Control Tools and Techniques

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Module 1
Control Tools and Techniques
Week 3
PROJ6003 – PROJECT EXECUTION AND CONTROL
Ibrahim Abdallah
Ibrahim.abdallah@laureate.edu.au
Learning Facilitator
Master of Global Project Management
Today’s Schedule
Module 1 – Continued
Review from last class
Validate & Control Scope
Control Schedule
Control Costs (brief overview of EVA)
Volunteers’ presentation
Discussion Activity with Case Study
Module 1
Change Control Tools & Techniques
A quick review from last class…
What are some of the steps involved
in conducting an Integrated Change
Control process?
Validate Scope
Validate Scope is the process of
formalising acceptance of the
completed project deliverables.
This process is performed periodically
throughout the project as needed.
The key benefits:
• Objectivity to the acceptance process
• Increases the probability of final product,
service, or result acceptance by validating each
deliverable.
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The process of monitoring
the status of the project
and product scope and
managing changes to the
scope baseline. The key
benefit of this process is
that it allows the scope
baseline to be maintained
throughout the project.
Control Scope
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• Variance Analysis:
• A technique for
determining the causes
and degree of
difference between the
scope baseline and
actual performance and
deciding if further action
is required.
Scope Control Technique
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• The process of monitoring the status of project activities to
update project progress and manage changes to the
schedule baseline to achieve the plan.
• The key benefit of this process is that it provides the means
to recognise deviation from the plan and take corrective
and preventive actions and, thus, minimise risk.
Control Schedule
Remember: Any change to baselines should go
through the Perform Integrated Change Control
process to be approved.
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Control Schedule – Tools & Techniques
Earned Value Analysis – SV & SPI
Iteration Burndown chart:

What-if Scenario
Resource Leveling or Resource Smoothing
Crashing – shorten schedule by adding resources
Fast-tracking – overlapping activities
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The process of
monitoring the
status of the project
to update the project
costs and managing
changes to the cost
baseline.
Control Costs
The key benefit of this process is that it provides the
means to recognise variance from the plan in order to
take corrective action and minimise risk. As a result,
the cost baseline is maintained throughout the
project.
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Control Costs – Tools and Techniques Planned value
Earned value
Actual cost
Schedule Variance =
EV-PV
Cost Variance = EV – AC
Schedule performance
index = EV/PV
Cost performance index =
EV/AC
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1. Earned Value Management (Technique) EVM is an objective
technique to measure the
project performance.
The underpinning notion is that
any amount of completed
project work creates value
of the project.
Using EVM, the current project
performance is measured by
comparing the EV against the
baseline or Planned Value
(PV).
Larson and Gray (2011, p. 459)
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Forecasting – Estimate At Completion
As the project progresses, the project team may develop a forecast for the estimate
at completion (EAC) that may differ from the budget at completion (BAC) based on
the project performance.
• Forecasting involves making projections of conditions and events in the project’s
future based on current performance information and other knowledge available at
the time of the forecast.
• Forecasts, thus, are generated and updated as a result of the work performance
data (which means, you will need to perform a EVA prior to forecast the project).
• There’s a range of EAC calculations that can be used to represent different risk
scenarios:
• If everything is bad, and BAC can no longer be achieved…
• If we had a hiccup in the project, but BAC can still be used for forecasting…
• If things are going well and estimations are indicating actual completion…
• When we need to calculate how much money is left to finish the project…
2. Trend Analysis (Technique)
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3. To-Complete Performance Index (Technique)
A measure of the cost
performance that is required to
be achieved with the remaining
resources in order to meet a
specified management goal.
This ratio measures the amount of
value each remaining dollar in the
budget must earn to stay within the
budget.
TCPI = Work remaining / Funds Remaining
TCPI = (BAC-EV)/(BAC-AC)
TCPI = (EAC-EV)/(EAC-AC)
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• Influencing the factors the create changes to the authorised cost baseline
• Ensuring all cost expenditures do not exceed the authorised funding
• Monitoring cost performance to isolate and understand variances from the
approved baseline
• Monitoring work performance against funds expended
• Preventing unauthorised changes to be included in cost reports and resource
usage
• Informing stakeholders of all approved changes and its associated costs
• Bringing cost overruns within acceptable limits
Control Costs Include:
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Case Study Volunteers’ presentation
& Group Discussion
Assessment Case Study:
The Case of IV Pumps in a Health Care
Centre
Now that we have seen some key information about the case study….
In groups, identify key issues with the project.
– Can these issues be solved with a change implementation? Justify.
– What would your group do to address one of these issues?
– Propose one change and justified based on the needs of the project and the
impact of your change proposal.
– What could be consequences/impact in other areas of the project of your
change proposal?
Groups will be invited to present their finding, at random.
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Group Discussion
Assessments Overview
Assessments Timeframes
Assessment Task Overview
Weight
Due Date
Assessment 1 – Change Management Plan
Integrated Change Report (Individual Assessment)
40%
End of Module 3
(Week 6)
Assessment 2 – Risk and Communication Management
Risk Management Report (Group Assessment)
40%
First Half of Module 5
(Week 9)
Assessment 3 – Project Status Reporting
Module 4-5 Discussion Forum (Individual Assessment)
20%
First Half of Module 6
(Week 11)
Total for Subject:
100%
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You will use it for all your Assessments…
Have you had a chance to read it for a discussion?
PROJ6003_Assessment Case Study_The Case of
IV Pumps in a Health Care Centre
Case Study
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Assessment 2 – Group Formation Reminder!!
To complete this assessment task, you must:
Form groups of three (3) people.
Groups will be formed by students themselves or assigned by the Learning Facilitator in
consultation with the students, if required.
Only in exceptional situation a different group size may be approved by the Learning
Facilitator.
The deadline for team formation is 11:59pm AEST/AEDT Friday end of Module 2 (Week
4) to be advised to the Learning Facilitator in class or via email.
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Assessment 1
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Assessment 1 – Task Summary
In 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 the
case 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 demonstrating
how the change would be requested for the given project.
The intention of this assessment is that you take a practical approach by considering
this 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.
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Assessment 1 – Key Requirements
The 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 and
justify 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 of
the project.
c) Propose and justify tools & techniques used to manage the change.
d) Explain what processes are involved in submitting your change request given the
scale of your change proposal and address responsibilities considering the stakeholders from
your case study.
e) Identify and discuss options (at least 2) to satisfy the proposed change and any risks
associated with each of these options.
f) Complete the Change Request Form (CRF) provided or one that is used from a workplace.
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▪ You are not supposed to
investigate the issues, but
rather propose 1 change!
▪ From this change, follow a
change management process
that makes sense to your
change proposal.
▪ Be specific!
Propose options to implement the change
What are the available options to
actually implement the change?
What are the risks associated with
each option?
Consider your change proposition
Discuss the scale of the change proposed before determining the best process to conduct
that specific change.
“All models are wrong… some are useful” George Box
Analyse the change & its impact on the project
What is the impact of the change in scope,
time, cost and quality?
What tools & techniques can help manage
the change?
Identify & Propose one change
Propose and explain the change (1 Change)
A few tips..
Change Request Form
Template
Do not fill out this part.
1. Cover Page:
• Student Name, Student ID, Lecturer, Date, Assessment
2. Executive Summary
3. Table of Contents
4. Introduction (Overview/Purpose)
5. Body of the Report (Headings)
• Follow overall paper themes/topics
6. Conclusion
7. References
8. Appendix (Change Request template here)
Assessment 1 Basic Structure
REPORT FORMAT!
HINT!
▪ Make it dynamic!
Use diagrams, tables,
illustrations..
Please refer to the Task Instructions for details on how to complete this task.
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Submission Instructions
Submit 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 your
submission, once your first item has been uploaded, click ‘Browse Your Computer’ to attach
your extra documents as an appendix. Then click Final Submit button.
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Any Questions or Concerns?
PROJ6003 – PROJECT EXECUTION AND CONTROL
Don’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 the
Ask the Facilitator Forum or at giovana.bruno@laureate.edu.au.

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