Cost Management and M&C Group

Planning: Plan Cost Estimate, Estimate Costs, Determine Budget

M&C: Control Cost
Control Cost: Monitoring the project cost updates and managing/controlling changes in cost
baseline.
Inputs T&T Outputs
Project Management Plan Expert Judgment Work Performance Information
1. Cost Baseline 1. Variance Analysis 1. Comparison with Cost Baseline
2. Cost Management Plan 2. EV Analysis 2. Variance in cost
3. Performance Measurement 3. Forecasting 3. Work Performance reports
Baseline (EVM) 4. Financial Analysis

Project Documents Data Analysis Cost Forecast

 Lesson Learned 1. EV Analysis: C/S/S
baseline , CV,CPI
2. Trend Analysis
3. Forecasting: EAC
4. Reserve Analysis:
Contingency and
Managt. Reserves

Project Funding Requirements To complete Performance Change Requests

1. Total Funding Requirement Index 1. Cost Baseline
2. Periodic funding Requirement TCPI (BAC&EAC), 2. Perform Integrated Change
Control
Work Performance Data = PM Information System PM Plan Updates
1. Authorized Costs 1. EVM , 1. Cost Management Plan
2. Incurred Costs 2. Forecast and graphical 2. Cost Baseline
3. Invoiced Cost trends 3. Performance Measurement
4. Paid Cost Baseline
OPA Project Documents update
1. F/Informal Cost Control 1. Assumption Log
2. Cost Control policies 2. Basis of Estimates
3. M& reporting methods 3. Cost Estimates
4. Cost Control tools 4. Risk Register
5. Lesson Learned Register
Quality Management and M&C Group

Planning: Plan Quality Management, Manage Quality

M&C: Control Quality
Plan Quality: Work Quality, Product Quality
Manage Quality: Quality Processes, Testing/Evaluation Criteria
 Control Quality: Verify Quality, Compare Results
Control Quality: Monitoring and recording results of quality management activities. Asses
performance ensure deliverables are complete, correct and meet the customer requirements.

Inputs T&T Outputs

Project Management Plan
 How Quality control will be
performed
Data Gathering Quality Control Management
1. Checklists 1. Documentation of quality
2. Check Sheet control activities
3. Statistical Sampling, 2. Quality management plan
4. Questionnaires and
surveys

Project Documents Data Analysis Verified Deliverables

1. Lesson Learned 1. Performance Review  Correctness of deliverables
2. Quality Metrics 2. Root Cause Analysis
3. Test & Evaluation Documents

Approved Change Requests Inspection Work Performance Information

1. Verification 1. Reviews 1. Causes of Rejection
2. Completeness 2. Peer Reviews 2. Rework Requirement
3. Retesting 3. Audits 3. Recommendations of
4. Correctness corrective actions
4. Quality Metrics
5. Process improvements

Deliverables Testing/ Product Evaluation Change Requests

 From Direct & Manage Project Find errors, defects, bugs, 1. Impact deliverables
Work process are inspected problems 2. Processed through Perform
&compared with acceptance Integrated Change Control
criteria in P Scope Statement Process

Work Performance Data = Data Representation PM Plan Updates

Observation + Quality Metrics + 1. Cause and Effect  Quality Management Plan
Technical Performance + Quality Diagram
Information 2. Control Charts
3. Histogram
4. Scatter Diagram

EEF Meetings Project Documents Updates

1. Quality Management Software 1. Approved Change 1. Issue Log
2. Government Agency Request Review 2. Lesson Learned Register
Regulations 2. Lesson Learned 3. Risk Register
3. Rules and Standards & 4. Test & Evaluation
 guidelines Documents

OPA
1. Quality Policy and Procedure
2. Quality templates
3. Issue and defect reporting
procedure

Resource Management and M&C Group:

Six Sigma: Six Sigma is data driven, Customer focused, and result oriented methodology. It uses
statistical tools and techniques to systematically eliminate the defects and inefficiencies to
improve the process.

DMAIC Process Improvement Methodology is an acronym for the five phases that make up the
process:

1. Define the problem, improvement activity, opportunity for improvement, the project
goals, and customer (internal and external) requirements.
2. Measure process performance.
3. Analyze the process to determine root causes of variation, poor performance (defects).
4. Improve process performance by addressing and eliminating the root causes.
5. Control the improved process and future process performance.

Planning: Plan Resource Management, Estimate Activity Resources

Executing: Acquire Resources, Develop Team, Manage Team

M&C: Control Resources

Control Resources: Ensures that resources assigned and allocated are available as planned.
Monitor Planned vs Actual resource utilization and tracking corrective actions.
Inputs T&T Outputs
Project Management Plan Data Analysis Work Performance Information
 Resource Management Plan Alternatives Analysis 1. Resource Requirement
C/B analysis 2. Work Progress
Performance Reviews 3. Resource utilization
Trend Analysis 4. Resource allocation
Project Documents Problem Solving Change Requests
1. Lesson Learned Register 1. Identify the problem 1. Control Resource change
2. Issue Log 2. Define the problem 2. Processed through Perform
3. Physical Resource 3. Investigate Integrated Change Control
Assignment 4. Analyze
4. Project Schedule 5. Solve
 5. Resource Breakdown 6. Check Solution
Structure
6. Resource Requirement
7. Risk Register
Work Performance Data= Interpersonal and team Skills PM Plan Updates
1. No. of Resources 1. Negotiation 1. Resource Management Plan
2. Type of Resource 2. Influencing 2. Schedule Baseline
3. Resource Engagement 3. Cost Baseline

Agreements PM Information system Project Document updates

1. For external resources 1. Resource management 1. Assumption Log
2. Define procedures, terms & software and database 2. Issue Log
condition for resource 2. Schedule software: 3. Lesson Learned Register
engagement  Resource Activity 4. Risk Register
Monitoring 5. Physical Resource
 Resource Activity Requirements
Forecasts 6. Resource BeakDown
Structure
OPA
1. Policies regarding resource
control & assignment
2. Escalation procedures for
handling issues
3. Lesson learned repositories
Communication Management

Ensures to meet the information needs of the project and stakeholders through effective
information exchange.
Communication Types: Written, Spoken, Formal/Informal, Gestures, Media
Communication Activities Type: Internal, External Formal, Informal, Hierarchical, Official,
Unofficial, Written, Oral
Communication Tailoring Considerations: Stakeholders, Physical Location, Communication
Technology, Language, Knowledge Management
Main Activities of Monitor Communication: Monitor, Evaluate, Ensures, Monitor, Trigger
Planning: Plan Communications Management
Executing: Manage Communications
M&C: Monitor Communications

Inputs T&T Outputs

Project Management Plan Expert Judgment Work Performance Information
1. Resource Management Plan 1. Communication with 1. Comparison with
2. Communication public, community and communication plan
Management Plan media 2. Communication feedback
 3. Stakeholder Engagement
Plan
Project Documents
1. Lesson Learned Register
2. Issue Log
3. Project Communications
Work Performance Data=
No.of shared reports+ Stakeholder
status during project+Automated
reports success
EEF
1. Organizational culture,
political climate and
governance framework
2. Established C channels and
tools
3. Trends and practices
4. Geographic Distribution of
facilities and resources
OPA
1. Corporate policies
2. Organizational
communication requirement
3. Standard guidelines for
development, exchange,
storage and retrieval of
information
4. Historical data and lesson
learned repositories
Project Risk Management: Aims to increase the probability/ impact of +ve risks and decrease
the probability/ impact of –ve risks.
Positive Risks: Opportunities Reduce Time/Cost, Improved Reputation, Increased Performance
2. International and 3. Survey results on
domestic communication effectiveness
communication
3. Communication &
project management
systems
PM Information System Change Request
Capture,Store and Distribute 1. Processed through perform
(internal/External) integrated change control
Information 2. Outcomes:
 Revision of stakeholder
communication requirement
 New procedures to eliminate
bottlenecks/issues
Data Analysis PM Plan Updates
 Stakeholder 1. Communication Management
engagement Plan
assessment matrix 2. Stakeholder Engagement Plan
Interpersonal & Team Skills Project Document Updates
1. Meetings: face to face 1. Issue Log
/ virtual 2. Lesson Learned Register
2. Benefits: decision 3. Stakeholder Register
making, request
response, discussion
with stakeholders
(suppliers, vendors
and teams)
Risk Management
 Negatively Risks: Threats: Delay, Performance Degradation and Cost Overrun
Risk Management Activities:
1. Risk Management Planning
2. Risk identification
3. Risk Analysis
4. Risk Response Planning
5. Risk Response Implementation
6. Risk Monitoring
Risk Types: Individual Project Risk, Overall Project Risk
Emerging Practices in Risk Management:
Event Risks: Uncertain future events
Non-Events: Variability Risks and Ambiguity Risks
Risk Management Considerations: Project Size, Complexity, Importance, Development
Approach
Planning: Plan Risk Management, Identify Risks, Perform Qualitative Risk Analysis, Perform
Quantitative Risk Analysis, Plan Risk Response
Executing: Implement Risk Response
M&C: Monitor Risks
Inputs T&T Outputs
PM Plan Data Analysis Work Performance Information
 Risk Management Plan 1. Technical Performance RM plan Effectiveness
Analysis Risk Response Implementation
Weight, Transaction Time, Categories and types of risks
Storage Capacity
2. Reserve Analysis
Project Documents Audits Change Requests
1. Lesson Learned Register Determine effectiveness RM  For cost and schedule baselines
2. Issue Log Processes  Processed through Perform
3. Risk Register Risk Management Plan Integrated Change Control
4. Risk Report Audit format clearly defined  For corrective & preventive
actions
Work Performance Data = Meetings PM Plan Updates
Implemented Risk Response+ Risk Review Meeting  Risk management plan
Triggered Risks+  Risk re-assessment
Closed Risks  New Risk identification
 Closing of risks
 Issue arises due to
some associated risks
Work Performance Reports Project Documents Updates
1. Variance Analysis 1. Assumption Log
2. Earned Value Data 2. Issue Log
 3. Forecasting Data 3. Lesson Learned Register
4. Risk Register
5. Risk Report
OPA updates
1. Risk Management plan
template update
2. Risk Register & risk report
updates
3. Risk breakdown structure
Procurement Management

Purchase and acquire products/ Services/ results from outside the project team or organization
Authorize person for procurement: Project Team Member, Management, and Purchasing Dept.
Agreements Types: Contracts, Purchase Order (PO), Memoranda of Agreement (MOA), Service
Level Agreements (SLA): Internal / External
Contract Considerations:
1. Contract is usually not signed off by Project manager
2. Contract clearly defines the deliverables or result
3. Special attention to local, national and international laws/regulations.
4. Involve legal team for contact clause review.
Procurement Management Considerations
1. Procurement complexity
2. Physical Location
3. Governance and Regulatory Environment
4. Contractor Availability
Procurements for Agile/ Adaptive Environments
1. Specify sellers to share procurement risks
2. Master Service Agreement (MSA) for hybrid projects
3. In MSA, adaptive work is covered in separate appendix
Planning: Plan Procurement Management
Executing: Conduct Procurements
M&C: Control Procurements
Inputs T&T Outputs
PM Plan Expert Judgment Closed Procurements
1. Requirement Management Plan  Contracts 1. Formal Procurement Closure
2. Risk Management Plan management terms as per Procurement MP
3. Procurement Management Plan  Supply chain finance 2. Closure Conditions
4. Change Management Plan  Claims administration  No outstanding claims
5. Schedule Baseline  Laws, regulations and  No pending invoices
compliance  Final Payments are cleared
Project Documents Claims Administration
1. Assumption Log  Non-agreed contested
2. Lesson Learned Register & potential changes
3. Milestone List  Claims->Dispute-
4. Quality Reports >Appeals
5. Requirements Documentation  Alternative Dispute
6. Requirements Traceability Resolution (ADR)
Matrix committee
7. Risk Register  Negotiation
8. Stakeholder Register
Work Performance Data= Data Analysis
Seller Performance Completed 1. Performance Reviews
Activities + Payments Status 2. Earned Value Analysis
(EVA)
3. Trend Analysis
Procurement Documentation Inspection
1. Statement of Work  Contractor’s Work
2. Payment Information Review
3. Contract Work Performance  Technical Review
4. Technical details, drawings etc  Mutual understanding
on completed work
Approved Change Requests Audits
Work Performance Information
1. Procurement management plan
effectiveness
2. Seller performance
3. Cost incurred and acceptance
of payments
Procurement Document updates
1. Contacts
2. Contracts change requests
3. Technical & work performance
information
4. Warranties
5. Payment records
Change Requests
1. Change requests procurement
changes are raised in Control
Procurements process
2. Processed through Perform
Integrated Change Control
process
3. For corrective & preventive
actions
PM Plan Updates
1. Procurement MP
2. Risk MP
3. Schedule Baseline
4. Cost Baseline

Agreements Project Documents Updates

1. Lesson Learned Register
2. Resource Requirements
3. Requirement Traceability
Matrix
4. Risk Register
5. Stakeholder Register
EEF OPA updates
1. Contract change control system 1. Payment Schedule & Requests
2. Marketplace conditions 2. Seller Performance Evaluation
3. Financial accounting& accounts Documentation
 payable system 3. Prequalified Seller List Update
4. Code of ethics 4. Lesson Learned Repository
5. Procurement file
OPA
1. Policies regarding procurement
control and assignement
2. Procurement escalation
3. Procurement repositories
Stakeholder Management
Emerging Practices:
Co-Creation – Include effected stakeholder in the team as partner
Stakeholder Management for Agile/Adaptive Environments
Engage stakeholders directly
For higher satisfaction, client, user and developer exchange information in Co-Creative
environment.
Transparency in communication with stakeholders
Initiating: Identify Stakeholders
Planning: Plan Stakeholder Engagement
Executing: Manage Stakeholder Engagement
M&C: Monitor Stakeholder Engagement
Inputs T&T Outputs
PM Plan Data Analysis Work Performance Info
1. Resource MP 1. Alternative Analysis – 1. Status of work performance
2. Communication MP Deviation/Variance engagement
3. Stakeholder MP occurs -> remedy- 2. Stakeholder engagement
corrective action performance
2. Root cause analysis –
identify undesired
stakeholder state -
>use ishikawa diagram
3. Stakeholder analysis –
interest, rights,
ownership,
knowledge,
contribution
Project Documents Decision Making Change Requests
Issue Log 1. Multicriteria Decision 1. Processed through Perform
Lesson Learned Register analysis Integrated Change Control
Project Communications 2. Voting – unanimity, 2. For corrective & preventive
Risk Register majority, plurality actions with stakeholder
Stakeholder Register engagement level
Work Performance Data Data Representation PM Plan updates
=Stakeholder Support+Engagement
Level+ Engagement Types
EEF
1. Organizational culture &
governance framework
2. Personal administration policies
3. Stakeholder risk thresholds
4. Established communication
channels
5. Geographical distribution of
facilities & resources
OPA
1. Corporate policies for social
media, ethics & security
2. Corporate policy for data
management
3. Organization communication
requirement
4. Guidelines for information
storage & distribution
1. Grid – Power, Interest, 1. Resource MP
Influence, Impact 2. Communications MP
2. Stakeholder cube 3. Stakeholder Engagement Plan
3. Salience Model – 4. Cost Baseline
power, urgency,
legitimacy
4. Directions of influence
– upward, downward,
outward, sideward
5. Prioritization
Interpersonal & Team Skills Project Document updates
1. Active listening 1. Issue Log
2. Cultural awareness 2. Lesson Learned Register
3. Leadership 3. Risk Register
4. Networking 4. Stakeholder Register
5. Political awareness
Communication skills
1. Feedback
2. Presentation
Meetings
1. Workshops
2. Guided discussions
3. Facilitated meeting