1. 1
Use of PMI guidelines to establish method,
process & practices at LIFE Republic, Pune
Mr. Vijay Sane , Project Director, LIFE REPUBLIC,
27th
Sep 2013

2. 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. 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. 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. 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. 6
Management decided to use
Project Management Institute’s
guidelines PMBOK to address the
challenges
Presentation Title

7. 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. 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. 9
Tools & Techniques
As Recommended By
PMI
Presentation Title

10. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 20
Results
Presentation Title

21. 21Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune
Benefits – Reduced Cost Variance – After
Implementation of PMI Techniques

22. 22
Benefits – Reduced Schedule Variance – After
Implementation of PMI Techniques
Use of PMI guidelines to establish method, process & practices at LIFE Republic, Pune

23. 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. 24
Critical Success Factors
Presentation Title

25. 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. 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