J.Levy Persentation - M3

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Implementation & Practical Aspects in Project Management

The missing chapter in the Project Management textbooks

Jacob Levy, M.S

Jacob Levy, M.S Consulting 4 Results Nov. 2014


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What will we discuss today? Case Study Project Management-Review

Objectives Stages Guidelines for a Project Portfolio Useful Tools & Methodology Why Do Projects Fail / Succeed? Risk Management The Project Manager

Examples of Projects CDLS MRS Medical Center

3 Jacob Levy, M.S Consulting 4 Results Nov. 2014

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“Tell me and I forget, Teach me and I may remember, Involve me and I learn”

Benjamin Franklin


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Case StudyImplementation Meeting Participants: Customer, Financial manager, Project manager, StakeholderThe project is in execution stage, one month before the deadline.

Prioritize the following issues 1-8:

Request a three month extension period Recruit 10 employees as early as possible Request a delay in the delivery date of important system modules Complete the project according to the original schedule Review and increase the budget Replace the project manager (he doesn’t meet the expectations) Extend the training program (notice - budget impact). Speed up the schedule for procurement and equipment shipment


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The Utopic Situation - Unlimited Resources

Practically – Time, HR, Funding and other resources are limited



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Time is the most valuable thing that a man can spend. Diogenes

Time is Money. B.Franklin You will never find time for anything , if you want time you must

make it. Charles Buxtor


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What will we discuss today? Case Study Project Management-Review




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Project Management-REVIEW

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Project Management - Objectives

Deliver project within budget

Deliver project within schedule commitments

Deliver quality solutions –

• reduced errors

• improved effectiveness

• appropriate risk management

• internal control

Satisfy the customer



The Five Stages of a Project

2.Plan

3.Execution

4.Control

5.Closing

1.Initiation

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Guidelines, Rules and Characteristics of the Project

Program and Portfolio(Project Management Body Of Knowledge- PMBOK)


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Ten Knowledge Areas:

1) Project Integration Management2) Project Scope Management3) Project Time Management4) Project Cost Management5) Project Quality Management6) Project Human Resources Management7) Project Communications Management8) Project Risk Management9) Project Procurement Management10)Project Stakeholder Management




To do the right things Effectiveness

To do it right Efficiency

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USEFUL TOOLS & METHODOLOGY Pert Chart MBO OTS outcome thinking style

Gantt Chart MS Project-Microsoft Primavera –Oracle CPM-Critical Path Method Earned Value method BOM-Bill of materials Cost Estimation Risk Maps Pareto SWOT Analysis KISS keep it simple and specific

SLA service level agreement


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USEFUL TOOLS - Information Distribution


Information Data that is processed to be useful; provides answers to "who", "what",

"where", and "when" questions

Knowledge

Application of data and information;

answers "how" questions

Data Raw symbols


Data represents a fact or statement of event without relation to other things

Ex: It is raining.

Information embodies the understanding of a relationship of some sort, possibly cause and effect.

Ex: The temperature dropped 15 degrees and then it started raining

Knowledge represents a pattern that connects and generally provides a high level of predictability as to what is described or what will happen next.

Ex: If the humidity is very high and the temperature drops substantially the atmospheres is often unlikely to be able to hold the moisture so it rains.

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“We learn from failure not from success”

Why do Projects Fail?


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1) Poorly defined project scope2) Inadequate risk management3) Failure to identify key assumptions4) Project managers who lack experience and training5) No use of formal methods and strategies6) Lack of effective communication at all levels7) Key staff leaving the project and/or company8) Poor management of expectations9) Ineffective leadership10) Lack of detailed documentation11) Failure to track requirements12) Failure to track progress13) Lack of detail in the project plans14) Inaccurate time and effort estimates15) Cultural differences in global projects


Why do Projects fail?

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Risk Management

Project Management aspects External Mark Predictable Social Inflation Media Technical Legal Legislation


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SUCCESS CRITERIA Reliable estimates Standard software infrastructure Experienced project manager Executive management support Clear business objectives User Involvement Minimized scope Firm basic requirements Formal methodology Hard working ,focused staff


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THE PROJECT MANAGER

• Not a one man show !• Overall responsibility for the planning and execution of a project• Exists in all occupations that supply a product or service• An established leader• Possesses multi disciplinary management skills

– asks difficult questions– detects unstated assumptions– resolves interpersonal conflicts– systematic management and communication skills

• Promotes teamwork through effective working relationships


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“Smooth seas do not make skillful sailors” African Proverb


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Activities of the Project Manager:

1) Planning and defining scope

2) Activity planning and sequencing

3) Resource planning

4) Developing schedules

5) Time estimating

6) Cost estimating

7) Developing a budget

8) Controlling quality

9) Managing Risks and issues

10)Creating charts and schedules


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Activities of the Project Manager:

11) Risk analysis

12) Benefits realization

13) Documentation

14) Team Leadership

15) Strategic Influencing

16) Customer communication

17) Interface with senior management & stakeholders




INITIATE

PLAN

CONTROL

CLOSING

EXECUTE


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What will we discuss today? Case Study Project Management




THE CDLS PROJECT(Computer Driving License System)

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Project Vision:To increase the national revenue collection by introducing a modern edge technology

Project Mission :To produce computerized DL based on electronic chip card that has solid forgery proof

Value: To improve the country infrastructure



“The objective of this system is to monitor and control the issuance of driving licences with a view to addressing the problem of fake licences which are the cause for many road accidents…

…At the initial stage the applicant will have to undergo biometric measures and finger prints”.

TRA


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1) Reduce the rate of road accidents2) Minimize the number of fraudulent driving licenses3) Enhance law enforcement4) Improve the registration system, and the quality and reliability

of information 5) Improve revenue collection and accountability 6) Facilitate sharing of information with various stakeholders7) Improve efficiency and effectiveness in production of licences8) Maintain and provide reliable information systems


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The Project’s Scope and Characterization 1/2

o Country –Tanzaniao Period – 3 Yearso Financial mode – B.O.T (Build – Operate -Transfer )o Budget - Confidentialo Customer – Tanzanian Government through the TRA & the Tanzanian

Police force o Technology – Tailor made incomparable Oracle based softwareo Infrastructure – Online country wide internet o Human Resources - Operators & site supervisors , technical &

engineering team, logistic operating and administration teamo Equipment – Over one hundred complete PC’s and biometric stations

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The Project’s scope and Characterization 2/2

o Sites - 23 TRA sites + 23 Traffic police Sites o Target Population ~ 1.0 Millions Driverso Production Sites - 45% in 3 Dar sites, 55% in 20 upcountry siteso Training - training programs as well as on job training all along the

project o Product destinations - Seven different consumable products to be

delivered frequently (at least once a week) to 23 country-wide sites o Demand - In the first 3 years: 90% - conversion of old DL, 10% - new

DLo Media - developed for public awarenesso Monitoring and Control – a set of daily reports , an online monitoring

system, a “help desk” serving as one focal point o Payment methods – establishment of interface with the banks o Interaction with the customer team – on a daily basiso Board and implementation meetings - frequently


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Map of Tanzanian Regions Tanzania Area: 947,303K 23 Regions ----- Israel Area: 20,770


1 SAMORA

2 KINONDONI

3 TEMEKE

4 ARUSHA

5 DODOMA

6 KILIMANJARO

7 MBEYA

8 MWANZA

9 TANGA

10 IRINGA

11 MARA

12 MOROGORO

13 MTWARA

14 PWANI

15SINGIDA

16TABORA

17SHINYANGA

18KIGOMA

19KAGERA

20 Ruvama

21 Manyara

22 Rukwa

23 Lindi

Bunge

http://www.google.co.il/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&ved=0CAcQjRw&url=http://www.tgpsh.or.tz/fileadmin/interactivemap/index.php&ei=fmtsVMiwJYqxaaL4giA&bvm=bv.80120444,d.d2s&psig=AFQjCNEqAp9AJM_1pU6KvPOZLIEc_5BNIQ&ust=1416477945467989


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THE CDLS PROJECT SCHEDULEScope of activities vs. the time table:

R.F.I ,Submitting the tender, negotiations processes, signed contract:

Jan-Dec 2009

Developing, designing, testing the software (QA), planning and defining the projects scope, cost estimates ,purchases, HQ recruitments:

6 months, Jan-July 2010

Implementing ,establishing the CDLS sites in TRA & TZ police traffic ,introducing the training program, setting up the site’s equipment, establishing the local company, recruiting local professional staff , setting up the local office:

July -1 October 2010

The Main Goal - Submitting the First DL card to the Ministry of Home affairs: 01 October 2010 , 11:00 Pm

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CDLS Project Gantt Chart


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Review the process, improve the service, increase the production !

Before Reviewing:• TRA Site –Enrollment- Handling the TIN Number

• Traffic Police Site –Verification-Getting a Bank pay Slip

• Bank – payment - 1 Day

• TRA Site- Biometric process – 1 Day

• Printing - up to 48 Hours

• TRA Site - Card delivery

Result: Collecting the card after 3-5 DaysJacob Levy, M.S Consulting 4 Results Nov. 2014


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DL Process under the same roof - !One Stop Shop

TRA SITE Traffic Police

Bank

Result: Collecting the card after up to 48 hours

After Reviewing:


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Monitoring & Control

Online system monitors reflect the activities in each of the TRA Sites

Establishment of a fully computerized help desk

Design and issuance of daily reports in different information segments

Monitoring of the spare parts and the consumables by taking monthly stock remotely

Introducing mobile applications for production data as well as technical information concerning the IT system including the electrical power status

Monthly implementation meetings and quarterly board sessions with protocols

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Customer Expectations 1/3

o To develop a computerized driver’s license system and implement the project, including: • Data capture• AFIS system (Automatic Fingerprint Identification System)• Decentralized card production at the regional fixed sites• Issuance of the driving license

o To provide various levels of training:• Training TRA staff on system operation, database management and

maintenance• Providing a “train the trainer” course to TRA staff who in turn will

teach the operators



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o Develop, adapt, integrate, install, and test the designed equipment software and applications

o Manage the operation of data capture, cards production and delivery

o Provide warranty for the supplied components for all the project’s duration


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o Manage the project operations and manpower

o Supply raw materials and documents required to run and maintain the system, manage the personalization of documents

o On the transfer date - transfer and provide license cards---------------

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Achievements

Public awareness and education Quality customer services Persistent police enforcement Handling constant power and network supply fluctuations Helpdesk as a focal point for operation and support teams Minimization of staff re-shuffling , stability in HR Specialist Professional IT team - technical issues, logistics

and operation High standard of management and supervision



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MRS (Mobile register system) project


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Project Scope & Characterization Country - Tanzania Business mode -Turnkey project Logistic mode - Delivery of semi product to the local office Operation mode - Assembly of units and testing by the local

company Units - from 3 different manufacturing countries Supply goal - 28 units Software – A unique tailor-made system software Device - an integration system Product destinations - 20 different districts Timeframe for delivery to the final destinations - 16 weeks Training - intensive


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MRS -The Project Gantt Chart


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Strength & Advantage in this project –Technical capability and capacity

Challenges & Obstacles in this project –Logistics, Shipment from 3 different sources, two training sessions were requested

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Medical Center Project



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Project Scope & CharacterizationLocation – Lagos, Nigeria

Vision To enlarge the medical tourist population from Nigeria approaching HMC Israel

Mission To provide first class clinical services including a thorough yearly check up

Values To save travel expenses by offering a local alternative for clinical services abroad

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OBJECTIVES • To recruit and train the local staff• To purchase the pharmaceutical, medical and disposable

equipment• To introduce work standards and procedures • To set up the medical equipment and the other accessories• To establish a local company with accounting, operation,

administration, professional and medical staff, laboratory• To establish patients regulations and procedures



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Project’s Weakness & Management Risk

o Lack of comprehensive & detailed business plan o Inaccurate time and effort estimateso Environmental problemso High market risko Unqualified matron o Poor infrastructure planning - resulting in extra time and

budget consumption o Poor power and water supply

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Project AchievementsObstacles & Problems Become a Challenge

Creative solutions for the environment obstaclesPatients in early stage for the medical touristRecruit professional local staff & an Israeli medical doctor

in an early stage .Locate qualified matronProfessional support and cooperation from HMCProvide medical check up program for big organizations

senior staff Produce revenue in early stage



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Success is more a function of consistent

common sense than it is of geniusAn Wang


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THANK YOU FOR LISTENING


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J.Levy Persentation - M3