Lesson 1: Examining Professional Project Management Topic 1A: Identify Project Management Processes

Definition of Project Monitoring Procedures collecting data project performance (achieved or forecasted) Again, note that: 1.Performance could be in terms of time, money, or quality 2. Forecast performance = “program” Achieved performance = “progress” 3. Technology helps greatly in project monitoring

Avoiding Deviations in Project Cost, Time, and Quality – Common Challenges Faced by Project Managers Rank OrderChallenge Frequency 1Coping with end-date-driven schedules85% 2Coping with resource limitations83% 3Communicating effectively among task groups80% 4Gaining commitment from team members74% 5Establishing measurable milestones70% 6Coping with changes60% 7Working out project plan agreement with team57% 8Gaining commitment from management45% 9Dealing with conflict 42% 10Managing vendors and subcontractors38% 11Other challenges35%

Monitoring & Control: A Feedback Process Correct Deviations Monitoring 1. Measurement 2. Performance Analysis) Detect deviations Control 1. Actions 2. Revised Plans, Cash Flows, Schedules, etc.

Project Control: The Big Picture Monitoring indicates that: - Project is behind time-schedule, and/or - Project has exceeded budget, and/or - Quality of materials or finished work is below standard - Productivity is lower than as planned, etc….. Project is Off-track

Project Control: The Big Picture … Given Resources for PC (the 4-M’s) Project is Off- track Resources available to the Project Manager for Project Control: - Money - Manpower (labor) - Materials - Machinery (Equipment)

Project Control: The Big Picture … Given Mechanism and Elements of PC Resources for PC (the 4-M’s) Adjust the resources Adjust the project characteristics: size, scope, etc Project is Off-track More labor? Better labor? Better supervision? More materials? Better materials? More equipment? Better equipment? More money? Reduce project size? Reduce project scope? Terminate project? resources project

Output Happy Project Manager

Monitoring and Controlling Process Group The Monitoring and Controlling Process Group consists of those processes required to track, review, and regulate the progress and performance of the project; identify any areas in which changes to the plan are required; and initiate the corresponding changes The key benefit of this Process Group is that project performance is observed and measured regularly and consistently to identify variances from the project management plan

Contd… The Monitoring and Controlling Process Group also includes: Controlling changes and recommending preventive action in anticipation of possible problems, Monitoring the ongoing project activities against the project management plan and the project performance baseline, and Influencing the factors that could circumvent integrated change control so only approved changes are implemented.

Process group identification

Monitor and Control Project Work Monitor and Control Project Work is the process of tracking, reviewing, and regulating the progress to meet the performance objectives defined in the project management plan. Monitoring includes status reporting, progress measurement, and forecasting. Performance reports provide information on the project’s performance with regard to scope, schedule, cost, resources, quality, and risk, which can be used as inputs to other processes. InputsOutputs.1 Project management plan.1 Change requests.2 Performance reports.2 Project management plan updates.3 Enterprise environmental factors.3 Project document updates.4 Organizational process assets

Perform Integrated Change Control Perform Integrated Change Control is the process of reviewing all change requests, approving changes, and managing changes to the deliverables, organizational process assets, project documents, and the project management plan. InputsOutputs.1 Project management plan.1 Change requests status updates.2 Work performance information.2 Project management plan updates.3 Change requests.3 Project document updates.4 Enterprise environmental factors.5 Organizational process assets

Verify Scope Verify Scope is the process of formalizing acceptance of the completed project deliverables. InputsOutputs.1 Project management plan.1 Accepted deliverables.2 Requirements documentation.2 Change requests.3 Requirements traceability matrix.3 Project document updates.4 Validated deliverables

Control Scope Control Scope is the process of monitoring the status of the project and product scope and managing changes to the scope baseline. InputsOutputs.1 Project management plan.1 Work performance measurements.2 Work performance information.2 Organizational process assets updates.3 Requirements documentation.3 Change requests.4 Requirements traceability matrix.4 Project management plan updates.5 Organizational process assets.5 Project document updates

Control Schedule Control Schedule is the process of monitoring the status of the project to update project progress and managing changes to the schedule baseline. InputsOutputs.1 Project management plan.1 Work performance measurements.2 Project schedule.2 Organizational process assets updates.3 Work performance information.3 Change requests.4 Organizational process assets.4 Project management plan updates.5 Project document updates

Control Costs Control Costs is the process of monitoring the status of the project to update the project budget and managing changes to the cost baseline. InputsOutputs.1 Project management plan.1 Work performance measurements.2 Project funding requirements.2 Budget forecasts.3 Work performance information.3 Organizational process assets updates.4 Organizational process assets.4 Change requests.5 Project management plan updates.6 Project document updates

Perform Quality Control Perform Quality Control is the process of monitoring and recording results of executing the quality activities to assess performance and recommend necessary changes. InputsOutputs.1 Project management plan.1 Quality control measurements.2 Quality metrics.2 Validated changes.3 Quality checklists.3 Validated deliverables.4 Work performance measurements.4 Organizational process assets updates.5 Approved change requests.5 Change requests.6 Deliverables.6 Project management plan updates.7 Organizational process assets.7 Project document updates

Report Performance Report Performance is the process of collecting and distributing performance information including status reports, progress measurements, and forecasts. InputsOutputs.1 Project management plan.1 Performance reports.2 Work performance information.2 Organizational process assets updates.3 Work performance measurements.3 Change requests.4 Budget forecasts.5 Organizational process assets

Monitor and Control Risks Monitor and Control Risks is the process of implementing risk response plans, tracking identified risks, monitoring residual risks, identifying new risks, and evaluating risk process effectiveness throughout the project. InputsOutputs.1 Risk register.1 Risk register updates.2 Project management plan.2 Organizational process assets updates.3 Work performance information.3 Change requests.4 Performance reports.4 Project management plan updates.5 Project document updates

Administer Procurements Administer Procurements is the process of managing procurement relationships, monitoring contract performance, and making changes and corrections as needed. InputsOutputs.1 Procurement documents.1 Procurement documentation.2 Project management plan.2 Organizational process assets updates.3 Contract.3 Change requests.4 Performance reports.4 Project management plan updates.5 Approved change requests.6 Work performance information