deltek insight 2012: pm tools for success. a project manager's guide for effective management,...

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


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


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


Estimate labor accurately

Incorporate project changes

Work to the plan and keep it updated

Time Schedule


Time and Vision

How can project managers use Vision to estimate and control time?


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


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


Time — Top Down

04/12/202311 ©2012 Deltek, Inc. All Rights Reserved

Vision screenshots

Time — Top Down

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Time — Top Down


Time — Analogous


Proportion percentage determined by discipline

Architecture 38%

Interiors 23%

Structural 19%

MEP 16%

Direct expenses 3%

100%

Time — Team Proportion


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


Time — Proportion


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


Vision screenshots

Time — Bottom Up


Time — Bottom Up


Vision screenshots

Time — Bottom Up


Vision screenshots

Time — Schedule


Time — Schedule


Time — Labor Summary


Time — Labor Detail Report


Time — Resource Utilization Module


Vision screenshots



Time — Planned


Cost and Vision

Budgets: Internal and External


Internal Costs Labor Overhead Direct Project Expenses Reimbursable Project Expenses

Cost — Budget


Cost and Vision

How can project managers use Vision to help understand and control costs?


Cost — Fees and Billing


Vision screenshots

Cost — Tracking


Cost — Tracking

40

Vision screenshots

Cost — Tracking


Cost — Analysis Tab


Cost — Summary Tab


Cost — Consultant Tracking


Using the grid to plan anticipated invoices

Cost — Consultant Tracking


Use the grid to plan when expenses will be incurred

Cost — Expense Tracking

Human Resources and Vision

People Power



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



Human Resources — Resource Search

Right Click

51


1

2

3

4

5


Human Resources — Utilization


Communication and Vision

Can you hear me now?

Vision can help internal and external communication


Communication


Vision Screenshots

Communication — E-Mail


Risk and Vision

Nothing ventured, nothing gained


Areas of risk Proposals and Contracts Lack of communication during design Client payment Drawing errors and omissions Construction defects

Risk


Risk and Vision

Track proposals and contracts

Track payments and invoices

Enhance communication


RiskCustomization – Go / No Go


Vision Screenshots

RiskSigned Agreement Tracking


RiskSigned Contract Tracking


Risk — Signed Proposal Tracking


Risk — Signed Consultant Agreement Tracking


Vision screenshots

RiskARs

Right Click


RiskARs

1

2


RiskARs

Quality and Vision

What is Quality?



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


Quality and Vision

How can project managers use Vision to help enhance Quality?


Quality


Vision offers: A database Tools to help keep things in balance Different ways to look at (the same) data

Quality


Vision Tools for Effective Project Management Time (Schedule) Cost (Budgets) Human Resources Communication Risk Quality (Scope)

Summary


Questions?


Thank You!

PM Tools for SuccessA Project Manager’s Guide for More Effective Management, Planning and CommunicationJohn Bondeson, Principal, RTKL Associates Inc.PS-208


Consistency

Professionalism

Clarity

Concise

Positivity

Diligence

Understanding

Communication

deltek insight 2012: pm tools for success. a project manager's guide for effective management,...

Technology

time analogous142012

time schedule262012

them22012 deltek

billing362012 deltek

report282012 deltek

updated62012 deltek

down102012 deltek

down132012 deltek