1 Project Integration Using MS Project PMI Scheduling Forum June 2, 2009 Presented by: Ric Albani

2 Purpose Demonstrate techniques for integrating the management of Risks, Issues, and Changes with the Schedule, using MS Project.

3 Project Integration PMI definition: “Project Integration Management includes the processes and activities needed to identify, define, combine, unify, and coordinate the various processes and project management activities within the Project Management Process Groups.”

4 Why Integrate? Risks, Issues, and Changes are typically:  Unplanned work requiring staff resources  Stored and tracked in logs (MS Excel, MS Access, etc.)  Discussed within the context of the Schedule; however, Schedule discussions don’t always include Risks, Issues, and Changes.  Drivers of tasks in the Schedule

5 Why Integrate? The Schedule should represent the full scope of work to produce the “Product of the Project”. Therefore, Risks, Issues, and Changes should be included in, or tied to, the Schedule. Having the same information in multiple places (logs and schedules) increases visibility which facilitates consistent reporting by keeping these items “connected”.

6 Integration Techniques Two techniques for integrating Risk, Issue, and Change items, with the Schedule, include incorporating: 1) Tasks into the Schedule 2) A WBS Identifier into the logs Ideally, both of these techniques would be used

7 Integration Technique #1 Incorporating tasks into the Schedule…

8 Sample Risk Log

9 Sample Issue Log

10 Sample Change Log

11 Integration Rules Not every Risk, Issue, and Change item needs to be included in the Schedule so rules should be established. For example, only the following items would be incorporated into the schedule: High Severity Risks w/Mitigation; Issues w/resolution > 2 weeks; and Approved, High priority Changes.

12 Sample Risk Log According to the rules, Risks 001, 003, and 005 would be incorporated into the schedule: High Severity Risks w/Mitigation

13 Sample Issue Log According to the rules, Issues 001, 004, and 005 would be incorporated into the schedule: Issues w/resolution > 2 weeks Due Date is based on using today, 6/2/09, as the start date

14 Sample Change Log According to the rules, Changes 001, 003, and 005 would be incorporated into the schedule: Approved, High priority Changes

15 Schedule Constructs Risks, Issues, and Change items can be shown in the Schedule, in a variety of ways. Here are three examples for Risks: 1) Group 2) Standalone 3) Mixed Same concept can be used for Issues and Changes

16 Sample Project 1 No Integration Project Phase Deliverable Task Subtask

17 Sample Project 1 No Integration

18 Sample Project 2 Group Project Phase Deliverable Task Subtask Risk Management Risk ID Task Use a Risk Management ‘Group’ or Summary Task

19 Sample Project 2 Group

20 Sample Project 3 Standalone Project Phase20 Deliverable Task Subtask Risk ID Task Insert Risks individually, to where they are most applicable

21 Sample Project 3 Standalone

22 Sample Project 4 Mixed A mix of WBS schemes can also be used depending upon what makes the most sense for each item. For example…

23 Sample Project 4 Mixed

24 Integration Technique #2 Incorporating a WBS Identifier into the logs…

25 WBS Identifier Incorporate a WBS Identifier into the logs in addition to having tasks in the Schedule. Note: Items which have not been incorporated into the Schedule should still have an association with the Schedule. For Sample Project 4:

26 Summary Good project control is about “connecting the dots” between project processes (i.e. Integration). Increased visibility by having all key information in the Schedule. Is not a “must have” technique to be successful, but increases the chances for success. May increase the maintenance of information, but is worth the effort provided resources are available.

27 Ric Albani