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Project Management Methodology in Security Projects

John N. Motlagh, MBA

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Project management history

Project management defined

Team dynamics Project

management mechanics

Project manager qualities

Project estimating Contracting Risk assessment Financials

Agenda

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“A project is a temporary endeavor undertaken to create a unique product or service” PMBOK 2001

“Any undertaking that has a definite, final objective representing specified values to be used to satisfy some need or desire”. Cleland

Project Defined

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Project Management is the application of knowledge, skills, tools and techniques to

meet project objectives. PMBOK 2001

Project Management Defined

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Kerzner believes successful project management will yield the following:◦ Projects completed within the allotted time and

budget ◦ Systems having the desired performance level ◦ Assigned resources are used effectively and

efficiently ◦ Customer acceptance

Project Management Defined

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“A program is a group of projects managed in a coordinated way to obtain benefits not available from managing them separately.” PMBOK 2001

“Operations are ongoing work, similar to programs, with a reduced sense of benefit.” Kerzner

Programs and Operation

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What is the PMBOK?

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Integration Scope Time Cost Quality

Procurement Communication

Risk Human Resources

PMBOK Knowledge Areas

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Initiation Planning Execution Control Close

PMBOK Process Groups

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How do Knowledge Areas and Process Groups map?

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Definitions History Dashboard

Project management fundamentals

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Temporary Limited time frame Definite beginning and

end End is when the

objectives are met or, It is clear that the

objectives cannot be met

Unique Something that has

not been done before May be unique even if

the category it belongs to is large

Project management definitions

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Developing a new fighter jet Bringing a new drug to market Installing a security system Programming a DVR

Project definitions

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Time◦ Processes required to

ensure timely completion of the project

Cost◦ Processes required to

ensure the project is completed within budget

Quality◦ Includes all the process

required to ensure the project will satisfy the needs for which it was undertaken

Project definitions

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Activity definition Activity sequencing Activity duration

estimating Schedule

development Schedule control

Time

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Resource planning Cost estimating Cost budgeting Cost control

Cost

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Quality planning Quality assurance Quality control

Quality

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Project manager Management team Subcontractors

Sales team Consultants Customers

Stakeholders

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An MS Project gantt chart is not a WBS Base line planning document If it is not in the WBS it is not in scope

Work breakdown structure

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Time oriented display of activity

Activity along the left Calendar along the top Duration represented by

bars

Gantt or Bar chart

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Critical path method (CPM)

Used to predict project duration

Analyze the activities with the least amount of scheduling flexibility

Late start Early finish

Network diagram

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PERT Statistical estimating

Optimistic Most likely Pessimistic

Optimistic Most likely Pessimistic PERT

Initiation 10 12 25 14

Planning 15 17 36 20

Execution 30 35 45 36

Control 5 22 25 20

Close 2 6 7 6

62 92 138 95

6

))_4((_

cpessimistilikelymostoptimisticdurationactvity

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No shortage of literature on team dynamics The Joiner Team Handbook is the best there

out there

Managing the project team

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Team building stages Forming

◦ Feelings◦ Behaviors

Storming Norming Performing

Recipe for a successful team

Clear goals Continuous improvement Clear roles Clear communication Beneficial team behaviors Well defined decision

process Established ground rules Awareness of group

process Use scientific approach

Highlights from the Team Handbook

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Break?

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Late 1800’s◦ Faced with large projects◦ Unprecedented amounts of raw materials◦ Managing 1000’s of laborers◦ Transcontinental railroad

Project management history

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Early 1900’s◦ Demand for harder

and longer hours from workers force science of efficiency

◦ WWI, New deal projects

◦ Gantt chart developed around 1900

◦ PM unchanged for almost 100 years

Project management history

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Late 1900’s◦ WWII◦ Shrinking war time labor◦ New organization ◦ Pert chart◦ Critical Path Methodology (CPM)◦ Highly complex projects for military, industrial,

construction

Project management history

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Today◦ Internet based systems◦ Global resources working in real time

Project management history

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Pre-sales Defining phase Planning phase Implementation phase Closing phase

Phase breakdown

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Divided into unique phases, starts after sales cycle is complete

Security specific project management

Closing

Defining

Implementing

Planning

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Defining Get organized Review the

contract Interview

sales and customer

Prepare a riser diagram

Update the BOM

Assume control of cash flow and cost

Hold kick off meeting

Project dashboard checklist

Planning• Preliminary

schedule• Work

breakdown schedule

• Cost Re-Estimate

• Critical path• Project

schedule

Implementation

• Controlling• Documentatio

n tools• Procurement• Manage the

field work

Closing• Customer

training• As built

drawing• Final security

testing• Final

acceptance• Warranty• Service

turnover• Project audit

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Defining Site survey

report Estimating

worksheet checklist

Pre-bid review Sales to ops

turnover form Validate

scope Hold kick off

meeting

Project dashboard activities

Planning• Project plan• Kick off

meeting action items

Implementation• Weekly meetings• Daily onsite project

controls• Weekly onsite

documentation

Closing• Punch list• Project

closeout• Ops to service

turnover

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Align project with company objectives Increase profit Reduce risk Generate additional revenue Face to the customer Create competitive advantage

Role of the Project Manager

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Manage design process

Manage costs Balance activities Ensure customer

satisfaction

Project scope Project costs Project schedule Not price

Responsibilities

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Understand and interpret the scope of work to the project team

Continually validate scope with customers Continually search for ways to reduce costs Plan project phases and tasks Manage cash flow Coordinate sub-contractors Communicate to the stakeholders

Tactical tasks

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Project leader Administrator Coordinator Politician Advocate

◦ for the firm ◦ and the customer

?

Qualities of a Project Manager

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The project manager is responsible for ◦ Project definition◦ Project planning◦ Project implementation◦ Project closing

The PM must make sure the project is ◦ On time◦ Within budget◦ Within scope, and ◦ Meets customer expectations

Project manager summary

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Security equipment specifications Tools and techniques Risks associated with estimating Inputs to an accurate estimate

Estimate security projects

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Removed from electric subsystem

Now they are considered under Division 28

Specifications

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Order of magnitude◦ Expert judgment◦ -25% to +75%

Parametric modeling◦ Cost /sq ft,

budgetary◦ -10% to +25%

Bottom up◦ Cost of individual

items◦ -5% to +10%

Unit price◦ -5% to +5%

Cost estimating techniques

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Scope◦ Loosely defined

scope◦ No specs◦ Poor requirements

Time◦ Rushed timeline◦ Unanticipated

overtime

Quality◦ Customer asks for

work beyond scope without change order

Other◦ Legislative

requirements◦ Might change during

project

What can affect your estimates?

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“Make it up on the next job”

Poor scope interpretation

Inaccurate WBS

Rework Optimistic

schedule ?

Estimating risks

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Work breakdown structure Resource requirements Resource rates Activity durations Historical information

Estimating inputs

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List resources required for each WBS item◦ Need resource quantity◦ Need resource cost

Resource types◦ Equipment◦ Labor◦ Subs◦ Special tools

Resource requirements

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Unit price for each resource Consider using burdened labor rate

Resource rates

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Use standard labor for installation◦ NECA manual

Man hours◦ 16 man hours = 2 techs for 1 day

Activity duration

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How much did this cost in the past? Use it as a check rather than lead

estimating tool

Historical information

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General conditions Bid bond Performance bond Insurance Workman’s comp Permits Performance

Contract types RFP Fixed price Cost re-

imbursement Time and materials

Contracting

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First step to manage security risks Evaluate the likelihood that a threat will be

successful, and then considers The potential severity of if the event

comes to pass The objective is to identify

◦ Hazards◦ Threats and ◦ vulnerabilities

Security vulnerability assessment

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Evaluate countermeasures to provide protection to the◦ Public◦ Employees◦ National interests◦ Environment

Countermeasures come in the form of ◦ CCTV◦ Intrusion detection◦ Access control◦ Barrier technology◦ Lighting◦ Policy

What does a firm do with the results?

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Risk

SVA Concepts

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Risk variables

SVA Concepts

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SVA Process

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Risk assessment steps

Asset characterization

ThreatAssessment

Risk Assessment

CountermeasuresAnalysis

VulnerabilityAnalysis

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NFPA 101 (National Fire Protection Association)

Highlights◦ AHJ◦ Fire exit hardware (exit doors should get your full

and undivided attention)◦ Means of egress (NFPA chapter 7, IBC ch. 10)◦ Area of refuge

Life safety codes

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NFPA – 70 National electric code NFPA – 72 National fire alarm code NFPA – Standard for emergency and safety

power systems NFPA – 730 Premise security UL924 – Standard for safety emergency

lighting and power UL325 – Gate operators ASTM F-1184 and F-2200 – posts and

gates

Other governing codes

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Markup vs. margin Earned value Change order

Project financial management

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Markup vs. Margin

Markup is cost plus a %

Don’t use it Margin is preferred

%)arg1(cos inmt

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Comparison of ◦ Budgeted value of work (Planned value, PV)◦ Earned value, function of

Percentage complete and Planned value

◦ Actual cost

Earned value measurement

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Cost variance◦ Measurement according to budgeted amount in

terms of Dollar amount over/under % of budget over/under

Schedule variance◦ Measurement according to scheduled activity in

terms of Time over/under schedule % of time over under

Earned value measurement

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Cost performance index◦ Less than 1 means over budget◦ Greater than or equal to 1 is on budget

Schedule performance index◦ Less than 1 means behind schedule◦ Greater than or equal to 1 is on schedule

Earned value measurement

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Had enough?