case study ,Samples, templates

1. Practical Project
Management
Brain Power Training
Centre
Based on PMBOK 5 EDITTION

2. CONTENTS
Round #1 Round #2 Discussion

3. Quote

4. Learn by …
Read
10%
Remain
ing
90%Other
90%
Listen
20%
Remain
ing
80%Other
80%
Watch
30%
Remain
ing
70%Other
70%
Watch
& Listen
50%
Remain
ing
50%Other
50%
Say
70%
Remain
ing
30%Other
30%
Do
90%
Remain
ing
10%Other
10%

5. Methodology
Knowledge
Practice
Experience

6. Project Management Process Group and Knowledge Area Mapping
Knowledge Area Initiating Planning Executing M& C Closing
4. Project Integration
Management
Develop
Project Charter
4.2 Develop Project Management
Plan
4.3 Direct & Manage
Project Work
4.4 Monitor & Control Project Work
4.5 Perform Integrated Change
Control
4.6 Close Project
or Phase
5. Project Scope Management
5.1 Plan Scope Management
5.2 Collect Requirements
5.3 Define Scope
5.4 Create WBS
5.5 Validate Scope
5.6 Control Scope
6. Project Time Management
6.1 Plan Schedule Management
6.2 Define Activities
6.3 Sequence Activities
6.4 Estimate Activity Resources
6.5 Estimate Activity Durations
6.6 Develop Schedule
6.7 Control Schedule
7. Project Cost Management
7.1 Plan Cost Management
7.2 Estimate Costs
7.3 Determine Budget
7.4 Control Costs
8. Project Quality Management 8.1 Plan Quality Management
8.2 Perform Quality
Assurance
8.3 Control Quality
9. Project Human Resource
Management
9.1 Plan Human Resource
Management
9.2 Acquire Project Team
9.3 Develop Project Team
9.4 Manage Project Team
10. Project Communications
Management
10.1 Plan Communications
Management
10.2 Manage
Communications
10.3 Control Communications
11. Project Risk Management
11.1 Plan Risk Management
11.2 Identify Risks
11.3 Perform Qualitative Risk Analysis
11.4 Perform Quantitative Risk Analysis
11.5 Plan Risk Responses
11.6 Control Risks
12. Project Procurement
Management
12.1 Plan Procurement Management 12.2 Conduct Procurements 12.3 Control Procurements
12.4 Close
Procurements
13. Project Stakeholder
Management
Identify
Stakeholders
13.2 Plan Stakeholder
Management
13.3 Manage Stakeholder
Engagement
13.4 Control Stakeholder
Engagement

7. Project Management Process Group and Knowledge Area
Initiation
4%
Planning
51%
Executing
17%
M&C
24%
Closing
4%
PROCESS

8. Project Management Process Interactions
closing

9. 0-1-2-3
 Before anything
 What we need to start
 How we can develop our project

10. Initiating our projectInitiation.
•project
selection
•Project
statement of
work
Projectcharter
•Project
charter
contents
(PMBOK)
•PROJECT
CHARTER
Stakeholders
•Identify
Stakeholders
•Stakeholder
Analysis
•Stakeholder
register

11. Initiating 1st step

12. 4.1 Develop Project Charter
Inputs
Project Statement
of work
Business case
Contract
EEF
OPA
T&T
Expert judgment
Output
Project Charter
developing a document that formally AUTHORIZES the existence of a project and provides
the project manager with the authority to apply organizational resources to project activities.

13. Statement Of Work
 A narrative description of products, services, or results to be delivered by
the project.
SOW
references
Business
need
Product
scope
description
Strategic
plan
SOW Charter
Defined
scope
Inputs

14. Statement Of Work - sample
Project Title: BP-TC building
Introduction / Background
Brain Power Training Centre has 5 years master plan to extend it’s training & education
and consultancy activities
BPTC is targeting to optimize their training capacity in quantity & quality and entering
new market segments, adding new innovated courses and material
BPTC plans to design & construct ONE-OF-A-KIND new training center building
Objectives
To increase training hours per year from 1,000 to 5,000 training hours per year .
Scope of work
Project work includes
Design ,Construction & management of BP-TC building

15. Project selection
Project
selection
Mathematical
models
Benefit
measurement
Cost-Benefit
Scoring
Models
Cash flow
'Benefit Cost Ratio - BCR'
• possible benefits and costs relationship
• BCR = > 1 OK
'Net Present Value - NPV'
•PV of cash inflows – PV of cash outflows.
•HIGHEST NPV
Internal Rate Of Return - IRR
•The discount rate :NPV = 0
•the higher.
Payback Period
•time required to recover the cost of an investment.
•Payback Period = Cost of Project / Annual Cash Inflows
Payback LEAST precise

16. Organizational Process Assets (OPA)
Plans
Processes
Policies
Procedures
Knowledge Bases
specific to and used by the performing organization

17. Initiating and Planning:
 Guidelines and criteria for tailoring the organization’s set of standard
processes and procedures

18. Executing, Monitoring & Controlling

19. 2.1.5 Enterprise Environmental Factors
conditions, not under the control of the project team, that INFLUENCE, CONSTRAIN, or DIRECT
the project
Organizational culture, structure, and governance
Geographic distribution of facilities and resources
Government or industry standards
Infrastructure
Existing human resources
Personnel administration
Company work authorization systems

20. Project charter contents
(PMBOK)
Project purpose
or justification,
Measurable
project objectives
and related
success criteria,
High-level
requirements,
Assumptions and
constraints,
High-level project
description and
boundaries,
High-level risks,
Summary
milestone
schedule,
Summary budget,
Stakeholder list,
Project approval
requirements
Assigned project
manager,
responsibility, and
authority level,
Name and
authority of the
sponsor
outputs

21. 4.1.3.1 PROJECT CHARTER SAMPLE (1/2)
Charter # :001-08-13 Date Prepared:
Project :B P B C Tr a i n i n g c e n t e r b u i l d i n g
Project Sponsor: P r o f . A . S . J u m a a
Project Manager: E n g r. M . R u d w a n
Project Customer:
Project Purpose or Justification:
multi-story building at Khartoum center to accommodate all training , academic & other
events of BPBC activities as part of BPBC strategy plan (2013-2018) to enable it extend its’
existing & develop new program
Project Description:
G + 3 s t o r y b u i l d i n g w i t h t r a i n i n g f a c i l i t i e s
Project and Product Requirements: ..
Acceptance Criteria:
Complete all works within specified budget, time frame & industry quality
Initial Risks:
Lack of funding - Governmental permeations - …

22. Project Objectives Success Criteria Person Approving
Scope
Build-up area sqm 800 800 sqm + 10% QA
& land scape
Time
24 months 24 months + 6 AK
Cost
USD 572,000 $ 572,000 + 25% AZ
Quality
Summary Milestones Due Date
 Project Design start 1st August 2013
 Construction start 15 October 2013
 ….
 Hand over 31 July 2015
Signature:
4.1.3.1 PROJECT CHARTER SAMPLE (2/2)
Hard copy
available

23. 13.1 Identify Stakeholders
Input
Project charter
Procurement
documents
EEF
OPA
T&T
Stakeholder
analysis
Expert judgment
Meetings
Output
Stakeholder
register
identifying the people, groups, or organizations that could IMPACT or be impacted by a decision,
activity, or outcome of the project; and analyzing and documenting relevant information regarding
their interests, involvement, interdependencies, influence, and potential impact on project success.

24. 13.1 Identify Stakeholders
Organizations/Institutions
BPCT-Board
BPCT- Permanent Staff
BPCT-Part time staff
BPCT-Admin staff
State Government
Ministry of General
works
Ministry of Human
Resources
Development & Labor
National Council
Training
….
Beneficiaries
Professionals
(Engineers,
Accountants,…)
Governmental &
private bodies
Graduates
…
Construction parties
Client representative
Designer
Consultant
Contractors
Sub-contractors
suppliers
Stakeholders list

25. Stakeholders’ Power / Interest Grid
13.1.2.1 Stakeholder Analysis
BPCT-Board
Client representative
Designer
Consultant
Professionals (Engineers, Accountants,…)
Contractors
Sub-contractors
suppliers
BPCT-Part time staff
BPCT- Permanent Staff
Development & Labor
Ministry of General works
Graduates
Governmental & private
bodies
Ministry of Human Resources
National Council Training
Interest
Power

26. 13.1.3.1 Stakeholder register (PMI)
Name Position Role
Contact
Information
Requirements Expectations Influence Class.
Prof. Juma BPCT-CEO Sponsor H 1
Eng. M. R. BPBC-DM Designer H 2
Dr. A. R.
National
Council
Training
Governmental
Authority
H 3
Eng. F.H. DIU-ID
AB-Consult
CC
Contracting
Project Title: BPBC Training Center Building (BP-TC) Date prepared: ../…/2013
Signature:

27. Group work Round#1
 Grouping (each 4-6)
 Formats ready
 blank paper – list
 P/I Grid
 S/H Register form
1. Identify key stakeholders
2. Analyze S/H (Power – Interest)
3. Develop S/H register

28. STAKEHOLDER ANALYSIS MATRIX & Register form

29. Planning our project
Integration
• Planning processes
• Develop project
management plan
• Project management
plan
Scope
• Plan scope
management
• Req. management plan
• Collect req. process
• Req. documentation
• Define scope process
• Project scope statement
• Create WBS process
• WBS
• WBS dictionary
Risk
• Identify Risks process
• Risk register

30. Planning processes
•4.2 Develop Project
Management Plan
4. Project
Integration
Management
•5.1 Plan Scope
Management
•5.2 Collect Requirements
•5.3 Define Scope
•5.4 Create WBS
5. Project Scope
Management
•6.1 Plan Schedule
Management
•6.2 Define Activities
•6.3 Sequence Activities
•6.4 Estimate Activity
Resources
•6.5 Estimate Activity
Durations
•6.6 Develop Schedule
6. Project Time
Management
•7.1 Plan Cost
Management
•7.2 Estimate Costs
•7.3 Determine Budget
7. Project Cost
Management
•8.1 Plan Quality
Management
8. Project Quality
Management
•9.1 Plan Human Resource
Management
9. Project Human
Resource
Management
•10.1 Plan Communications
Management
10. Project
Communications
Management
•11.1 Plan Risk
Management
•11.2 Identify Risks
•11.3 Perform Qualitative
Risk Analysis
•11.4 Perform Quantitative
Risk Analysis
•11.5 Plan Risk Responses
11. Project Risk
Management
•12.1 Plan Procurement
Management
12. Project
Procurement
Management
•13.2 Plan Stakeholder
Management
13. Project
Stakeholder
Management

31. 4.2 Develop Project Management Plan
4.2.1 Inputs
Project charter
Outputs from other
processes
Enterprise
environmental factors
Organizational
process assets
4.2.2 Tools & Techniques
Expert judgment
Facilitation
Techniques
4.2.3 Outputs
4.2.3.1 Project
management plan
defining, preparing, and coordinating all subsidiary plans and integrating them into a comprehensive
project management plan.

32. Subsidiaries' Plans
Scope
management plan
Requirements
management plan
Schedule
management plan
Cost management
plan
Quality
management plan
Process
improvement plan
Human resource
management plan
Communications
management plan
Risk management
plan
Procurement
management plan
Stakeholder
management plan

33. 4.2.3.1 PROJECT MANAGEMENT PLAN
Template (1/2)
Project Title: ….. Date Prepared: …….
Project Life Cycle:
…..
Variance and Baseline Management
Schedule Variance Threshold:
……
Schedule Baseline Management:
…..
Cost Variance Threshold:
….
Cost Baseline Management:
…..
Scope Variance Threshold:
….
Scope Baseline Management:
….
Quality Variance Threshold:
….
Performance Requirements Management:
….
Project Reviews:
……
Tailoring Decisions:
……
Project-Specific Considerations:
…..

34. 4.2.3.1 PROJECT MANAGEMENT PLAN
Template (2/2)
Subsidiary Management Plans:
Area Approach
Requirements Management Plan
Scope Management Plan
Schedule Management Plan
Cost Management Plan
Quality Management Plan
Process Improvement Plan
Human Resources Management Plan
Communications Management Plan
Risk Management Plan
Procurement Management Plan
Change Management Plan
Configuration Management Plan
Baselines:
Attach all project baselines.

35. Samples of PROJECT MANAGEMENT PLAN

36. 5.1 Plan Scope Management
Inputs
Project management plan
Project charter
Enterprise environmental
factors
Organizational process
assets
Tools & Techniques
Expert judgment
Meetings
Outputs
Scope management
plan
Requirements
management plan
creating a scope management plan that documents how the project scope will be defined, validated, and
controlled.

37. 5.1.3.2 REQUIREMENTS MANAGEMENT PLAN
Template
Project Title: ….. Date Prepared: …….
Requirements Collection:
…….
Categories:
………………..
Prioritization:
…..
Traceability:
………….
Configuration Management:
………………………
Verification:
………………………..

38. 5.2 Collect Requirements
Inputs
Scope management plan
Requirements management plan
Stakeholder management plan
Project charter
Stakeholder register
Tools & Techniques
Interviews
Focus groups
Facilitated workshops
Group creativity techniques
Group decision-making techniques
Questionnaires and surveys
Observations
Prototypes
Benchmarking
Context diagrams
Document analysis
Outputs
Requirements documentation
Requirements traceability matrix
Determining, Documenting, and Managing stakeholder needs and requirements to meet project
objectives.

39. 5.2.3.1 REQUIREMENTS DOCUMENTATION
template
Project Title: ….. Date Prepared: …….
Stakeholder Requirement Category Priority
Acceptance
Criteria

40. 5.3 Define Scope
5.3.1 Inputs
Scope management plan
Project charter
Requirements
documentation
Organizational process
assets
5.3.2 Tools & Techniques
Expert judgment
Product analysis
Alternatives generation
Facilitation Techniques
5.3.3 Outputs
5.3.3.1 Project
scope
statement
Project
documents
updates
process of developing a detailed description of the project and product.
it describes the project boundaries by defining which of the requirements collected will be INCLUDED in and excluded
from the project scope.

41. 5.3.3.1 PROJECT SCOPE STATEMENT SAMPLE
Project Title: ….. Date Prepared: ……. P 1/2
Product Scope Description:
Three story building with training facilities
Project Deliverables:
• 3 story building of 800 sqm
• Electromechanical
• Landscaping
• Furniture
• Training facilities
Project Acceptance Criteria:
• As in the project charter with addition of:
• …
Project Exclusions:
• Land acquire
• Bank finance
• ……
Project Constraints:
P 2/2
Project Assumptions:
Site is ready for construction by October
2013
First design set (foundation structural
drawings are completed by mid-September
2013)
…….

42. Project charter VS. Project scope statement
Project Charter
•Project purpose or justification .
Project objectives,
Product characteristics
Project success criteria
High-level requirements
•Summary schedule, budget
•Project manager assigned to project
•Project approval requirements and approval
authority
Project Scope Statement
•Project scope description,
Project deliverables
•Product user acceptance criteria
•Project boundaries, constraints, assumptions

43. 5.4 Create WBS process
5.4.1 Inputs
Scope management plan
Project scope statement
Requirements
documentation
Enterprise environmental
factors
Organizational process
assets
5.4.2 Tools & Techniques
Decomposition
Expert judgment
5.4.3 Outputs
5.4.3.1 Scope baseline
Project documents
updates
process of subdividing project deliverables and project work into smaller, more manageable components.
it provides a structured vision of what has to be delivered

44. 5.4.3.1/a WORK BREAK DOWN STRUCTURE
SAMPLE
BPBC building
Engineering
Design
Arch
Structural
design
EM design
Testing
Construction
Civil works
Earth works
Excavation
backfilling
Concrete
works
Sub-structure
Foundation
Neck column
Tie beams
Flooring
Super-
structure
Concrete
Columns
Beams
Slabs
Masonry
Electro-Mech.
Elect
Plumbing
Air-condition
Fire-fighting
Landscaping
Procurement
Sub-
contracting
Supplying

45. 5.4.3.1/b WBS Dictionary template

46. 11.2 Identify Risks process
determining which risks may affect the project and documenting their characteristics.
Inputs
Risk management plan
Cost management plan
Schedule management
plan
Quality management
plan
Human resource
management plan
Tools & Techniques
Documentation reviews
Information gathering
techniques
Checklist analysis
Assumptions analysis
Diagramming techniques
Outputs
Risk register

47. 11.2.3.1 Risk register template

48. Executing
Executing
processes
Direct &
Manage
Project Work
Work
performance
data

49. Executing processes
4.3 Direct & Manage
Project Work
4. Project Integration
Management
5. Project Scope
Management
6. Project Time
Management
7. Project Cost
Management
8.2 Perform Quality
Assurance
8. Project Quality
Management
•9.2 Acquire Project
Team
•9.3 Develop Project
Team
•9.4 Manage Project
Team
9. Project Human Resource
Management
10.2 Manage
Communications
10. Project
Communications
Management
11. Project Risk
Management
12.2 Conduct
Procurements
12. Project Procurement
Management
13.3 Manage
Stakeholder
Engagement
13. Project Stakeholder
Management

50. 4.3 Direct & Manage Project Work
4.3.1 Inputs
Project management
plan
Approved change
requests
Enterprise
environmental factors
Organizational process
assets
4.3.2 Tools & Techniques
Expert judgment
Project management
information system
Meetings
4.3.3 Outputs
Deliverables
4.3.3.2 Work
performance data
Change requests
Project management
plan updates
Project documents
updates
LEADING and PERFORMING the work defined in the project management plan and implementing
approved changes to achieve the project’s objectives.

51. Project Data, Information and Report Flow
Work performance
data.
•raw OBSERVATIONS
and measurements
during activities
performed
(%completed, start
and finish dates)
Work performance
information.
•The performance data
COLLECTED from
controlling processes
•ANALYZED in context
•INTEGRATED based on
(forecasted ETC)
Work performance
reports.
•The REPRESENTATION
of work performance
information compiled
in project documents,
intended to generate
decisions
(status reports)

52. 4.3.3.2 Work performance data
work
completed
key
performance
indicators
technical
performance
measures
start and finish
dates of
schedule
activities
number of
change
requests
number of
defects
actual costs
actual
durations
work completed
•Excavation & Sub-structure
key performance
indicators
•SPI = 1.2 CPI=1.25
start and finish dates of
schedule activities
•ES: 1/7 EF: 31/7 – AS:1/7 AF:25/7
number of change
requests
•0
number of defects
•1
Budget & actual costs
•B = SDG 5,000 Ac=SDG 4,000
Examples of work performance data include:

53. Monitoring & Control
Monitoring
& Control
processes
Monitor &
Control
Project
Work
Change
requests
Work
performan
ce reports
Control
Costs (EV-
AC-CPI)
Control risk
process
Variance
analysis

54. Monitoring & Control processes
•4.4 Monitor &
Control
Project Work
•4.5 Perform
Integrated
Change
Control
4. Project Integration
Management
•5.5 Validate
Scope
•5.6 Control
Scope
5. Project Scope
Management
6.7 Control
Schedule
6. Project Time
Management
7.4 Control
Costs
7. Project Cost
Management
8.3 Control
Quality
8. Project Quality
Management
.
9. Project Human
Resource Management
10.3 Control
Communicatio
ns
10. Project
Communications
Management
11.6 Control
Risks
11. Project Risk
Management
12.3 Control
Procurements
12. Project Procurement
Management
13.4 Control
Stakeholder
Engagement
13. Project Stakeholder
Management

55. 4.4 Monitor & Control Project Work
4.4.1 Inputs
Project management plan
Schedule forecasts
Cost forecasts
Validated changes
Work performance information
Enterprise environmental
factors
Organizational process assets
4.4.2 Tools & Techniques
Expert judgment
Analytical techniques
Project management
information system
Meetings
4.4.3 Outputs
4.4.3.1 Change requests
4.4.3.2 Work performance
reports
Project management plan
updates
Project documents updates
TRACKING, REVIEWING, and REPORTING project progress against the performance
objectives defined in the project management plan

56. 4.4.3.1 Change requests

57. Group work Round #2
 Client want to change entrance structure from concrete to Pergola
(wooden)
 Cost of concrete SDG 5,000 duration of 7 days
 Cost of Pergola SDG 3,000 duration of 5 days

58. 4.4.3.2 Work performance reports

59. 7.4 Control Costs
Inputs
Project management plan
Project funding
requirements
Work performance data
Organizational process
assets
Tools & Techniques
Earned value management
Forecasting
To-complete performance
index (TCPI)
Performance reviews
Project management
software
Reserve analysis
Outputs
Work performance
information
Cost forecasts
Change requests
Project management plan
updates
Project documents updates
Organizational process
assets updates
monitoring the status of the project to update the project costs and managing changes to the cost
baseline.

60. 7.4 Control Costs
0.00
0.10
0.20
0.30
0.40
0.50
0.60
0.70
0.80
0.90
0.0
20,000.0
40,000.0
60,000.0
80,000.0
100,000.0
120,000.0
EV-AC & CPI
CUM EV CUM AC CPI
monitoring the status of the project to update the project costs and managing changes to the cost baseline

61. 11.6 Control Risks
Inputs
Project management plan
Risk register
Work performance data
Work performance reports
Tools & Techniques
Risk reassessment
Risk audits
Variance and trend
analysis
Technical performance
measurement
Reserve analysis
Meetings
Outputs
Work performance
information
Change requests
Project management plan
updates
Project documents updates
Organizational process
assets updates
implementing risk response plans, tracking identified risks, monitoring residual risks, identifying
new risks, and evaluating risk process effectiveness throughout the project

62. 11.6.2.3 Variance and trend analysis
Planned Result Actual Result Variance
Root Cause:
Planned Response:
Schedule Variance:
Project Title: Date Prepared:
Cost Variance:
Planned Result Actual Result Variance
Root Cause:
Planned Response:
Quality Variance:
Planned Result Actual Result Variance
Root Cause:
Planned Response:

63. Closing
Closing
processes
Close Project
or Phase
process
Close
Procurement
s process
12.4.3.1
Closed
procurement
s
Organization
al process
assets
updates
(lessons
learned)
Project
close-out

64. Closing processes
4.6 Close
Project or
Phase
4. Project Integration
Management
5. Project Scope Management 6. Project Time Management 7. Project Cost Management
8. Project Quality
Management
9. Project Human Resource
Management
10. Project Communications
Management
11. Project Risk Management
12.4 Close
Procurements
12. Project Procurement
Management
13. Project Stakeholder
Management

65. 4.6 Close Project or Phase
Inputs
Project
management plan
Accepted
deliverables
Organizational
process assets
Tools & Techniques
Expert judgment
Analytical
techniques
Meetings
Outputs
Final product,
service, or result
transition
Organizational
process assets
updates
FINALIZING all activities across all of the Project Management Process Groups to formally
complete the phase or project.

66. 12.4 Close Procurements
Inputs
Project
management plan
Procurement
documents
Tools & Techniques
Procurement audits
Procurement
negotiations
Records
management
system
Outputs
Closed
procurements
Organizational
process assets
updates
COMPLETING each project procurement

67. 12.4.3.1 Closed procurements

68. Organizational process assets updates
(lessons learned)

69. Project close-out

70. Do You Need My Help
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