PROGRAM OUTLINE

FacultyProgram OutlineTimingsMethodology

Performance Analysis

BENEFITS OF PROJECT MANAGEMENT Reduced hierarchical levelsFormation of Cross Functional TeamsEasy Information ExchangeGreater Internal Co-ordinationTask Focused than Credit FocusedLong Term People Development

Advantages of Project Based ApproachObjectives OrientedChange OrientedMulti-disciplinedOpportunisticPerformance OrientedControl OrientedQuestions Tradition

Areas of Knowledge

Scope Management: Planning / ChangeProject Integration: Planning/Execution/ControlCost Management: Estimation / BudgetingTime Schedule Management: Plan / MonitorQuality Management: Planning / Assurance / ControlMonitoring and ControlClosure Management

Characteristics of ProjectsUnique in Nature with Set Goal or AimIncludes a lot of Non-Routine TasksCustomer Focus Internal / ExternalTime ConstraintsComplex Yet FlexibleCost ConstraintsChallenges Traditional AuthorityInvolves Risk At Every Stage

PROJECT FEATURESStart / FinishLife Cycle: Project Definition, Planning, Execution, ClosureBudgetResources Man / Machine / Materials / FinanceSingle Point ResponsibilityTeam and Its Role

TERMS OF REFERENCEEnd and Starting PointsObjectivesQuality StandardsQuantity DeliverablesDeliverables

OBJECTIVESProperties of ObjectivesBusiness Goal AlignmentInternally Consistent, Achievable, UnderstandableSenior Management CommitmentReasons for Setting ObjectivesResults Focus, Provision of Direction, PlanningPrioritize & Organize Work, MotivationClear Communications

KEY SUCCESS PARAMETERSClarity of ObjectivesGood Planning and Control MethodsManagement SupportAdequate Time and ResourcesHigh End User Commitment and InvolvementProject OrganizationCommunications System

SWOT ANALYSISStrengths-manpower,finance, Experience, Technical Ability, Machinery, TeamworkWeakness-means of Finance, Partial Support, Shifting Goals, Fickle Mindedness, Fluid DesignsOpportunities-first Mover, Goodwill, Endorsements, Universal Need, Low Cost Threat-legislation / Regulations, Land, Local Problems, Materials, Environmental Problems

LISTING MAJOR ASSUMPTIONSLand AcquisitionFunds Amount and TimingPeopleLicensingApproval TimingsSeasonalityKey Resource Availability

STAKEHOLDERSIdentify Stakeholders Relevant for the ProjectReporting RelationshipsInformation Obligation RelationshipsIdentify Stake of Each StakeholderKeeping Stakeholders InterestedPlan for Using the StakeholdersExploiting Stakeholders Strengths

KEY TO GOOD PLANNINGWork Content Estimation Creating Team StructureEffort and Duration EstimationSchedule PreparationAllocation of ResourcesBudget EstimationProcurement PlanningPreparation of Quality Plan

CHANGE MANAGEMENTFormat for Change RequestsWorking Out Time Schedule ChangesWorking Out Cost ChangesChange AuthorizationBilling Mechanism for ChangingChange in Project BudgetChange Information to Those Concerned

SCHEDULE DEVELOPMENTTask Listing as per WBSEstimation of the durationsRelationships Between ActivitiesLag or Advanced RelationshipsMilestonesEnd DateIdentification of Critical Path

SCHEDULE MANAGEMENTSignificance of Critical PathMethods of Schedule CompactionLink ChangesSplitting of TasksReduction of DurationChanging Lag or LeadResource AllocationCirculation of Baseline PlanMonitoring of Schedule

Resource Plan - 1ManpowerKey PersonsKey SkillsQualifications / Experience / CostsAvailability Periods

Resource Plan - 2Equipment / Machines for Self / ContractorKey Equipment IdentificationAverage Requirement / PeriodPeak Requirement / PeriodCost of EquipmentSurplus Capacity BuildingSub-contractor ControlCreation of Alternatives

Resource Plan - 3Key MaterialsJoint Responsibility with PurchaseSeasonality / Stocking / StockpilingSavingsQuality ImprovementsNegotiating SkillsStrategy to Prioritize

TYPES OF RISKSTime OverrunCost OverrunNon-completionNon-achievement of Quality Objectives

RISK IDENTIFICATIONNon-routine TasksLong Duration TasksHigh Cost / Weather Dependent TasksMultilevel Internal Approvals External Controls and ApprovalsOveroptimistic Schedule / Imposed TargetsInternal / Contractor Resource ProblemsNew Technologies

RISK ANALYSIS & CONTROLChances of OccurrenceEarly Warning MechanismPreventionAlternative Implementation StrategiesContingency PlansProbability Based AnalysisSimulation

ON SITE QUALITY PLAN & CONTROLAssembly of Relevant Standards Determine Frequency of Testing and Sampling PlanList out Equipment and Third Party Test FacilitiesTiming, People and Gathering PlanTime Period for TestingAuthority for Acceptance and Rejection

Possible Risks During TenderingPolitical RiskDisasters and Natural CalamitiesCivic Disturbances / CommotionLack of Adequate FundingInflationMaterials Availability and Commodity PricesForeign Exchange & Its Impact

Possible SolutionsForward Cover, Put and Call OptionsSWAP DealsPurchase Contracts of Fixed / Limited Esca.Buffer for Time LossContingency Allowance Built InSharing the Risk With Insurance

VENDOR QUALITY PLANRelevant Standards and Contractual Quality Control RequirementsAppointment of Inspection AgenciesStage-wise Inspection PlanPre-delivery InspectionProvision of Relevant Test Certificates On Site Inspection Before InstallationFinal System Testing and Commissioning Certificates

WORK ORGANISATIONDefinition- Breakdown of project Objectives into sub-componentsObjectives of Work OrganizationBreakdown Into Manageable PackagesPlanning/assignment to Responsible Persons Quantify Scope of Work by Work Packages

WORK ORGANIZATION BREAKDOWNThorough understanding of Project StructureDivision According to ResponsibilityMatching Authority and ResponsibilityEvolvement of Numbering or Coding SystemCost / Resource AccumulationSchedule Estimation Through Breakdown

Major Methods of BreakdownWork ComponentsProduct BreakdownLocation wise Organizational Structure / DepartmentsSystem wise Cost Head wiseMajor Resource wise

PROJECT MANAGERS DELIVERABLESPlanning PhaseDefinition / Terms of Reference / AssumptionsWBS / Milestone PlanOrganization ChartQuality PlanScheduleGantt Chart / PERT Network DiagramResource Requirement / Cost EstimateProject team

PROJECT TEAM CREATION / DEVELOPMENTMembers Committed toGoal AchievementHigh PerformanceCaring AttitudeDevelopment of TeamFormingStormingNormingPerforming

Good Team CreationBuild Trust and InspireCreate Team IdentityEncourage Personal DevelopmentSeek Continuous ImprovementResolve ConflictsChampion and Support Team

Conflict ManagementWithdrawal -Avoid Collision CourseSmoothing- Find Agreement Areas, Leave Disagreement Areas for LaterCompromising- Search for FlexibilityForcing- Making a Firm Decision Despite OppositionConfrontation-Face to Face Debate

Time ManagementUnclear Authority / ResponsibilityUncontrolled Visitors / Phone CallsToo Many Meetings / ReviewsInability to Muster Right InformationUnclear Objectives / ScopeBureaucracy / Politics / Power GamesManagement only by CrisisToo Much Paper Work

LEADERSHIP QUALITIESClear DirectionVisible Energy and Motivation Delegation of Responsibility / Sticking to ItSaying No, Making the tough decisionsMutual Trust / Element of FunFight for Members Manage Politics / Conflict ResolutionBring Logical End to Matters

Employee MotivationQuality of the Work Interesting / Challenging / UsefulSense of Belongingness Loyalty /Team SpiritFeeling of InvolvementSense of AchievementRecognition of Both Success and EffortOpportunities for DevelopmentIncreased ResponsibilityFulfillment of Skills

Project Managers RoleResponsible for Success [& Failure]Proven Team Leadership SkillsLimited Authority to Secure ResourcesHave to Cut Through Hierarchical LayersWorking with Unknown & UnpredictableRisk Taking AbilityNot Liked By Many!

PROJECT M. DURING DELIVERABLES DURING IMPLEMENTATIONProgress Implementation / MonitoringReport design / StandardsManagement of ChangesProgress ReportsEnd of Phase ReportsCost / Resource Reports

Problem SolvingProblems Visibility :Schedule / Cost MonitoringIdentifying Root Cause Use of Fishbone Ishikawa DiagramsReview MeetingsFocus on EssentialsAnticipation of Problems

Realign Time ScheduleFrequency of Progress ChartingUpdate Project ScheduleUpdate Resource Use and Cost ScheduleNote New Critical Path and Finish DateIdentify Possible Compressible TasksCalculate Cost of CrashingMake Most Optimal Decision

PROJECT MANAGERS DELIVERABLESProject Closure PhaseClosing of contractor accountsDisposal of Surplus MaterialsRedeployment of PeopleAnalysis / VarianceReasons for Success / FailuresLessons for Future

CONTROLProject Monitoring OrganisationProcess ControlChange ControlProgress ControlEarly Warning SystemsMilestone Control

Performance Analysis Earned ValueBudgeted Cost of Work Scheduled BCWS= % of Work Scheduled x BACActual Cost of Work Performed ACWPBudgeted Cost of Work Performed BCWP also Called Earned Value = % of Work Done x BACCost Variance: BCWP ACWPSchedule Variance: BCWP BCWSBudget At Completion : BAC Project BudgetEstimate To Complete: ETC

Earned ValueCost Performance Index: BCWP/ ACWPEstimate to Complete ETC:[BAC- BCWP]/CPI

COMMUNICATIONSUpward and Downward CommunicationsFormats Feedback Report FrequencyNeed to Know Circulation ListsProject Meeting Routine / Exceptional

USE OF PROJECT PLANNING SOFTWARESBrands of the SoftwareCapabilitiesAdvantagesDisadvantagesUsing Internet Based Systems for Control