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Bulletproof Project Management Client Satisfaction Using Leading Age Business
Management Processes & Information
Management Technology
“Challenging Convention by Finding New &
Better Ways of Doing Things” (Tom Brokaw)
Achates Systems, Inc. © All Rights Reserved 2013 1
Increasing defects lead to increased customer dissatisfaction and financial loss (Taguchi Loss Factor)
Risk Varies Inversely with Information
Anything that can be conceived as Information can be Managed, Stored, Accessed, and Shared Faster, Cheaper, and More Accurately Electronically
Why Should I Care?
Achates Systems, Inc. © All Rights Reserved 2013 2
Achates Systems, Inc. © All Rights Reserved 2013 3
“The Cost of Preventing
Mistakes is Generally Much
Less then the Cost of
Correcting Them”
PMBOK® Chapter 8 - Quality
Idle
Time
Missed
Commitments
Long Cycles
Inaccurate Reports
Frustration and Poor Morale
Redundant Processes
Contract Disputes
Delays
Claims
Achates Systems, Inc. © All Rights Reserved 2013 4
Achates Systems, Inc. © All Rights Reserved 2013 5
Level Focus Key Process Areas
5
Optimizing
Continuous process
improvement
-Acquisition Innovation Management
-Continuous Process Improvement
4
Quantitative
Quantitative
management
-Quantitative Acquisition
-Quantitative Process Management
3
Defined
Process
standardization
-Acquisition Risk Management
-Contract Performance Management
-Project Performance Management
-Process Definition and Maintenance
2
Repeatable
Basic project
management
-Evaluation
-Contract Tracking and Oversight
-Project Management
1
Initial Competent people and heroics (chaos organization)
“Challenging Convention by Finding
New & Better Ways of Doing Things” Tom Brokaw
“Mere Precedent is a Dangerous Source of Authority”
Andrew Jackson 7th President
“As Leaders of Change, Managers Take People Out of Their Comfort Zone; So Most People Are
Always looking For Reasons Why Something Won’t Work As Opposed To Looking For Ways
To Make Something New Work”
Larry Puleo – MLP Consultants
Achates Systems, Inc. © All Rights Reserved 2013 6
“Computer Technology Simultaneously Reduces Labor Input For
Routine Cognitive Manual Tasks and Increases Labor Input of
Nonroutine Cognitive Tasks’
‘Routine Cognitive Activities, such as Storing, Retrieving, and Acting Upon Information, can be Symbolically Processed by Machines that follow Explicitly Programmed Instructions and Rules that Rapidly, Accurately, and Unambiguously Designate What Actions are to be Performed at Each Contingency, to Achieve the Desired Result’
Quarterly Journal of Economics, The Skill Content of Recent Technological Change: An Empirical Exploration
by: David Autor, Frank Levy, and Richard Murnane.
Harvard College, Massachusetts Institute of Technology, National Bureau of Research
Achates Systems, Inc. © All Rights Reserved 2013 7
Chapter 3 Processes
“Project Management is an Integrative Undertaking
Requiring Each Project and Product Process to be
Appropriately Aligned and Connected with the Other
Processes to Facilitate Coordination.”
Chapter 4.4 Integration
“ Monitor & Control Project Work is the Process of Tracking, Reviewing, and Regulating the Progress to Meet the Performance Objectives Defined in the Project Management Plan.”
Achates Systems, Inc. © All Rights Reserved 2013 8
Achates Systems, Inc. © All Rights Reserved 2013 9
‘Getting & Keeping Everyone
on the Same Page’
WWHW WHAT -WHEN -HOW MUCH -WHO
Easy to Say Hard To Do
Achates Systems, Inc. © All Rights Reserved 2013 10
Contract/Document
Conflicts
1. Identify
2. Resolve
3. Amend
Achates Systems, Inc. © All Rights Reserved 2013 11
Abstract Document Sections
Identify Intra-Document
Conflicts
Identify Inter-Document
Conflicts
Resolve Conflicts/Amend Documents
(All Stakeholders on the Same Page)
Create Workflow Diagrams (‘Roadmaps’) for Tasks,
Activities, & Deliverable Protocols
What - He Said-She Said
DB Agreement
Appendix 4, Section 4.3
The first sentence refers to time frames detailed in Section 22.8.
The third sentence refers to time periods set forth in Section 28.10.
Section 22.8 does not exist in the document, Section 22 ends at 22.5.
Section 28.10 is titled ‘Disclosed Data’ – not time periods, the section deals with liability for data provided.
DB Agreement
13 Achates Systems, Inc. © All Rights Reserved 2013
?
A/E Inc. Contract Page 17, Article 3.6.4.1
14 Day Review Time - Single Discipline
21 Day Review Time – Multi - Discipline
Achates Systems, Inc. © All Rights Reserved 2013 14
A/E Inc. Contract General Conditions Page 22, Article 4.18.12
14 Day Review Time
?
General Contractor Contract Page 17, Article 3.6.4.1
14 Day Review Time
Achates Systems, Inc. © All Rights Reserved 2013 15
Contractor & A/E General Conditions Page 22, Article 4.18.12
15 Day Initial Review Time
21 Day Concurrent Discipline Review
30 Day Extended Review
?
Achates Systems, Inc. © All Rights Reserved 2013 16
1. Schedule Quality Assurance
2. Create a Master Project Schedule
3. Regular Master Schedule Updates
Achates Systems, Inc. © All Rights Reserved 2013 17
Why Bother?: Erroneous & Invalid Updates
1. Confirm Correct Calendar for Working Days
2. Identify Weather Delays
3. Identify Open-Ended Activities (Activities having no Predecessors or
Successors – resulting in Incorrect Milestones & Activities Having
Large Float Values
4. Identify Flexible & Inflexible Constraints
5. Analyze Logic – Sequencing & Linking of Activities
6. Identify Summary Tasks that have Predecessors and/or Successors
7. Analyze Schedule Outline Structure
8. Review Task & Activity Durations
When - Schedule Quality Assurance
Your GPS for the Entire Project Time, Distance & Direction
Where You Are
Where You’re Going
When You’ll Get There
Achates Systems, Inc. © All Rights Reserved 2013 18
Subsidiary Schedule Examples
Design Schedules Development Schedules
Consultants Schedules Proffer Schedules
Construction Schedule Lease Schedule
Engineering Schedules
Permitting Schedules
Testing & Commissioning Schedules
Inspection Schedules
Submittal/Shop Drawing Schedules
Achates Systems, Inc. © All Rights Reserved 2013 19
Achates Systems, Inc. © All Rights Reserved 2013 20
Why?: Know Where You Are- What Happened
Where You’re Going – Mitigate Problems Early
1. Perform Schedule Quality Assurance on Subsidiary Schedules
2. Revise ‘Master Schedule’ to Reflect Changes in Subsidiary Schedules
3. Identify Schedule Update
4. Identify & Compare Completion Date for Current Version to Baseline
5. Calculate Cumulative Impact to Date from Baseline Schedule
6. Calculate Impact from Prevision Version of Schedule
7. Ascertain Causes of Delay
8. Prepare Schedule Impact Log Identifying Delay & Causes
When - Schedule Updating Protocol
Achates Systems, Inc. © All Rights Reserved 2013 21
1. Accountability Responsiveness Report for Subsidiary Schedule
Creators
2. Critical Path & Near Critical Path Analysis
3. Percent Project Complete
4. Schedule of Remaining Work
5. Late Start & Late Finish Activities
6. Slipping Activities
7. In-Progress Activities
8. Forecast Look Ahead Activities
9. Actual Start & Finish based on Current Schedule Version
10. Logic Change Analysis
When - Updated Schedule Reports
Achates Systems, Inc. © All Rights Reserved 2013 22
What -Your Project Playbook
The Projects Protocols
Achates Systems, Inc. © All Rights Reserved 2013 23
Excuses – Excuses
‘It Fell Thru The Cracks’
‘I must have missed It’
‘Hey Stuff Happens’
‘Whatever?’
Never Again Having to Say I’m Sorry
Achates Systems, Inc. © All Rights Reserved 2013 24
SSA/JBG Project Operations Lifecycle Workflow
Preliminary Project Activities & Deliverables
Shell & Core Schematic Activities & Deliverables
Shell & Core CD Design Activities & Deliverables
Tenant Space Planning & Design Development
Activities & Deliverables
Tenant Construction Drawings Activities & Deliverables
Security Design & Pricing Activities & Deliverables
Construction Estimating & Pricing
Activities & Deliverables
Pre-Construction Activities & Deliverables
On-Going Project Lifecycle Administrative Activities &
Deliverables
Testing & Commissioning Activities & Deliverables
Close-Out Activities & Deliverables
Post-Occupancy Activities & Deliverables
Achates Systems, Inc. © All Rights Reserved 2013 25
What - Playbook Table of Contents for Each Down (In Plain English ‘Chapters’)
Achates Systems, Inc. © All Rights Reserved 2013 27
What -Diagram of A Play for Shop Drawings & Submittals Review & Approvals
Achates Systems, Inc. © All Rights Reserved 2013 28
Spreadsheet Errors Lawrence & Lee Study 2004
30 Project Financing Spreadsheets – Error Rate 100%
1. Quantitative Errors
a) Omission Errors – Missing Facts
b) Data Input Errors
c) Logic Errors – Incorrect Formula/Algorithm
d) Mechanical Errors – Typing Mistakes, Wrong number in Cells,
Wrong Cell Range (Reinhart & Rogoff Fiscal & Monetary
Stimulus)
2. Qualitative Errors – Design Errors, Copy/Paste Errors, Cell Reference
Errors.
How Much - Spreadsheet Heroics – Really? (or my pivot tables are better than yours)
Achates Systems, Inc. © All Rights Reserved 2013 29
Spreadsheet Errors
2009 University of Hawaii Study
Professor Ray Panko
Coopers & Lybrand – 23 spreadsheets – 21 with Errors – 91%
KPMG – 22 spreadsheets – 20 with Errors – 91%
Lukasic – 2 spreadsheets – 2 with Errors – 100%
Butler – 7 spreadsheets - 6 with Errors – 86%
TOTAL – 54 Spreadsheets – 49 with Errors – 91% Overall Error Rate
How Much - Yes – It’s Your Fault Or You Can Run But You Can’t Hide
Achates Systems, Inc. © All Rights Reserved 2013 30
How Much - Math-Informatics Software Platforms
(A $20 Word If There Ever Was One)
Built In Algorithms That Accurately Handle & Report
on Vast Amounts of Auditable Information
• Budgeting & Actual Costs
• Variance Analysis
• Change Management
• Historical Tracking
At the ‘Click of A Mouse’
Am I Wasting Time? - “You Betcha” Sara Palin
Achates Systems, Inc. © All Rights Reserved 2013 37
Electronic Manual Workflow
Administration & Oversight
Real Time Status Updates
Collaboration
Knowledge Sharing
Communication
Built-In Reporting
Achates Systems, Inc. © All Rights Reserved 2013 40
‘Avoiding the Blame Game’ Send Automated Forecast Reminders Before it’s Too Late to Reverse Course
The goal is a trusting relationship with stakeholders who
regularly, without prodding, deliver on time.
Achates Systems, Inc. © All Rights Reserved 2013 43
Who – Accountability, Or If It Can Be
Measured It Can Be Managed
Achates Systems, Inc. © All Rights Reserved 2013 44
Turning Data Into Accurate, Useful
Actionable Knowledge
A Fancy Way to Say Reports
‘Just The Facts Ma’am’ Sgt. Friday
Achates Systems, Inc. © All Rights Reserved 2013 45
Built –In & Custom Reporting By ‘Clicking Your Mouse
Achates Systems, Inc. © All Rights Reserved
2013 48
“It Is Not the Strongest of the Species that Survives, Nor the Most Intelligent,
But the One Most Adaptable to Change”