Project 1

Module 1 Control Tools and Techniques

Week 3

PROJ6003 – PROJECT EXECUTION AND CONTROL

Ibrahim Abdallah [email protected]

Learning Facilitator

Master of Global Project Management

Today’s Schedule

Module 1 – Continued

Review from last class

Validate & Control Scope

Control Schedule

Control Costs (brief overview of EVA)

Volunteers’ presentation

Discussion Activity with Case Study

Module 1

Change Control Tools & Techniques

A quick review from last class…

What are some of the steps involved

in conducting an Integrated Change

Control process?

Validate Scope

Validate Scope is the process of

formalising acceptance of the

completed project deliverables.

This process is performed periodically

throughout the project as needed.

The key benefits:

• Objectivity to the acceptance process

• Increases the probability of final product,

service, or result acceptance by validating each

deliverable.

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The process of monitoring

the status of the project

and product scope and

managing changes to the

scope baseline. The key

benefit of this process is

that it allows the scope

baseline to be maintained

throughout the project.

Control Scope

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• Variance Analysis:

• A technique for

determining the causes

and degree of

difference between the

scope baseline and

actual performance and

deciding if further action

is required.

Scope Control Technique

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• The process of monitoring the status of project activities to

update project progress and manage changes to the

schedule baseline to achieve the plan.

• The key benefit of this process is that it provides the means

to recognise deviation from the plan and take corrective

and preventive actions and, thus, minimise risk.

Control Schedule

Remember: Any change to baselines should go

through the Perform Integrated Change Control

process to be approved.

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Control Schedule - Tools & Techniques

Earned Value Analysis – SV & SPI

Iteration Burndown chart:

https://www.youtube.com/watch?v=U_jwpInVXD8

What-if Scenario

Resource Leveling or Resource Smoothing

Crashing – shorten schedule by adding resources

Fast-tracking – overlapping activities

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The process of

monitoring the

status of the project

to update the project

costs and managing

changes to the cost

baseline.

Control Costs

The key benefit of this process is that it provides the

means to recognise variance from the plan in order to

take corrective action and minimise risk. As a result,

the cost baseline is maintained throughout the

project.

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Control Costs - Tools and Techniques Planned value

Earned value

Actual cost

Schedule Variance =

EV-PV

Cost Variance = EV - AC

Schedule performance

index = EV/PV

Cost performance index =

EV/AC

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1. Earned Value Management (Technique) EVM is an objective technique to measure the

project performance.

The underpinning notion is that

any amount of completed

project work creates value

of the project.

Using EVM, the current project

performance is measured by

comparing the EV against the

baseline or Planned Value

(PV).

Larson and Gray (2011, p. 459)

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Forecasting - Estimate At Completion

As the project progresses, the project team may develop a forecast for the estimate

at completion (EAC) that may differ from the budget at completion (BAC) based on

the project performance.

• Forecasting involves making projections of conditions and events in the project’s

future based on current performance information and other knowledge available at

the time of the forecast.

• Forecasts, thus, are generated and updated as a result of the work performance

data (which means, you will need to perform a EVA prior to forecast the project).

• There’s a range of EAC calculations that can be used to represent different risk

scenarios: • If everything is bad, and BAC can no longer be achieved…

• If we had a hiccup in the project, but BAC can still be used for forecasting…

• If things are going well and estimations are indicating actual completion…

• When we need to calculate how much money is left to finish the project…

2. Trend Analysis (Technique)

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3. To-Complete Performance Index (Technique)

A measure of the cost

performance that is required to

be achieved with the remaining

resources in order to meet a

specified management goal.

This ratio measures the amount of

value each remaining dollar in the

budget must earn to stay within the

budget.

TCPI = Work remaining / Funds Remaining

TCPI = (BAC-EV)/(BAC-AC)

TCPI = (EAC-EV)/(EAC-AC)

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• Influencing the factors the create changes to the authorised cost baseline

• Ensuring all cost expenditures do not exceed the authorised funding

• Monitoring cost performance to isolate and understand variances from the

approved baseline

• Monitoring work performance against funds expended

• Preventing unauthorised changes to be included in cost reports and resource

usage

• Informing stakeholders of all approved changes and its associated costs

• Bringing cost overruns within acceptable limits

Control Costs Include:

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Case Study Volunteers’ presentation & Group Discussion

Assessment Case Study:

The Case of IV Pumps in a Health Care

Centre

Now that we have seen some key information about the case study….

In groups, identify key issues with the project.

- Can these issues be solved with a change implementation? Justify.

- What would your group do to address one of these issues?

- Propose one change and justified based on the needs of the project and the

impact of your change proposal.

- What could be consequences/impact in other areas of the project of your

change proposal?

Groups will be invited to present their finding, at random.

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Group Discussion

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 2 – Group Formation Reminder!!

To complete this assessment task, you must:

Form groups of three (3) people.

Groups will be formed by students themselves or assigned by the Learning Facilitator in

consultation with the students, if required.

Only in exceptional situation a different group size may be approved by the Learning

Facilitator.

The deadline for team formation is 11:59pm AEST/AEDT Friday end of Module 2 (Week

4) to be advised to the Learning Facilitator in class or via email.

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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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▪ You are not supposed to

investigate the issues, but

rather propose 1 change!

▪ From this change, follow a

change management process

that makes sense to your

change proposal.

▪ Be specific!

Propose options to implement the change

What are the available options to actually implement the change?

What are the risks associated with each option?

Consider your change proposition Discuss the scale of the change proposed before determining the best process to conduct

that specific change.

“All models are wrong… some are useful” George Box

Analyse the change & its impact on the project

What is the impact of the change in scope, time, cost and quality?

What tools & techniques can help manage the change?

Identify & Propose one change

Propose and explain the change (1 Change)

A few tips..

Change Request Form Template

Do not fill out this part.

1. Cover Page:

• Student Name, Student ID, Lecturer, Date, Assessment

2. Executive Summary

3. Table of Contents

4. Introduction (Overview/Purpose)

5. Body of the Report (Headings)

• Follow overall paper themes/topics

6. Conclusion

7. References

8. Appendix (Change Request template here)

Assessment 1 Basic Structure

REPORT FORMAT!

HINT!

▪ Make it dynamic!

Use diagrams, tables,

illustrations..

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

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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].