Day 1   1410 - 1455 - pearl 2 - vijay sane
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  • 1. RACI – is defined for each process in the each phase. Ensure the deliverables for each phase.

Day 1   1410 - 1455 - pearl 2 - vijay sane Day 1 1410 - 1455 - pearl 2 - vijay sane Presentation Transcript

  • 1 Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune Mr. Vijay Sane , Project Director, LIFE REPUBLIC, 27th Sep 2013
  • 2Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune Agenda • Company & Project Brief • Objective & scope • Key Challenges for Mega Townships • Method, Practices & SOPs adopted • Quantified Results Achieved • Critical Success factors
  • 3 Project Background • Kolte-Patil Developers Limited is developing a mega township “LIFE REPUBLIC” near Pune • Land size of 384 acres of which 1st phase of 147 acres, almost 3.5 million square feet of construction within 30 months. Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 4 Objective & Scope • To implement globally recognized Project Management processes • Determine project life cycle for diversified Product mix (Township). • Focus on the Enterprise Environmental Factors which enhance or constraint organizational goal • Develop project team with required skill ,tools & techniques and team environment Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 5 Challenges • First of its kind of a mega township of Project for the Company • Complex scheduling – multiple activities and dependencies • Control cost to maintain baselines & accurate cash flow projections for fund management • Communication challenges - Multiple agencies & Stakeholders. • Identification of Uncertainties & Risks – Internal & External factors • Utilisation & coordination of Corporate Knowledge Base • Align the team for Business Plan & strategic goals set for the Project • Strengthen the Project Management Process & Managment information system Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 6 Management decided to use Project Management Institute’s guidelines PMBOK to address the challenges Presentation Title
  • 7 Methodology Followed • Involvement of PMI associates – Appointed Big Bang Consultancy who are associated with PMI • Assessment study – As Is study of existing processes • Training need identified to enhance skill & knowledge – Project management training to all team members • Identification of Project Management techniques e.g. – Process enhancement (Input - Tool & techniques – Out put) – Organization structure align to Process • Implementation of SOP’s with identified techniques – Implementation of techniques on pilot project through handholding – Review process & performance Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 8 Methodology Roadmap 1 Project Charter 2 Assessment Study 3 Recommend Tools & Techniques 4 Apply Techniques 5 Sustenance 1. Deciding project mission 2. Decide broad scope, timeline, budget, etc. 1. Study existing processes, documents 2. Identify gaps, pain areas, wish list 1. Propose project management techniques 2. Propose IT tools 1. Implement tools and techniques 2. Implement IT solutions 1. Create Standard Operating Procedures 2. Formation of Project Management Office (PMO) Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 9 Tools & Techniques As Recommended By PMI Presentation Title
  • 10 Tools and Techniques - Implemented • Setting-up Project Management office (PMO) • Changes in Organization Structure • Communication Plan • Responsibility Matrix – RACI • Risk Register • Business Workflow Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 11 Setting PMO & Function Flow - Sample •Scheduling •Estimation •ERP team •PMO •Site PM •Procurement •D&D •Services •HR & Finance •Site PM •Site team PMO Planning Committee Execution Procurement D&D Sales HR Finance ERP Approved Schedule & Budget Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 12 Techniques Used - Communication Plan Sample Stakeholders Purpose of communication Medium of communication Frequency of communication Scheduling team/DGM Construction/Estimation team/Procurement team/D&D team/Finance team/MIS team 1) To discuss and get approval from VP-OPERATIONS for prove quarterly/monthly plan - schedule and budget 2) To declare expected hurdles in achieving the plan i.e. risks 3) to announce backup plan to counter risks 1) Face-to-face Meetings 2) to announce Minutes Of Meeting Every week on Wednesday at 2.30 pm Scheduling team and Estimation team To decide cashflow per work period 1) Face-to-face Meetings 2) to announce Minutes Of Meeting Every week on Friday at……. Scheduling team/ D&D team/Estimation team/Procurement team 1) To understand if there are any issues in getting necessary drawings or specification and adjusting schedule as per the position 2) To review material specifications, availability of material in the market, price position 3) Finalize BOQ 1) Face-to-face Meetings 2) to announce Minutes Of Meeting Every week on Friday at……. Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 13 Communication Management –Techniques used Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune • Communication Plan- Inter phase & intra phase communication • Use of ERP /IT system for instant communication • Defined Templates for Risk , schedule net works ,Cash flow , Budget (CBS), WBS , Contracts, KPI etc, • Process flow charts are prepared showing process dependency • Communication flow is monitored & controlled by PMO • Developed Dash boards & performance indicator linked through ERP • Defined communication channels- RFI, Transmittals/Submittals, site instructions, drawing issue registers, NCR, change/Variation requests etc.
  • 14 Techniques Used – RACI Sample Major Activities Responsible Accountable Consult Inform To ensure monthly plan target achievement - cash flow DGM Construction DGM-PMO VP-OPERATIONS Project Director Getting all drawings from D&D as per schedule D&D - respective owner DGM-PMO VP-OPERATIONS Project Director Preparing monthly/ quarterly schedule Planning Manager DGM-PMO VP-OPERATIONS DGM- Construction Preparing quarterly estimation and cash flow Estimation Manager DGM-PMO VP-OPERATIONS DGM- Construction Giving intimation of procurement plan Planning Manager DGM-PMO VP-OPERATIONS DGM- Construction Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 15 Business Process Workflow – Scope Change Control Scope Changes From D&D Scope Changes From Consultant Scope Changes From Project Manager Project Management Office Consult With Senior Management Major Changes? YES No Take Decision Scope Change Request Accepted or Rejected Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 16 Techniques Used – Change Management Sample MONTHLY CHANGE NOTE TRACKER -MAY 13 SECTOR CHANGE DUE TO AMOUNT APPROVAL STATUS REMARKS R2 Due to change in Drg & Labor Rate Escalation 1,113,827. 70 APPROVED Budget utilized from contingency for design change & Escalation for increase in rates Due to Site Condition 3,844,381. 20 Due to Site Condition and Escalation of Labor Rate 1,015,005. 00 R4 As per Site Condition 107,542.00 APPROVED Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 17 Techniques Used – Risk Register Sample Last Updated: 30th June 2011 Print Date: Raised By Date Raised Description Impact Description Risk Owner Management/ Mitigation measures Likelihood 1(low) - 5(high) Impact 1(low) - 5(high) Total risk rating Resolution required by date Status Update (D&D) 3rd May 2013 Delay in issue of final working drawings for R2 sector Time/Cost SDS Issue has been raised in CRM.SDS to release schedule of drawings & log every week 5 5 10 30-May-11 Pending Statutory 15th May 2013 Delay in getting building approval plan for R2 Time/Cost SDS Excavation & PCC work is in progress to minimize delay.R2 sector amenities and landscape area work shall be started. 5 5 10 15-Jul-11 Open Procurement 15th May 2013 Finalization of RMC supplier vendor Time/Cost Procurement LOI to issued on urgent basis to M/s Ashtech Pvt. Ltd 5 5 10 Urgent Closed Construction 3rd May 2013 Delay in construction of Labour camp & steel yard Time/Cost Construction Contractor shall be awarded immediately or work shall be executed by civil work contractor at R2 sector 4 4 8 Urgent IN progress The likelihood scale can be defined as :- 1 Remote, 2 Low, 3 Moderate, 4 High & 5 Very High. The impact scale can be defined as :- 1 Negligible, 2 Low, 3 Moderate, 4 High & 5 Extreme. Total Score 3-5 Monitoring and mitigation only required, action to be taken if risk develops to as higher level. Total Score 6-9 Moderate risk - to be avoided if reasonably practicable. Mitigation measures to be implemented. Monitoring essential and action to be taken where possible Total Score 10-15 Extreme risk - Must be addressed at high level and contingency plan implemented Risk & Issue Register Kolte-Patil I-VEN Townships (Pune) Pvt. Ltd Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 18 Risk Management Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune • Formation of Risk Committee- Representative from various department – Design, Execution, Planning etc. • Risk identification – Identifying risks and preparing risk register • Plan Risk Response– Deciding risk response action plan • Risk meetings – Monitor risk response plan, identify new risks • Risk Register – Continuously updating risk register by adding new risks
  • 19 Organizational Knowledge – OPA - Lesson Learned Document Date lesson ID Category What went Right? What went Wrong? Root Cause 3rd Sept 2012 EXE002 Execution Aluform material landed late and hence delayed R7 sector work Delay in material clearance from custom 3rd Sept 2012 DAD001 D&D Construction schedule was ready well in advanced which helped in getting GFC’s Received plan well in advance Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 20 Results Presentation Title
  • 21Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune Benefits – Reduced Cost Variance – After Implementation of PMI Techniques
  • 22 Benefits – Reduced Schedule Variance – After Implementation of PMI Techniques Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 23 • Improved Cash-flow Projections & achieving the Cost target • Improved Cost Control • Improved Communication due to set frequency of meetings. • Reduction in schedule variance from 35% to 15% • Reduction in decision making time due to timely availability of information. • Enhanced Data Quality & accuracy due to improved report formats & MIS. • Improvement in Team Moral & Development of Human Resources Quantifiable Result – Cost & Schedule Variance Bar Diagram Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
  • 24 Critical Success Factors Presentation Title
  • 25 Critical Success Factors Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune Stakeholder influence, risk, and uncertainty Cost of changes Project Time High Low • Enhanced OPA • RISK Plan • Approval at each stage • Front end Design • Controlled thresholds for Change or Variations
  • 26 Critical Success Factors • Project supported and driven by Senior Management • Use of PMI techniques based on PMBOK® Guide • Project Management training to team members • Improved team communication • Clearly defined roles, responsibility and authority e.g. RACI • Modification of Organization Structure – Higher authority to Project Manager – Formation of centralized Project Management Office • Customization of ERP, enhanced usage of MS Project • Implementation of Project & process Audit for continual improvement. Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune