Module 1Control Tools and TechniquesWeek 2PROJ6003 – PROJECT EXECUTION AND CONTROLIbrahim Abdallah[email protected]Learning FacilitatorMaster of Global Project ManagementToday’s ScheduleQuick review of Project ManagementModule 1 – What we’ll coverDiscussion from last classProject Monitoring & ControllingWhat is change & change management?Perform Integrated Change Control (PMBOK)Volunteers?Assessment 1 Discussion?A quick review of ProjectManagement, shall we?NeedProblemFind solutionDemandEtc…ResultsGoalsProduct/ServiceValueEtc…“A temporary endeavorundertaken to produce a uniqueproduct, service or result”.(PMBOK)Initiating Planning Executing ClosingMonitoring & ControllingA quick review of ProjectManagement, shall we?Module 1Change Control Tools & TechniquesWhat we’ll cover in this Module▪ Review, approval and management of project changes.▪ Validation and control of Project Scope.▪ Control Schedule and Tools & techniques.▪ Control Costs and Tools & techniques.6Monitoring and Controlling Process Group7• What is change in projects?• How do you believe we manage them?• What’s involved in the process?From last class…8• Track, review, and orchestrate the progress and performance of the project• Identify any areas in which changes to the plan are required• Initiate the corresponding changes.• The key benefit of this Process Group is that project performance is measuredand analysed at regular intervals, appropriate events, or exception conditions toidentify variances from the project management plan.It also involves:• Evaluating changes and recommending corrective or preventive action inanticipation of possible problems.• Monitoring the ongoing project activities against the project management planand the project performance measurement baseline.• Influencing the factors that could circumvent integrated change control orconfiguration management so only approved changes are implemented.Project Monitoring and Controlling9What is Change?• In reality the world is not so orderly, variances are common and changes dooccur. Change seems inevitable to many projects and may happen at anystage during a project life cycle.• Change deviates project implementation from what it has been planned.• Change causes interrelated decision actions to move across all project phasesand project management knowledge areas.• Change may affect scope, time, cost and quality of any project directly orindirectly.• For this reason, every project requires a systematic process to identify,assess, implement and control change.Let’s start with why we need to monitor the project…10How is changemanagement relatedwith the success of theproject…External drivers:▪ Technological advances▪ Demographic changes▪ Socioeconomic pressuresInternal drivers:▪ Client needs▪ Costs▪ Human resources▪ Performance issuesEnvironmental factors affecting products and servicesDrivers of Change12Projects are all about change!• Many processes produce changerequests as an output, so a goodProject Management Methodologyhas a change management processin place.Project Information Flow AcrossVarious ProcessesPMI, 2017, p. 2713“Project management isn’t about blocking or embracing change, but aboutcontrolling it in a way that benefits the business and brings the projectoutcome closer to the goals of the business.”• To effectively manage change, projects should:• Ensure that when change occurs on projects, the end result stillaligns with financial performance and other business measures asoriginally planned• Identify change as necessary to ongoing project success• Implement change at an effective pace• Maintain the positive impact of a changeManaging Change14(Wysocki, 2019, p. 290)15Change Management1. Management of Change(Technical)▪ Change risk analysis▪ Review and approval▪ Test and validate▪ Implementation▪ Post implementation review▪ Document2. Change Management Process▪ Activity engaged leadership▪ Communication▪ Training and coaching▪ Feedback and correct action▪ Rewards and reinforcement(Larson & Gray, 2011, p. 231)It involves reporting, controlling, and recording changes to theproject baseline.Most change management systems are designed to accomplish thefollowing:1. Identify proposed changes.2. List expected effects of proposed change(s) on schedule andbudget.3. Review, evaluate, and approve or disapprove changes formally.4. Negotiate and resolve conflicts of change, conditions, and cost.5. Communicate changes to parties affected.6. Assign responsibility for implementing change.7. Adjust master schedule and budget.8. Track all changes that are to be implemented.16Change Management Cont’dPerform Integrated Change ControlIt is the process of reviewing all change requests; approving changes and managingchanges to deliverables, organisational process assets, project documents, and theproject management plan; and communicating the decisions.Key benefits:▪ Integrated perspective ofchange’s impacts on the project▪ Proper documentation(tracking)▪ Addresses overall risks to theproject which often arises fromchanges▪ Addresses responsibility▪ Maintain line of communicationwith Stakeholders and ensuretheir engagement (knowledgeand support to changes)17Perform Integrated Change Control –Tools & TechniquesGantt ChartsExcel Spread SheetsProject Management SoftwareChange Management SoftwareChange Control Tools: Manual or automated tools thatfacilitate the management of change by supporting changemanagement activities: identify, document, decide andtrack changes.18• Stakeholder analysis – Helps in communicating change by identifying,prioritising and understanding stakeholder’s involvement, needs andexpectations.Other Tools & Techniques to Manage Change(Wysocki, 2019, p. 324)19• Milestone trend charts – The trend chartplots the difference between the plannedand estimated date of a project milestone ateach project report period. Can beincorporated with CPI and SPI (using EVA,as trend points on the chart).Change Request Form20Needs forChange• Expand, adjust, or reduce project/product scope• Quality requirements• Schedule or cost baselinesChangeRequest• Needs the collection and documentation of new requirements• Go through the integrated change control process• Requested by any stakeholder and documented• Every change request needs to be approved by a responsible individual or CCBChangeActions• Corrective action – realigns the performance with the project management plan• Preventive action – ensures the future performance is aligned with the project management plan• Defect repair – modifies a nonconforming product/product component• Updates – changes to formally controlled documents to reflect modified or additional ideas orcontent.Project Management Plan Updates > Project Document Updates > Enterprise Environmental FactorsUpdates > Organisational Process Assets Updates (PMI, 2017, p. 96)Change Management – PMBOK®21How Other Methodologies deal with Change?Agile & Change management:The Agile Project Managementerupts from uncertainty.How does the agile approachdoes that?By dividing the project intoiterations/cycles and addingfeedback loops withstakeholders/clients before movingon to the next iteration. Thereby,enabling changes to be requested,evaluated and incorporated (or not)between iterations22How Other Methodologies deal with Change?Extreme & Change management:In extreme methodology, change is even more necessary for the project because ithelps the project in finding a solution.Remember: we have unknown solutions and unknown goals in this type of project!Changes are a way of finding thesolution for the uncertainty on theproject and create business value toboth the project and organisation.23Recommended Videos about Change Management… Management vsConfiguration ManagementWhat Is Change Management InProject Management Terms? is Change Control? Integrated Change Control next week…Summarise the Assessment case study & present to class next week!In a group of 2-3 studentsPrepare a PPT presentation (or alike)Expected Outcomes:• Start working with your assessment case study.• Practice working in groups.• Practice communication/presentation skills.• Get to know each other for A2!Group presentationAssessments OverviewAssessments Timeframes Assessment Task OverviewWeightDue DateAssessment 1 – Change Management PlanIntegrated Change Report (Individual Assessment)40%End of Module 3(Week 6)Assessment 2 – Risk and Communication ManagementRisk Management Report (Group Assessment)40%First Half of Module 5(Week 9)Assessment 3 – Project Status ReportingModule 4-5 Discussion Forum (Individual Assessment)20%First Half of Module 6(Week 11)Total for Subject:100% 28You will use it for all your Assessments…Have you had a chance to read it for a discussion?PROJ6003_Assessment Case Study_The Case ofIV Pumps in a Health Care CentreCase Study29Assessment 130Assessment 1 – Task SummaryIn this assessment, you are required to write an individual report of 2000 words(excluding tables, figures, and graphs) proposing a change to be implemented in thecase study, provided by the Learning Facilitator, addressing:• Change impact analysis,• Tools & techniques to manage the change,• Integrated change control process to submit the change,• Options to implement the change along with its associated risks.A change request form must also be submitted attached to the report demonstratinghow the change would be requested for the given project.The intention of this assessment is that you take a practical approach by consideringthis change to be submitted to key stakeholders of given case study.Please refer to the Task Instructions for details on how to complete this task.31Assessment 1 – Key RequirementsThe report should encompass a practical approach in addressing the following requirements:a) Identify and propose one (1) change you believe is required for the case study andjustify it by applying tools & techniques from quality management in identifying rootcause for the issues found in the case study.b) Critically analyse the impacts of your change proposal on scope, time, cost, quality ofthe project.c) Propose and justify tools & techniques used to manage the change.d) Explain what processes are involved in submitting your change request given thescale of your change proposal and address responsibilities considering the stakeholders fromyour case study.e) Identify and discuss options (at least 2) to satisfy the proposed change and any risksassociated with each of these options.f) Complete the Change Request Form (CRF) provided or one that is used from a workplace.32Submission InstructionsSubmit Assessment 1 via the Assessment link in the main navigation menu in PROJ6003 –Project Execution and Control.The Learning Facilitator will provide feedback via the Grade Centre in the LMS portal.Feedback can be viewed in My Grades.If submitting more than one document:Please note during the submission process: If you would like to include appendix items in yoursubmission, once your first item has been uploaded, click ‘Browse Your Computer’ to attachyour extra documents as an appendix. Then click Final Submit button.33Any Questions or Concerns?PROJ6003 – PROJECT EXECUTION AND CONTROLDon’t forget!I’m here to facilitate your journey, the rest is up to you!But, when in need, don’t hesitate to contact me via theAsk the Facilitator Forum or at [email protected]


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