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Winter 2014Seneca College1 INTRODUCTION TO PROJECT MANAGEMENT by Peter Paolucci Winter 2012.
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Transcript of Winter 2014Seneca College1 INTRODUCTION TO PROJECT MANAGEMENT by Peter Paolucci Winter 2012.
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Winter 2014 Seneca College 1
INTRODUCTION TOINTRODUCTION TOPROJECT MANAGEMENTPROJECT MANAGEMENT
byPeter Paolucci
Winter 2012
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Winter 2014 Seneca College 2
SUGGESTED READINGSUGGESTED READING
Best bet: Schwalbe, Kathy. Information Technology Project
Management. Thompson Learning. ISBN: 002921-646206. (On which this session is based)
Also no slouch
Friedlein, Ashley. Web Project Management. Morgan Kaufman Publishers. ISBN: 1-55860-678-5. (On which this session is based)
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COURSE OBJECTIVESCOURSE OBJECTIVES
This course will
Expose you to the terminology used in Project Mgt
Help you understand the fundamentals of Project Mgt
Allow you to gain an understanding of the Project Life Cycle and the methodologies used to manage a project
But most of all it will … (next slide)
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COURSE OBJECTIVESCOURSE OBJECTIVES
Change the way you look at, and understand your own work
Help you improve the way you approach all tasks in life, whether it is personal or professional
Make you a better communicator
Increase your awareness of Project Management and how its principles are transferable to all industries and areas
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INTRODUCTION TO INTRODUCTION TO PROJECT MANAGEMENTPROJECT MANAGEMENT
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WHAT IS PROJECT MANAGEMENT?WHAT IS PROJECT MANAGEMENT?
Systematic application of:
Knowledge Skills Tools Techniques Activities
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WHAT IS PROJECT MANAGEMENT?WHAT IS PROJECT MANAGEMENT?
In order to meet constraints of: Time Scope Cost Quality
The driver of PM is to meet stakeholder needs and expectations
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WHY BOTHER WITH PM?WHY BOTHER WITH PM?
Better control over
Resources (people, $$, physical) Customer relations Efficiency & productivity Higher profit margins Internal coordination Higher worker morale
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PM STANDARDSPM STANDARDS Project Management Governing body
Project Management Institute (PMI) International professional society for Project Management Website link: http://www.pmi.org/info/default.asp PMBOK PMP Certification
Other Standards ISO 10006:1997 SCRUM Prince2
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CHARACTERISTICS OF A CHARACTERISTICS OF A PROJECTPROJECT
Unique purpose Customer initiated and driven Temporary (measurable beginning and end)
Requires different resources Requires coordination Involves uncertainty Can range from “assembly line” to more
professional, self-directed workers and tasks Often utilized as a means of achieving an
organization’s strategy
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EXAMPLES OF A PROJECTEXAMPLES OF A PROJECT
Creating a business strategy and plan Developing a system Launching a new product Business Process Re-engineering Planning a wedding Building a house
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THE TRIPLE CONSTRAINTTHE TRIPLE CONSTRAINT
Always a question of managing: Scope Time Cost
Usually we can only get two - one of these must be sacrificed
The quadruple constraint is a variation of this which includes quality
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DEFINING SUCCESSDEFINING SUCCESS
On time
Within scope
Within budget (cost)
With appropriate (pre-defined) quality
And ultimately, a satisfied customer
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PROJECT SUCCESS FACTORSPROJECT SUCCESS FACTORS
User involvement Executive Management support Clear business requirements Concise planning Realistic expectations Clearly defined project milestones Competent /dedicated staff Ownership Clear vision and objectives
The Standish Group Report, 1995
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WHY DO PROJECTS FAIL?WHY DO PROJECTS FAIL?
Poor project planning Inadequate risk analysis and mitigation plan Weak project schedule
Weak business case Inadequate analysis
Lack of senior management support and involvement You must secure management buy in!
KPMG, “What Went Wrong?”, 1997
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OTHER KEY COMPONENTSOTHER KEY COMPONENTS
Define stakeholders Define knowledge areas (key competencies) Define milestones Define critical path(s)
Create Gantt charts Create SOW (Statement of Work) Develop WBS (Work Breakdown Structure)
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WHAT DOES A PM DO?WHAT DOES A PM DO?
Define project tasks, costs, and timelines Allocate human resources
Make estimates of time and $$ Develop schedules
Oversee QA (Quality Assurance) Define and monitor standards
Communicate with teams and client
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WHAT DOES A PM DO?WHAT DOES A PM DO?
Define team and employee roles Monitor and manage change Establish, monitor and manage documentation
Monitor/ respond to team member needs and morale Define / monitor milestones and “critical path” events
Above all: identify and respond (intervene) to correct and adjust as necessary
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REQUIRED SKILLSREQUIRED SKILLS
Team building Leadership Problem solving Decision making
Communication Planning
Organization Interpersonal Negotiation
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PROJECT MANAGEMENT:PROJECT MANAGEMENT:CONTEXT ANDCONTEXT ANDPROCESSESPROCESSES
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PM PROCESSESPM PROCESSES
Initiating: Define and authorize the project or phase
Planning: Define project deliverables and objectives. Start developing the project schedule
Executing:
Coordinate people, resources for the project Complete all assigned tasks
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PM PROCESSESPM PROCESSES
Controlling: Monitor and take corrective action
Closing: Client/User acceptance Sign-off on all aspects of the project
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PM PROCESSESPM PROCESSES
Project Initiation(Project Definition)
Project Planning
Executing Close-outControlling
Stakeholdersign-off?
YES
NO
Scheduledevelopment/
approval
YES
NO
END
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9 PM KNOWLEDGE AREAS9 PM KNOWLEDGE AREAS1. Integration
Develop Project Charter Develop Project Management Plan Develop preliminary scope statement
2. Scope Scope planning and definition Develop WBS
3. Time Activity definition Activity sequencing Resource and duration estimating Schedule development
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9 PM KNOWLEDGE AREAS9 PM KNOWLEDGE AREAS
4. Cost Cost estimating Cost budgeting Cost control
5. Quality
Quality planning Quality assurance Quality control
6. Human Resources HR planning Acquire and develop project team Manage project team
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9 PM KNOWLEDGE AREAS9 PM KNOWLEDGE AREAS7. Communication
Communication planning Distribution of information Project reporting
8. Risk Risk management planning Risk identification Risk analysis Risk response planning Risk monitoring and control
9. Procurement Purchase and acquisition planning Plan contracting Request for Proposal (RFP) Vendor selection Contract administration / Contract close-out
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SCOPE MANAGEMENTSCOPE MANAGEMENT
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SCOPE MANAGEMENTSCOPE MANAGEMENT
Scope: the work involved in creating the outputs of the project (product or service )
Project Scope management: the processes involved in defining and controlling what is and is not included in the project
Both the project team and stakeholders must agree on the deliverables of the project
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SCOPE MANAGEMENT SCOPE MANAGEMENT PROCESSESPROCESSES
There are 5 processes:
1. Initiation2. Planning3. Definition4. Verification5. Change control
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PROJECT INITIATIONPROJECT INITIATION
Projects are often launched as a result of:
Market demand (new electricity plant built to service growing needs)
Organizational needs (a company launches a project to assist in reorganizing departments)
Customer requests (new product developed to complement a series of other product divisions)
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PROJECT INITIATIONPROJECT INITIATION
Projects are often launched as a result of:
Legal requirements (a company launches a project to upgrade its systems to meet regulatory requirements)
Technological advancements (project launched to introduce a new series of virtual video games)
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PROJECT INITIATIONPROJECT INITIATION
Inputs• Service/Product
description• Strategic plan
• Project selection criteria• Historical data and
information
Outputs• Project Charter• Assigned PM
• Assumptions/Constraints
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PROJECT SELECTIONPROJECT SELECTIONSome methods for selecting projects:
Identify potential projects Focus on organizational needs Categorize projects
Ask yourself: Does the project address a problem, opportunity or directive?
Is there a priority? Is there a hard deadline? How long will it take?
Apply financial analysis techniques Net Present Value (NPV), Payback, Return on Investment (ROI)
Weighted scoring methods (based on criteria)
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PROJECT CHARTERPROJECT CHARTER
The project charter should include:
Project justification Business case (cost/benefit analysis,
support documentation) Deliverables High-level costs Brief description of project schedule Objectives/description of product/service Stakeholder names and sign-off
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SCOPE PLANNINGSCOPE PLANNING
Includes the process of writing the scope statement
Scope statement = basis for future decisions
Includes milestones and criteria to determine if a project and its phases are completed
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SCOPE PLANNINGSCOPE PLANNING
Scope statement should include:
Project justification Product/service description Summary of project deliverables What determines project success?
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SCOPE DEFINITIONSCOPE DEFINITION
Breakdown the work into manageable pieces
A good scope definition: Helps improve time, cost and resource estimates Defines baseline for performance measurement Helps communicate project status, progression and
responsibilities
WBS breaks down the work into manageable pieces
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PRINCIPLES FOR CREATING A PRINCIPLES FOR CREATING A WBSWBS
A unit of work should only appear once
A WBS item is the responsibility of one person, although there may be many working on it
Involve project team members
Document each WBS to ensure accurate understanding of scope of work
Make the WBS flexible to accommodate changes
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WBS DEVELOPMENT APPROACHESWBS DEVELOPMENT APPROACHES
Use guidelines provided by other organizations, templates
Review the WBS used in similar projects
Top-down approach start with the biggest work items first and continue to break them down
Bottom-up approach start with the detailed tasks and proceed to the next level
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SCOPE VERIFICATIONSCOPE VERIFICATION
This is a formal process whereby the scope statement is reviewed by all stakeholders
Once reviewed, all stakeholders are to sign-off
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SCOPE CHANGE CONTROLSCOPE CHANGE CONTROL
Changes made once the project scope statement is signed-off must go through change control
Scope changes must be documented and approved by all stakeholders
Adjust the schedule baseline to reflect new additions/revisions
Document any lessons learned
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IMPROVE USER INVOLVEMENTIMPROVE USER INVOLVEMENT
Ensure all projects have a sponsor from the user organization
Place users on the same project team
Schedule regular meetings to touch base with users and obtain feedback
Communicate to users on a regular basis
Co-locate users with developers
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HOW DO YOU REDUCE CHANGE?HOW DO YOU REDUCE CHANGE?
Reduce incomplete and changing requirements by:
Developing a requirements management process
Introducing techniques such as prototyping and brainstorming sessions to fully understand user requirements
Documenting all requirements
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HOW DO YOU REDUCE CHANGE?HOW DO YOU REDUCE CHANGE?
Conduct adequate testing to ensure user requirements are met
Implement a process to review requested changes
Emphasize delivery dates
Communicate trade-offs with revising scope
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SUMMARY OF OUTPUTS SUMMARY OF OUTPUTS
Initiation
Project Charter
Scope Planning
Scope Statement
Scope Definition
WBS
Updates are made at each step
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TIME MANAGEMENTTIME MANAGEMENT
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TIME MANAGEMENTTIME MANAGEMENT
Consists of five processes:
DurationEstimating
ScheduleControl
Activity Sequencing
Activity Definition
Schedule Development
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TIME MANAGEMENTTIME MANAGEMENT
Schedules are developed from the documentation in the Project Charter
Scope statement and WBS define the work that will be accomplished during the project’s duration
Schedule issues are one of the main causes of conflict and overrun for projects
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TIME MANAGEMENTTIME MANAGEMENT Activity Definition
Further decomposition of the WBS in the Project Charter Main output = Activity list
Activity Sequencing Organize tasks in order, create dependencies Document phases and milestones Main output = Project Network Diagram
Activity Duration Estimate work effort/time to complete each task Consider resource availability Main output = Activity duration estimates
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TIME MANAGEMENTTIME MANAGEMENT
Schedule Development Complete schedule, make final revisions Determine start and end dates for project activities Determine critical path Main output = project schedule
Schedule Control Control changes made to schedule as project progresses Main output= updates to project schedule, lessons learned
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ACTIVITY SEQUENCINGACTIVITY SEQUENCING
There are three types of dependencies used to determine the sequence of activities:
1. Mandatory: Inherent in the nature of the work
2. Discretionary: Defined by the project team members
3. External: Involves relationships between other projects or
organizational activities
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ACTIVITY SEQUENCINGACTIVITY SEQUENCINGPrecedence Diagramming Method (PDM)
A technique used to document the order in which tasks occur in a project
Basis for the construction of Gantt Charts Uses arrows to denote logic, boxes to denote tasks Most commonly used method Determine the dependencies and link the tasks together
Brainstorm
Design
Project Approval
Analysis
Implement
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ACTIVITY DURATIONACTIVITY DURATION
Minimize time impacts
Allow time for client meetings and activities
Schedule formal reviews and touch-base meetings to discuss the project’s progress
Add buffers to allow time for undefined tasks
Plan for testing and implementation
Plan for holidays and vacations
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SCHEDULE DEVELOPMENTSCHEDULE DEVELOPMENT
It’s common to see many revisions of this
Scheduling must be realistic and responsive to changes
Tools and techniques include:
Gantt chart
Pert analysis (risk)
Critical path
Critical chain
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GANTT CHARTGANTT CHART
“Invented” by Henry Gantt
Shows activities (tasks) and their dependencies over time
Should coincide with the WBS
Includes milestones – which are significant events
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Gantt ChartGantt Chart
“x
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““SMARTSMART” CRITERIA” CRITERIA
Milestones should be
Specific
Measurable
Assignable
Realistic
Time-framed
“Slipped milestones” = an activity completed later than planned
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PERT ANALYSISPERT ANALYSIS
Is a time management technique
= Program Evaluation and Review Technique
Used to estimate duration when there are high levels of uncertainty
Based on network diagram, PDM
Use optimistic time + (x4 most likely time) + pessimistic time / 6 (divided by 6)
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CRITICAL PATHCRITICAL PATH
Is a trajectory through the life of a project
Activities need to be scheduled with “slack” or “float” (i.e. tolerance in order to accommodate delays)
Total slack/float = maximum delay allowable without having to alter the project end date
You can scan a critical path from beginning to end (forward pass) or from completion date to beginning (backward pass)
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CRITICAL PATHCRITICAL PATH
Early finish date = earliest possible finish date based on the project’s network logic
Late finish date = latest time an activity can be finished
Crashing = a kind of overdrive or fast track to complete certain milestones on the CP. Usually involves spending extra $$
Fast tracking = running activities/tasks in parallel instead of sequentially. Risky but it accelerates end date.
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CRITICAL CHAINCRITICAL CHAIN
Based on “theory of constraints”
Look for the weak link in the chain – the task that is the most challenging and identify it
Avoids multi-tasking because of its inefficiency: no one assigned two tasks simultaneously on the same project
Planning includes time and project buffers
Takes into account Parkinson’s law = “work expands to time ” allowed
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CRITICAL CHAIN: SUMMARYCRITICAL CHAIN: SUMMARY
Critical chain built on: Critical path analysis Managing resource constraints Buffers Same as critical path analysis with
resource levelling (saving resources by delaying tasks)
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SUMMARY OF OUTPUTS SUMMARY OF OUTPUTS
Activity Definition
Activity List
Activity Sequencing
Project Network Diagram
ActivityDuration
Activity Duration Estimates
ScheduleDevelopment
Project Schedule
ScheduleControl
Schedule updates, Lessons Learned
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COST MANAGEMENTCOST MANAGEMENT
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COST MANAGEMENTCOST MANAGEMENT
The majority of Information Technology projects went over budget in 1995 - 2000
Average cost overrun for Information Technology projects = 189% in 1995
This was improved to 45% in 2001
CHAOS Report, 1995
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OVERVIEW OF PRINCIPLESOVERVIEW OF PRINCIPLES
Profits = revenue – expenses Profit margin = profits/revenue
Life cycle costs – estimate costs based on total cost of ownership, support and development of project
Cash flow analysis – method used to calculate the estimated annual costs and benefits (annual cash flow)
Tangible benefits – costs/benefits that are easily measured in $$$
Sunk costs – money spent in the past that cannot be recovered Reserves – money included in cost estimate to mitigate risk – a
safety net!
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COST MANAGEMENTCOST MANAGEMENT
Consists of 4 processes:
CostControl
Resource Planning
Cost Estimating
CostBudgeting
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COST MANAGEMENTCOST MANAGEMENT
Resource Planning Determine the amount and what type of resources are required Main output = resource requirements listing
Cost Estimating Create an estimate of the cost of the required resources Main outputs = cost estimates, cost management plan
Cost Budgeting Allocate the overall cost estimate to individual tasks Main output = cost baseline
Cost Control Control and monitor budget changes Main outputs = corrective action, estimate at completion, lessons learned
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3 TYPES OF COST ESTIMATES3 TYPES OF COST ESTIMATES
1. Rough Order of Magnitude (ROM) Rough estimate of project total costs Developed early in the project or before it is launched Accuracy usually is -25% to +75%
2. Budgetary Estimate Developed 1-2 years prior to project’s completion Accuracy = -10% to +25%
3. Definitive Estimate Accurate estimate of project costs Used to make purchasing decisions, estimate actual
costs Developed 1 year or less before project’s completion Accuracy = -5% to +10%
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SUMMARY OF OUTPUTS SUMMARY OF OUTPUTS
Resource Planning
Resource Requirements
List
CostEstimating
Cost Estimates Cost Mgmt. Plan
CostBudgeting
Cost Baseline
CostControl
Corrective Action, Estimate at Completion,
Lessons Learned
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QUALITY MANAGEMENTQUALITY MANAGEMENT
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PURPOSE: QUALITY PURPOSE: QUALITY MANAGEMENTMANAGEMENT
To ensure the project will satisfy the needs/requirements of the project
The customer determines whether a product or service meets the quality expectations that were defined
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QUALITY MGT: X3 PROCESSESQUALITY MGT: X3 PROCESSES
Quality Planning Identify quality standards and how they will be tested Main output = Quality Management Plan
Quality Assurance Evaluate overall project performance to be sure that the project will satisfy the quality requirements originally defined
Quality Control Monitor results to ensure compliance Identify methods to improve quality Main output = acceptance decisions, rework, process adjustments
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QUALITY PLANNINGQUALITY PLANNING
Anticipate situations and planning action steps to resolve them so that quality standards are met
Communicate standards clearly to all involved in the project
Describe important factors that contribute to quality
Many factors effect quality i.e. reliability of a system, features, performance, outputs
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QUALITY ASSURANCEQUALITY ASSURANCE
Process that ensures quality products/services are delivered to the customer(s)
Another goal of QA = continual improvement
Some tools used in QA Benchmarking, quality audits, fishbone diagrams Implemented to track progress of project
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QUALITY CONTROLQUALITY CONTROL
Main goal = improve/ensure quality
Outputs: Acceptance Decisions: are final products/services accepted or rejected?
Rework: bring rejected items to compliance
Process Adjustments: correct or prevent future quality problems/situations
Testing is also conducted to ensure quality products/services are delivered
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IMPROVE QUALITYIMPROVE QUALITY
Leadership Senior management must support and promote quality programs
Understand the cost of quality Cost of quality = cost of conformance + cost of non-conformance
Provides incentive for improvement if you understand the consequence of conformance vs. non-conformance
Strive for continuous improvement
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HUMAN RESOURCE HUMAN RESOURCE MANAGEMENTMANAGEMENT
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HUMAN RESOURCE MGT KEYNOTEHUMAN RESOURCE MGT KEYNOTE
What current organizations are dealing with:
Addressing ongoing problems in gender gap Finding future workers Improving benefits such as:
Redefining work hours (flex time) Other incentives (training for example) Bring pets to work Paying children’s college tuitions Free vacation rentals All good if performance-based
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DEFINING HR MANAGEMENTDEFINING HR MANAGEMENT
Organizational planning Identify, assign, document project roles Include roles and responsibility assignments
Staff acquisition Getting needed personnel
Team development Building individual and group skills to enhance project
performance
Related issues Understanding organizations and their structures Understanding stakeholders Resource loading and levelling
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MANAGING PEOPLEMANAGING PEOPLE
Some psychological theories for managing people and their behavior
Motivation Abraham Maslow Frederick Herzberg Douglas McGregor
Influencing others and reducing conflict H.J. Thamhain and D.L. Wilemon
Power and Teams Stephen Covey
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ABRAHAM MASLOWABRAHAM MASLOW
Hierarchy of needs
People motivated by a hierarchy of needs From low to high:
Physiological Safety Social Esteem Self-actualization
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FREDERICK HERZBERGFREDERICK HERZBERG Went against popular beliefs that productivity
increases with compensation ($$), more supervision needed, better work environment
Herzberg’s worker motivators are:
Achievement Recognition The work itself Responsibility Advancement Growth
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DOUGLAS MCGREGORDOUGLAS MCGREGOR
Divided managerial approaches into x2 groups: theory X and theory Y
Theory X aka “Classical Systems Theory” assumes
Workers dislike and avoid work if possible Managers therefore must coerce Threats and other “controls” needed Worker wants to be directed Worker prefers to avoid responsibility Worker has little or no ambition Worker wants security above all else
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DOUGLAS MCGREGORDOUGLAS MCGREGORTheory Y aka “Human Relations Theory” assumes
Individuals enjoy work Work is as natural as sleep and play Highest rewards are the satisfaction of esteem and self
actualization (as Maslow said)
Also new, OUCHIOUCHI and Theory Z Based on Japanese models of motivation Trust, quality, collective decision making, cultural values Workers can be trusted Emphasized job rotation, broadening skills, generalization - not
specialization, and job training
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THAMHAIN and WILEMONTTHAMHAIN and WILEMONT
How to influence (rather than command) workers:
Authority Assignment Budget Promotion Money Penalty Work challenge Expertise Friendship / relationships with others
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THAMHAIN and WILEMONTTHAMHAIN and WILEMONT
Project managers must earn the ability to influence Will fail if you rely too heavily on $$, authority or
penalty Must use expertise to influence Influence related to power
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POWERPOWER
5 types of power: Coercive
Based on punishment, threat, coercion
Legitimate Based on position and status
Expert Based on personal knowledge and expertise
Reward Based on incentives and other kinds of rewards
Referent Based in individual’s charisma and like-able-ness
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STEPHEN COVEYSTEPHEN COVEY
7 ways to improve effectiveness:
Be proactive Begin with one end in mind First things first (priorities) Think “win-win” Understand first, be understood second Synergize Sharpen the saw (refresh yourself)
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STEPHEN COVEYSTEPHEN COVEY
A few corollaries
Empathetic listening requires: Rapport with others Mirroring (matching) behaviors to keep “in rhythm” with
others such as speed of talking, breathing, body movements
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MISCELLANEOUSMISCELLANEOUS
Get the right … Technologies People Project Processes in place Business results focus
Organizational Planning Identify, document, assign right project roles / reporting
relationships Use RAM (responsibility assignment matrix), if possible Be clear on the kinds of workers you need
Get help from Deputy and subproject managers, but more coordination is
needed
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ASSIGNING WORKASSIGNING WORK
Use key frameworks Finalize project requirements Define how work will be done Breakdown work into manageable chunks (WBS) Assign work responsibilities Use OBS (Organization Breakdown Structure) to help you Use RAM (Responsibility Assignment Matrix) Use staffing management plan (how people added/dropped
from the team) Resource histogram (show # of people/teams assigned
over time)
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STAFF ACQUISITIONSTAFF ACQUISITION
Not only number of people & kinds of skill sets Also includes the kinds of people Keep accurate inventory of staff’s skills (who can do
what, even if they are not currently doing that) Focus on retention People leave their jobs because:
They feel they don’t/can’t make a difference No proper recognition Not learning or growing Don’t like coworkers Want to earn more $$
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RESOURCE LOADING AND LEVELINGRESOURCE LOADING AND LEVELING
Importance of resource utilization and availability
Resource loading = the amount of individual resources needed during specific periods (person-hours, person-days, etc )
Over-allocation = not enough resources to match assignments
Resource levelling = move slack and under-utilized resources from a surplus area to a needed area (a kind of just in time intervention)
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TEAM BUILDINGTEAM BUILDING
Common kinds of activities to build teams: Physical challenges Psychological preference indicator tools
(MBTI) Reward and recognition systems Remember:
Be patient Fix the problem, don’t blame the people Regular, effective meetings Teams between 3 and 7 people Plan team activities Stress team identity Acknowledge accomplishments
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MYERS-BRIGGS TYPE INDICATORSMYERS-BRIGGS TYPE INDICATORS
x4 psychological types
E/IE/I (Extrovert/Introvert) Do you draw or give out energy? Think out loud or in your
head? S/I S/I (Sensation/Intuition)
Facts & details, or impressions & intuition? T/F T/F (Thinking/Feeling)
Logical or subjective? J/P J/P (Judgement/Perception)
Goal-oriented with deadlines, or process-oriented and open-ended “deadlines”?
Peoples’ attitude toward structure
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DAVID MERRIL’S FOUR ZONESDAVID MERRIL’S FOUR ZONES
DriversDrivers Proactive, task-oriented, dominating, strong, practical, strive
for action ExpressivesExpressives
Proactive, people-oriented, future oriented, excitable, dramatic, friendly
AnalyticalsAnalyticals Reactive, task-oriented, critical, picky, stuffy, moralistic,
serious, persistent AmiablesAmiables
Reactive, people-oriented, relationship-oriented, comforting, unsure, supportive, agreeable, dependable
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USING SOFTWARE TO MANAGE PROJECTSUSING SOFTWARE TO MANAGE PROJECTS
Why?
Track resources empirically Identify (be alerted to) potential shortages Identify (be alerted to) underutilized resources Use automated levelling of resources Only as good as people using the tool (workers need
to input, software configuration has to be well thought-out and appropriate for context)
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COMMUNICATIONSCOMMUNICATIONSMANAGEMENTMANAGEMENT
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COMMUNICATIONS MANAGEMENTCOMMUNICATIONS MANAGEMENT
Greatest threat to any project is failure to communicate (retreatism, ritualism) or mis-communication
Soft skills are a PM’s greatest asset
Although soft and technical skills are distinct, both are needed to succeed
Effective communication means focusing on outcome and objectives and listening to people
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4 PILLARS OF COMMUNICATIONS MGT4 PILLARS OF COMMUNICATIONS MGT
Communicate planning Information distribution Performance Reporting Administrative closure
Let’s look at each one
In a way, communication = shared information
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COMMUNICATIONS PLANNINGCOMMUNICATIONS PLANNING
Determine which (stakeholders) you need to communicate, and why and when
Create a communications management plan that guides project communications
Describe collection and filing structure for information gathering
Determine format(s) for communicating
Use a production schedule for producing information
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COMMUNICATIONS PLANNINGCOMMUNICATIONS PLANNING
Determine access methods for obtaining information
Determine a method for updating communication documents (alerts?)
Do a stakeholder communications analysis with “notes” about each stakeholder and any communication needs or issues that may come up around them
Be consistent in every aspect of your communications
Derive communications from WBS
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INFORMATION DISTRIBUTIONINFORMATION DISTRIBUTION
Determine the best way to communicate information Begin by using your stakeholder analysis
document Include use of technology (electronic format) Include formal and informal
F2f, telephone vs paper, email, web pages
Be aware of complexity of communications Use redundancy and different channels: different people –
different preferences
Oral communications builds relationships
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MORE COMMUNICATION COMPLEXITY MORE COMMUNICATION COMPLEXITY Different people have different preferences We process information at many levels (verbal, non-
verbal, body language) Be aware of how the number of channels for
communication spiral as more and more people are added. The formula is:
# channels = n(n-1) / 2 So
2 people= 1 channel 3 people = 3 channels 5 people = 10 channels
The more channels, the more potential for errors
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OTHER COMMUNICATION PROBLEMSOTHER COMMUNICATION PROBLEMS
Culture Language Geographic / regional differences Gender Power and status
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PERFORMANCE REPORTINGPERFORMANCE REPORTING
Keep stakeholders informed throughout the project! Equivalent to input (intake) rather than broadcasting Status report =
Progress Milestones Failures Potential problem areas Forecasts Changes Costs Performance
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PERFORMANCE REPORTINGPERFORMANCE REPORTING
Project forecasting Predicts future based on past trends Financially, behavior, time, costs, resources Use status review meetings
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ADMINISTRATIVE CLOSUREADMINISTRATIVE CLOSURE
Verify results Document results Formal conclusion of sorts Analyze effectiveness Create archives for future use Includes formal acceptance of project Includes discussion of “lessons learned” Could be an audit Analysis of +/- Lessons learned
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MANAGING CONFLICTMANAGING CONFLICT
Conflict is natural Conflict is inevitable High stakes = high conflict Common causes
Scheduling of tasks or hours Priorities Staffing Technical problems Administrative procedures Personalities Costs
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5 WAYS TO RESPOND TO CONFLICT5 WAYS TO RESPOND TO CONFLICT
1. Confrontation Direct, open, issue-focused, solution driven
2. Compromise Give and take: compromise
3. Smoothing Avoid areas of disagreement
4. Forcing Autocratic override; solution imposed from
outside
5. Withdrawal Avoidance
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IMPROVING COMMUNICATION SKILLSIMPROVING COMMUNICATION SKILLS
Is this taught / learned or “natural?” Can be achieved (or approximated by)
Role playing games Training and sensitivity courses (oriental / western conflict) Lead by example
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RUNNING EFFECTIVE MEETINGSRUNNING EFFECTIVE MEETINGS
Define purpose and outcome Who should (should not) attend? Provide agenda before hand Prepare handouts, visuals, etc. Etiquette
Introduce people Re-state purpose and agenda Take minutes & distribute soon after Encourage participation Recap
Build relationships (rapport, fun,humour)
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USING PROJECT TEMPLATESUSING PROJECT TEMPLATES
Advantages Learn from wisdom of the past Allows novices to see examples Saves time Standardizes reports, procedures, etc Can be modified to suit new circumstances
Disadvantages May not be appropriate for your context Not thought through
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COMMUNICATION INFRASTRUCTURECOMMUNICATION INFRASTRUCTURE
= Set of tools, techniques, principles for facilitating effective transfer of information among relevant stakeholders
Tools = what (email, meetings,) Techniques = how (teams-subteams, f2f 1-1) Principles = why (purpose) Be sure of interrelationship between these
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RISK RISK MANAGEMENTMANAGEMENT
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PROJECT RISK MANAGEMENTPROJECT RISK MANAGEMENT
Defined as an art and a science Defined as possibility of loss or injury Uncertainty is involved Identifying, analyzing, responding to risk throughout
the project Impacts on project selection, scope, schedules,
costs, stakeholders Helps to avoid or limit runaway projects
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RISK: OTHER KEY CONCEPTS RISK: OTHER KEY CONCEPTS
Ideas, projects and/or people can be … Risk aversive Risk-seeking Risk neutral
Risk utility or tolerance = intensity of reward or payoff
Minimize potential risks and maximize potential opps
There are correlations between risk-seeking and risk tolerance (rewards) – see next slidesee next slide
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RISK PREFERENCE VS REWARDRISK PREFERENCE VS REWARD
FOR RISK AVERSE:FOR RISK AVERSE: as payoff >, satisfaction <
POTENTIAL PAYOFF
SATISFACTION
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RISK PREFERENCE VS REWARDRISK PREFERENCE VS REWARD
FOR RISK NEUTRALFOR RISK NEUTRAL: as payoff +/-, satisfaction +/-
POTENTIAL PAYOFF
SATISFACTION
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RISK PREFERENCE VS REWARDRISK PREFERENCE VS REWARD
FOR RISK SEEKING: as payoff >, satisfaction >
POTENTIAL PAYOFF
SATISFACTION
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MAJOR PROCESSES IN RISK MGTMAJOR PROCESSES IN RISK MGT
Risk management planning Use WBS, stakeholder info on how to approach risk mgt activities
Risk identification Identify big/small risks, create categories of risk, i/o info
Qualitative risk analysis Prioritizing effects, characterize various kinds
Quantitative risk analysis Measure probability of occurrence and consequences, estimate effects,
probability of completion
Risk response planning Reduce threats, enhance opps, have a backup plan
Risk monitoring and control Monitor known risks, identify new ones, evaluate effectiveness
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RISK MANAGEMENT PLANNINGRISK MANAGEMENT PLANNING
Deciding how to approach and plan for risk mgt Scan charter, WBS, roles and responsibilities Create a risk mgt plan = document procedures
managing risks. It asks … What is relevant to consider? What is the specific risk? How is it going to be mitigated? Who is responsible for implementing risk / response plan? When will milestones associated with risk approach? How much/many resources managed to mitigate risk?
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RESPONSES TO RISKRESPONSES TO RISK
Contingency plans Pre-defined actions and responses
Fallback plans Put in place if contingency plans don’t work. Usually for
highest priority risks
Contingency reserves/allowances Resources held back by PM in case they are needed, or if
scope changes, or quality is an issue, etc.
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SOURCES OF RISKSOURCES OF RISK
In descending order of influence User involvement Executive/mgt support Clear statement of reqs Proper planning Realistic expectations Competent staff Ownership
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OTHER RISKSOTHER RISKS
Market Will deliverables (product) be usable in the marketplace?
Financial Can the project meet ROI and payback estimates? Can the organization afford to run the project?
Technological Will hardware, software, networks function properly? Will
technologies used stay current long enough?
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McFARLAN’S RISK QUESTIONNAIREMcFARLAN’S RISK QUESTIONNAIRE
Consider each of the following categories Project’s elapsed calendar time Number of person-days Number of departments involved (not IT) Likelihood of additional hardware/software needed
Then provide 3-5 options for each item Rate each item low (=1 point), medium (= 2 points)
or high (=3 points)
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TOOLS TO MANAGE RISKTOOLS TO MANAGE RISK Brainstorming
Reliant on lots of ideas and synergy: No judgements initially
Delphi technique Glean consensus from a variety of experts
Interviewing others (non-experts) Email, f2f, phone, www
SWOT (Strength/Weakness/Opportunity/Threat) Checklist of things learned from the ghosts of
projects’ past
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MORE TOOLS TO MANAGE RISKMORE TOOLS TO MANAGE RISK
Visuals: Use system/work/flow/process diagrams
Use influence diagram Displays the components of each problem in terms of
what factors influence them -- many ways to visualize this
Identify triggers of risk such as cost overrun, technical failure, labour shortage, strikes
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QUALITATIVE RISK ANALYSISQUALITATIVE RISK ANALYSIS
DSMC (Defense Systems Management College) invented a matrix calculation method
Two matrices Pf (probabilityprobability of failure) Cf (consequencesconsequences of failure)
Experts assign a numerical value between .1.1 and .99 to each item: higher the #, greater the probability and/or consequences
(more on next slide)
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CALCULATING THE RISK FACTORCALCULATING THE RISK FACTOR
The weight of the risk factor is
Pf + Cf – (Pf x Cf)Pf + Cf – (Pf x Cf) Probability of failure + Consequence of failure – the product of both
If Pf = .5 and Cf =.9 the risk factor is
.5 + .9 – (.5 x .9) or 1.4 - .45 == .63
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RISK ITEM TRACKINGRISK ITEM TRACKING
Identifies risks and maintains awareness of them
Monitoring and tracking of project’s biggest risk items (current and past periods in intervals of weeks or months)
Could be flexible enough to shift from monthly to weekly when a high risk milestone approached
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QUANTITATIVE RISK ANALYSISQUANTITATIVE RISK ANALYSIS
Not primarily our business or scope here, BUT
Often accompanies qualitative RA Not always appropriate unless scale,
time, costs are high
Main tools Decision tree analysis and simulation May need interviewing and sensitivity
analysis to be completely and thoroughly understood
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RISK MONITORING / CONTROLRISK MONITORING / CONTROL Ensure risk awareness is ongoing (vigilancevigilance)
Be ready for the possibilitypossibility of newly emerging risks (in addition to ones already identified)
Consider workaroundsworkarounds (improvised responses to emerging risks when contingency plans fail or do not seem adequate)
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USING SOFTWARE IN RISK MGTUSING SOFTWARE IN RISK MGT
Helpful tools include
Databases Spreadsheets MS Project 2000 (in moderation) – it does a PERT
analysis
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RISK MGT LAST WORDRISK MGT LAST WORD
Risk management may not eliminate risk but it can certainly reduce the frequency of the occurrence and the extent of the damage
Good luck!
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PROCUREMENTPROCUREMENT
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PROJECT PROCUREMENT MGTPROJECT PROCUREMENT MGT
ProcurementProcurement = acquiring goods/services from outside
Aka “purchasingpurchasing” Seeks vendors, providers, consultants, temps,
suppliers Aka “outsourcingoutsourcing” Why do it?
Reduce $$ (no benefits) Allow us to focus on our core business Levelling Fill in expertise gaps Provide flexibility
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DISADVANTAGES (RISKS)DISADVANTAGES (RISKS)
You often give up some degree of control
You become dependent on outsourcers
If outsourcers go out of business, you’re beat!
Security, espionage, theft (of ideas, resources, even people)
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PHASES OF PROCUREMENT PLANNINGPHASES OF PROCUREMENT PLANNING
Procurement Planning What to procure and when Create SOW (Statement of Work)
Solicitation Planning Documenting reqs and identifying possible providers
Solicitation Issue RFP, quotes, bids (gather information)
Source Selection Evaluating possible providers, negotiating, awarding
Contract Administration Monitor performance, pay, award modifications
Contract Close-out Are deliverables OK? Contract audit. Formal close
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PROCUREMENT PLANNINGPROCUREMENT PLANNING
To procure or not to procure, that is the question
How? What? How much? When?
Determined also by scope statement, product descriptions, market conditions, constraints, assumptions
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TOOLS AND TECHNIQUESTOOLS AND TECHNIQUES
Generally two things Creating make-or buy analysis Consulting with experts (internal experts should be included
because they are stakeholders)
Consider various contract options Fixed price / lump sum Cost reimbursable (issue invoices/claims for time & costs
including overheads – like govt grants) Time and material (hourly/daily/weekly) Unit price (any unit but # of units is pre-determined)
Exercise: what are pros and cons of each?
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THE STATEMENT OF WORKTHE STATEMENT OF WORK
= Description of the work for the purposes of procurement
Helps suppliers decide if they can do the job
Gives bidders a sense of buyers expectations
Needs to be clear, concise, thorough Should use industry terms and standards Some orgs use SOW templates for
consistency
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ELEMENTS OF THE SOWELEMENTS OF THE SOW
Scope of work (include hardware /software)
Location of work Period of performance (start/end, working
hours, # billable hrs / week, schedule)
Deliverables schedule Applicable standards Acceptable criteria (How will buyer decide of
work is acceptable? Remedies, etc)
Special Requirements (hardware, software, programming knowledge, etc)
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SOLICITATION PLANNINGSOLICITATION PLANNING
Prepare solicitation documents Determine evaluation criteria Could include an RFP (Request for Proposal) or
RFQ (Request for Quote) In govt context be careful for legal constraints and
procedures that may be required
(well, maybe not this kind of proposal)
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RFP EXAMPLERFP EXAMPLE
Purpose Org’s background Basic requirements Hardware/software/platforms What RFP process is SOW and schedule
Many (many) variations that could include legal waivers, affirmative action clauses, sometimes deliverables and sometimes not, sometime opps for questions and sometimes not
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MORE SOLICITATIONMORE SOLICITATION
Try to weight various criteria before solicitation
Could include: Bidder’s past performance Technical or managerial approaches Cost Examples of past work done that is similar to current
request (portfolio) Reputation (sometimes reliable, sometimes dangerous) Consider tracking criteria and ratings in a spreadsheet
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CONTRACT ADMINISTRATIONCONTRACT ADMINISTRATION
Could include price and other negotiations as part of the entire solicitation process
Be sure to include your own appropriate legal and accounting people – and other internal stakeholders -- in the loop
Do a series of redundant checks (writing and verbal) to ensure everyone understands terms and conditions
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MANAGING YOUR OUTSOURCESMANAGING YOUR OUTSOURCES
A few suggestions …
Biggest item is change control (mechanisms, protocols, review-approval cycles)
Evaluation of change that includes documenting everything in writing, or with some kind of paper or electronic “trail”
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