successful task sequencing & challenges with multiple projec

8/6/2019 Successful Task Sequencing & Challenges With Multiple Projec

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Successful Task Sequencing andSuccessful Task Sequencing and

Challenges With Multiple Projects withChallenges With Multiple Projects withemphasis on Project Network & Triageemphasis on Project Network & Triage

Presentation made on the 16Presentation made on the 16thth & 23& 23rdrd of July 2008of July 2008

AtAt

Lagos State Development & Property CorporationLagos State Development & Property Corporation

2/4 Town Planning Road,2/4 Town Planning Road,

Illupeju, Lagos State, Nigeria.Illupeju, Lagos State, Nigeria.

Engr. Kelly Akpokene Sikpa, MNSE, PMPEngr. Kelly Akpokene Sikpa, MNSE, PMP

On behalf of theOn behalf of the

Nigerian Society of Engineers (NSE)Nigerian Society of Engineers (NSE)

Lagos Branch.Lagos Branch.

NigeriaNigeria


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Presentation contentPresentation content

IntroductionIntroduction

Common challenges encountered in managing multipleCommon challenges encountered in managing multipleprojects.projects.

Techniques for managing multiple projects.Techniques for managing multiple projects.

Sequencing your work tasks.Sequencing your work tasks.

Project network diagrams.Project network diagrams. Precedence diagramming method.Precedence diagramming method.

Arrow diagramming method.Arrow diagramming method.

Types of Dependencies that determine the sequencing ofTypes of Dependencies that determine the sequencing oftasks.tasks.

Benefits of project network diagrams in multiple projectBenefits of project network diagrams in multiple projectmanagement.management.

How to identify problem areas & handle challenges that areHow to identify problem areas & handle challenges that areassociated with management of multiple projects.associated with management of multiple projects.


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Presentation content (continued)Presentation content (continued)

Project triage.Project triage.

Processes that are carried out in a triage effort.Processes that are carried out in a triage effort. Summary of the processes & their associated deliverables.Summary of the processes & their associated deliverables.

Summary on how to determine the success levels for theSummary on how to determine the success levels for thevarious processes.various processes.

Gathering of Data.Gathering of Data.

Review & Analyze Data.Review & Analyze Data. Prepare or Document Findings & Develop a CorrectivePrepare or Document Findings & Develop a Corrective

Action Plan.Action Plan.

Present Report.Present Report.

Revise or Update Project/Program/Portfolio Plan.Revise or Update Project/Program/Portfolio Plan.

Conclusion.Conclusion.

QuestionsQuestions


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IntroductionIntroduction

A Portfolio is a group of multiple projectsA Portfolio is a group of multiple projects

that are managed together in order to attainthat are managed together in order to attain

An organizations strategic businessAn organizations strategic business

Objectives.Objectives.

A Program is a group of multiple projectsA Program is a group of multiple projects

That are similar and are managed togetherThat are similar and are managed together

To obtain the benefits & control that couldTo obtain the benefits & control that couldNot be attained from managing themNot be attained from managing them

separately.separately.


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Introduction (continued)Introduction (continued)

Managing multiple projects meansManaging multiple projects means

managing a Portfolio or Program as themanaging a Portfolio or Program as the

case may be.case may be.

It is expected for a Project/Program/It is expected for a Project/Program/

Portfolio Manager to focus on managingPortfolio Manager to focus on managing

time effectively, leverage on group skills andtime effectively, leverage on group skills and

Apply project management skills in order toApply project management skills in order toDeliver multiple projects on time, withinDeliver multiple projects on time, within

scope, Quality set standards and on budget.scope, Quality set standards and on budget.


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Common Challenges Encountered in ManagingCommon Challenges Encountered in Managing

Multiple ProjectsMultiple Projects Lack of clear scope of work to be performed by theLack of clear scope of work to be performed by the

various project teams.various project teams. Managing of multiple risks & resolving multipleManaging of multiple risks & resolving multiple

issues across the portfolio.issues across the portfolio.

Limited resources within available resource pool.Limited resources within available resource pool.

Conflicting priorities.Conflicting priorities. Managing & integrating of multiple projects &Managing & integrating of multiple projects &

their delivery dates.their delivery dates.

Problems of holding status meeting, while stillProblems of holding status meeting, while still

tracking tasks & milestones due to tight deadlines.tracking tasks & milestones due to tight deadlines.e.t.c.e.t.c.

Managing the hexagonal constraints (scope,Managing the hexagonal constraints (scope,schedule, cost, quality, risks & costumerschedule, cost, quality, risks & costumersatisfaction).satisfaction).


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Techniques For Managing Multiple ProjectsTechniques For Managing Multiple Projects

Effective Time Management.Effective Time Management.

Develop a Checklist for Managing MultipleDevelop a Checklist for Managing MultipleProjects.Projects.

Prioritization of Projects.Prioritization of Projects.

Categorize Your Work.Categorize Your Work.

Create a single dashboard for tracking &Create a single dashboard for tracking &

coco--ordination of all the projects.ordination of all the projects.

Sequence Your Work Tasks.Sequence Your Work Tasks.


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Sequencing Your Work Tasks.Sequencing Your Work Tasks. Sequencing implies identifying and documentingSequencing implies identifying and documenting

Logical, proper precedence relationships betweenLogical, proper precedence relationships between

all the tasks as well as applying leads & lagsall the tasks as well as applying leads & lagsnecessary to bring all the projects been managed tonecessary to bring all the projects been managed toa successful completion.a successful completion.

It is usually done after the portfolios/ programsIt is usually done after the portfolios/ programs/projects work breakdown structure has been/projects work breakdown structure has beencreated using the scope statement & all activitiescreated using the scope statement & all activitieshave been defined.have been defined.

Sequencing can either be done using manuallySequencing can either be done using manuallytechniques or automated techniques.techniques or automated techniques.

The act produces a Project Network Diagram.The act produces a Project Network Diagram.


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Project Network DiagramsProject Network Diagrams

A Project Network Diagram is schematic thatA Project Network Diagram is schematic thatshows all the activities in a project or program orshows all the activities in a project or program or

portfolio arranged in their order of occurrence orportfolio arranged in their order of occurrence or

performance by applying their logicalperformance by applying their logical

relationships or dependencies.relationships or dependencies. It is represented in basically 2 ways:It is represented in basically 2 ways:

Precedence Diagramming Method or Activity onPrecedence Diagramming Method or Activity on

Node (AON)Node (AON)

Arrow Diagramming Method or Activity onArrow Diagramming Method or Activity onArrow (AOA)Arrow (AOA)


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Precedence Diagramming Method orPrecedence Diagramming Method orActivity on Node (AON)Activity on Node (AON)

Activities are represented by nodes, while theActivities are represented by nodes, while thedependence relationships is shown by arrows.dependence relationships is shown by arrows.

Duration of the activities are place on top theDuration of the activities are place on top thenodes and the nodes are rectangular in shape.nodes and the nodes are rectangular in shape.

There are four types of dependencies obtainableThere are four types of dependencies obtainableand they are:and they are:

1.1. Finish to Start.Finish to Start.

2.2. Start to Start.Start to Start.

3.3. Finish to Finish.Finish to Finish.4.4. Start to Finish.Start to Finish.


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Arrow Diagramming Method or Activity onArrow Diagramming Method or Activity onArrow (AOA)Arrow (AOA)

Activities are represented on arrows while theActivities are represented on arrows while thedependencies between the activities is shown ondependencies between the activities is shown onthe nodes.the nodes.

The duration of the activities are shown inside theThe duration of the activities are shown inside the

nodes and the nodes are circular in shape.nodes and the nodes are circular in shape. Only one dependencies can be applied here andOnly one dependencies can be applied here and

its Finish to Start.its Finish to Start.

It can be used to dummy activities, which are justIt can be used to dummy activities, which are justa depiction of the dependency between twoa depiction of the dependency between twoactivities, with zero duration.activities, with zero duration.


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Sample of a PDM DiagramSample of a PDM Diagram


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Sample of an ADM DiagramSample of an ADM Diagram


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Types of Dependencies That Determine TheTypes of Dependencies That Determine TheSequencing of Tasks.Sequencing of Tasks.

Mandatory Dependencies.Mandatory Dependencies.

Discretionary Dependencies.Discretionary Dependencies.

External DependenciesExternal Dependencies MilestonesMilestones

Leads & LagsLeads & Lags

Requested ChangesRequested ChangesAvailable Schedule Network Templates.Available Schedule Network Templates.


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How Project Network Diagrams can Assist in theHow Project Network Diagrams can Assist in theManagement of Multiple Projects.Management of Multiple Projects.

Shows the inter dependencies of all tasks that areShows the inter dependencies of all tasks that arenecessary to bring projects to a successfulnecessary to bring projects to a successfulcompletion.completion.

Shows work flow diagram and specific order orShows work flow diagram and specific order orsequence for all of a projects task.sequence for all of a projects task.

Aids in the effective planning, organizing &Aids in the effective planning, organizing &control of portfolio/programs/projects.control of portfolio/programs/projects.

It aids in providing basis for justification ofIt aids in providing basis for justification ofestimated duration, resource requirements &estimated duration, resource requirements &

schedule.schedule. It also helps in tracking portfolio/ programIt also helps in tracking portfolio/ program

/projects progress, since it is used as an input for/projects progress, since it is used as an input forschedule development & control.schedule development & control.


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How To Identify Problems Areas & HandleHow To Identify Problems Areas & Handle

Challenges That are Associated with ManagementChallenges That are Associated with Management

of Multiple Projects.of Multiple Projects.Due to the nature, size & complexity ofDue to the nature, size & complexity of

projects in a portfolio/program problems areprojects in a portfolio/program problems are

Bound to occur and one way of discoveringBound to occur and one way of discovering

& solving the problem is by performing a& solving the problem is by performing a

Process known as Triage or Project Triage.Process known as Triage or Project Triage.


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Project TriageProject Triage

Project Triage outlines processes that can beProject Triage outlines processes that can be

employed to quickly identify aemployed to quickly identify a

project/program/portfolio problems so as toproject/program/portfolio problems so as to

define appropriate corrective actions.define appropriate corrective actions. Or it could a process that is used to perform aOr it could a process that is used to perform a

quick evaluation of a project /program/portfolioquick evaluation of a project /program/portfolio

and to prioritized corrective recommendations orand to prioritized corrective recommendations or

actions that is based on current project /programactions that is based on current project /program/portfolio status./portfolio status.


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Project Triage (continued)Project Triage (continued)

It is usually performed when aIt is usually performed when aproject/program/portfolio manager is given aproject/program/portfolio manager is given aproject/program/portfolio in progress or whenproject/program/portfolio in progress or when

there are symptoms of trouble.there are symptoms of trouble. A project/program/portfolio manager, sponsor orA project/program/portfolio manager, sponsor or

their representative and the project team should betheir representative and the project team should beamong the ones to engage in a triage effort.among the ones to engage in a triage effort.

Emphasis of triage is on quick evaluation butEmphasis of triage is on quick evaluation butspeed is relative to the size/scope & complexity ofspeed is relative to the size/scope & complexity ofa project/program/portfolio.a project/program/portfolio.


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Project Triage ( continued)Project Triage ( continued)

It could be done by an individual or by an assignedIt could be done by an individual or by an assigned

team.team.

Enough time should be spent to gather theEnough time should be spent to gather the

information that would be needed to analyzeinformation that would be needed to analyzeproblems & define necessary actions to bring aproblems & define necessary actions to bring a

project / program /portfolio back on track.project / program /portfolio back on track.

Its usually better done by the project /Its usually better done by the project /

program/portfolio manager or by a consultant thatprogram/portfolio manager or by a consultant that

would not be biased by an organizations politics.would not be biased by an organizations politics.


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Processes That Are Carried Out In A TriageProcesses That Are Carried Out In A TriageEffortEffort

In order to have a successful triage effort,In order to have a successful triage effort,

The following processes are necessary:The following processes are necessary:

Gathering of Data.Gathering of Data.

Review & Analyze Data.Review & Analyze Data.

Prepare or Document Findings & Develop aPrepare or Document Findings & Develop a

Corrective Action Plan.Corrective Action Plan.

Present Report.Present Report. Revise or Update Project/Program/Portfolio Plan.Revise or Update Project/Program/Portfolio Plan.


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Summary On The Processes & Their AssociatedSummary On The Processes & Their AssociatedDeliverables.Deliverables.

ProcessProcess DeliverableDeliverable

Gathering of DataGathering of Data Collection of Existing InformationCollection of Existing Information

from Projectfrom Project

/Program/Portfolio Files/Program/Portfolio Files

Review & Analyze DataReview & Analyze Data List of Preliminary ProblemsList of Preliminary Problems

Prepare or Document Findings &Prepare or Document Findings &

Develop a Corrective Action Plan.Develop a Corrective Action Plan.

Documented Findings & CorrectiveDocumented Findings & Corrective

ActionsActions

Present ReportPresent Report Management PresentationManagement Presentation

Revise the Project/ ProgramRevise the Project/ Program

/Portfolio Plan/Portfolio Plan

An Updated Plan that includesAn Updated Plan that includes

Remediation Activities RequiredRemediation Activities Required


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ummary on ow to eterm ne t e success eve summary on ow to eterm ne t e success eve sfor the various processesfor the various processes

ProcessProcess Metric for successMetric for success AcceptedAccepted RejectedRejected

Gathering ofGathering of

Data.Data.

Was informationWas information

shared voluntary &shared voluntary &

is it enough tois it enough to

conductconduct

assessments.assessments.

Review &Review &

Analyze Data.Analyze Data.

Is the data given inIs the data given in

line with theline with the

problems onproblems on

ground.ground.

Prepare orPrepare or

DocumentDocument

Findings &Findings &

Develop aDevelop a

CorrectiveCorrectiveAction Plan.Action Plan.

is there a collectiveis there a collective

agreement of theagreement of the

findings & are thefindings & are the

corrective actionscorrective actions

feasible.feasible.


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Summary on how to determine the success levels for the variousSummary on how to determine the success levels for the variousprocesses (continued)processes (continued)

Present Report.Present Report. Is there a clearIs there a clear

understandingunderstanding

of the report byof the report bythe receivers.the receivers.

Revise theRevise theProject/Project/

Program/Program/

Portfolio Plan.Portfolio Plan.

Is there anIs there anapplication ofapplication of

thethe

recommendedrecommended

corrective actioncorrective action

plan, throughplan, through

allocation ofallocation of

requiredrequired

resources & isresources & is

there supportthere support

from the rest offrom the rest of

the team.the team.


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Gathering of DataGathering of Data

The first step in performing a project /The first step in performing a project /

program/portfolio triage is to gatherprogram/portfolio triage is to gather

data from a project/ program/portfoliodata from a project/ program/portfoliorepository. Some of the relevant areasrepository. Some of the relevant areas

to look include:to look include:

The Schedule.The Schedule.

The Work Breakdown Structure.The Work Breakdown Structure.

The Tasks ListThe Tasks List


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Gathering of Data (Continued)Gathering of Data (Continued)

List of Team Members & Their Roles Description.List of Team Members & Their Roles Description.

End of Phase Check ListEnd of Phase Check List

Documented Standards & Regulations PertainingDocumented Standards & Regulations Pertaining

To The Project/Program/Portfolio, as well as anyTo The Project/Program/Portfolio, as well as anyForms or Templates Used.Forms or Templates Used.

Any Documented Conducted Interviews with allAny Documented Conducted Interviews with allStakeholders & Application Area Experts.Stakeholders & Application Area Experts.


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Review & Analyze DataReview & Analyze Data

This process involves:This process involves:

Identifying The Project/Program/Portfolio PhaseIdentifying The Project/Program/Portfolio Phase

Reached & the Process Level Reached.Reached & the Process Level Reached.

Examining All Documentation For Accuracy.Examining All Documentation For Accuracy.

Cross Checking Any Available Reports on Cost,Cross Checking Any Available Reports on Cost,

Scope, Schedule & Quality Baselines.Scope, Schedule & Quality Baselines.

Examining The Issues Log.Examining The Issues Log.


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Review & Analyze Data (continued)Review & Analyze Data (continued)

Checking The Communication MethodsChecking The Communication Methods

Used.Used.

Identification of Problems, Their CausativeIdentification of Problems, Their Causative

Factors, Symptoms and Appropriate CorrectiveFactors, Symptoms and Appropriate Corrective

Actions.Actions.


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Prepare Findings & Develop Corrective ActionPrepare Findings & Develop Corrective Action

PlanPlan

This is the process that provides a documentationThis is the process that provides a documentation

that describes the triage findings, such asthat describes the triage findings, such as

Identified Problems (symptoms/indicators), theirIdentified Problems (symptoms/indicators), their

Root Causes and the Specific PrioritizedRoot Causes and the Specific PrioritizedRecommended Corrective Action.Recommended Corrective Action.

A typical one is depicted in the next two slides thatA typical one is depicted in the next two slides that

shows a table, A List of Prioritized Recommendedshows a table, A List of Prioritized Recommended

Corrective Actions.Corrective Actions.


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PriorityPriority ActionAction AssignedAssignedResourcesResources OwnerOwner

11 Halt work,Halt work,

until theuntil the

scope isscope is

clearlyclearly

defineddefined

NoneNone Project SponsorProject Sponsor

22 DocumentDocument

ScopeScope

ProjectProject

Sponsor &Sponsor &

ApplicationApplicationArea ExpertsArea Experts

Application AreaApplication Area

ExpertsExperts

Prepare Findings & Develop Corrective Action PlanPrepare Findings & Develop Corrective Action Plan(continued)(continued)


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33 Create a ChangeCreate a ChangeControl ProcessControl Process

Application AreaApplication Area

ExpertsExperts

Project/Project/

Program/Program/

PortfolioPortfolio

ManagerManager

44 Clarify ProjectClarify ProjectPrioritiesPriorities TopTopManagementManagement SponsorSponsor

55FormalizeFormalize

ScheduleSchedule

Acquired goodAcquired good

SchedulingSchedulingSoftwareSoftware

Project/Project/

Program/Program/PortfolioPortfolio

ManagerManager

Prepare Findings & DevelopPrepare Findings & DevelopCorrective Action PlanCorrective Action Plan

(continued)(continued)


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Problems, potential causes & RecommendedProblems, potential causes & Recommended

Corrective Actions Table.Corrective Actions Table.

ProblemsProblems Potential CausesPotential Causes CorrectiveCorrective

ActionsActions

Behind ScheduleBehind Schedule Scope CreepScope Creep 1.1. Create &Create &

ensure a scopeensure a scope

baseline.baseline.

2.2. Implement aImplement a

change controlchange controlsystemsystem


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1.1. BehindBehind

ScheduleSchedule

AssignedAssigned

team memberteam member

does not havedoes not have

the requiredthe requiredskills thatskills that

NecessitatedNecessitated

the durationthe duration

estimate.estimate.

1.1. Assign anotherAssign another

with thewith the

necessarynecessary

experience.experience.

2.2. Adjust theAdjust theschedule toschedule to

allow forallow for

training.training.

3.3. Add more teamAdd more teammembers tomembers to

tasks.tasks.

Problems, potential causes andProblems, potential causes andRecommended Corrective Actions Table (cont.)Recommended Corrective Actions Table (cont.)


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1.1. BehindBehind

Schedule.Schedule.

Lack of review onLack of review on

initially initiationinitially initiation

phase developedphase developed

duration estimates.duration estimates.

1.1. Update byUpdate by

using theusing the

experienceexperience

gained duringgained during

planning.planning.

1.1. BehindBehind

ScheduleSchedule

Use of wrongUse of wrong

software forsoftware for

schedulescheduledevelopmentdevelopment

1.1. ReplaceReplace

software.software.

2.2. AdjustAdjustschedule toschedule to

integrateintegrate

softwaresoftware

maturity.maturity.

Problems, potential causesProblems, potential causesand Recommendedand Recommended

Corrective Actions TableCorrective Actions Table

(continued)(continued)


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2. Over2. OverBudgetBudget

Poor initial costPoor initial costestimates.estimates.

1.1. Redo costRedo costestimates.estimates.

2.2. Update theUpdate the

baseline andbaseline and

obtain theobtain thenecessarynecessary

approval forapproval for

updated plan.updated plan.

2. Over2. Over

BudgetBudget

Budget is affectedBudget is affected

by unforeseenby unforeseenexpenses.expenses.

1.1. Document &Document &

report higherreport higherexecutives orexecutives or

sponsor.sponsor.

Problems, potential causesProblems, potential causes& Recommended Corrective& Recommended CorrectiveActions Table (continued)Actions Table (continued)


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2. Over2. Over

BudgetBudget

Applied technologyApplied technologycost risescost rises

1.1. Explore otherExplore otheralternativealternative

technologiestechnologies

2.2. ProvideProvide

justification forjustification forincreased costincreased cost

for technologyfor technology

use.use.

Problems, potential causesProblems, potential causes& Recommended Corrective& Recommended Corrective

Actions Table (cont.)Actions Table (cont.)


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Present ReportPresent Report

The Project/Program/Portfolio ManagerThe Project/Program/Portfolio Managershould prepare & present the report.should prepare & present the report.

The report should provide an accurateThe report should provide an accurate

assessment of the current state things, asassessment of the current state things, aswell as all identified problems andwell as all identified problems andrecommended corrective actions.recommended corrective actions.

Make presentations of report to all theMake presentations of report to all the

relevant stakeholders.relevant stakeholders. Ensure that the report is understood.Ensure that the report is understood.


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Revise Project/Program/Portfolio Plan.Revise Project/Program/Portfolio Plan.

Update the original plan to include the activitiesUpdate the original plan to include the activities

resulting from the recommendations contained inresulting from the recommendations contained in

your report.your report.

Corrective action plan should be integrated intoCorrective action plan should be integrated intothe project/Program /portfolio plan.the project/Program /portfolio plan.


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ConclusionConclusion

Using available time, sponsors business needs &Using available time, sponsors business needs &

strategies prioritize the projects in yourstrategies prioritize the projects in yourprogram/portfolio.program/portfolio.

Sequence the various projects tasks & ensure thatSequence the various projects tasks & ensure that

each has accurate duration estimates.each has accurate duration estimates.

Create a master project calendar & schedule for allCreate a master project calendar & schedule for all

the projects in your program/portfolio, as itthe projects in your program/portfolio, as it

enables you to identify major milestones & aids inenables you to identify major milestones & aids in

delivering the various projects on time and withindelivering the various projects on time and withinscope & budgetscope & budget


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ConclusionConclusion

Capture all issues & risks into a common databaseCapture all issues & risks into a common database& use a single reporting format.& use a single reporting format.

For a successful triage process to be carried out &For a successful triage process to be carried out &subsequent remediation efforts, the followingsubsequent remediation efforts, the followingfactors are necessary; diligence, continuedfactors are necessary; diligence, continuedcommunication, tracking, reporting andcommunication, tracking, reporting andcommitment of all team members.commitment of all team members.

Its the project/program/portfolio managersIts the project/program/portfolio managers

responsibility to coresponsibility to co--ordinate all the processesordinate all the processesenumerated in this presentation.enumerated in this presentation.


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QuestionsQuestions

Thank YouThank You

successful task sequencing & challenges with multiple projec

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