Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

Project Monitoring and Control

9,511 views

Published on

  • Be the first to comment

Project Monitoring and Control

  1. 1. Project ManagementProject Monitoring and ControlMegatZainurulAnuar bin MegatJohariwww.thedreamsoft.commegat@thedreamsoft.com<br />
  2. 2. Project Management Processes<br />
  3. 3. Why We Need Improvement<br />Only 28% of Projects Succeed!<br />Common Reasons for Failure<br />Unrealistic Time Frames<br />Scope Creep<br />Changing Deliverables<br />Scope Hard to Define<br />Poor Communication<br />Reference: “Monitoring Project Excellence with the Statement of Work” MegatZainurulAnuar, Dreamsoft (M) SdnBhd<br />
  4. 4. How Can We Prevent Failure?<br />Reference: “Monitoring Project Excellence with the Statement of Work” MegatZainurulAnuar, Dreamsoft (M) SdnBhd<br />
  5. 5. Mapping of Roles and Responsibilities<br />Excellent Resource Planning Tool<br />Types of Roles<br />Responsible (R)<br />Approve (A)<br />Contribute/Consult (C)<br />Informed (I)<br />Responsibility Assignment Matrix<br />
  6. 6. Sample RAM<br />Reference: “Monitoring Project Excellence with the Statement of Work” MegatZainurulAnuar, Dreamsoft (M) SdnBhd<br />
  7. 7. Project Charter<br />Defines and Authorizes the Project<br />Identifies the Project Manager<br />States the Project Objectives<br />Reinforces the Business Case<br />Product Description/Deliverables<br />One Page Maximum!<br />
  8. 8. Work Breakdown Structure<br />Graphical Representation of Scope<br />Useful Visual Tool for Stakeholders<br />Easy to Create (Visio or Org Chart SW)<br />Excellent Planning and Scope Tool<br />Start With Post-Its and a Whiteboard<br />
  9. 9. Sample WBS<br />
  10. 10. Milestone Charts<br />Key Events with Dates<br />Strong Visual Aid – Status Meetings<br />Excellent Communication Tool<br />Management, Customers, Vendors, …<br />Easily Developed Using Visio<br />MS Project  Visio Integration<br />
  11. 11. Scope Management<br />Most Challenging PM Aspect<br />Changes in Scope Usually Increase Risk!<br />Establish a Change Control Process<br />Require Change Request Forms<br />Perform a Thorough Impact Analysis<br />Maintain a Change Control Log<br />
  12. 12. Risk Management<br />All Projects Encompass Risk<br />Risk Response Planning<br />Avoid, Transfer, Mitigate, Accept<br />Assign Risk Owners<br />Determine Risk Response Before Risk Trigger Occurs<br />Most Important Weekly Agenda Item<br />
  13. 13. Issues, Risks, and Key Decisions<br />Maintain a Consolidated List (Excel)<br />Each Item Uniquely Numbered (1..N)<br />Ranked By Severity (Low, Med, High)<br />Centrally Maintained by One Person!<br />Distribute With Weekly Status Report<br />Key Document for Project Archives<br />
  14. 14. Weekly Status Report<br />1- 2 Page Maximum Length<br />Bullet Points - Make it Easy to Read!<br />Accomplishments from Previous Week<br />“Top 10 List” for the Coming Week<br />E-Mail 24 Hours Prior to Status Meeting<br />Attach Issues/Risks/Key Decisions Log<br />
  15. 15. Status Meetings<br />60 Minute Time Limit<br />Publish Agenda 24 Hours Prior<br />Phone Conference/Web Instructions<br />Maintain Same Conference ID if Possible<br />Base Information on Status Report<br />Keep it Visual and Interesting!<br />PowerPoint<br />
  16. 16. Steering Committee Meetings<br />Every Two Weeks or As Necessary<br />Schedule in Advance<br />Top Stakeholders / Key Decision Makers<br />Working Session – Not Status<br />Document any Decisions in I/R/KD Log<br />
  17. 17. Tools for Every PM Process<br />Reference: “Monitoring Project Excellence with the Statement of Work” MegatZainurulAnuar, Dreamsoft (M) SdnBhd<br />
  18. 18. Tools for Every PM Process<br />Reference: “Monitoring Project Excellence with the Statement of Work” MegatZainurulAnuar, Dreamsoft (M) SdnBhd<br />
  19. 19. Toolkit Summary<br />Keep These Tools Handy and Use Them When Appropriate<br />
  20. 20. Protecting the Knowledge!<br />Help Strengthen Your Firm’s Project Management Skills!<br />
  21. 21. Lessons Learned<br />Document Key Lessons from Project<br />Involve the Entire Team<br />The Good, The Bad, and The Ugly!<br />Collect During Project Close-Out<br />Include in Project Archives<br />Useful for Future Projects<br />
  22. 22. Project Archives<br />Central Repository - Project Deliverables<br />Enhances Your PM Knowledge Base <br />Online is Preferable to Paper<br />Scan paper documents if possible<br />Intranet, Common Network Drive, Document Mgt, Outlook Public Folder, …<br />Central Location, Secure and Backed-Up!<br />
  23. 23. Project Organization(example)<br />Project Manager<br />_______________<br />Contracts<br />_____________<br />Procurement<br />_____________<br />System Engineer<br />QA & Test<br />_______________<br />_____________<br />_____________<br />_____________<br />Project Controls<br />_____________<br />Chief System Engineer<br />_______________<br />_______________<br />Integration<br />Test<br />Etc.<br />Software Engineer<br />Hardware Engineer<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />_____________<br />Staffing Need Actionee ECD ACD<br />
  24. 24. Important Points<br />Point: (provide 2 sentence explanation): <br />Approach:<br />FOR EACH STEP INCLUDE: ACTION, ACTIONEE, ECD, ACD (WHAT, WHO, WHEN)<br />
  25. 25. Major Decision Since Last Meeting<br />
  26. 26. Major Schedule Changes Since Last Meeting<br />
  27. 27. Risk List<br />Impact is major, medium, or minimum<br />
  28. 28. Action Items from Previous Review<br />

×