Avoiding Common Project Management Mistakes
Learn about the common mistakes that lead projects to failure, such as poor stakeholder management, lack of clear deliverables, and rushed project initiation. Discover the importance of prioritizing organization, engaging key stakeholders, and empowering project managers for successful project outcomes.
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Presentation Transcript
How do we do it? Class 7 Free Powerpoint Templates Free Powerpoint Templates Free Powerpoint Templates Page 1
Why Projects go wrong? Failure to prioritize organization overall project load Sponsors & key stakeholders were encouraged to take a passive role on the project team On-going committees were set up to focus on the management process Team members were interrupted relentlessly Free Powerpoint Templates Free Powerpoint Templates 2 Page 2
A culture was created whereby project managers are expected to roll over and take it when substantive new deliverables are added A whole bunch of previously unnamed stake holders were added half-way through the project when most of the deliverables have begun to take shape and asked for their opinions on the project and its deliverables Project deliverables were described very vaguely Free Powerpoint Templates Free Powerpoint Templates 3 Page 3
Projects were rushed into getting them up and running Sponsors were never forced to stand behind their approvals with a formal sign-off Project managers had lots of responsibilities and deadlines, but no authority Free Powerpoint Templates Free Powerpoint Templates 4 Page 4
Project Management Process - Example Development Plan Development Plan 1 State of Requirement State of Requirement Call For Tender to Bidders Call For Tender to Bidders 2 Evaluation Negotiation Evaluation & Negotiation Contract Award Contract Award Project Execution Project Execution 3 Completion Handover Completion & Handover Project Close out Project Close out 4 Free Powerpoint Templates Free Powerpoint Templates 5 Page 5
Development Plan A plan of development of the overall picture of the field/ area, indicates the needs of each development phase by calculating the cost and return. Statement of Requirements Identify the clear definition of a new project's requirements, what the project would like to deliver but allowing sufficient flexibility to allow contractor to provide innovative and value for money proposals. It is also a document which is referred to constantly throughout the project to act as a benchmark for scoping the project. Free Powerpoint Templates Free Powerpoint Templates 6 Page 6
Call For Tender to Bidders (CFT) ITT (Invitation to Tender) A formal statement of requirements sent to bidders within approved bidder-list, inviting the submission of a formal proposal for completing a project. It should provide background information on the organization and identify the key areas that bidders need to address such as functionality and technical operating requirements. A schedule for the tendering process should also be included. Specification Completion Date Free Powerpoint Templates Free Powerpoint Templates 7 Page 7
At this stage, we should prepare: Contract Strategy Contract details preparing Estimate Budget Appoint Accounting people AFE Overall estimate schedule Project team forming up PEP Free Powerpoint Templates Free Powerpoint Templates 8 Page 8
Evaluation & Negotiation Technical and Commercial evaluation criteria/ scoring is done by Approved Technical/ Commercial evaluation team. The result is reported to Committee and Board of Director. Contract Award This stage includes approval process to get an official approval from Committee and Board of Director. Free Powerpoint Templates Free Powerpoint Templates 9 Page 9
Committee approval Board approval LOI issue Finalize contract Finalize Organization and Staffing process Free Powerpoint Templates Free Powerpoint Templates 10 Page 10
Project Execution This is the phase where everything is up and running. Examples of some necessary works to be done: Schedule, plan, deliverables, cost, report, risk, change, WBS, responsibility matrix, control, manpower plan, contract, meetings, materials management, CFME, MWS, CA, DMF, document control, back log, PTR, HAZOP Free Powerpoint Templates Free Powerpoint Templates 11 Page 11
PEP Project Execution Plan SOR Project description Implementation strategy Organization Mobilization Manpower plan Delegation of Authority & Responsibility Contracting strategy Engineering/ Procurement/ Fabrication/ Installation/ Commissioning/ Interface Management Free Powerpoint Templates Free Powerpoint Templates 12 Page 12
Planning & Schedule Control Cost Control Document and data Management Change Management Budgeting and Accounting Quality Managmeent Project Reporting and Review Plan Safety, Security, Health and Environmental Management Risk Management Insurance Lesson Learnt and Project Close out Free Powerpoint Templates Free Powerpoint Templates 13 Page 13
Completion & Handover At the end of the project, the deliverables or outcomes of the project have to be handover to client/user. Final documents, Vendor documents, and all other essential drawings are to be filed. Inspection on site by both parties is required; to accept the final works by client. Mechanical Completion Warrantee period counting Final Documents, Vendor Documents Final Acceptance Completion Bank Guarantee deduction Free Powerpoint Templates Free Powerpoint Templates 14 Page 14
Closing out Project Objectives: Final status report Final sign-off of the project; completion letter Project Evaluation report Ensuring that the project knowledge develop during the project is captured Materials management Reuse, stocks Close out report Free Powerpoint Templates Free Powerpoint Templates 15 Page 15
Project completion : Deliverables produced Timelines, cost effectiveness and quality of the deliverables All agreed and approved specifications of deliverables achieved Documents, plans, estimates, schedules, reports, and review information neatly filed and stored for future reference Plans showing relationship between ongoing process are available, agreed, and approved Free Powerpoint Templates Free Powerpoint Templates 16 Page 16
Project members and the organization know that the project has finished Your manager knows that you have completed a successful project Establish timeframe of evaluation Establish and agree objectives of evaluation Identify members of evaluation team and prepare for their information requirements Free Powerpoint Templates Free Powerpoint Templates 17 Page 17
Close out Report 1. Project Background 2. Key Data of the design 3. Project Scope 4. Execution of the work 5. Lesson Learnt for each phase 6. Cost Evolution and Analysis 7. Schedule comparison 8. Project Organization 9. Documentation Management System 10. Recommendation for future projects Free Powerpoint Templates Free Powerpoint Templates 18 Page 18
When life gives you 100 reasons to cry, show life that you have 1000 reasons to smile Free Powerpoint Templates Free Powerpoint Templates 19 Page 19
