J.Levy Persentation - M3

Implementation & Practical
Aspects in Project
Management
The missing chapter in the Project Management textbooks
Jacob Levy, M.S
Jacob Levy, M.S Consulting 4 Results Nov. 20141

What will we discuss today?
 Case Study
 Project Management-Review
 Objectives
 Stages
 Guidelines for a Project Portfolio
 Useful Tools & Methodology
 Why Do Projects Fail / Succeed?
 Risk Management
 The Project Manager
 Examples of Projects
 CDLS
 MRS
 Medical Center
Jacob Levy, M.S Consulting 4 Results Nov.
2014
2

“Tell me and I forget,
Teach me and I may remember,
Involve me and I learn”
Benjamin Franklin

Case Study
Implementation Meeting
Participants: Customer, Financial manager, Project manager, Stakeholder
The project is in execution stage, one month before the deadline.
Prioritize the following issues 1-8:
Request a three month extension period
Recruit 10 employees as early as possible
Request a delay in the delivery date of important system modules
Complete the project according to the original schedule
Review and increase the budget
Replace the project manager (he doesn’t meet the expectations)
Extend the training program (notice - budget impact).
Speed up the schedule for procurement and equipment shipment

The Utopic Situation - Unlimited Resources
Practically –
Time, HR, Funding and other resources are limited

 Time is the most valuable thing that a man can spend. Diogenes
 Time is Money. B.Franklin
 You will never find time for anything , if you want time you must
make it. Charles Buxtor
2014
7

 Case Study
 Project Management-Review
 Objectives
 Stages
 Risk Management
 CDLS
 MRS
 Medical Center
2014
8

Project Management-REVIEW
2014
9

Project Management - Objectives
 Deliver project within budget
 Deliver project within schedule commitments
 Deliver quality solutions –
• reduced errors
• improved effectiveness
• appropriate risk management
• internal control
 Satisfy the customer

The Five Stages of a Project
2.Plan
3.Execution
4.Control
5.Closing
1.Initiation

Guidelines, Rules and Characteristics
of the Project Program and Portfolio
(Project Management Body Of Knowledge- PMBOK)

Ten Knowledge Areas:
1) Project Integration Management
2) Project Scope Management
3) Project Time Management
4) Project Cost Management
5) Project Quality Management
6) Project Human Resources Management
7) Project Communications Management
8) Project Risk Management
9) Project Procurement Management
10)Project Stakeholder Management

To do the right things Effectiveness
To do it right Efficiency

USEFUL TOOLS & METHODOLOGY
 Pert Chart
 MBO
 OTS outcome thinking style
 Gantt Chart
 MS Project-Microsoft
 Primavera –Oracle
 CPM-Critical Path Method
 Earned Value method
 BOM-Bill of materials
 Cost Estimation
 Risk Maps
 Pareto
 SWOT Analysis
 KISS keep it simple and specific
 SLA service level agreement

USEFUL TOOLS - Information Distribution
Information
Data that is processed to be useful;
provides answers to "who", "what",
"where", and "when" questions
Knowledge
Application of data and
information;
answers "how" questions
Data
Raw symbols

 Datasgniht rehto ot noitaler tuohtiw tneve fo tnemetats ro tcaf a stneserper
Ex: It is raining.
 Information ,tros emos fo pihsnoitaler a fo gnidnatsrednu eht seidobme
tceffe dna esuac ylbissop.
Ex: The temperature dropped 15 degrees and then it started raining
 Knowledge hgih a sedivorp yllareneg dna stcennoc taht nrettap a stneserper
txen neppah lliw tahw ro debircsed si tahw ot sa ytilibatciderp fo level.
Ex: If the humidity is very high and the temperature drops substantially
the atmospheres is often unlikely to be able to hold the moisture so it
rains.

“We learn from failure not from success”
Why do Projects Fail?

1) Poorly defined project scope
2) Inadequate risk management
3) Failure to identify key assumptions
4) Project managers who lack experience and training
5) No use of formal methods and strategies
6) Lack of effective communication at all levels
7) Key staff leaving the project and/or company
8) Poor management of expectations
9) Ineffective leadership
10) Lack of detailed documentation
11) Failure to track requirements
12) Failure to track progress
13) Lack of detail in the project plans
14) Inaccurate time and effort estimates
15) Cultural differences in global projects
Why do Projects fail?

Risk Management
 Project Management aspects
 External
 Mark Predictable
 Social
 Inflation
 Media
 Technical
 Legal
 Legislation

SUCCESS CRITERIA
 Reliable estimates
 Standard software infrastructure
 Experienced project manager
 Executive management support
 Clear business objectives
 User Involvement
 Minimized scope
 Firm basic requirements
 Formal methodology
 Hard working ,focused staff

THE PROJECT MANAGER
• Not a one man show !
• Overall responsibility for the planning and execution of a project
• Exists in all occupations that supply a product or service
• An established leader
• Possesses multi disciplinary management skills
– asks difficult questions
– detects unstated assumptions
– resolves interpersonal conflicts
– systematic management and communication skills
• Promotes teamwork through effective working relationships

“Smooth seas do not make skillful sailors”
African Proverb

Activities of the Project Manager:
1) Planning and defining scope
2) Activity planning and sequencing
3) Resource planning
4) Developing schedules
5) Time estimating
6) Cost estimating
7) Developing a budget
8) Controlling quality
9) Managing Risks and issues
10)Creating charts and schedules

Activities of the Project Manager:
11) Risk analysis
12) Benefits realization
13) Documentation
14) Team Leadership
15) Strategic Influencing
16) Customer communication
17) Interface with senior management & stakeholders

INITIATE
PLAN
CONTROL
CLOSING
EXECUTE

 Case Study
 Project Management
 Objectives
 Stages
 Risk Management
 CDLS
 MRS
 Medical Center
2014
29

THE CDLS PROJECT
(Computer Driving License System)

Project Vision:
To increase the national revenue collection by introducing a modern
edge technology
Project Mission :
To produce computerized DL based on electronic chip card that has
solid forgery proof
Value:
To improve the country infrastructure

“The objective of this system is to monitor and control
the issuance of driving licences with a view to
addressing the problem of fake licences which are the
cause for many road accidents…
…At the initial stage the applicant will have to
undergo biometric measures and finger prints”.
TRA

1) Reduce the rate of road accidents
2) Minimize the number of fraudulent driving licenses
3) Enhance law enforcement
4) Improve the registration system, and the quality and reliability
of information
5) Improve revenue collection and accountability
6) Facilitate sharing of information with various stakeholders
7) Improve efficiency and effectiveness in production of licences
8) Maintain and provide reliable information systems
2014
33

The Project’s Scope and Characterization 1/2
o Country –Tanzania
o Period – 3 Years
o Financial mode – B.O.T (Build – Operate -Transfer )
o Budget - Confidential
o Customer – Tanzanian Government through the TRA & the Tanzanian
Police force
o Technology – Tailor made incomparable Oracle based software
o Infrastructure – Online country wide internet
o Human Resources - Operators & site supervisors , technical &
engineering team, logistic operating and administration team
o Equipment – Over one hundred complete PC’s and biometric stations
2014
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The Project’s scope and Characterization 2/2
o Sites - 23 TRA sites + 23 Traffic police Sites
o Target Population ~ 1.0 Millions Drivers
o Production Sites - 45% in 3 Dar sites, 55% in 20 upcountry sites
o Training - training programs as well as on job training all along the
project
o Product destinations - Seven different consumable products to be
delivered frequently (at least once a week) to 23 country-wide sites
o Demand - In the first 3 years: 90% - conversion of old DL, 10% - new
DL
o Media - developed for public awareness
o Monitoring and Control – a set of daily reports , an online monitoring
system, a “help desk” serving as one focal point
o Payment methods – establishment of interface with the banks
o Interaction with the customer team – on a daily basis
o Board and implementation meetings - frequently

Map of Tanzanian Regions
Tanzania Area: 947,303K𝒎 𝟐
23 Regions ----- Israel Area: 20,770 𝒌𝒎 𝟐
1 SAMORA
2 KINONDONI
3 TEMEKE
4 ARUSHA
5 DODOMA
6 KILIMANJARO
7 MBEYA
8 MWANZA
9 TANGA
10 IRINGA
11 MARA
12 MOROGORO
13 MTWARA
14 PWANI
15 SINGIDA
16 TABORA
17 SHINYANGA
18 KIGOMA
19 KAGERA
20 Ruvama
21 Manyara
22 Rukwa
23 Lindi
Bunge

THE CDLS PROJECT SCHEDULE
Scope of activities vs. the time table:
 R.F.I ,Submitting the tender, negotiations processes, signed contract:
Jan-Dec 2009
 Developing, designing, testing the software (QA), planning and defining the
projects scope, cost estimates ,purchases, HQ recruitments:
6 months, Jan-July 2010
 Implementing ,establishing the CDLS sites in TRA & TZ police traffic ,introducing
the training program, setting up the site’s equipment, establishing the local
company, recruiting local professional staff , setting up the local office:
July -1 October 2010
 The Main Goal - Submitting the First DL card to the Ministry of
Home affairs: 01 October 2010 , 11:00 Pm
2014
37

CDLS Project Gantt Chart

Review the process, improve the service,
increase the production !
Before Reviewing:
• TRA Site –Enrollment- Handling the TIN Number
• Traffic Police Site –Verification-Getting a Bank pay Slip
• Bank – payment - 1 Day
• TRA Site- Biometric process – 1 Day
• Printing - up to 48 Hours
• TRA Site - Card delivery
Result: Collecting the card after 3-5 Days

DL Process under the same roof -
!One Stop Shop
TRA SITE
Traffic Police
Bank
Result: Collecting the card after up to 48 hours
2014
40
After Reviewing:

Monitoring & Control
 Online system monitors reflect the activities in each of the TRA Sites
 Establishment of a fully computerized help desk
 Design and issuance of daily reports in different information
segments
 Monitoring of the spare parts and the consumables by taking
monthly stock remotely
 Introducing mobile applications for production data as well as
technical information concerning the IT system including the
electrical power status
 Monthly implementation meetings and quarterly board sessions
with protocols Jacob Levy, M.S Consulting 4 Results Nov.
2014
41

Customer Expectations 1/3
o To develop a computerized driver’s license system and
implement the project, including:
• Data capture
• AFIS system (Automatic Fingerprint Identification System)
• Decentralized card production at the regional fixed sites
• Issuance of the driving license
o To provide various levels of training:
• Training TRA staff on system operation, database management and
maintenance
• Providing a “train the trainer” course to TRA staff who in turn will
teach the operators

o Develop, adapt, integrate, install, and test the designed
equipment software and applications
o Manage the operation of data capture, cards production and
delivery
o Provide warranty for the supplied components for all the
project’s duration
2014
43

o Manage the project operations and manpower
o Supply raw materials and documents required to run and
maintain the system, manage the personalization of
documents
o On the transfer date - transfer and provide license cards
---------------
2014
44

Achievements
Public awareness and education
Quality customer services
Persistent police enforcement
Handling constant power and network supply fluctuations
Helpdesk as a focal point for operation and support teams
Minimization of staff re-shuffling , stability in HR
Specialist Professional IT team - technical issues, logistics
and operation
High standard of management and supervision

MRS (Mobile register system) project
2014
46

Project Scope & Characterization
 Country - Tanzania
 Business mode -Turnkey project
 Logistic mode - Delivery of semi product to the local office
 Operation mode - Assembly of units and testing by the local
company
 Units - from 3 different manufacturing countries
 Supply goal - 28 units
 Software – A unique tailor-made system software
 Device - an integration system
 Product destinations - 20 different districts
 Timeframe for delivery to the final destinations - 16 weeks
 Training - intensive
2014
47

MRS -The Project Gantt Chart
2014
48

2014
49
 Strength & Advantage in this project –
Technical capability and capacity
 Challenges & Obstacles in this project –
Logistics, Shipment from 3 different sources,
two training sessions were requested

Medical Center Project

Project Scope & Characterization
Location – Lagos, Nigeria
Vision
To enlarge the medical tourist population from Nigeria
approaching HMC Israel
Mission
To provide first class clinical services including a thorough yearly
check up
Values
To save travel expenses by offering a local alternative for clinical
services abroad
2014
51

OBJECTIVES
• To recruit and train the local staff
• To purchase the pharmaceutical, medical and disposable
equipment
• To introduce work standards and procedures
• To set up the medical equipment and the other accessories
• To establish a local company with accounting, operation,
administration, professional and medical staff, laboratory
• To establish patients regulations and procedures

Project’s Weakness & Management Risk
o Lack of comprehensive & detailed business plan
o Inaccurate time and effort estimates
o Environmental problems
o High market risk
o Unqualified matron
o Poor infrastructure planning - resulting in extra time and
budget consumption
o Poor power and water supply
2014
53

Project Achievements
Obstacles & Problems Become a Challenge
Creative solutions for the environment obstacles
Patients in early stage for the medical tourist
Recruit professional local staff & an Israeli medical doctor
in an early stage .Locate qualified matron
Professional support and cooperation from HMC
Provide medical check up program for big organizations
senior staff
Produce revenue in early stage

2014
55

Success is more a function of consistent
common sense than it is of genius
An Wang

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LISTENING

J.Levy Persentation - M3

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