What is PJ. Management?

HANDOVER &
CELEBRATE

CONTROLLING
+ PREVENTIVE ACTIONS
+ COUNTERMEASURE ACTIONS

MONITORING

PLANNING & SCHEDULING

THINKING

Converting the vision into

reality.
Project Baselines:
A beginning and an end (Time)
A specified outcome(Scope)
A stated level of Performance (Quality)
A budget(Costs).

What we need to do?

Completion of Project on time, within

Budget, without comprising Quality
1st Question:
How we-PMT handle the Project?

Through the Project Management Plan

The key to a successful project is on the planning.
All the detailed planning work for different aspects of
the project is integrated into one single plan known
as the Project Management Plan.

PJ. Management Plan

Change

Integration

Document

Procure
ment

Scope

PROJECT
MANAGEMENT

Time

Cost

Risk
Communi
Cation

Human
Resource

Quality

 To Plan & Schedule

activities in a
project.

To Allocate the

right Resource at
the right Time.

To Assess Risk and

make Backup
plans.

To Communicate

well and Lead with

a strong mind.

2nd Question:
How we-PMT determine a realistic schedule?

EPC PROJECT
ENGINEERING
BASIC
ENGINEERING
DETAILED
ENGINEERING

PROCUREMENT
PLACEMENT OF
ORDER ON
VENDORS

MANUFACTURING
& DELIVERY

PACKAGE
ENGINERING

CONSTRUCTION
SITE MOBILISATION
CIVIL WORK

Piling work

Civil work for

Main equipment

STRUCTURAL STEEL
WORK
EQUIPMENT
INSTALLATION
PIPING INSTALLATION
ELEC. INSTALLATION
EQUIPMENT
RECEIVED AT SITE
( %)

INSTRUMEN.
INSTALLATION
INSULATION & PAINTING
PRE-COMMISSIONING/
COLD COMMISSIONING
HOT COMMISSIONING

Civil work for

Aux. Facilities

Divide and conquer

Divide the project into phases, use the
scope and project deliverables to break
the work into small units (WBS).

Based on WBS task dependencies,

sequence the tasks into a schedule
3rd Question:
How to shorten the schedule?

 Break the Scope of Work into lowest level of WBS

tasks
Projects Deliverables
Project Objectives
Lowest level of WBS task is work package which
can be managed:
Cost & Duration estimated
Scheduled
Monitored and Controlled
Setting & Tracking the Critical Path
Crush Method
Fast track Method
Identify and Mitigate the Risk

TYPICAL EPC SCHEDULE

4TH Question:
How do we monitor the schedule?

PJ. Lifecycle

PLANNING

SCHEDULIN
G
CONTROLLI
NG
CLOSING

Most important phase of the

project management.
Planning is an art and science of
converting a set of objectives to
realization through a series of
steps executed in an organized and
predicted way so that there will be
less requirement of changes in the
plan later on.
Plan the work, Work the plan

PLANNING

SCHEDULIN
G
CONTROLLI
NG
CLOSING

Scheduling Phase is the

process of formalizing the planned
activities, assigning the durations,
resources and sequence of
occurrence in consultation with the
team members.
Planning and Scheduling
phases are under taken before the
actual project starts.

PLANNING
SCHEDULIN
G
CONTROLLI

NG

CLOSING

Controlling phase is undertaken during

the actual project implementation.
Project controlling is a mechanism
established to determine deviations from
the project base schedule, to re-plan
& reschedule during implementation to
compensate the deviations on the basis
of commissioning minima, flow of resources
like finance, manpower, equipment &
application techniques.

PLANNING
SCHEDULIN
G
CONTROLLIN
G

CLOSING

Closing phase is the last phase of

the project which brings close out of the
complete project. Whatever the project
requirements are pre-defined, during this
phase the total delivery is made and it is
accepted by the customer.
Maximum conflicts can arise in the project
during this phase between those who have
worked to deliver the outcome (contractor)
and those who are accepting the results of
the work (customer).

Project Integration
Management
Project Integration Management supports
various elements of project management which
are identified, defined, combined and
coordinated.
Develop Project Charter (Outline)
Develop Project Management Plan
Direct and Manage Project execution
Monitor and Control Project Work
Perform Integrate Change Control
Close Project or Close

5 Project Steps to
Succeed

Start with the END in Mind

STEP 1
INITIATE

STEP2
PLAN

STEP 3
EXECUTE

STEP 4
MANAGE

STEP 5
CLOSE

Develop a Project
Charter
Typical contents of a project charter
Capture and agree on the end vision
Goals and objectives
Critical success factors
Develop scope
Identify risks
Baseline cost and budget
Create project management dashboards

Project Scope
Project scope
Management
management includes the

processes required to ensure that the project

includes all the work required, and only the work
required to complete the project successfully

Collect requirements
Define Scope
Create WBS
Verify Scope

Project Time Management

Project Time Management ensures the timely
completion of the project.
Plan Schedule Management
Define Activities
Sequence Activities
Estimate Activity Resources
Estimate Activity Durations
Develop Schedule
Control Schedule

Project Plan
STEP 1
INITIATE

STEP2
PLAN

STEP 3
EXECUTE

STEP 4
MANAGE

STEP 5
CLOSE

1. To meet the goals and objectives by

completing the defined work

2. Working document to achieve the END

result by:
Measuring work progress
Monitoring work
Managing and controlling work

Project PLANNING
Develop:
A Project Plan (Tasks and schedule)
A Risk Management Plan
A Cost Estimate & Monitoring Tool
A Quality Management Plan

Project Time Management

Schedule once finalized is set as a baseline
Progress of work are tracked against the baseline
Current progress is arrived from various (Engineering,
Proc, Manufacturing and Construction) Trackers
developed for the purpose. These schedules are
called current schedules
Analysis and forecasting is done in progress reports.

Project Cost Management

Project cost Management includes the processes
involved in estimating, budgeting, and controlling
costs so that the project can be completed within
the approved budget.
Estimate cost
Convert it into budget
Load the cost into schedule
Perform earned value (EV) analysis
Perform estimate at complete (EAC)
Administer changes
Control cost

Baseline Cost Estimate

Develop a project cost estimate based on the available

information
Identify cost checkpoints in the project to review cost
assumptions
Contingency is based on project unknowns and risks

Project Quality
Management

Project Quality Management ensures the project

will satisfy NEEDS for which it was undertaken.
Plan Quality
Perform Quality Assurance
Perform Quality control
What is Quality?
Conformance to specifications
Fitness for use

Project Quality
Management

Cause and effect

diagram
Flowcharts
Check sheets
Pareto diagrams
Histogram
Control charts
Scatter diagram

Project Human Resource

Management

Project human resource management includes

the processes that organize, manage, and lead
the project team and to make most effective use
of people involved in the project.
Develop Human Resource Plan
(Role & Responsibility, Organization
chart, Staffing Management Plan)
Acquire project team
Develop project team
Manage project team

Project Communications
Management
Project communication management include
processes required to ensure timely and appropriate
generation, collection, distribution, storage,
retrieval, and ultimate disposal of project
information.

Identify Stakeholders
Plan Communication
Distribute Information
Manage Stakeholders expectations
Report Performance

Project Risk Management

Project Risk Management is concerned with
identifying, analyzing and responding to project risks.
Plan Risk Management
Identify Risks
Perform Qualitative Risk Analysis
Perform Quantitative Risk Analysis
Plan Risk responses
Monitor and Control Risks
Risk Register

Other Risks : HR, Politics, Contracts, Weather, Unexpected .

 Risks are anything that will impact the project cost, schedule,
scope, quality or delivery
Identify all risks and continuously assess them
Quantify the impact as low, medium or high
Develop risk mitigation options with the team

Project Change
Management
Projects generally dont go 100% as planned
resulting into variations from plans in scope, time,
cost, quality
Change Control
1. Design Change
2. Field Change
3. Change Order

Plan - Summary

Deconstruct the work into small units (WBS).

Use the WBS to develop a detailed project plan.
Develop a set of management plans
Develop a risk register
Develop a project cost

Get approval from the project sponsors on the

plan, cost and risk documents prior to project
execution.

PJ. EXECUTION
Communicate & CLARIFY
STEP 1
INITIATE

STEP2
PLAN

STEP 3
EXECUTE

STEP 4
MANAGE

STEP 5
CLOSE

Acquire the final project team

Project kickoff and communication
Communicate the goals, objectives & scope
Manage expectations
Assign tasks
Communicate team accountability
Validate the team and the project

Now begin the work by following the project plan schedule

Manage The Project

STEP 1
INITIATE

STEP2
PLAN

STEP 3
EXECUTE

STEP 4
MANAGE

STEP 5
CLOSE

1. Keep within scope

Approve new work requests
Reject requests that are out of scope

2. Keep true to the Charter

Keep focused on the END vision
Remind the team of the END vision

3. Manage Integration
Make sure that all the project parts fit into the whole
Coordinate work across teams

Manage Summary

Manage using the Plan and Scope

Coordinate tasks
Follow the project schedule
Plan future work plan & actions
Monitor and manage costs against plan
Address issues and foster communication
Encourage self-accountability
Manage risks

Keep the project sponsor updated on the plan, the

progress, major issues and solutions.
Brainstorm issues and solutions with your team

Close & Review for Continuous Improvement

STEP 1
INITIATE

STEP2
PLAN

STEP 3
EXECUTE

STEP 4
MANAGE

STEP 5
CLOSE

Close the project

Transition the project to operations or next phase

Iterative process until project acceptance is achieved
Have a meeting to formally close the project
Recognize people, celebrate success and learn from the
past

Document

Lessons learned
What worked
What needs improvement
What things can we do better in the future

INITIATE

PLAN

EXECUTE

MANAGE

CLOSE

Establish requirements, goals & objectives

Establish Critical Success Factors & business case
Get approval
Break down project into phases
Break down work (WBS)
Develop a schedule & management plans
On approval of the plan, begin work
Acquire project team
Distribute work
Monitor your progress against the plan
Use the project dashboards to monitor work, costs
& risks
Transition to operations and close
Have you completed the plan?
Business case of the project met?

S-Curve in Monthly Progress Report

Are we behind the schedule?

What should we do now?

Check the delay

submission of key
milestones to
expedite

Why do Projects Fail?

1.
2.
3.
4.
5.
6.
7.
8.

Cost overruns
Unrealistic schedules
Does not meet expectations
Scope is not clear
Project team is not clear on what to do
Project is ambiguous
PM has responsibility but not the authority
Risks are not managed

What should be remembered?

1. Avoid cost overruns by managing risks

and tasks

2. Develop realistic schedules

3. Meet expectations by using the Charter
4. Clarify work using the project plan
5. Actively monitor and manage risks