deltek insight 2012: pm tools for success. a project manager's guide for effective management,...
DESCRIPTION
Learn how to utilize Vision's planning, reporting, accounting, info center and time management functionality for effective project management. This session will discuss the basic elements of project management, the role of project management in project finances, and how Vision can improve Project Manager's management, planning and communications. Intermediate Level.TRANSCRIPT
PM Tools for Success —A Project Manager’s Guide for More Effective Management, Planning and CommunicationJohn Bondeson, Principal, RTKL Associates Inc.PS-208
2 ©2012 Deltek, Inc. All Rights Reserved
Project Management Activities Elements
Vision tools Identifying them Using them
Agenda
3 ©2012 Deltek, Inc. All Rights Reserved
Managing is: Identifying requirements Establishing clear and achievable objectives Balancing the competing demands for quality, scope, time and cost Adapting the specifications, plans and approach to the different
concerns and expectations of the various stakeholders
PM Tools for Success
4 ©2012 Deltek, Inc. All Rights Reserved
Time (Schedule)
Cost (Budget)
Human Resources
Communication
Risk
Quality (Scope)
Elements of Project Management
©2012 Deltek, Inc. All Rights Reserved5
Time and Vision
. . . is of the essence
6 ©2012 Deltek, Inc. All Rights Reserved
Estimate labor accurately
Incorporate project changes
Work to the plan and keep it updated
Time Schedule
©2012 Deltek, Inc. All Rights Reserved7
Time and Vision
How can project managers use Vision to estimate and control time?
8 ©2012 Deltek, Inc. All Rights Reserved
Methods for estimating time Top down Analogous (similar project) Parametric Estimating (i.e., Cost/SF) Three-Point Estimating (Optimistic, Pessimistic, Most Likely) Rolling wave planning (plan as you go) Team proportion Expert judgment Bottom up
Time Schedule
9 ©2012 Deltek, Inc. All Rights Reserved
Top Down
Start with the project feeThis is sometimes based the floor area of the project ($ / SF or SM) or a percentage of construction cost ($ x %)
Divide the fee into the phases or labor codesThe percentage of the total fee for each phase is typically documented in the contract or proposal. (Example 5% Predesign (Concept), 20% SD, 25% DD, 35% CD and 15% CCA)
Estimate the time based on the expected feeThis may not match the time actually needed to complete each phase. It may be greater or less. Plans need to be updated and adjusted during the project to reflect reality as it unfolds.
Time — Top Down
10 ©2012 Deltek, Inc. All Rights Reserved
Time — Top Down
04/12/202311 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Time — Top Down
132
04/12/202312 ©2012 Deltek, Inc. All Rights Reserved
Time — Top Down
13 ©2012 Deltek, Inc. All Rights Reserved
Time — Top Down
14 ©2012 Deltek, Inc. All Rights Reserved
Time — Analogous
15 ©2012 Deltek, Inc. All Rights Reserved
Proportion percentage determined by discipline
Architecture 38%
Interiors 23%
Structural 19%
MEP 16%
Direct expenses 3%
100%
Time — Team Proportion
16 ©2012 Deltek, Inc. All Rights Reserved
Phase percentage determined by scope of work
Scope A Scope B Scope C
Schematic Design 15% 20% 25%
Design Develop 20% 20% 25%
Contract Docs 40% 30% 20%
Bidding 5% 5% 5%
Contract Admin 20% 25% 25%
TOTAL 100% 100% 100%
Time — Proportion
04/12/202317 ©2012 Deltek, Inc. All Rights Reserved
Time — Proportion
18 ©2012 Deltek, Inc. All Rights Reserved
Bottom up
Start with the work required to complete each phaseIdeally, these correspond to the labor codes in the Vision plan (SD, DD, CD, CA, etc.)
Break into smaller milestones ( e.g. 50% progress set)Divide into smaller chunks of work to create work packages (the smallest level a PM can monitor). Create the list in the order that the activities occur.
PMBOK 8/80 Rule*No work package should be less the 8 hours or greater than 80 hours. Find the right work package scale for the project.
*Project Management Body Of Knowledge – a general project management standard
Time — Bottom Up
04/12/202319 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Time — Bottom Up
04/12/202320 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Time — Bottom Up
04/12/202321 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Time — Bottom Up
22 ©2012 Deltek, Inc. All Rights Reserved
Time — Bottom Up
04/12/202323 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Time — Bottom Up
04/12/202324 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Time — Bottom Up
25 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Time — Schedule
26 ©2012 Deltek, Inc. All Rights Reserved
Time — Schedule
27 ©2012 Deltek, Inc. All Rights Reserved
Time — Labor Summary
28 ©2012 Deltek, Inc. All Rights Reserved
Time — Labor Detail Report
29 ©2012 Deltek, Inc. All Rights Reserved
Time — Resource Utilization Module
30 ©2012 Deltek, Inc. All Rights Reserved
Time — Resource Utilization Module
31 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Time — Resource Utilization Module
04/12/202332 ©2012 Deltek, Inc. All Rights Reserved
Time — Planned
©2012 Deltek, Inc. All Rights Reserved33
Cost and Vision
Budgets: Internal and External
34 ©2012 Deltek, Inc. All Rights Reserved
Internal Costs Labor Overhead Direct Project Expenses Reimbursable Project Expenses
Cost — Budget
©2012 Deltek, Inc. All Rights Reserved35
Cost and Vision
How can project managers use Vision to help understand and control costs?
36 ©2012 Deltek, Inc. All Rights Reserved
Cost — Fees and Billing
37 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
Cost — Tracking
38 ©2012 Deltek, Inc. All Rights Reserved
Cost — Tracking
39 ©2012 Deltek, Inc. All Rights Reserved
Cost — Tracking
40
Vision screenshots
Cost — Tracking
41 ©2012 Deltek, Inc. All Rights Reserved
Cost — Analysis Tab
42 ©2012 Deltek, Inc. All Rights Reserved
Cost — Summary Tab
43 ©2012 Deltek, Inc. All Rights Reserved
Cost — Consultant Tracking
44 ©2012 Deltek, Inc. All Rights Reserved
Using the grid to plan anticipated invoices
Cost — Consultant Tracking
45 ©2012 Deltek, Inc. All Rights Reserved
Use the grid to plan when expenses will be incurred
Cost — Expense Tracking
Human Resources and Vision
People Power
©2012 Deltek, Inc. All Rights Reserved46
47 ©2012 Deltek, Inc. All Rights Reserved
Human Resource Planning
Assembling a Project TeamFinding the right people
Developing a Project Team
Managing a Project Team
Human Resources
Human Resources and Vision
How can project managers use Vision to manage human resources
©2012 Deltek, Inc. All Rights Reserved48
04/12/202349 ©2012 Deltek, Inc. All Rights Reserved
Human Resources — Resource Search
Right Click
50 ©2012 Deltek, Inc. All Rights Reserved
Human Resources — Resource Search
51
Human Resources — Resource Search
1
2
3
4
5
04/12/202352 ©2012 Deltek, Inc. All Rights Reserved
Human Resources — Utilization
©2012 Deltek, Inc. All Rights Reserved53
Communication and Vision
Can you hear me now?
Vision can help internal and external communication
54 ©2012 Deltek, Inc. All Rights Reserved
Communication
55 ©2012 Deltek, Inc. All Rights Reserved
Communication
56 ©2012 Deltek, Inc. All Rights Reserved
Communication
04/12/202357 ©2012 Deltek, Inc. All Rights Reserved
Vision Screenshots
Communication — E-Mail
©2012 Deltek, Inc. All Rights Reserved58
Risk and Vision
Nothing ventured, nothing gained
59 ©2012 Deltek, Inc. All Rights Reserved
Areas of risk Proposals and Contracts Lack of communication during design Client payment Drawing errors and omissions Construction defects
Risk
©2012 Deltek, Inc. All Rights Reserved60
Risk and Vision
Track proposals and contracts
Track payments and invoices
Enhance communication
61 ©2012 Deltek, Inc. All Rights Reserved
RiskCustomization – Go / No Go
62 ©2012 Deltek, Inc. All Rights Reserved
Vision Screenshots
RiskSigned Agreement Tracking
63 ©2012 Deltek, Inc. All Rights Reserved
RiskSigned Contract Tracking
64 ©2012 Deltek, Inc. All Rights Reserved
Risk — Signed Proposal Tracking
65 ©2012 Deltek, Inc. All Rights Reserved
Risk — Signed Consultant Agreement Tracking
04/12/202366 ©2012 Deltek, Inc. All Rights Reserved
Vision screenshots
RiskARs
Right Click
67 ©2012 Deltek, Inc. All Rights Reserved
RiskARs
1
2
68 ©2012 Deltek, Inc. All Rights Reserved
RiskARs
Quality and Vision
What is Quality?
©2012 Deltek, Inc. All Rights Reserved69
70 ©2012 Deltek, Inc. All Rights Reserved
The word comes from Latin through Anglo-French and Middle English originating from “of what kind”
Degree of Excellence Descriptive of nature, caliber, class, grade, rate Implies superiority of kind For PMs it can relate to delivering Scope of Work or Service
Quality
©2012 Deltek, Inc. All Rights Reserved71
Quality and Vision
How can project managers use Vision to help enhance Quality?
72 ©2012 Deltek, Inc. All Rights Reserved
Quality
73 ©2012 Deltek, Inc. All Rights Reserved
Quality
74 ©2012 Deltek, Inc. All Rights Reserved
Vision offers: A database Tools to help keep things in balance Different ways to look at (the same) data
Quality
75 ©2012 Deltek, Inc. All Rights Reserved
Vision Tools for Effective Project Management Time (Schedule) Cost (Budgets) Human Resources Communication Risk Quality (Scope)
Summary
©2012 Deltek, Inc. All Rights Reserved76
Questions?
©2012 Deltek, Inc. All Rights Reserved77
Thank You!
PM Tools for SuccessA Project Manager’s Guide for More Effective Management, Planning and CommunicationJohn Bondeson, Principal, RTKL Associates Inc.PS-208
79 ©2012 Deltek, Inc. All Rights Reserved
RiskCustomization – Go / No Go
80 ©2012 Deltek, Inc. All Rights Reserved
RiskCustomization – Go / No Go
04/12/202381 ©2012 Deltek, Inc. All Rights Reserved
RiskCustomization – Go / No Go
82 ©2012 Deltek, Inc. All Rights Reserved
RiskCustomization – Go / No Go
83 ©2012 Deltek, Inc. All Rights Reserved
Consistency
Professionalism
Clarity
Concise
Positivity
Diligence
Understanding
Communication