• Planning, Monitoring and Controlling Cycle

• Risk management

Project management: Architecture Department

Why is Monitoring necessary?
To maintain project control.
To maintain set target
To maintain direction towards set parameters
To assure the defined feasibility parameters

What aspects are required to be monitored in Project Management?

• Performance
• Budget
• Time
• Risk

Monitoring Cycle
Planning -> Monitoring -> Feedback -> Controlling

Planning Monitoring and Controlling Cycle

Affecting agents for Cost Affecting agents for Performance
• Poor resource calculations • Technical Problems
• Increase in project scope • Technical Difficulties
• Unrealistic / low Bid • Quality Problems
• Poor transparency / reporting • Client revisions
• Inadequate budget • Functional Complications
• Increase in market prices • Technological breakthroughs
• Intra-team conflict
• Market imbalance / Changes
Affecting agents for Time
• Time consumed in unplanned
activities
• Unrealistic estimates
• Incorrect sequence of activities
• Unavailability of proposed /
agreed-upon resources
• Incomplete pre-requisites /
tasks
• Alteration in Government /
authority regulations

Planning Monitoring and Controlling Cycle

What is risk management?

Risk management is the process of identifying the

potential risks and devising a tackling plan.

Why is it important?

To safeguard all aspects of your project including budget,

schedule, scope and quality.

Parts of Risk management process.

• Risk management planning

• Risk Identification
• Risk Analysis
• Mitigation plan
• Risk Monitoring and control

Risk Management
Planning Identification Risk Analysis Mitigation Planning Control & Monitoring

What needs to be What could happen? How it may affect the How to deal with Is the Risk pattern
taken into account and How and when? project or the the potential risks. evolving or stagnant?
what are our activities? Development of a Does the mitigation
objectives? planning system as planning needs to be
a precautionary revised during the
measure. monitoring process.

Risk Management - Planning

Planning Identification Risk Analysis Mitigation Planning Control & Monitoring

What needs to be What could happen? How it may affect the How to deal with Is the Risk pattern
taken into account and How and when? project or the the potential risks. evolving or stagnant?
what are our activities? Development of a Does the mitigation
objectives? planning system as planning needs to be
a precautionary revised during the
measure. monitoring process.

• Understanding of the context.

• Establishment of the understanding of the size and complexity of the project.
• Involvement of stake holders in this phase.

Risk Management - Planning

Planning Identification Risk Analysis Mitigation Planning Control & Monitoring

What needs to be What could happen? How it may affect the How to deal with Is the Risk pattern
taken into account and How and when? project or the the potential risks. evolving or stagnant?
what are our activities? Development of a Does the mitigation
objectives? planning system as planning needs to be
a precautionary revised during the
measure. monitoring process.

• Collection of information regarding the potential risk.

• Development of check-list analysis / Procedural steps for verification.
• Assumption Analysis

Risk Management - Planning

Planning Identification Risk Analysis Mitigation Planning Control & Monitoring

What needs to be What could happen? How it may affect the How to deal with Is the Risk pattern
taken into account and How and when? project or the the potential risks. evolving or stagnant?
what are our activities? Development of a Does the mitigation
objectives? planning system as planning needs to be
a precautionary revised during the
measure. monitoring process.

What aspect of project will be impacted?

Schedule, Cost, Quality, Scope, Resource or Customer Satisfaction.
Development of Risk probability and impact matrix. (assessment of Risk impact and likelihood)
Urgency Assessment

Risk Management - Planning

Planning Identification Risk Analysis Mitigation Planning Control & Monitoring

What needs to be What could happen? How it may affect the How to deal with Is the Risk pattern
taken into account and How and when? project or the the potential risks. evolving or stagnant?
what are our activities? Development of a Does the mitigation
objectives? planning system as planning needs to be
a precautionary revised during the
measure. monitoring process.
Mitigation Planning categories:
• Avoid
• Transfer
• Mitigate
• Accept

Risk Management - Planning

Examples (Avoid):
Construction or demolition noise within the educational or health institute may raise staff complaints.
Solution:
The activities with high noise impact will be planned during off hours or on the weekends.

Examples (Transfer):
The project is initiated in an unstable economic condition, due to which the material costs are drastically
increasing with time.
Extended Risk:
Solution:
The prices may fall during the signed agreement.
A fixed price contract is signed and secured
with the material provider / manufacturer for Solution:
a time period. The contract is signed for shorter time periods.

Mitigation Planning categories:

• Avoid
• Transfer
• Mitigate
• Accept

Risk Management - Planning

Examples (Mitigation):
Water supply must be connected to the project site by the year end or the planted fields / vegetation will die.
The local water company has failed in 90% commitments in the area.
Solution:
1. The agreement with the company is to be signed at the earliest with the signing of the project.
2. In case of delay, water can temporarily provided by the nearby fire hydrants or the water trucks can be
rented to compensate the delay.

Mitigation Planning categories:

• Avoid
• Transfer
• Mitigate
• Accept

Risk Management - Planning

Planning Identification Risk Analysis Mitigation Planning Control & Monitoring

What needs to be What could happen? How it may affect the How to deal with Is the Risk pattern
taken into account and How and when? project or the the potential risks. evolving or stagnant?
what are our activities? Development of a Does the mitigation
objectives? planning system as planning needs to be
a precautionary revised during the
measure. monitoring process.

Risk Reassessment, to be scheduled regularly depending on the risk pattern.

Introduction of Risk Audit for evaluating the effectiveness of the planned response.

Risk Management - Planning

Risk Assessment Chart & Probability and Impact Matrix
 Situation A
Reconstruction of Guard room and residency quarter at University Gate.

Situation B
Renovation of 5 staff residency apartments for a University.

Situation C
Provision of class furniture for 1 architecture lecture hall.

Situation D
Mapping and Assessment of the Boys hostel building to decide if it needs
extension, demolition & reconstruction, or to keep it as it as with minor
maintenance.

Requirements:
Generate a clear set of potential client requirements.
Develop a sequence of activities for this project from start to finish.
Develop a general timeline.
Develop a tentative list of required resources.
Submission on A3 size sheet.

Group Assignment