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Vancouver project management presentation
- 1. 7/25/2011 Completing the Project InfoComm International Objectives • To use a framework for AV project planning, execution and closure l d l • To be familiar with project planning tools and AV standard documentation 1
- 2. 7/25/2011 On Time – On Budget • Why don’t our projects end? d • Why do we keep going back? • I’m losing money on this The End Starts At The Beginning • What are expectations? – What the stakeholder thinks they are getting from the designer and integrator – What the designer thinks they told the customer and integrator – What the integrator thinks the designer and stakeholder wants and needs 2
- 3. 7/25/2011 Project Management Process Definitions (Lifecycle) Execution/ Initiation Preparation Close Control So What Did You Agree To Do? • Scope of Work • Quality of Work • Time Line • Price • Terms and C diti T d Conditions 3
- 4. 7/25/2011 Project Elements / Constraints Optimize Quality is project outcome impacted by all by managing elements constraints Cost ≠ Price Improving Performance • Requires a repeatable structure • Requires industry standard documents • Requires transparency • Requires a check list 4
- 6. 7/25/2011 Standards Guide for AV Systems Design and Coordination Processes • Guide for documenting AV projects • Guide for coordinating with other trades • Method for setting expectations What are the Parts? • Scope, Purpose, and Application • Referenced Publications • Definitions • Requirements • Verification V ifi ti • Appendix 6
- 7. 7/25/2011 Scope - Purpose – Application • Provides a method for documentation • Provides a recognition and method of coordinating with other disciplines and trades • Provides a practical guideline for verifying cross trade responsibilities Method For Documentation • Project Planning & Coordination • Program Phase • Design Phase • Construction Phase • Verification V ifi ti 7
- 8. 7/25/2011 Exceptions Guide Requirements Section • The largest portion of Planning and Coordination the document h d • Describes in detail all Construction Requirements Program aspects of the design Phase Phase p process from p j project planning to a verified Design Phase completed project 8
- 9. 7/25/2011 Planning & Coord Meetings • Schedule of meetings – Dates and times d – Length and location • Meeting members – Who is on the list? – Who is not on the list? • Agenda for meetings Establishing a Governance Structure • Who do you need to make h k happy? ? • Managing expectations • Stakeholder relationships • Conflict and Escalation • How are you doing? 9
- 10. 7/25/2011 Program Phase • Needs analysis Needs • Program report Applications Tasks Functions and Features Design Phase • Architectural and interior d design • AV System Documents 10
- 11. 7/25/2011 Program and Design Phases • Gather Information • Needs Analysis • Site Survey • Recommend Changes & Create Scope • Determine AV Solution Components • Design AV Solution Construction Phase • Construction drawings • Facilities drawings • System Drawings • Reference Documentation • Testing and acceptance T ti d t • Project closeout 11
- 12. 7/25/2011 Verification • All trades coordination and expectations • Provides responsibility check list • Avoids planning and delivery holes • Creates better understanding amongst client, GC, and trade partners Who Will Manage The Project • Technician • Designer • Sales manager • Consultant • Customer C t • Project manager 12
- 13. 7/25/2011 Roles And Perspectives • Technicians / Engineers • Project Manager – Seeks optimal solutions – Seeks pragmatic decisions – Strives for precision – Strives for accuracy – Deals with things – Deals with people – Focuses on processes – Focuses on outcomes – Reactionary problem solving – Proactive planning – Works with immutable laws – Works with situational – Succeeds individually rules – Succeeds through others Making A Timeline • You have what needs to be done b d • How long will it take? • Break it down • Create milestones • Assign people 13
- 14. 7/25/2011 Risk Response Planning Strategies • Threats • O Opportunities ii • Strategies • Avoidance • Transference • Mitigation • Acceptance 14
- 15. 7/25/2011 Work Breakdown Structure AV Production System Audio A di Lighting Li hti Rigging Ri i Video Vid Display Di l Support S t General G l Session Intro Microphones Mixer Amplifiers Loudspeakers P&D ENG Cam BOH Dynamic Cabling Cabling FOH Scaffold Talent Mic BOH Condenser Power Power Monitors Stands What is the required result? Cabling Specific, measurable, verifiable, unambiguous Logic Network Diagram 15
- 16. 7/25/2011 Estimate – Effort & Duration • Time to complete the task? • Aggregate time to complete the task? Mature Display of a Project Schedule Hiding or Padding 5 days / 2 days 5 days / 2 days 6 days / 2 days 7 days shown 22 days 7 days shown planned 8 days shown 26 days actual Mature Use of Uncertainty and Reserves 5 days 5 days 6 days 2 days 5 days mitigation shown 5 days y 4 days shown 6 days reserve 26 days shown 4 days planned uncertainty 24 days actual 16
- 17. 7/25/2011 Labor • Jurisdiction • Work Rules • Scales within scales • Premium time • Penalties l • Payroll 17
- 18. 7/25/2011 Event Closure Take the time to Look Back and Learn Preparation Executing & Closing Phase Controlling Phase Phase What did we do well? What could we have done better? What were the key events for each phase? How Will This Affect Me? • Project quality will be improved • Coordination with other trades will be improved • Costs will be reduced • Expectations will be met • Stress will be reduced 18
- 19. 7/25/2011 Project Completion When you finished doing all the things that you said you would do. 19