BSBPMG501A Manage Project Integrative Processes Manage Project Integrative Processes Project Integration Processes – Part 2 Diploma of Project Management Qualification Code BSB51507 Unit Code BSBPMG501A

BSBPMG501A Manage Project Integrative Processes Project Integration Processes PMBOK Project Integration Management Processes Develop Project Charter 4.2 Develop Project Management Plan 4.3 Direct and Manage Project Execution 4.4 Monitor and Control Project Work 4.5 Perform Integrated Change Control 4.6 Close Project or Phase Project Integration Management processes relate to all of the processes within the other 8 key knowledge areas, most especially those which fall into the Planning, Monitoring & Controlling, and Closing process groups. PMBOK 4 th Edition

BSBPMG501A Manage Project Integrative Processes Project Integration Processes – Part 1 PMBOK Project Integration Management Processes Develop Project Charter 4.2 Develop Project Management Plan 4.3 Direct and Manage Project Execution 4.4 Monitor and Control Project Work 4.5 Perform Integrated Change Control 4.6 Close Project or Phase Some of the Project Integration Management processes are also covered under the other key knowledge areas (e.g. 4.1 is also covered in Manage Project Scope) as they are often done concurrently with processes performed within other process groups. PMBOK 4 th Edition

BSBPMG501A Manage Project Integrative Processes Learning Objectives – Part 2 1.Understand how to track and report on project progress against agreed baselines 2.Ensure that projects progress towards the agreed objectives and that senior stakeholders are informed 3.Understand how to perform integrated change control and develop processes for reviewing and managing change requests 4.Ensure that change requests are accessed for impacts on Scope, Time, Cost and Quality 5.Understand the processes involved in closing a project or phase 6.Understand the importance of obtaining approval for all changes from the Project Sponsor and senior stakeholders

BSBPMG501A Manage Project Integrative Processes Reading – Scope Processes Part 2 Please take some time to review the PMBOK Chapters 4.4, 4.5, 4.6 This could take 30 to 45 minutes

BSBPMG501A Manage Project Integrative Processes 4.4 Monitor and Control Project Work The process of tracking, reviewing and regulating the progress made by a project towards the objectives defined in the Project Management Plan The Project Manager is specifically responsible for the monitoring and control of project work, sometimes with the assistance of a project management team or project management office for larger projects Monitoring is an aspect of project management performed through out the project Closely linked to 5.5 Control Project Scope The primary function of the Monitoring and Controlling process group Adapted from PMBOK 4 th Edition InitiationPlanning ExecutionClose Monitor Control

BSBPMG501A Manage Project Integrative Processes 4.4 Monitor and Control Project Work The Monitor and Control process is concerned with – Comparing actual performance against the Project Management Plan Assessing performance to determine corrective and preventative actions Identifying new risks and monitoring existing risks Identifying new issues and monitoring existing issues Maintaining accurate and up to date progress and status information Providing information for status reports Providing reforecasts of cost and timelines Monitoring implementation of approved change requests

BSBPMG501A Manage Project Integrative Processes 4.4 Monitor and Control Project Work Monitoring involves the collection, measuring and distribution of project performance information Continuous monitoring reveals the health of the project and areas requiring special attention CollectMeasureDistribute Costs incurred Time sheets Actual effort against planned effort Actual costs against planned costs New risks & issues Changes to risks & issues Actual costs against baselined budget Actual effort against baselined schedule %age complete %age remaining Earned Value (advanced technique) Capture data in PMIS Detailed Status Reports Summary Status Reports to Sponsor and Senior Stakeholders Prepare steering committee updates Action items to manage risks Action items to resolve issues

BSBPMG501A Manage Project Integrative Processes 4.4 Monitor and Control Project Work Inputs into Monitor and Control Project Work - Project Management Plan Performance Data Performance Reports Government or industry standards Stakeholder risk tolerances and project experience Project management information systems (PMIS) Financial control procedures Project Status reporting procedures Issue and defect management procedures Risk management procedures Process measurement systems Lessons learned repository Adapted from PMBOK 4 th Edition InitiationPlanning ExecutionClose Monitor Control

BSBPMG501A Manage Project Integrative Processes 4.4 Monitor and Control Project Work There are very limited tools and techniques to assist in Monitor and Control The primary area of assistance comes from Project Manager and experts who have specific skills and experience in the type of project being undertaken Adapted from PMBOK 4 th Edition Consultants Project Management Office Project Sponsor Project Management Information Systems Project Management Procedures Risk & Issue databases Other Project Managers Learnings from Past projects MS Project Experience Research

BSBPMG501A Manage Project Integrative Processes 4.4 Monitor and Control Project Work The major outputs are - Change Requests Updates to Project Schedule Management Plan Updates to Project Cost Management Plan Updates to Quality Management Plan Changes to Scope baseline Changes to Cost baseline Changes to Schedule baseline Re-Forecasts Performance and Status reports Updates to Risk and Issue logs Adapted from PMBOK 4 th Edition

BSBPMG501A Manage Project Integrative Processes Project Execution and Monitoring 1.Take some time to reflect on the skills, experience and processes that you use to execute and monitor projects 2.Discuss the approaches that other project managers use in your organisation and ask them about their key learnings around how to keep projects on track 3.Then go to the Forum on Project Execution and Monitoring and provide comment on the questions that are posed. You can also respond to the comments and observations made by other learners in the course. Reflect CommentDebate

BSBPMG501A Manage Project Integrative Processes 4.5 Perform Integrated Change Control The process of reviewing all change requests, including approving or rejecting changes and managing the flow on impacts to all project deliverables and all components of the Project Management Plan All requested changes should be identified through the Control Scope process (5.5) Occurs from project inception through to completion and is part of the Monitor and Control process group Ideally only approved changes should be incorporated into the project InitiationPlanning ExecutionClose Monitor Control Adapted from PMBOK 4 th Edition

BSBPMG501A Manage Project Integrative Processes 4.5 Perform Integrated Change Control The following change management activities are included – Influencing stakeholders and the project team to ensure only approved changes are implemented Reviewing, analysing and approving change requests quickly Understanding the complete impacts of the approved changes and managing their implementation Maintaining the integrity of project baselines for Scope, Time and Cost Co-ordinating changes across entire project InitiationPlanning ExecutionClose Monitor Control Adapted from PMBOK 4 th Edition

BSBPMG501A Manage Project Integrative Processes 4.5 Perform Integrated Change Control The primary inputs include – Project management plan Configuration management plan (if developed) Change Requests Change Control procedures The primary outputs include – Change request decisions Change request status updates Project management plan updates Updates to project deliverables Revised baselines for Time, Cost and Scope InitiationPlanning ExecutionClose Monitor Control Adapted from PMBOK 4 th Edition

BSBPMG501A Manage Project Integrative Processes 4.5 Perform Integrated Change Control There are very limited tools and techniques to assist in Perform Integrated Change Control The primary area of assistance comes from the Project Team and the Project Sponsor who are closest to the potential impacts of changes Also, each project must develop, agree and implement a comprehensive set of Change Control Processes Adapted from PMBOK 4 th Edition Project Management Office Project Sponsor Project Management Information Systems Change Control Procedures Learnings from Past projects Experience Change Request Database

BSBPMG501A Manage Project Integrative Processes 4.5 Perform Integrated Change Control Tips for strong of Change Control - All Change Requests must be documented Do not automatically approve all Change Requests for impact assessment Assessing the impact of Change Requests can impact Time and Cost Keep a log of all Change Requests and the associated impacts and approve/reject decision Whenever a Change Request is approved, automatically seek approval for new baselines for Time, Cost and Scope The later a Change is addressed, the greater the impact to Time, Cost and Risk Adapted from PMBOK 4 th Edition

BSBPMG501A Manage Project Integrative Processes Example Change Control Processes Adapted from ePM Book Includes assessment of impact Explicit approval required by Steering Committee Need decision point prior to assessing impact How often are changes reviewed? Is there a change log? Strengths Weaknesses

BSBPMG501A Manage Project Integrative Processes Example Change Control Processes Includes review by PM prior to assessment of impact Includes changes to Plans Project Sponsor should be involved in pre assessment review and final approval or rejection How often are changes reviewed? Is there a change log? Strengths Weaknesses Adapted from ICG Software

BSBPMG501A Manage Project Integrative Processes 4.6 Close Project or Phase The process of finalising all activities across all of the key knowledge areas Formally closes the project or phase so that work can cease and the project team can be disbanded Prior to closing a project the Scope is reviewed to ensure all agreed elements have been delivered Represents the administrative closure of the project Phase Closure occurs at the end of each Phase Project Closure occurs during the Closing Phase InitiationPlanning ExecutionClose Monitor Control Adapted from PMBOK 4 th Edition

BSBPMG501A Manage Project Integrative Processes 4.6 Close Project or Phase Inputs into Close Project or Phase - Project Management Plan Accepted Deliverables Detailed Scope and Requirements Approved Change Requests Project or Phase closure procedures Lessons learned knowledge base Feedback from Sponsor, Project Team and stakeholders Outputs from Close Project or Phase - Final Project Deliverable, Product or Service Transition and Handover Project Files and Closure documentation Lessons learned Post Implementation Review report Adapted from PMBOK 4 th Edition InitiationPlanning ExecutionClose Monitor Control

BSBPMG501A Manage Project Integrative Processes Post Implementation Review Customarily done at the end of a Project Best when undertaken by an independent third party – often a consultant of someone from the PMO Include input and feedback from Project Sponsor, Project Team, Project Manager and key Stakeholders Assesses performance against Project Success Measures and Objectives Primary areas include Scope, Time, Cost and Quality Secondary areas include Risk, Communication and project management practices Documents what went well and what could have been improved Important source of information for other project managers Unfortunately, these are rarely done well and sometimes not at all

BSBPMG501A Manage Project Integrative Processes Post Implementation Reviews 1.Take some time to reflect on any post implementation reviews that you have been involved with and whether or not these were meaningful processes. 2.Post implementation reviews are not conducted for the majority of projects. Give some thought as to why this doesn't occur and the impacts of not doing them. 3.Then go to the Forum on Post Implementation Reviews and provide comment on the questions that are posed. You can also respond to the comments and observations made by other learners in the course. Reflect CommentDebate

BSBPMG501A Manage Project Integrative Processes Assessment Activities Please proceed to Tests & Tasks and take the Project Integrative Processes Quiz and Knowledge Test. Be sure that you have completed the Project Integrative Processes exercises and participated in the Forums. Best of Luck! These are due during weeks 3 and 4 of the Course Delivery Schedule