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Project ControlsTraining Manual

Applied

Your Ultimate Guide to Successin Project Control and Management

Table of Contents

Module 1-‐ Introduction to Project Controls

Course Objectives .................................................................................................................................................. 1

Course Outline ....................................................................................................................................................... 6

What is Project Controls ...................................................................................................................................... 11

Basis of Project Controls ...................................................................................................................................... 15

Project Controls Framework ................................................................................................................................ 22

Project Controls Flowchart .................................................................................................................................. 25

Review of Module 1 ............................................................................................................................................. 27


This course is designed to :

  Provide you a deeper level of understanding and prac7cal tools to enhance your competency in controlling your projects.   Show you how to develop, monitor, and control a project schedule and cost.   Equip you with the basic and advanced methods for keeping your projects in control.   Enable you to hone the skills necessary to effec7vely manage and control your projects.

2014 © Project Control Academy, All rights reserved Page: 2


By the end of this course, you will be able to:

  Understand the importance of project controls to the successful control and delivery of a project.   Learn the fundamental concepts and standard Project Controls methodologies available for controlling and implemen7ng a project.   Plan, develop, and control projects by considering the Project Controls elements that contribute to project success—scope, cost, and schedule.   Develop a work breakdown structure (WBS) as a basis for effec7ve cost es7ma7on and scheduling of a project .




  Build and interpret Scheduling Network Diagrams.   Understand different types of scheduling rela7onships, lags and leads.   Calculate schedule floats and determine the schedule cri7cal path.   Understand Schedule Risk Analysis.   Understand the differences between Tradi7onal Management and Earned Value Management.   Establish an integrated cost/schedule performance measurement baseline.




  Understand and apply tools for monitoring, controlling, and forecas7ng the project status through Earned Value Management .   Interpret and analyze a project performance report.   Understand the concept behind performance measurement formulas.   Apply Earned Value Management techniques to forecast final project results.   Take proac7ve /correc7ve ac7ons to keep the project in control.



Applied Project Controls Course Modules:

  Module 1-‐ Introduc7on to Project Controls   Module 2-‐ Scope Planning   Module 3-‐ Time Planning ( Planning/ Scheduling)   Module 4-‐ Cost Planning ( Es7ma7ng/ Budge7ng)   Module 5-‐ Execu7on of Project Controls   Module 6-‐ Checking the Performance   Module 7-‐ Cost and Schedule Analysis and Taking Ac7on



Do you know the status of your project(s)?



70% of projects are: •  Over budget •  Behind schedule

52% of all projects finish at 189% of their initial budget

And some, after huge investments of time and money, are simply not getting completed. Source: The Standish Group



“Have you done what you’ve asked to do?”

You need a tool that gives you an accurate and consistent project status information!

Project Controls



  Project controls is that element of a project that keeps it on-‐track, on-‐7me and within budget.

  Project controls provides accurate, 7mely informa7on to project management that will enable informed decisions and ac7ons to correct any possible adverse situa7ons or trends and to advise the client of the true status of the project.



 Despite the con7nuous evolu7on in the project management field, it appears evident that the tradi7onal approach s7ll shows a lack of u7liza7on of Project Controls.   It has been proved that Project performance can be improved if dedicated Project Controls systems are in place.   There have been a number of ar7cles published to support the importance of project controls in the achievement of project objec7ves.



  An IBC 2000 Project Control Best Prac7ce Study carried out by IPA iden7fied that good Project Control prac7ces reduce execu7on schedule slip by 15%.   A sample study carried out by the IBC Cost Engineering Commi^ee (CEC) in 1999, showed that good Project Control prac7ces improved cost by more than 10%.   Success factors are based on good Project Control prac7ces, which result in good cost and schedule outcomes.



  Project controls is not limited only to controlling and monitoring during the project execu7on phase. An effec7ve Project Controls process begins early in the project with planning and ends late in the project with post-‐implementa7on review, having a thorough involvement of each step in the process.



  An effec7ve Project Controls process can be applied primarily on following aspects/subjects:

Project Controls

Planning/ Scheduling

Cost Control

Cost Es7ma7ng

Cost & Schedule

Risk Analysis



Planning/ Scheduling:   Development of a realis7c schedule.   Timely and accurate monitoring, predic7on, control and repor7ng of:   Work that was scheduled to be done and the work that is actually done in a repor7ng period and to date.

  Work required to be done for project comple7on.

  Early iden7fica7on and management of ‘slippages’ to bring the schedule back on track.

Project Controls


Cost Control

Cost Es7ma7ng

Cost & Schedule

Risk Analysis



Cost Control:   Cost Control is the applica7on of procedures to monitor expenditures and performance against progress of projects or manufacturing opera7ons; to measure variance from authorized budgets and allow effec7ve ac7on to be taken to achieve minimum costs. AACE Prac=ce Standard

  Cost is dependent on the project schedule.   Budget and schedule need to be managed together.

Project Controls


Cost Control

Cost Es7ma7ng

Cost & Schedule

Risk Analysis



Cost Es7ma7ng:   A cornerstone of cost control and total cost management.   The process used to predict the quan77es, cost and / or price of the resources required for execu7ng the scope of a project.   As a predic7on, cost es7mates must address risks and uncertain7es.   Cost es7mates are determined using experience and calcula7ng the future cost of resources, methods, and management within a scheduled 7me frame.

Project Controls


Cost Control

Cost Es7ma7ng

Cost & Schedule

Risk Analysis

NOT PART OF THE SCOPE OF THIS TRAINING.



Cost & Schedule Risk Analysis:   Assesses the impact of risk on project’s schedule and cost.   Schedule Risk Analysis’ outputs:

  Comple7on dates forecasts   Probability of mee7ng these dates   Iden7fica7on of most cri7cal ac7vi7es

  Cost Risk Analysis outputs:   Iden7fica7on of the most cri7cal risk to project’s cost

  Determina7on of the required con7ngency needed in the cost es7mate to achieve any desired level of confidence.

Project Controls


Cost Control

Cost Es7ma7ng

Cost & Schedule

Risk Analysis

NOT PART OF THE SCOPE OF THIS TRAINING.



Tell me how I can employ Project Controls in my projects!



Project Controls

Execution of Project Control (Recording/ Measuring Cost and Schedule Status)

Planning & Development of Scope, Time, and Cost (Fundamental steps to Form the Project Baseline)

Checking the Performance (Measuring & Monitoring Cost and Schedule Performance against Baseline) Cost & Schedule

Analysis & Taking Action (Analyzing Performance Results and Forecasting Project behaviour)



Applied Project Controls Course Modules:

  Module 1-‐ Introduc7on to Project Controls   Module 2-‐ Scope Planning   Module 3-‐ Time Planning ( Planning/ Scheduling)   Module 4-‐ Cost Planning ( Es7ma7ng/ Budge7ng)   Module 5-‐ Execu7on of Project Controls   Module 6-‐ Checking the Performance   Module 7-‐ Cost and Schedule Analysis and Taking Ac7on



Record / Measure Cost Status

Record Schedule Status

Project Controls Scope

Planning Time

Planning Cost

Planning

Plan

Do

Check & Measure Variances

Measure Performance Indices

Check

Future Analysis Trend Analysis

Baseline Analysis

Change Control

Act



WBS Schedule Budget

Scope Planning

Time Planning

Cost Planning

Planning

Performance Measurement

Baseline

PV

EV Methods

AC

Physical% Complete EV

Financial Accounting

Sys.

Cost Control System

Execution

Schedule Updates Schedule

Software



Cost Control System

AC

Checking & Measuring Variances

Measuring Performance

Indices

Checking

Project Status Result ( Ahead or Behind)

Future Analysis

Trend Analysis

Baseline Analysis

Integrated Change Control

•  Requested Changes •  Recommended corrective/ preventive actions •  Recommended defect repair •  Forecasts

•  Approved corrective/ preventive actions •  Approved/ Rejected change requests •  Approved defect repair •  PMB (updates)

Analyzing & Acting

Schedule Software

Update



Introduction to Project Controls



This module was an introductory module that provided you with an overview of what you will expect in the upcoming modules. In addi7on, in this module you’ve learned:

  Project control provides 7mely and accurate informa7on that keeps the project on-‐track, on-‐7me and within budget.   An effec7ve Project Controls process begins early in the project with planning and ends late in the project with post-‐implementa7on reviews.



  Project Controls consists of Planning/Scheduling, Cost Control, Cost Es7ma7ng, and Risk Analysis fields.

  As explored previously in the framework, the upcoming modules address in depth the components that comprise Planning/scheduling and Cost Control to help you incorporate Project Controls into your projects.



Are you Ready to Move on to Module 2,

Scope Planning?


Copyrig ht © 20 12 Project Control A cadem y.A ll Rig hts Res erved. Do not du plicate or dis tribu te w ithou t perm is s ion.

Applied Project Controls TrainingMaintain Control, Boost Performance, and

Achieve Successin Your Projects

Your Unique Guide to …

The A pplied Project Controls training s eries equ ips you w ith fu ndam ental and practical tools to enhance you r com petency and perform ance in controlling and m anag ing you r projects . This cou rs e provides you a s tep-by-s tep proces s from planning to execu tion and control of project’s s chedu le and cos t in a s im ple yet effective m anner. Clos ely alig ned w ith the Project M anag em ent Ins titu te’s s tandards and g u idelines ,A pplied Project Controls training offers bas ic and advanced m ethods for k eeping you r projects in control. It provides you a clear u nders tanding of the Project Controls ’ concepts , tools , and techniqu es that can be applied to any project w ithin any indu s try.

TheThe A pplied Project Controls video training is com pos ed of 7 m odu les that are delivered as 12 online videos or DVDs :

- M odu le 1- Introdu ction to Project Controls - M odu le 2- Scope Planning - M odu le 3- Tim e Planning (Parts 1-3) - M odu le 4- Cos t Planning - M odu le 5- Execu tion of Project Controls (Parts 1-2) - M odu le 6- Check ing the Perform ance - M odu le 7- Cos t and Schedu le A nalys is (Parts 1-3)

J u s t w atch the videos , learn from the exam ples , do the exercis es , and follow the s ys tem . You can becom e the next expert in you r field. You can do this . The project m anag em ent w orld needs you .

Shohreh G horbani, PM P, is a s eas oned Project Control Profes s ional w ith years of hands -on experience on a w ide rang e of project m anag em ent technical areas in variou s indu s tries . She has a dem ons trated track record of s u cces s in execu ting earned valu e m anag em ent, cos t control, planning /s chedu ling , ris k m anag em ent, and qu ality m anag em ent. She has m anag ed larg e nu m ber of s u cces s fu l oil and g as and m anu factu ring projects of varying s ize and com plexity in Canada and overs eas .

Prior to es tablis hing Project Control A cadem y, s he developed s eries of training videos for Project Control departm ent of an international com pany. Her training videos w ere w ell received and s hared g lobally w ithin the com pany. Finding her pas s ion in Project Controls , s he continu ed to s hare her k now ledg e throu g h teaching at edu cational ins titu tes and corporations . She fou nded Project Control A cadem y to fu rther s hare her k now ledg e and s erve m ore people.

Shohreh is a profes s ional m em ber of Project M anag em ent Ins titu te (PM I) and A m erican A s s ociation of Cos t Eng ineers (A A CE). She holds M as ter of Science in Indu s trial Eng ineering . M eet her at w wM eet her at w w w .ProjectControlA cadem y.com

Meet Shohreh Ghorbani, Founder of Project Control Academy

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