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Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
Mr. Vijay Sane , Project Director, LIFE REPUBLIC,
27th Sep 2013
2Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
Agenda
• Company & Project Brief
• Objective & scope
• Key Challenges for Mega Townships
• Method, Practices & SOPs adopted
• Quantified Results Achieved
• Critical Success factors
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Project Background
• Kolte-Patil Developers Limited is developing a mega township
“LIFE REPUBLIC” near Pune
• Land size of 384 acres of which 1st phase of 147 acres, almost
3.5 million square feet of construction within 30 months.
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Objective & Scope
• To implement globally recognized Project Management processes
• Determine project life cycle for diversified Product mix (Township).
• Focus on the Enterprise Environmental Factors which enhance or
constraint organizational goal
• Develop project team with required skill ,tools & techniques and
team environment
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Challenges
• First of its kind of a mega township of Project for the Company
• Complex scheduling – multiple activities and dependencies
• Control cost to maintain baselines & accurate cash flow projections
for fund management
• Communication challenges - Multiple agencies & Stakeholders.
• Identification of Uncertainties & Risks – Internal & External
factors
• Utilisation & coordination of Corporate Knowledge Base
• Align the team for Business Plan & strategic goals set for the Project
• Strengthen the Project Management Process & Managment
information system
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Management decided to use
Project Management Institute’s
guidelines PMBOK to address the
challenges
Presentation Title
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Methodology Followed
• Involvement of PMI associates
– Appointed Big Bang Consultancy who are associated with PMI
• Assessment study
– As Is study of existing processes
• Training need identified to enhance skill & knowledge
– Project management training to all team members
• Identification of Project Management techniques e.g.
– Process enhancement (Input - Tool & techniques – Out put)
– Organization structure align to Process
• Implementation of SOP’s with identified techniques
– Implementation of techniques on pilot project through handholding
– Review process & performance
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Methodology Roadmap
1
ProjectCharter
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Assessment Study
3 Recommend
Tools&
Techniques
4
Apply
Techniques
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Sustenance
1. Deciding project mission
2. Decide broad scope, timeline, budget, etc.
1. Study existing processes, documents
2. Identify gaps, pain areas, wish list
1. Propose project management techniques
2. Propose IT tools
1. Implement tools and techniques
2. Implement IT solutions
1. Create Standard Operating Procedures
2. Formation of Project Management Office (PMO)
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Tools and Techniques - Implemented
• Setting-up Project Management office (PMO)
• Changes in Organization Structure
• Communication Plan
• Responsibility Matrix – RACI
• Risk Register
• Business Workflow
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Setting PMO & Function Flow - Sample
•Scheduling•Estimation•ERP team
•PMO•Site PM•Procurement•D&D•Services•HR & Finance
•Site PM•Site team
PMOPlanning Committee
ExecutionProcurement
D&D
Sales
HR
Finance
ERP
ApprovedSchedule & Budget
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Techniques Used - Communication Plan Sample
Stakeholders Purpose of communication Medium of communication
Frequency of communication
Scheduling team/DGM Construction/Estimation team/Procurement team/D&D team/Finance team/MIS team
1) To discuss and get approval from VP-OPERATIONS for prove quarterly/monthly plan - schedule and budget 2) To declare expected hurdles in achieving the plan i.e. risks 3) to announce backup plan to counter risks
1) Face-to-face Meetings 2) to announce Minutes Of Meeting
Every week on Wednesday at 2.30 pm
Scheduling team and Estimation team
To decide cashflow per work period 1) Face-to-face Meetings 2) to announce Minutes Of Meeting
Every week on Friday at…….
Scheduling team/ D&D team/Estimation team/Procurement team
1) To understand if there are any issues in getting necessary drawings or specification and adjusting schedule as per the position 2) To review material specifications, availability of material in the market, price position 3) Finalize BOQ
1) Face-to-face Meetings 2) to announce Minutes Of Meeting
Every week on Friday at…….
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Communication Management –Techniques used
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
• Communication Plan- Inter phase & intra phase communication
• Use of ERP /IT system for instant communication
• Defined Templates for Risk , schedule net works ,Cash flow ,
Budget (CBS), WBS , Contracts, KPI etc,
• Process flow charts are prepared showing process dependency
• Communication flow is monitored & controlled by PMO
• Developed Dash boards & performance indicator linked through
ERP
• Defined communication channels- RFI, Transmittals/Submittals,
site instructions, drawing issue registers, NCR, change/Variation
requests etc.
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Techniques Used – RACI Sample
Major Activities Responsible Accountable Consult InformTo ensure monthly plan target achievement - cash flow
DGM Construction
DGM-PMO VP-OPERATIONS Project Director
Getting all drawings from D&D as per schedule
D&D - respective owner
DGM-PMO VP-OPERATIONS Project Director
Preparing monthly/ quarterly schedule
Planning Manager DGM-PMO VP-OPERATIONS DGM- Construction
Preparing quarterly estimation and cash flow
Estimation Manager
DGM-PMO VP-OPERATIONS DGM- Construction
Giving intimation of procurement plan
Planning Manager DGM-PMO VP-OPERATIONS DGM- Construction
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Business Process Workflow – Scope Change Control
Scope ChangesFromD&D
Scope ChangesFrom
Consultant
Scope ChangesFrom
Project Manager
Project Management
Office
ConsultWith Senior
Management
MajorChanges?
YES
No
TakeDecision
ScopeChangeRequest
Acceptedor
Rejected
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Techniques Used – Change Management Sample
MONTHLY CHANGE NOTE TRACKER -MAY 13
SECTOR CHANGE DUE TO AMOUNTAPPROVAL
STATUS REMARKS
R2
Due to change in Drg & Labor Rate Escalation
1,113,827.70
APPROVED
Budget utilized from contingency for design change &
Escalation for increase in
rates
Due to Site Condition3,844,381.
20Due to Site Condition and Escalation of Labor Rate
1,015,005.00
R4As per Site Condition 107,542.00
APPROVED
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Techniques Used – Risk Register Sample
Last Updated: 30th June 2011Print Date:
Raised By Date Raised DescriptionImpact Description
Risk OwnerManagement/ Mitigation measures
Likelihood
1(low) -5(high)
Impact
1(low) -5(high)
Total risk rating
Resolution required by date
Status Update
(D&D) 3rd May 2013 Delay in issue of final working drawings for R2 sector
Time/Cost SDS Issue has been raised in CRM.SDS to release schedule of drawings & log every week
5 5 10 30-May-11
PendingStatutory 15th May 2013 Delay in getting building
approval plan for R2Time/Cost SDS Excavation & PCC work is in
progress to minimize delay.R2 sector amenities and landscape area work shall be started.
5 5 10 15-Jul-11
OpenProcurement 15th May 2013 Finalization of RMC supplier
vendorTime/Cost Procurement LOI to issued on urgent basis to
M/s Ashtech Pvt. Ltd5 5 10 Urgent
Closed Construction 3rd May 2013 Delay in construction of
Labour camp & steel yardTime/Cost Construction Contractor shall be awarded
immediately or work shall be executed by civil work contractor at R2 sector
4 4 8 Urgent
IN progressThe likelihood scale can be defined as :- 1 Remote, 2 Low, 3 Moderate, 4 High & 5 Very High.The impact scale can be defined as :- 1 Negligible, 2 Low, 3 Moderate, 4 High & 5 Extreme.Total Score 3-5 Monitoring and mitigation only required, action to be taken if risk develops to as higher level.Total Score 6-9 Moderate risk - to be avoided if reasonably practicable. Mitigation measures to be implemented. Monitoring essential and action to be taken where possible.Total Score 10-15 Extreme risk - Must be addressed at high level and contingency plan implemented
Risk & Issue Register
Kolte-Patil I-VEN Townships (Pune) Pvt. Ltd
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Risk Management
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
• Formation of Risk Committee- Representative from various
department – Design, Execution, Planning etc.
• Risk identification – Identifying risks and preparing risk register
• Plan Risk Response– Deciding risk response action plan
• Risk meetings – Monitor risk response plan, identify new risks
• Risk Register – Continuously updating risk register by adding new
risks
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Organizational Knowledge – OPA - Lesson Learned Document
Date lesson ID CategoryWhat went
Right?What went
Wrong?Root Cause
3rd Sept 2012
EXE002 Execution Aluform material landed late and hence delayed R7 sector work
Delay in material clearance from custom
3rd Sept 2012
DAD001 D&D Construction schedule was ready well in advanced which helped in getting GFC’s
Received plan well in advance
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Benefits – Reduced Cost Variance – After Implementation of PMI Techniques
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Benefits – Reduced Schedule Variance – After Implementation of PMI Techniques
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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• Improved Cash-flow Projections & achieving the Cost target
• Improved Cost Control
• Improved Communication due to set frequency of meetings.
• Reduction in schedule variance from 35% to 15%
• Reduction in decision making time due to timely availability of
information.
• Enhanced Data Quality & accuracy due to improved report formats
& MIS.
• Improvement in Team Moral & Development of Human Resources
Quantifiable Result – Cost & Schedule Variance Bar Diagram
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
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Critical Success Factors
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
Stakeholder influence, risk, and uncertainty
Cost of changes
Project Time
High
Low
• Enhanced OPA• RISK Plan • Approval at each stage• Front end Design• Controlled thresholds for
Change or Variations
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Critical Success Factors
• Project supported and driven by Senior Management
• Use of PMI techniques based on PMBOK® Guide
• Project Management training to team members
• Improved team communication
• Clearly defined roles, responsibility and authority e.g. RACI
• Modification of Organization Structure
– Higher authority to Project Manager
– Formation of centralized Project Management Office
• Customization of ERP, enhanced usage of MS Project
• Implementation of Project & process Audit for continual
improvement.
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune