Practical Project
Management
Brain Power Training
Centre
Based on PMBOK 5 EDITTION
CONTENTS
Round #1 Round #2 Discussion
Quote
Learn by …
Read
10%
Remain
ing
90%Other
90%
Listen
20%
Remain
ing
80%Other
80%
Watch
30%
Remain
ing
70%Other
70%
Watch
& Listen
50%
Remain
ing
50%Other
50%
Say
70%
Remain
ing
30%Other
30%
Do
90%
Remain
ing
10%Other
10%
Methodology
Knowledge
Practice
Experience
Project Management Process Group and Knowledge Area Mapping
Knowledge Area Initiating Planning Executing M& C Closing
4. Project Integration Management
DevelopProject Charter
4.2 Develop Project Management
Plan
4.3 Direct & Manage
Project Work
4.4 Monitor & Control Project Work
4.5 Perform Integrated Change
Control
4.6 Close Project
or Phase
5. Project Scope Management
5.1 Plan Scope Management
5.2 Collect Requirements
5.3 Define Scope
5.4 Create WBS
5.5 Validate Scope
5.6 Control Scope
6. Project Time Management
6.1 Plan Schedule Management
6.2 Define Activities
6.3 Sequence Activities
6.4 Estimate Activity Resources
6.5 Estimate Activity Durations
6.6 Develop Schedule
6.7 Control Schedule
7. Project Cost Management7.1 Plan Cost Management
7.2 Estimate Costs
7.3 Determine Budget
7.4 Control Costs
8. Project Quality Management 8.1 Plan Quality Management8.2 Perform Quality
Assurance8.3 Control Quality
9. Project Human Resource Management
9.1 Plan Human Resource
Management
9.2 Acquire Project Team
9.3 Develop Project Team
9.4 Manage Project Team
10. Project Communications Management
10.1 Plan Communications
Management
10.2 Manage
Communications10.3 Control Communications
11. Project Risk Management
11.1 Plan Risk Management
11.2 Identify Risks
11.3 Perform Qualitative Risk Analysis
11.4 Perform Quantitative Risk Analysis
11.5 Plan Risk Responses
11.6 Control Risks
12. Project Procurement Management
12.1 Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements12.4 Close
Procurements
13. Project Stakeholder
Management
IdentifyStakeholders
13.2 Plan Stakeholder
Management
13.3 Manage Stakeholder
Engagement
13.4 Control Stakeholder
Engagement
Project Management Process Group and Knowledge Area
Initiation
4%
Planning
51%
Executing
17%
M&C
24%
Closing
4%
PROCESS
Project Management Process Interactions
closing
0-1-2-3
Before anything
What we need to start
How we can develop our project
Initiating our projectIn
itia
tio
n . •project
selection
•Project statement of work
Pro
jec
t c
ha
rte
r
•Project charter contents (PMBOK)
•PROJECT CHARTER
Sta
ke
ho
lde
rs • Identify Stakeholders
•Stakeholder Analysis
•Stakeholder register
Initiating 1st step
4.1 Develop Project Charter
Inputs
Project Statement of work
Business case
Contract
EEF
OPA
T&T
Expert judgmentOutput
Project Charter
developing a document that formally AUTHORIZES the existence of a project and provides
the project manager with the authority to apply organizational resources to project activities.
Statement Of Work
A narrative description of products, services, or results to be delivered by
the project.
SOW references
Business need
Product scope
description
Strategic plan
SOW Charter
Defined scope
Inputs
Statement Of Work - sample
Project Title: BP-TC building
Introduction / Background
Brain Power Training Centre has 5 years master plan to extend it’s training & education
and consultancy activities
BPTC is targeting to optimize their training capacity in quantity & quality and entering
new market segments, adding new innovated courses and material
BPTC plans to design & construct ONE-OF-A-KIND new training center building
Objectives
To increase training hours per year from 1,000 to 5,000 training hours per year .
Scope of work
Project work includes
Design ,Construction & management of BP-TC building
Project selection
Project selection
Mathematical models
Benefit measurement
Cost-Benefit
Scoring Models
Cash flow
'Benefit Cost Ratio - BCR'• possible benefits and costs relationship • BCR = > 1 OK
'Net Present Value - NPV'
•PV of cash inflows – PV of cash outflows.
•HIGHEST NPV
Internal Rate Of Return - IRR
•The discount rate :NPV = 0
•the higher.
Payback Period
•time required to recover the cost of an investment.
•Payback Period = Cost of Project / Annual Cash Inflows
Payback LEAST precise
Organizational Process Assets (OPA)
Plans
Processes
Policies
Procedures
Knowledge Bases
specific to and used by the performing organization
Initiating and Planning:
Guidelines and criteria for tailoring the organization’s set of standard
processes and procedures
Executing, Monitoring & Controlling
2.1.5 Enterprise Environmental Factors
conditions, not under the control of the project team, that INFLUENCE, CONSTRAIN, or DIRECT
the project
Organizational culture, structure, and governance
Geographic distribution of facilities and resources
Government or industry standards
Infrastructure
Existing human resources
Personnel administration
Company work authorization systems
Project charter contents
(PMBOK)
Project purpose or justification,
Measurable project objectives
and related success criteria,
High-level requirements,
Assumptions and constraints,
High-level project description and
boundaries,High-level risks,
Summary milestone schedule,
Summary budget,
Stakeholder list,Project approval
requirements
Assigned project manager,
responsibility, and authority level,
Name and authority of the
sponsor
outputs
4.1.3.1 PROJECT CHARTER SAMPLE (1/2)Charter # :001-08-13 Date Prepared:
Project :B P B C T r a i n i n g c e n t e r b u i l d i n g
Project Sponsor: P r o f . A . S . J um a a
Project Manager: E n g r . M . R u dw a n
Project Customer:
Project Purpose or Justification:
multi-story building at Khartoum center to accommodate all training , academic & other
events of BPBC activities as part of BPBC strategy plan (2013-2018) to enable it extend its’
existing & develop new program
Project Description:
G+3 s t o r y b u i l d i n g w i t h t r a i n i n g f a c i l i t i e s
Project and Product Requirements: ..
Acceptance Criteria:
Complete all works within specified budget, time frame & industry quality
Initial Risks:
Lack of funding - Governmental permeations - …
Project Objectives Success Criteria Person ApprovingScope
Build-up area sqm 800 800 sqm + 10% QA
& land scape
Time
24 months 24 months + 6 AK
Cost
USD 572,000 $ 572,000 + 25% AZ
Quality
Summary Milestones Due Date
Project Design start 1st August 2013
Construction start 15 October 2013
….
Hand over 31 July 2015
Signature:
4.1.3.1 PROJECT CHARTER SAMPLE (2/2)
Hard copy
available
13.1 Identify Stakeholders
Input
Project charter
Procurement documents
EEF
OPA
T&T
Stakeholder analysis
Expert judgment
Meetings
Output
Stakeholder register
identifying the people, groups, or organizations that could IMPACT or be impacted by a decision,
activity, or outcome of the project; and analyzing and documenting relevant information regarding
their interests, involvement, interdependencies, influence, and potential impact on project success.
13.1 Identify Stakeholders
Organizations/Institutions
BPCT-Board
BPCT- Permanent Staff
BPCT-Part time staff
BPCT-Admin staff
State Government
Ministry of General works
Ministry of Human Resources
Development & Labor
National Council Training
….
Beneficiaries
Professionals (Engineers,
Accountants,…)
Governmental & private bodies
Graduates
…
Construction parties
Client representative
Designer
Consultant
Contractors
Sub-contractors
suppliers
Stakeholders list
Stakeholders’ Power / Interest Grid
13.1.2.1 Stakeholder Analysis
BPCT-Board
Client representative
Designer
Consultant
Professionals (Engineers, Accountants,…)
Contractors
Sub-contractorssuppliers
BPCT-Part time staff
BPCT- Permanent Staff
Development & Labor
Ministry of General works
Graduates
Governmental & private
bodies
Ministry of Human Resources
National Council Training
Interest
Po
we
r
13.1.3.1 Stakeholder register (PMI)
Name Position RoleContact Information
Requirements Expectations Influence Class.
Prof. Juma BPCT-CEO Sponsor H 1
Eng. M. R. BPBC-DM Designer H 2
Dr. A. R.National
Council Training
Governmental Authority
H 3
Eng. F.H. DIU-ID
AB-Consult
CC Contracting
Project Title: BPBC Training Center Building (BP-TC) Date prepared: ../…/2013
Signature:
Group work Round#1
Grouping (each 4-6)
Formats ready
blank paper – list
P/I Grid
S/H Register form
1. Identify key stakeholders
2. Analyze S/H (Power – Interest)
3. Develop S/H register
STAKEHOLDER ANALYSIS MATRIX & Register form
Planning our project
Inte
gra
tio
n • Planning processes
• Develop project management plan
• Project management plan
Sc
op
e • Plan scope management
• Req. management plan
• Collect req. process
• Req. documentation
• Define scope process
• Project scope statement
• Create WBS process
• WBS
• WBS dictionary
Ris
k • Identify Risks process
• Risk register
Planning processes•4.2 Develop Project Management Plan
4. Project Integration Management
•5.1 Plan Scope Management
•5.2 Collect Requirements
•5.3 Define Scope
•5.4 Create WBS
5. Project Scope Management
•6.1 Plan Schedule Management
•6.2 Define Activities
•6.3 Sequence Activities
•6.4 Estimate Activity Resources
•6.5 Estimate Activity Durations
•6.6 Develop Schedule
6. Project Time Management
•7.1 Plan Cost Management
•7.2 Estimate Costs
•7.3 Determine Budget
7. Project Cost Management
•8.1 Plan Quality Management
8. Project Quality Management
•9.1 Plan Human Resource Management
9. Project Human Resource Management
•10.1 Plan Communications Management
10. Project Communications Management
•11.1 Plan Risk Management
•11.2 Identify Risks
•11.3 Perform Qualitative Risk Analysis
•11.4 Perform Quantitative Risk Analysis
•11.5 Plan Risk Responses
11. Project Risk Management
•12.1 Plan Procurement Management
12. Project Procurement Management
•13.2 Plan Stakeholder Management
13. Project Stakeholder Management
4.2 Develop Project Management Plan
4.2.1 Inputs
Project charter
Outputs from other processes
Enterprise environmental factors
Organizational process assets
4.2.2 Tools & Techniques
Expert judgment
Facilitation Techniques
4.2.3 Outputs
4.2.3.1 Project management plan
defining, preparing, and coordinating all subsidiary plans and integrating them into a comprehensive
project management plan.
Subsidiaries' Plans
Scope management plan
Requirements management plan
Schedule management plan
Cost management plan
Quality management plan
Process improvement plan
Human resource management plan
Communications management plan
Risk management plan
Procurement management plan
Stakeholder management plan
4.2.3.1 PROJECT MANAGEMENT PLAN
Template (1/2)
Project Title: ….. Date Prepared: …….
Project Life Cycle:
…..
Variance and Baseline Management
Schedule Variance Threshold:
……
Schedule Baseline Management:
…..
Cost Variance Threshold:
….
Cost Baseline Management:…..
Scope Variance Threshold:….
Scope Baseline Management:….
Quality Variance Threshold:….
Performance Requirements Management:….
Project Reviews:……
Tailoring Decisions:……
Project-Specific Considerations:…..
4.2.3.1 PROJECT MANAGEMENT PLAN
Template (2/2)
Subsidiary Management Plans:
Area Approach
Requirements Management Plan
Scope Management Plan
Schedule Management Plan
Cost Management Plan
Quality Management Plan
Process Improvement Plan
Human Resources Management Plan
Communications Management Plan
Risk Management Plan
Procurement Management Plan
Change Management Plan
Configuration Management Plan
Baselines:Attach all project baselines.
Samples of PROJECT MANAGEMENT PLAN
5.1 Plan Scope Management
InputsProject management plan
Project charter
Enterprise environmental factors
Organizational process assets
Tools & Techniques
Expert judgment
Meetings
Outputs
Scope management plan
Requirements management plan
creating a scope management plan that documents how the project scope will be defined, validated, and
controlled.
5.1.3.2 REQUIREMENTS MANAGEMENT PLAN
Template
Project Title: ….. Date Prepared: …….
Requirements Collection:
…….
Categories:
………………..
Prioritization:
…..
Traceability:
………….
Configuration Management:
………………………
Verification:
………………………..
5.2 Collect Requirements
Inputs
Scope management plan
Requirements management plan
Stakeholder management plan
Project charter
Stakeholder register
Tools & Techniques
Interviews
Focus groups
Facilitated workshops
Group creativity techniques
Group decision-making techniques
Questionnaires and surveys
Observations
Prototypes
Benchmarking
Context diagrams
Document analysis
Outputs
Requirements documentation
Requirements traceability matrix
Determining, Documenting, and Managing stakeholder needs and requirements to meet project
objectives.
5.2.3.1 REQUIREMENTS DOCUMENTATION
template
Project Title: ….. Date Prepared: …….
Stakeholder Requirement Category PriorityAcceptance
Criteria
5.3 Define Scope
5.3.1 Inputs
Scope management plan
Project charter
Requirements documentation
Organizational process assets
5.3.2 Tools & Techniques
Expert judgment
Product analysis
Alternatives generation
Facilitation Techniques
5.3.3 Outputs
5.3.3.1 Project scope statement
Project documents updates
process of developing a detailed description of the project and product.
it describes the project boundaries by defining which of the requirements collected will be INCLUDED in and excluded
from the project scope.
5.3.3.1 PROJECT SCOPE STATEMENT SAMPLE
Project Title: ….. Date Prepared: ……. P 1/2
Product Scope Description:
Three story building with training facilities
Project Deliverables:
• 3 story building of 800 sqm• Electromechanical• Landscaping• Furniture• Training facilities
Project Acceptance Criteria:
• As in the project charter with addition of:• …
Project Exclusions:
• Land acquire• Bank finance• ……
Project Constraints:
P 2/2
Project Assumptions:
Site is ready for construction by October 2013First design set (foundation structural drawings are completed by mid-September 2013) …….
Project charter VS. Project scope statement
Project Charter
• Project purpose or justification .
Project objectives,
Product characteristics
Project success criteria
High-level requirements
• Summary schedule, budget
• Project manager assigned to project
• Project approval requirements and approval authority
Project Scope Statement
• Project scope description,Project deliverables
• Product user acceptance criteria
• Project boundaries, constraints, assumptions
5.4 Create WBS process
5.4.1 InputsScope management plan
Project scope statement
Requirements documentation
Enterprise environmental factors
Organizational process assets
5.4.2 Tools & Techniques
Decomposition
Expert judgment
5.4.3 Outputs
5.4.3.1 Scope baseline
Project documents updates
process of subdividing project deliverables and project work into smaller, more manageable components.
it provides a structured vision of what has to be delivered
5.4.3.1/a WORK BREAK DOWN STRUCTURE
SAMPLE
BPBC building
Engineering
Design
Arch
Structural design
EM design
Testing
Construction
Civil works
Earth works
Excavation
backfilling
Concrete works
Sub-structure
Foundation
Neck column
Tie beams
Flooring
Super-structure
Concrete
Columns
Beams
Slabs
Masonry
Electro-Mech.
Elect
Plumbing
Air-condition
Fire-fighting
Landscaping
Procurement
Sub-contracting
Supplying
5.4.3.1/b WBS Dictionary template
11.2 Identify Risks processdetermining which risks may affect the project and documenting their characteristics.
InputsRisk management plan
Cost management plan
Schedule management plan
Quality management plan
Human resource management plan
Tools & Techniques
Documentation reviews
Information gathering techniques
Checklist analysis
Assumptions analysis
Diagramming techniques
Outputs
Risk register
11.2.3.1 Risk register template
Executing
Executing processes
Direct & Manage Project Work
Work performance data
Executing processes
4.3 Direct & Manage Project Work
4. Project Integration Management
5. Project Scope Management
6. Project Time Management
7. Project Cost Management
8.2 Perform Quality Assurance
8. Project Quality Management
•9.2 Acquire Project Team
•9.3 Develop Project Team
•9.4 Manage Project Team
9. Project Human Resource Management
10.2 Manage Communications
10. Project Communications
Management
11. Project Risk Management
12.2 Conduct Procurements
12. Project Procurement Management
13.3 Manage Stakeholder Engagement
13. Project Stakeholder Management
4.3 Direct & Manage Project Work
4.3.1 Inputs
Project management plan
Approved change requests
Enterprise environmental factors
Organizational process assets
4.3.2 Tools & Techniques
Expert judgment
Project management information system
Meetings
4.3.3 Outputs
Deliverables
4.3.3.2 Work performance data
Change requests
Project management plan updates
Project documents updates
LEADING and PERFORMING the work defined in the project management plan and implementing
approved changes to achieve the project’s objectives.
Project Data, Information and Report Flow
Work performance data.
•raw OBSERVATIONSand measurements during activities performed
(%completed, start and finish dates)
Work performance information.
•The performance data
COLLECTED from controlling processes
•ANALYZED in context
•INTEGRATED based on
(forecasted ETC)
Work performance reports.
•The REPRESENTATIONof work performance information compiled in project documents, intended to generate decisions
(status reports)
4.3.3.2 Work performance data
work completed
key performance
indicators
technical performance
measures
start and finish dates of schedule activities
number of change requests
number of defects
actual costsactual
durations
work completed
•Excavation & Sub-structure
key performance indicators
•SPI = 1.2 CPI=1.25
start and finish dates of schedule activities
•ES: 1/7 EF: 31/7 – AS:1/7 AF:25/7
number of change requests
•0
number of defects
•1
Budget & actual costs
•B = SDG 5,000 Ac=SDG 4,000
Examples of work performance data include:
Monitoring & Control
Monitoring & Control processes
Monitor & Control Project Work
Change requests
Work performance reports
Control Costs (EV-AC-CPI)
Control risk process
Variance analysis
Monitoring & Control processes
•4.4 Monitor & Control Project Work
•4.5 Perform Integrated Change Control
4. Project Integration Management
•5.5 Validate Scope
•5.6 Control Scope
5. Project Scope Management
6.7 Control Schedule
6. Project Time Management
7.4 Control Costs
7. Project Cost Management
8.3 Control Quality
8. Project Quality Management
.
9. Project Human Resource Management
10.3 Control Communications
10. Project Communications
Management
11.6 Control Risks
11. Project Risk Management
12.3 Control Procurements
12. Project Procurement Management
13.4 Control Stakeholder Engagement
13. Project Stakeholder Management
4.4 Monitor & Control Project Work
4.4.1 Inputs
Project management plan
Schedule forecasts
Cost forecasts
Validated changes
Work performance information
Enterprise environmental factors
Organizational process assets
4.4.2 Tools & Techniques
Expert judgment
Analytical techniques
Project management information system
Meetings
4.4.3 Outputs
4.4.3.1 Change requests
4.4.3.2 Work performance reports
Project management plan updates
Project documents updates
TRACKING, REVIEWING, and REPORTING project progress against the performance
objectives defined in the project management plan
4.4.3.1 Change requests
Group work Round #2
Client want to change entrance structure from concrete to Pergola
(wooden)
Cost of concrete SDG 5,000 duration of 7 days
Cost of Pergola SDG 3,000 duration of 5 days
4.4.3.2 Work performance reports
7.4 Control Costs
Inputs
Project management plan
Project funding requirements
Work performance data
Organizational process assets
Tools & Techniques
Earned value management
Forecasting
To-complete performance index (TCPI)
Performance reviews
Project management software
Reserve analysis
Outputs
Work performance information
Cost forecasts
Change requests
Project management plan updates
Project documents updates
Organizational process assets updates
monitoring the status of the project to update the project costs and managing changes to the cost
baseline.
7.4 Control Costs
0.00
0.10
0.20
0.30
0.40
0.50
0.60
0.70
0.80
0.90
0.0
20,000.0
40,000.0
60,000.0
80,000.0
100,000.0
120,000.0
EV-AC & CPI
CUM EV CUM AC CPI
monitoring the status of the project to update the project costs and managing changes to the cost baseline
11.6 Control Risks
Inputs
Project management plan
Risk register
Work performance data
Work performance reports
Tools & Techniques
Risk reassessment
Risk audits
Variance and trend analysis
Technical performance measurement
Reserve analysis
Meetings
Outputs
Work performance information
Change requests
Project management plan updates
Project documents updates
Organizational process assets updates
implementing risk response plans, tracking identified risks, monitoring residual risks, identifying
new risks, and evaluating risk process effectiveness throughout the project
11.6.2.3 Variance and trend analysis
Planned Result Actual Result Variance
Root Cause:
Planned Response:
Schedule Variance:
Project Title: Date Prepared:
Cost Variance:
Planned Result Actual Result Variance
Root Cause:
Planned Response:
Quality Variance:
Planned Result Actual Result Variance
Root Cause:
Planned Response:
Closing
Closing processes
Close Project or Phase process
Close Procurements process
12.4.3.1 Closed procurements
Organizational process assets updates (lessons learned)
Project close-out
Closing processes
4.6 Close Project or Phase
4. Project Integration Management
5. Project Scope Management 6. Project Time Management 7. Project Cost Management
8. Project Quality Management
9. Project Human Resource Management
10. Project Communications Management
11. Project Risk Management
12.4 Close Procurements
12. Project Procurement Management
13. Project Stakeholder Management
4.6 Close Project or Phase
Inputs
Project management plan
Accepted deliverables
Organizational process assets
Tools & Techniques
Expert judgment
Analytical techniques
Meetings
Outputs
Final product, service, or result transition
Organizational process assets updates
FINALIZING all activities across all of the Project Management Process Groups to formally
complete the phase or project.
12.4 Close Procurements
Inputs
Project management plan
Procurement documents
Tools & Techniques
Procurement audits
Procurement negotiations
Records management system
Outputs
Closed procurements
Organizational process assets updates
COMPLETING each project procurement
12.4.3.1 Closed procurements
Organizational process assets updates
(lessons learned)
Project close-out
Do You Need My Help
www.slideshar
e.net/omeralsayed/
http://www.linkedin.com/pu
b/omer-alsayed-mba-pmp%C2%AE/
40/609/610
https://twitter.
com/omer2t
https://www.facebook.com
/omer2t
“if you ever need my help, just let me know?”
ان للــه عبادا اختصهم
. بقضاء حوائــج الناس
حببهم اىل اخلري وحبب
اخلري اليهـم اولئــك
من عذاب اللـه اآلمنون
. القيامةيــوم