PROGRAM OUTLINE

Faculty
Program

Outline

Timings
Methodology

Performance Analysis

BENEFITS OF PROJECT
MANAGEMENT
Reduced

hierarchical levels
Formation of Cross Functional Teams
Easy Information Exchange
Greater Internal Co-ordination
Task Focused than Credit Focused
Long Term People Development

Advantages of Project Based

Approach
Objectives

Oriented
Change Oriented
Multi-disciplined
Opportunistic
Performance Oriented
Control Oriented
Questions Tradition

Areas of Knowledge

1.
2.
3.
4.
5.
6.
7.

Scope Management: Planning / Change

Project Integration: Planning/Execution/Control
Cost Management: Estimation / Budgeting
Time Schedule Management: Plan / Monitor
Quality Management: Planning / Assurance / Control
Monitoring and Control
Closure Management

Characteristics of Projects
Unique

in Nature with Set Goal or Aim

Includes a lot of Non-Routine Tasks
Customer Focus Internal / External
Time Constraints
Complex Yet Flexible
Cost Constraints
Challenges Traditional Authority
Involves Risk At Every Stage

PROJECT FEATURES
Start

/ Finish
Life Cycle: Project Definition, Planning,
Execution, Closure
Budget
Resources Man / Machine / Materials / Finance
Single Point Responsibility
Team and Its Role

TERMS OF REFERENCE
End

and Starting Points

Objectives
Quality Standards
Quantity Deliverables
Deliverables

OBJECTIVES
Properties

Business Goal Alignment

Internally Consistent, Achievable, Understandable
Senior Management Commitment

Reasons

of Objectives

for Setting Objectives

Results Focus, Provision of Direction, Planning

Prioritize & Organize Work, Motivation
Clear Communications

KEY SUCCESS PARAMETERS

Clarity

of Objectives
Good Planning and Control Methods
Management Support
Adequate Time and Resources
High End User Commitment and Involvement
Project Organization
Communications System

SWOT ANALYSIS
Strengths-manpower,finance,

Experience,
Technical Ability, Machinery, Teamwork
Weakness-means of Finance, Partial Support,
Shifting Goals, Fickle Mindedness, Fluid Designs
Opportunities-first Mover, Goodwill,
Endorsements, Universal Need, Low Cost
Threat-legislation / Regulations, Land, Local
Problems, Materials, Environmental Problems

LISTING MAJOR ASSUMPTIONS

Land

Acquisition
Funds Amount and Timing
People
Licensing
Approval Timings
Seasonality
Key Resource Availability

STAKEHOLDERS
Identify

Stakeholders Relevant for the Project

Reporting Relationships
Information Obligation Relationships
Identify Stake of Each Stakeholder
Keeping Stakeholders Interested
Plan for Using the Stakeholders
Exploiting Stakeholders Strengths

KEY TO GOOD PLANNING

1.
2.
3.
4.
5.
6.
7.
8.

Work Content Estimation

Creating Team Structure
Effort and Duration Estimation
Schedule Preparation
Allocation of Resources
Budget Estimation
Procurement Planning
Preparation of Quality Plan

CHANGE MANAGEMENT
Format

for Change Requests

Working Out Time Schedule Changes
Working Out Cost Changes
Change Authorization
Billing Mechanism for Changing
Change in Project Budget
Change Information to Those Concerned

SCHEDULE DEVELOPMENT
Task

Listing as per WBS

Estimation of the durations
Relationships Between Activities
Lag or Advanced Relationships
Milestones
End Date
Identification of Critical Path

SCHEDULE MANAGEMENT
Significance of Critical Path
Methods of Schedule Compaction

Link Changes
Splitting of Tasks
Reduction of Duration
Changing Lag or Lead
Resource Allocation

Circulation of Baseline Plan

Monitoring of Schedule

Resource Plan - 1
Manpower

Key Persons
Key Skills
Qualifications / Experience / Costs
Availability Periods

Resource Plan - 2
Equipment

/ Machines for Self / Contractor

Key Equipment Identification

Average Requirement / Period
Peak Requirement / Period
Cost of Equipment
Surplus Capacity Building
Sub-contractor Control
Creation of Alternatives

Resource Plan - 3
Key

Materials

Joint Responsibility with Purchase

Seasonality / Stocking / Stockpiling
Savings
Quality Improvements
Negotiating Skills
Strategy to Prioritize

TYPES OF RISKS
Time

Overrun
Cost Overrun
Non-completion
Non-achievement of Quality Objectives

RISK IDENTIFICATION
Non-routine

Tasks
Long Duration Tasks
High Cost / Weather Dependent Tasks
Multilevel Internal Approvals
External Controls and Approvals
Overoptimistic Schedule / Imposed Targets
Internal / Contractor Resource Problems
New Technologies

RISK ANALYSIS & CONTROL

Chances

of Occurrence
Early Warning Mechanism
Prevention
Alternative Implementation Strategies
Contingency Plans
Probability Based Analysis
Simulation

ON SITE QUALITY PLAN &

CONTROL
Assembly

of Relevant Standards
Determine Frequency of Testing and Sampling
Plan
List out Equipment and Third Party Test
Facilities
Timing, People and Gathering Plan
Time Period for Testing
Authority for Acceptance and Rejection

Possible Risks During Tendering

Political

Risk
Disasters and Natural Calamities
Civic Disturbances / Commotion
Lack of Adequate Funding
Inflation
Materials Availability and Commodity Prices
Foreign Exchange & Its Impact

Possible Solutions
Forward

Cover, Put and Call Options

SWAP Deals
Purchase Contracts of Fixed / Limited Esca.
Buffer for Time Loss
Contingency Allowance Built In
Sharing the Risk With Insurance

VENDOR QUALITY PLAN

Relevant

Standards and Contractual Quality

Control Requirements
Appointment of Inspection Agencies
Stage-wise Inspection Plan
Pre-delivery Inspection
Provision of Relevant Test Certificates
On Site Inspection Before Installation
Final System Testing and Commissioning
Certificates

WORK ORGANISATION
Definition-

Breakdown of project Objectives

into sub-components
Objectives of Work Organization

Breakdown Into Manageable Packages

Planning/assignment to Responsible Persons
Quantify Scope of Work by Work Packages

WORK ORGANIZATION
BREAKDOWN
Thorough

understanding of Project Structure

Division According to Responsibility
Matching Authority and Responsibility
Evolvement of Numbering or Coding System
Cost / Resource Accumulation
Schedule Estimation Through Breakdown

Major Methods of Breakdown

Work

Components
Product Breakdown
Location wise
Organizational Structure / Departments
System wise
Cost Head wise
Major Resource wise

PROJECT MANAGERS DELIVERABLES

Planning

Phase

Definition / Terms of Reference / Assumptions

WBS / Milestone Plan
Organization Chart
Quality Plan
Schedule
Gantt Chart / PERT Network Diagram
Resource Requirement / Cost Estimate
Project team

PROJECT TEAM CREATION /

DEVELOPMENT

Members Committed to
Goal Achievement
High Performance
Caring Attitude
Development of Team
Forming
Storming
Norming
Performing

Good Team Creation

Build

Trust and Inspire

Create Team Identity
Encourage Personal Development
Seek Continuous Improvement
Resolve Conflicts
Champion and Support Team

Conflict Management
Withdrawal

-Avoid Collision Course

Smoothing- Find Agreement Areas, Leave
Disagreement Areas for Later
Compromising- Search for Flexibility
Forcing- Making a Firm Decision Despite
Opposition
Confrontation-Face to Face Debate

Time Management

Unclear Authority / Responsibility

Uncontrolled Visitors / Phone Calls
Too Many Meetings / Reviews
Inability to Muster Right Information
Unclear Objectives / Scope
Bureaucracy / Politics / Power Games
Management only by Crisis
Too Much Paper Work

LEADERSHIP QUALITIES
Clear

Direction
Visible Energy and Motivation
Delegation of Responsibility / Sticking to It
Saying No, Making the tough decisions
Mutual Trust / Element of Fun
Fight for Members
Manage Politics / Conflict Resolution
Bring Logical End to Matters

Employee Motivation

Quality of the Work Interesting / Challenging / Useful

Sense of Belongingness Loyalty /Team Spirit
Feeling of Involvement
Sense of Achievement
Recognition of Both Success and Effort
Opportunities for Development
Increased Responsibility
Fulfillment of Skills

Project Managers Role

Responsible

for Success [& Failure]

Proven Team Leadership Skills
Limited Authority to Secure Resources
Have to Cut Through Hierarchical Layers
Working with Unknown & Unpredictable
Risk Taking Ability
Not Liked By Many!

PROJECT M. DURING DELIVERABLES

DURING IMPLEMENTATION
Progress

Implementation / Monitoring
Report design / Standards
Management of Changes
Progress Reports
End of Phase Reports
Cost / Resource Reports

Problem Solving
Problems

Visibility :Schedule / Cost Monitoring

Identifying Root Cause Use of Fishbone
Ishikawa Diagrams
Review Meetings
Focus on Essentials
Anticipation of Problems

Realign Time Schedule

Frequency

of Progress Charting
Update Project Schedule
Update Resource Use and Cost Schedule
Note New Critical Path and Finish Date
Identify Possible Compressible Tasks
Calculate Cost of Crashing
Make Most Optimal Decision

PROJECT MANAGERS DELIVERABLES

Project

Closure Phase
Closing of contractor accounts
Disposal of Surplus Materials
Redeployment of People
Analysis / Variance
Reasons for Success / Failures
Lessons for Future

CONTROL
Project

Monitoring Organisation
Process Control
Change Control
Progress Control
Early Warning Systems
Milestone Control

Performance Analysis Earned

Value

Budgeted Cost of Work Scheduled BCWS= % of

Work Scheduled x BAC
Actual Cost of Work Performed ACWP
Budgeted Cost of Work Performed BCWP also
Called Earned Value = % of Work Done x BAC
Cost Variance: BCWP ACWP
Schedule Variance: BCWP BCWS
Budget At Completion : BAC Project Budget
Estimate To Complete: ETC

Earned Value
Cost

Performance Index: BCWP/ ACWP

Estimate to Complete ETC:[BAC- BCWP]/CPI

COMMUNICATIONS
Upward

and Downward Communications

Formats Feedback Report
Frequency
Need to Know
Circulation Lists
Project Meeting Routine / Exceptional

USE OF PROJECT PLANNING

SOFTWARES
Brands

of the Software
Capabilities
Advantages
Disadvantages
Using Internet Based Systems for Control