Lecture 8 Reporting Using PMIS

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HEP 3104: PROJECT

MANAGEMENT INFORMATIONSYSTEMS

2nd August 2012

Lecturer: Emma Longei

Email: [email protected]

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Lecture 8: Reporting using PMIS

Monitoring, correction, evaluation


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Topics covered

Project monitoring with PMIS

Correcting Project Deviation

Budget management using a PMIS Creating and disseminating project reports

Producing reports using other software tools

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Project Life Cycle

http://en.wikipedia.org/wiki/Project_management


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Project Deviation

Scope of a project in project management is the

sum total of all of its products and their

requirements or features.

Scope creep (or drift) refers to uncontrolled

changes in a project's scope. This phenomenon

can occur when the scope of a project is not

properly defined, documented, or controlled. It isgenerally considered a negative occurrence that

is to be avoided.

4http://en.wikipedia.org/wiki/Glossary_of_project_management.htm


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Project Deviation

Requirements creep: time and cost estimation

techniques used when planning did not

include contingency time or budget

Common problem with software projects

If not managed, project deviation will lead to

failure to meet project objectives, failure to

complete project on time or on budget, and

perhaps project failure

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Managing Project Deviation

Build a flexible approach that can accommodatechanges as they arise.

Aim for a balance - if the plan is too flexible the

project will meander like a horse without a riderand if it is too rigid the project will break like glassthe first time a stakeholder tosses you a newrequirement.

The best way to handle this is to have a plan, toupdate it regularly and make sure everyone isfollowing it and pointing in the same direction.

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Jenkins (2005)


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1. Add time delay the project to give you more

time to add the functionality

2. Add cost recruit, hire or acquire more

people to do the extra work

3. Cut quality trade off some non-essential

requirements for the new requirements

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Managing Project Deviation


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Duration * Units = Work Duration = Work / Units (D = W/U)

Work = Duration * Units (W = D*U)

Units = Work / Duration (U = W/D)

Adding more resources to a task shortens duration

Can be changed on a per-task basis In the advanced tab of Task Information dialog box

Task Type setting

Beware the Mythical Man-month: adding resourcesto a task does not always mean the task can be donefaster

Managing Project Deviation: MSProject elements


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Assignment: Modify your project

Add 3 or so tasks without changing the

schedule

Increase schedule by without changing the

budget

Reduce budget by without changing scope

Is this possible?

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THE PROJECT MANAGER

Risk Quality or other


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Project Deviation: Maintain and

Analyze the Project Schedule Updating the Project Schedule on a regular

basis while keeping a close watch on thetimeline and budget is the primary

mechanism to measure quality of theschedule.

If the project timeline or budget are not ontrack, the Project Manager can determine whyand take immediate action to remedy theproblem.

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Managing Project Deviation: Reports

Reports are a good way of reviewing

allocations of resources at the beginning of

the project, and as it progresses, progress to

date

Reports > Reports > Current Activities >

Slipping Tasks

Project summary (Status) report

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Some good reports may be produced from the

PMIS, but others from other software

including specialized (project) accounting

software, Excel, and others.

MS Project 2007 can produce reports in Excel

and Vision

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Managing Project Deviation: Excel

Reports

0

500000

1000000

1500000

2000000

2500000

3000000

3500000

0

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

1,600,000

Q4 Q1 Q2 Q3 Q4

2011 2012

CumulativeCost

Cost

Cash Flow ReportCost Cumulative Cost


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Click Report on the Menu bar, and then click

Copy Picture to display the Copy Picture dialog

box. Keep the default settings. Click OK.

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Using the Copy Picture Feature


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Outside PMIS

Outside the PMIS, how can project deviation

be managed?

There are various tools and documents such

as:

Change Management

Quality Assurance and Quality Control

processes

Risk Management Plan

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Activity

Generate one or two reports in Excel, and save

them. Hyperlink them to the last line of your

project (Finish)

Create a word document (Project Plan), and

paste the Gantt chart in it.

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Budget Management

The Project Manager must know the extent of

his/her authority to make budget decisions.

For example, is the Project Manager allowed

to authorize work that requires additional

hours of salaried personnel time, or must

employee time extensions go through the

same approval process as contract personnelor equipment purchases?

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Part of the Project Managers job is to ensure that

the project is completed within the allocated and

approved budget.

MS Project creates budgets based on assignmentwork and resource rates - people, equipment and

materials

Budget management includes all the project costsi.e. human resources, equipment, travel, materials

and supplies.

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Budget Management


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Changes to the scope of the project will have

an impact on the budget. Just as scope

changes need to be controlled and managed,

so do changes to the Project Budget.

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Budget Management in PMIS


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Budget in MS Project: work

Resources are the people and equipment

needed to accomplish your project tasks. In

order to be able to assign tasks to them, you

need to create the resources in your projectplan file.

By default, resources are work resources,

meaning that they consume time toaccomplish the task.

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Material resources are goods that your project

will consume, such as sand for a construction

project. They have a cost associated with

them, but have no calendar and are notassigned overtime rates.

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Budget in MS Project: materials


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Cost resources are miscellaneous expenses

that do not vary from task to task and do not

change by the amount of work performed on

the task, such as airfare.

Budget resources are the work, material and

cost resource types applied at the project level

by applying them to the project summarytask.

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Budget in MS Project: cost


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CAT 2 Performance

Summary task

Numbering of project activities should be

done, whether manually or using the software

Break down the resources and materials to

units to ease allocation

Learn to use Copy Picture tool to enable

embedding of MS Project Screen in a Word

document such as the project plan

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References

Jenkins, Nick (2005). A Project Management

Primer or a guide on how to make projects

work

Software Project Management: Development

Management. http://www.columbia.edu

Q7503_8post Development Mgt.ppt

Project ExecutionAndControl NY State.pdf

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http://www.columbia.edu/~jm2217http://www.columbia.edu/~jm2217

Lecture 8 Reporting Using PMIS

Documents

Transcript of Lecture 8 Reporting Using PMIS