir Hanif

Which World Do You Live In?

Academic

Information
Exchange

Practitioner

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Dr. Tahir Hanif

Common Causes Of Project Failure

(PhD Questionnaire survey, 2008 - TH)

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Dr. Tahir Hanif

Common Causes Of Project Failure (Contd)

Planning difficulties
Team composition
Stakeholder engagement
Sponsorship
Processes & Procedures

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Dr. Tahir Hanif

A BRIEF OVERVIEW OF
PROJECT MANAGEMENT
Part 2

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Dr. Tahir Hanif

Predictive
Project
Management

(1896) Karol Adamiecki develops the Harmonogram

(1903) The Wrights brothers flight

(1914) World War 1 starts

(1918) World War 1 ends

(1911) Frederick Taylor publishes Principles of Scientific Management

(1914) Henry Gantt uses Gantt Charts

(1939) World War 11 starts

(1945) World War 11 finishes

(1969) Space craft Eagle lands on the

moon

First test flight of Concorde

(2000) Dot com crash

(2008) Financial markets crash

(2012) Current financial crisis !

(Euro zone)

(1957) CPM developed by Remington Rand Univac

(1960) PERT developed as part of the Polar Missile Program
(1965) IPMA established
(1967) Earned Value used by the US Government
(1969) PMI established
(1970) APM established
(1985) Theory of Constraints developed by Dr. Goldratt
(1991) Rapid Application Development devised by James Martin
(1991) SCRUM methodology developed
(2001) eXtreme Programming (XP) developed by Kent Back
(2002) AGILE manifesto comes into existence
(2004) Extreme Project Management promoted by Doug DeCarlo
(2005) International Centre for Complex Project Management
established

Adaptive
Project
Management

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Dr. Tahir Hanif

In the Past ...

We used to have stable environments
Things used to move at a steady pace
Prediction allowed us to prepare good forecasts
Complexity was manageable
We relied on models to understand our environments
Traditional Project Management provided the ability

to plan and control

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...In the Future!

Projects are more dynamic
Continued use of techniques developed for stable environments
Need for more flexibility and real-time information
Lack of project management skills & understanding
Too much reliance on IT without sufficient consideration
Commercialisation of Project Management profession
A serious lack of passion from team players!

29th November 2012

Dr. Tahir Hanif

The Agile Manifesto

Individuals and interactions over processes and tools
Working software over comprehensive documentation
Customer collaboration over contract negotiation
Responding to change over following a plan

Source: http://agilemanifesto.org/

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Dr. Tahir Hanif

Project Management Spectrum

Simple
Clearly defined scope of work
Minimal amount of change
Steady pace
Working to a set of rules

Complex
Uncertainty about the scope of work
Constant change
Fast pace
Create new set of working rules

PREDICTIVE
Project
Management

ADAPTIVE
Project
Management

Blended Approach
(Best of both worlds)

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Dr. Tahir Hanif

14

The World Of Projects

PRIVATE
SECTOR

PUBLIC
SECTOR

Organisation
Goal

* Enhance
Shareholder
value
* Maximise profits
* Reduce costs
* Increase market
share

* Benefits
* Value for money
* Transparency
Portfolio

Programme

Project

Internal
Environment

External
Environment
Political
Economic
Social
Technological
Legal
Environmental

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Dr. Tahir Hanif

Projects take up investment

Return on
Investment

Investment

Goal = Finish ASAP

Project duration
Start

End

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Dr. Tahir Hanif

Managing Expectations
Client

Contractor
Project
Manager
Stakeholders
Engineers

Designers

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Dr. Tahir Hanif

Iron Triangle or Iron Octagon?

The future!

Traditional Project
Management

Sustainability

Environment
Quality

Health &
Safety

Stakeholder
Communication

Iron Octagon
Iron
Triangle
1

Cost

Cost

Benefits

Time
2

Time

Quality

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Dr. Tahir Hanif

18

Which Environment Is Your Project In?

Feedback

Stable Environment

Development of
plans /approach etc

Schedules
Estimates
Forecasts etc

Project Team

Dynamic
Environment

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Dr. Tahir Hanif

19

Perfect Definition Of Project Management

Stakeholder Expectations

The art and

science of
converting vision
into reality
(Professor Rodney Turner)

Promoter
Client

Project Manager

Final Product

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Dr. Tahir Hanif

Engage Heart, Mind & Soul

Project
Management
Just Do It

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SETTING UP PROJECTS
Part 3

21

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Who Is The Decision Maker?

22

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Decision Making In Large Organisations

Department 6

Decision Maker
Department 5

Department 4

Department 3

Department 2

Department 1

Slide 23

Client

Project Manager

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Communication Channels
Client


Project
Manager

Stakeholders

End Users

Project Team

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25

Principles of the Natural Organisation

Defined
Purpose

Term of existence corresponds to the time

required to accomplish the purpose

Information
Centred

Seek and use data as a basis for action

Flexible &
Adaptable

Responds quickly and effectively to

changes in the environment that affects
the ability to serve the defined purpose

Source: Graphic created from Donald Krause , Sun Tzu The Art Of War For Executives

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Dr. Tahir Hanif

The Most Optimal Structure

START

Scope of
Work

Keep working
through the
details

Team
structure
complete

*Assumptions
*Working
Methods

Is the structure
robost enough to
deliver the
scope?

Schedule

Cost Profile
Resource Profile

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Dr. Tahir Hanif

Forms Follows Function

Project management processes should be
custom designed for the purpose for which
they are required, because......

It is the pervading law of all things organic, and inorganic,

of all things physical and metaphysical, of all things human and
all things super-human, of all true manifestations of the head, of
the heart, of the soul, that the life is recognizable in its
expression, that form ever follows function. This is the law.
Louis Sullivan (September 3, 1856 April 14, 1924)
American Architect

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Putting In Place The Right Processes

Centralised Model

Decentralised Model

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Implementing Information Technology

a

2. Process

4. Technology

5.
Information

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CREATING THE RIGHT TEAM

Part 4

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Dr. Tahir Hanif

People, People & People

Relying on processes / IT alone is

INSUFFICIENT!
Employ the people with the
following attributes:
Right skills
Correct attitude and aptitude
Emotionally intelligent
Burning desire to make a difference
Passion to establish new standards
Relentless in their pursuit of perfection

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Dr. Tahir Hanif

Assessing People
High

Type 1

Type 4

Low

Competence

Type 3

Type 2

Low

High

Emotional Intelligence

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Managing Politics & Bureaucracy

Understand who are the powerful people
Build coalitions in order to move things ahead
Try to change a few things around you, if you can
Know who your enemies are!
Make as many friends as possible
Work with the system to achieve your objective rather than

against it!

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Dr. Tahir Hanif

Ensuring The Right Behaviours Exist!

Profit

Contingency

Mark UP

Mark UP

Contingency

Contingency

Initial Estimate
(based on Job
Cost Rate)

Initial Estimate

Initial Estimate

Technical
Team

Senior
Management

Executive
Management

Final
Agreed
Price
(1)

Final
Agreed
Price
(2)

Final
Agreed
Price
(3)

Best Case
Scenario

Minimum
Expectation

Worse Case
Scenario

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1.Selection

Dr. Tahir Hanif

2. Orientation

3. Deployment

35

4. Demobilisation

Project Environment

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Dr. Tahir Hanif

MEASURING PROJECT
PERFORMANCE
Part 5

36

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Project Reporting

Reporting Cycles
Weekly
Monthly
Quarterly Assessment

Dr. Tahir Hanif

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Putting In Place KPIs

1. Strategy
Map (Kaplan
& Norton)

2. Balanced
Scorecard
(Kaplan &
Norton)

3. PMI Body
of
Knowledge
Areas

4. Key
Performance
Indicators

Ensuring we measure the right things!

5. Data
Collection
Methods

29th November 2012

Dr. Tahir Hanif

The Strategy Map (Kaplan & Norton)

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Dr. Tahir Hanif

Balanced Scorecard (Kaplan & Norton)

Initiatives

Targets

Measures

To achieve our
vision, how will we
sustain our ability
to change and
improve?

Objectives

Learning & Growth

Initiatives

Targets

Measures

Initiatives

Targets

Measures

Objectives

To satisfy our
shareholders and
customers, what
business
processes must
be excel at?

Vision &
Strategy

Objectives

Internal Business Process

Customer
To achieve our
vision, how should
we appear to our
customers?

Initiatives

Targets

Measures

To succeed
financially, how
should we appear
to our
shareholders?

Objectives

Financial

29th November 2012

Dr. Tahir Hanif

Project
Environmental
Management

Project
Financial
Management

Project Claim
Management

11

12

13

Project Safety
Management

Project
Integration
Management

10
Project
Scope
Management

Project
Procurement
Management

Project Time
Management

Project Risk
Management

Project Cost
Management

4
Project
Communication
Management

Project Human
Resource
Management

Project Quality
Management

41

PMI Body Of
Knowledge
(Construction
Extension)

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How It Fits Altogether!

Manual

IT Systems

RFID Technology

Claim Management

Financial Management

Environment Management

Safety Management

Procurement Management

Risk Management

Communication Management

HR Management

Quality Management

Cost management

Time Management

Integration Management

Balanced Scorecard
(Kaplan & Norton)

Scope Management

Ground up

Top down

Strategy Map
(Kaplan & Norton)

Project Management
Body of Knowledge
Construction
Extension
(Project Management Institute)

Method of collection

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Dr. Tahir Hanif

43

Developing Key Performance Indicators

Manual

IT Systems

RFID Technology

Claim Management

Financial Management

Environment Management

Safety Management

Procurement Management

Risk Management

Communication Management

HR Management

Quality Management

Cost management

Time Management

Integration Management

Balanced Scorecard
(Kaplan & Norton)

Scope Management

Ground up

Top down

Strategy Map
(Kaplan & Norton)

Project Management
Body of Knowledge
Construction
Extension
(Project Management Institute)

Method of collection

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Developing Indicators

Dr. Tahir Hanif

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Graphics & Output

Dr. Tahir Hanif

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Dr. Tahir Hanif

Graphics & Output (Contd)

46

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Dr. Tahir Hanif

PUTTING IN PLACE
EFFECTIVE GOVERNANCE
Part 6

47

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PRINCE 2 Health check EXAMPLE

48

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PRINCE 2 Health check EXAMPLE (Contd)

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PRINCE 2 Health check EXAMPLE (Contd)

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Sun Tzu - The Art of War

1. Laying Plans

Moral Law

2. Waging War

Heaven

3. Attack By Strategem

Earth

4. Tactical Dispositions

The Commander

5. Energy

Method and Discipline

6. Weak Points And Strong

7. Maneuvering
8. Variation In Tactics
9. The Army On The March
10. Terrain
11. The 9 Situations
12. The Attack By Fire
13. The Use Of Spies

Source:
Created from The Art of War, translated from Chinese with
Introduction and Critical Notes by Lionel Giles

29th November 2012

Dr. Tahir Hanif

The Sun Tzu Evaluation Model

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Team Questionnaire

Likert Type
Responses

Dr. Tahir Hanif

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Dr. Tahir Hanif

The STEM Assessment Framework

Implement
Action
Plan
Create
Action
Plan

Meet the
team

The Natural
Organisation
Undertake
survey

1.
3. Draw
Undertake
Conclusions
STEM

Present
Findings

2.
Review
Findings

Compare
Findings
Review
Artefacts

Collate
Key
Artefacts

Defined Purpose
Information Centred
Flexible & Adaptable

Review
Survey
Results

29th November 2012

Dr. Tahir Hanif

Sources Of Project Information

Adhoc
Site Visits

Regular
Health Checks

Independent
Reporting

Governance

Conversations

Reports

Key
Performance
Indicators

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RECAP

Dr. Tahir Hanif

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Projects Always Be Challenging!

Different composition
Team members
Experience levels of personnel
Delayed decision making
Behaviours
Technology involved
Political drivers
Owners
Stakeholders
Geographic factors
World economic factors

We DO NOT work in a vacuum!!!

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Dr. Tahir Hanif

59

Recommendation(s)
Understand the scope of the project
Select your people carefully
Create the right team environment
Measure progress appropriately
Be proactive
Be ready to face challenges
Dont give up ... Not until you reach the end of your goal!

29th November 2012

Dr. Tahir Hanif

60

... AND ONE FINAL POINT!

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Dr. Tahir Hanif

Maybe you are searching among branches, for what only

appears in the roots - RUMI

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Dr. Tahir Hanif

QUESTIONS & ANSWERS

Thank you for listening!
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