Lesson 1: Examining Professional Project Management Topic 1A: Identify Project Management Processes

1. Lesson 1: Examining Professional Project ManagementTopic 1A: Identify Project Management Processes

2. Definition of Project Monitoring • Procedures • collecting data • project performance (achieved or forecasted) • Again, note that: • Performance could be in terms of time, money, or quality 2. Forecast performance = “program” Achieved performance = “progress” 3. Technology helps greatly in project monitoring

3. Avoiding Deviations in Project Cost, Time, and Quality – Common Challenges Faced by Project Managers RankOrder Challenge Frequency 1 Coping with end-date-driven schedules 85% 2 Coping with resource limitations 83% 3 Communicating effectively among task groups 80% 4 Gaining commitment from team members 74% 5 Establishing measurable milestones 70% 6 Coping with changes 60% 7 Working out project plan agreement with team 57% 8 Gaining commitment from management 45% 9 Dealing with conflict 42% 10 Managing vendors and subcontractors 38% 11 Other challenges 35%

4. Monitoring & Control: A Feedback Process • Detect deviations Control 1. Actions 2. Revised Plans, Cash Flows, Schedules, etc. Monitoring 1. Measurement 2. Performance Analysis) • Correct Deviations

5. Project Control: The Big Picture Project is Off-track Monitoring indicates that: - Project is behind time-schedule, and/or - Project has exceeded budget, and/or - Quality of materials or finished work is below standard - Productivity is lower than as planned, etc…..

6. Project Control: The Big Picture … Resources for PC (the 4-M’s) Given Project is Off-track Resources available to the Project Manager for Project Control: - Money - Manpower (labor) - Materials - Machinery (Equipment)

7. Project Control: The Big Picture … Resources for PC (the 4-M’s) Given Mechanism and Elements of PC Project is Off-track Adjust the resources Adjust the project characteristics: size, scope, etc More labor? Better labor? Better supervision? More materials? Better materials? More equipment? Better equipment? More money? resources Reduce project size? Reduce project scope? Terminate project? project

8. Output Happy Project Manager

9. Monitoring and Controlling Process Group • The Monitoring and Controlling Process Group consists of those processes required to track, review, and regulate the progress and performance of the project; identify any areas in which changes to the plan are required; and initiate the corresponding changes • The key benefit of this Process Group is that project performance is observed and measured regularly and consistently to identify variances from the project management plan

10. Contd… The Monitoring and Controlling Process Group also includes: • Controlling changes and recommending preventive action in anticipation of possible problems, • Monitoring the ongoing project activities against the project management plan and the project performance baseline, and • Influencing the factors that could circumvent integrated change control so only approved changes are implemented.

11. Process group identification

12. Monitor and Control Project Work • Monitor and Control Project Work is the process of tracking, reviewing, and regulating the progress to meet the performance objectives defined in the project management plan. Monitoring includes status reporting, progress measurement, and forecasting. Performance reports provide information on the project’s performance with regard to scope, schedule, cost, resources, quality, and risk, which can be used as inputs to other processes.

13. Perform Integrated Change Control • Perform Integrated Change Control is the process of reviewing all change requests, approving changes, and managing changes to the deliverables, organizational process assets, project documents, and the project management plan.

14. Verify Scope • Verify Scope is the process of formalizing acceptance of the completed project deliverables.

15. Control Scope • Control Scope is the process of monitoring the status of the project and product scope and managing changes to the scope baseline.

16. Control Schedule • Control Schedule is the process of monitoring the status of the project to update project progress and managing changes to the schedule baseline.

17. Control Costs • Control Costs is the process of monitoring the status of the project to update the project budget and managing changes to the cost baseline.

18. Perform Quality Control • Perform Quality Control is the process of monitoring and recording results of executing the quality activities to assess performance and recommend necessary changes.

19. Report Performance • Report Performance is the process of collecting and distributing performance information including status reports, progress measurements, and forecasts.

20. Monitor and Control Risks • Monitor and Control Risks is the process of implementing risk response plans, tracking identified risks, monitoring residual risks, identifying new risks, and evaluating risk process effectiveness throughout the project.

21. Administer Procurements • Administer Procurements is the process of managing procurement relationships, monitoring contract performance, and making changes and corrections as needed.