PROJECT EXECUTION AND CONTROL

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Module 1
Control Tools and Techniques
Week 2
PROJ6003 – PROJECT EXECUTION AND CONTROL
Ibrahim Abdallah
Ibrahim.abdallah@laureate.edu.au
Learning Facilitator
Master of Global Project Management
Today’s Schedule
Quick review of Project Management
Module 1 – What we’ll cover
Discussion from last class
Project Monitoring & Controlling
What is change & change management?
Perform Integrated Change Control (PMBOK)
Volunteers?
Assessment 1 Discussion?
A quick review of Project
Management, shall we?
Need
Problem
Find solution
Demand
Etc…
Results
Goals
Product/Service
Value
Etc…
“A temporary endeavor
undertaken to produce a unique
product, service or result”.
(PMBOK)
Initiating Planning Executing Closing
Monitoring & Controlling
A quick review of Project
Management, shall we?
Module 1
Change Control Tools & Techniques
What we’ll cover in this Module
▪ Review, approval and management of project changes.
▪ Validation and control of Project Scope.
▪ Control Schedule and Tools & techniques.
▪ Control Costs and Tools & techniques.
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Monitoring and Controlling Process Group
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• What is change in projects?
• How do you believe we manage them?
• What’s involved in the process?
From last class…
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• Track, review, and orchestrate the progress and performance of the project
• Identify any areas in which changes to the plan are required
• Initiate the corresponding changes.
• The key benefit of this Process Group is that project performance is measured
and analysed at regular intervals, appropriate events, or exception conditions to
identify variances from the project management plan.
It also involves:
• Evaluating changes and recommending corrective or preventive action in
anticipation of possible problems.
• Monitoring the ongoing project activities against the project management plan
and the project performance measurement baseline.
• Influencing the factors that could circumvent integrated change control or
configuration management so only approved changes are implemented.
Project Monitoring and Controlling
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What is Change?
• In reality the world is not so orderly, variances are common and changes do
occur. Change seems inevitable to many projects and may happen at any
stage during a project life cycle.
• Change deviates project implementation from what it has been planned.
• Change causes interrelated decision actions to move across all project phases
and project management knowledge areas.
• Change may affect scope, time, cost and quality of any project directly or
indirectly.
• For this reason, every project requires a systematic process to identify,
assess, implement and control change.
Let’s start with why we need to monitor the project…
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How is change
management related
with the success of the
project…
External drivers:
▪ Technological advances
▪ Demographic changes
▪ Socioeconomic pressures
Internal drivers:
▪ Client needs
▪ Costs
▪ Human resources
▪ Performance issues
Environmental factors affecting products and services
Drivers of Change
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Projects are all about change!
• Many processes produce change
requests as an output, so a good
Project Management Methodology
has a change management process
in place.
Project Information Flow Across
Various Processes
PMI, 2017, p. 27
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“Project management isn’t about blocking or embracing change, but about
controlling it in a way that benefits the business and brings the project
outcome closer to the goals of the business.”
• To effectively manage change, projects should:
• Ensure that when change occurs on projects, the end result still
aligns with financial performance and other business measures as
originally planned
• Identify change as necessary to ongoing project success
• Implement change at an effective pace
• Maintain the positive impact of a change
Managing Change
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(Wysocki, 2019, p. 290)
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Change Management
1. Management of Change
(Technical)
▪ Change risk analysis
▪ Review and approval
▪ Test and validate
▪ Implementation
▪ Post implementation review
▪ Document
2. Change Management Process
▪ Activity engaged leadership
▪ Communication
▪ Training and coaching
▪ Feedback and correct action
▪ Rewards and reinforcement
(Larson & Gray, 2011, p. 231)
It involves reporting, controlling, and recording changes to the
project baseline.
Most change management systems are designed to accomplish the
following:
1. Identify proposed changes.
2. List expected effects of proposed change(s) on schedule and
budget.
3. Review, evaluate, and approve or disapprove changes formally.
4. Negotiate and resolve conflicts of change, conditions, and cost.
5. Communicate changes to parties affected.
6. Assign responsibility for implementing change.
7. Adjust master schedule and budget.
8. Track all changes that are to be implemented.
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Change Management Cont’d
Perform Integrated Change Control
It is the process of reviewing all change requests; approving changes and managing
changes to deliverables, organisational process assets, project documents, and the
project management plan; and communicating the decisions.
Key benefits:
▪ Integrated perspective of
change’s impacts on the project
▪ Proper documentation
(tracking)
▪ Addresses overall risks to the
project which often arises from
changes
▪ Addresses responsibility
▪ Maintain line of communication
with Stakeholders and ensure
their engagement (knowledge
and support to changes)
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Perform Integrated Change Control –
Tools & Techniques
Gantt Charts
Excel Spread Sheets
Project Management Software
Change Management Software
Change Control Tools: Manual or automated tools that
facilitate the management of change by supporting change
management activities: identify, document, decide and
track changes.
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• Stakeholder analysis – Helps in communicating change by identifying,
prioritising and understanding stakeholder’s involvement, needs and
expectations.
Other Tools & Techniques to Manage Change
(Wysocki, 2019, p. 324)
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• Milestone trend charts – The trend chart
plots the difference between the planned
and estimated date of a project milestone at
each project report period. Can be
incorporated with CPI and SPI (using EVA,
as trend points on the chart).
Change Request Form
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Needs for
Change
• Expand, adjust, or reduce project/product scope
• Quality requirements
• Schedule or cost baselines
Change
Request
• Needs the collection and documentation of new requirements
• Go through the integrated change control process
• Requested by any stakeholder and documented
• Every change request needs to be approved by a responsible individual or CCB
Change
Actions
• Corrective action – realigns the performance with the project management plan
• Preventive action – ensures the future performance is aligned with the project management plan
• Defect repair – modifies a nonconforming product/product component
• Updates – changes to formally controlled documents to reflect modified or additional ideas or
content.
Project Management Plan Updates > Project Document Updates > Enterprise Environmental Factors
Updates > Organisational Process Assets Updates (PMI, 2017, p. 96)
Change Management – PMBOK®
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How Other Methodologies deal with Change?
Agile & Change management:
The Agile Project Management
erupts from uncertainty.
How does the agile approach
does that?
By dividing the project into
iterations/cycles and adding
feedback loops with
stakeholders/clients before moving
on to the next iteration. Thereby,
enabling changes to be requested,
evaluated and incorporated (or not)
between iterations
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How Other Methodologies deal with Change?
Extreme & Change management:
In extreme methodology, change is even more necessary for the project because it
helps the project in finding a solution.
Remember: we have unknown solutions and unknown goals in this type of project!
Changes are a way of finding the
solution for the uncertainty on the
project and create business value to
both the project and organisation.
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Recommended Videos about Change Management…

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Change Management vs
Configuration Management
What Is Change Management In
Project Management Terms?

What is Change Control?

Perform Integrated Change Control

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Volunteers?
For next week…
Summarise the Assessment case study & present to class next week!
In a group of 2-3 students
Prepare a PPT presentation (or alike)
Expected Outcomes:
• Start working with your assessment case study.
• Practice working in groups.
• Practice communication/presentation skills.
• Get to know each other for A2!
Group presentation
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 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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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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