Project 1

Module 1 Control Tools and Techniques

Week 2

PROJ6003 – PROJECT EXECUTION AND CONTROL

Ibrahim Abdallah [email protected]

Learning Facilitator

Master of Global Project Management

Today’s Schedule

Quick review of Project Management

Module 1 – What we’ll cover

Discussion from last class

Project Monitoring & Controlling

What is change & change management?

Perform Integrated Change Control (PMBOK)

Volunteers?

Assessment 1 Discussion?

A quick review of Project Management, shall we?

Need

Problem

Find solution

Demand

Etc…

Results

Goals

Product/Service

Value

Etc…

“A temporary endeavor

undertaken to produce a unique

product, service or result”.

(PMBOK)

Initiating Planning Executing Closing

Monitoring & Controlling

A quick review of Project Management, shall we?

Module 1

Change Control Tools & Techniques

What we’ll cover in this Module

▪ Review, approval and management of project changes.

▪ Validation and control of Project Scope.

▪ Control Schedule and Tools & techniques.

▪ Control Costs and Tools & techniques.

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Monitoring and Controlling Process Group

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• What is change in projects?

• How do you believe we manage them?

• What’s involved in the process?

From last class…

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• Track, review, and orchestrate the progress and performance of the project

• Identify any areas in which changes to the plan are required

• Initiate the corresponding changes.

• The key benefit of this Process Group is that project performance is measured

and analysed at regular intervals, appropriate events, or exception conditions to

identify variances from the project management plan.

It also involves:

• Evaluating changes and recommending corrective or preventive action in

anticipation of possible problems.

• Monitoring the ongoing project activities against the project management plan

and the project performance measurement baseline.

• Influencing the factors that could circumvent integrated change control or

configuration management so only approved changes are implemented.

Project Monitoring and Controlling

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What is Change?

• In reality the world is not so orderly, variances are common and changes do

occur. Change seems inevitable to many projects and may happen at any

stage during a project life cycle.

• Change deviates project implementation from what it has been planned.

• Change causes interrelated decision actions to move across all project phases

and project management knowledge areas.

• Change may affect scope, time, cost and quality of any project directly or

indirectly.

• For this reason, every project requires a systematic process to identify,

assess, implement and control change.

Let’s start with why we need to monitor the project…

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How is change management related with the success of the project…

External drivers:

▪ Technological advances

▪ Demographic changes

▪ Socioeconomic pressures

Internal drivers:

▪ Client needs

▪ Costs

▪ Human resources

▪ Performance issues

Environmental factors affecting products and services

Drivers of Change

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Projects are all about change!

• Many processes produce change

requests as an output, so a good

Project Management Methodology

has a change management process

in place.

Project Information Flow Across

Various Processes

PMI, 2017, p. 27

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“Project management isn’t about blocking or embracing change, but about

controlling it in a way that benefits the business and brings the project

outcome closer to the goals of the business.”

• To effectively manage change, projects should:

• Ensure that when change occurs on projects, the end result still

aligns with financial performance and other business measures as

originally planned

• Identify change as necessary to ongoing project success

• Implement change at an effective pace

• Maintain the positive impact of a change

Managing Change

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(Wysocki, 2019, p. 290)

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Change Management

1. Management of Change

(Technical)

▪ Change risk analysis

▪ Review and approval

▪ Test and validate

▪ Implementation

▪ Post implementation review

▪ Document

2. Change Management Process

▪ Activity engaged leadership

▪ Communication

▪ Training and coaching

▪ Feedback and correct action

▪ Rewards and reinforcement

(Larson & Gray, 2011, p. 231)

It involves reporting, controlling, and recording changes to the

project baseline.

Most change management systems are designed to accomplish the

following:

1. Identify proposed changes.

2. List expected effects of proposed change(s) on schedule and

budget.

3. Review, evaluate, and approve or disapprove changes formally.

4. Negotiate and resolve conflicts of change, conditions, and cost.

5. Communicate changes to parties affected.

6. Assign responsibility for implementing change.

7. Adjust master schedule and budget.

8. Track all changes that are to be implemented.

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Change Management Cont’d

Perform Integrated Change Control

It is the process of reviewing all change requests; approving changes and managing

changes to deliverables, organisational process assets, project documents, and the

project management plan; and communicating the decisions.

Key benefits:

▪ Integrated perspective of

change’s impacts on the project

▪ Proper documentation

(tracking)

▪ Addresses overall risks to the

project which often arises from

changes

▪ Addresses responsibility

▪ Maintain line of communication

with Stakeholders and ensure

their engagement (knowledge

and support to changes)

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Perform Integrated Change Control –

Tools & Techniques

Gantt Charts

Excel Spread Sheets

Project Management Software

Change Management Software

Change Control Tools: Manual or automated tools that

facilitate the management of change by supporting change

management activities: identify, document, decide and

track changes.

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• Stakeholder analysis – Helps in communicating change by identifying,

prioritising and understanding stakeholder’s involvement, needs and

expectations.

Other Tools & Techniques to Manage Change

(Wysocki, 2019, p. 324)

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• Milestone trend charts - The trend chart

plots the difference between the planned

and estimated date of a project milestone at

each project report period. Can be

incorporated with CPI and SPI (using EVA,

as trend points on the chart).

Change Request Form

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Needs for Change

• Expand, adjust, or reduce project/product scope

• Quality requirements

• Schedule or cost baselines

Change Request

• Needs the collection and documentation of new requirements

• Go through the integrated change control process

• Requested by any stakeholder and documented

• Every change request needs to be approved by a responsible individual or CCB

Change Actions

• Corrective action – realigns the performance with the project management plan

• Preventive action – ensures the future performance is aligned with the project management plan

• Defect repair – modifies a nonconforming product/product component

• Updates – changes to formally controlled documents to reflect modified or additional ideas or content.

Project Management Plan Updates > Project Document Updates > Enterprise Environmental Factors

Updates > Organisational Process Assets Updates (PMI, 2017, p. 96)

Change Management - PMBOK®

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How Other Methodologies deal with Change?

Agile & Change management:

The Agile Project Management

erupts from uncertainty.

How does the agile approach

does that?

By dividing the project into

iterations/cycles and adding

feedback loops with

stakeholders/clients before moving

on to the next iteration. Thereby,

enabling changes to be requested,

evaluated and incorporated (or not)

between iterations

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How Other Methodologies deal with Change?

Extreme & Change management:

In extreme methodology, change is even more necessary for the project because it

helps the project in finding a solution.

Remember: we have unknown solutions and unknown goals in this type of project!

Changes are a way of finding the

solution for the uncertainty on the

project and create business value to

both the project and organisation.

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Recommended Videos about Change Management…

https://www.youtube.com/watch?v=KSHyvLjZHcw

Change Management vs Configuration Management

What Is Change Management In Project Management Terms?

https://www.youtube.com/watch?v=VErsnGIqzEQ

What is Change Control? https://www.youtube.com/watch?v=7JU_G7loIvw

Perform Integrated Change Control https://www.youtube.com/watch?v=TllXVKkz2-A

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Volunteers?

For next week…

Summarise the Assessment case study & present to class next week!

In a group of 2-3 students

Prepare a PPT presentation (or alike)

Expected Outcomes:

• Start working with your assessment case study.

• Practice working in groups.

• Practice communication/presentation skills.

• Get to know each other for A2!

Group presentation

Assessments Overview

Assessments Timeframes

Assessment Task Overview Weight Due Date

Assessment 1 – Change Management Plan

Integrated Change Report (Individual Assessment) 40% End of Module 3

(Week 6)

Assessment 2 – Risk and Communication Management

Risk Management Report (Group Assessment) 40% First Half of Module 5

(Week 9)

Assessment 3 – Project Status Reporting

Module 4-5 Discussion Forum (Individual Assessment) 20% First Half of Module 6

(Week 11)

Total for Subject: 100%

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You will use it for all your Assessments…

Have you had a chance to read it for a discussion?

PROJ6003_Assessment Case Study_The Case of IV Pumps in a Health Care Centre

Case Study

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Assessment 1

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Assessment 1 – Task Summary

In this assessment, you are required to write an individual report of 2000 words

(excluding tables, figures, and graphs) proposing a change to be implemented in the

case study, provided by the Learning Facilitator, addressing:

• Change impact analysis,

• Tools & techniques to manage the change,

• Integrated change control process to submit the change,

• Options to implement the change along with its associated risks.

A change request form must also be submitted attached to the report demonstrating

how the change would be requested for the given project.

The intention of this assessment is that you take a practical approach by considering

this change to be submitted to key stakeholders of given case study.

Please refer to the Task Instructions for details on how to complete this task.

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Assessment 1 – Key Requirements

The report should encompass a practical approach in addressing the following requirements:

a) Identify and propose one (1) change you believe is required for the case study and

justify it by applying tools & techniques from quality management in identifying root-

cause for the issues found in the case study.

b) Critically analyse the impacts of your change proposal on scope, time, cost, quality of

the project.

c) Propose and justify tools & techniques used to manage the change.

d) Explain what processes are involved in submitting your change request given the

scale of your change proposal and address responsibilities considering the stakeholders from

your case study.

e) Identify and discuss options (at least 2) to satisfy the proposed change and any risks

associated with each of these options.

f) Complete the Change Request Form (CRF) provided or one that is used from a workplace.

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Submission Instructions

Submit Assessment 1 via the Assessment link in the main navigation menu in PROJ6003 –

Project Execution and Control.

The Learning Facilitator will provide feedback via the Grade Centre in the LMS portal.

Feedback can be viewed in My Grades.

If submitting more than one document:

Please note during the submission process: If you would like to include appendix items in your

submission, once your first item has been uploaded, click ‘Browse Your Computer’ to attach

your extra documents as an appendix. Then click Final Submit button.

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Any Questions or Concerns?

PROJ6003 – PROJECT EXECUTION AND CONTROL

Don’t forget!

I’m here to facilitate your journey, the rest is up to you!

But, when in need, don’t hesitate to contact me via the

Ask the Facilitator Forum or at [email protected].