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Project Management Control System

Implementation and Tools


Project Management Services, Inc.
Richard Fischer
Project Science Workshop November 2002
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Outline
Objective of Talk
Speakers Background
PMCS Overview
PMCS Software Tools
Conclusion
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Presentation Objective
The objective of this talk is to provide an overview of a
Project Management Control System (PMCS)
Discuss each major component of the PMCS and the
software tools available to help implement those
components
At the end of the talk:
I want you to have a sense of the magnitude of the task to
implement and operate a PMCS system for large complex
projects (~approx. 1%-2% of project budget)
And a list of the major software tools commonly used for Project
Management Control Systems
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Richard Fischers Background
Bachelors in Engineering Management
University of Texas at Austin
Masters in Business Management
M.I.T. Sloan School of Management
13 years of Project Management experience with large,
complex scientific research projects
Member of Project Management Institute, PMI
President of Triad Project Management Services, Inc.
Lead PMCS implementations for 5 major projects from,
$60 million to $500 million
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Large PMCS Implementations
GEM - $500 Million
LIGO - $292 Million
PEP II - $177 Million
Implementation
Administrative
Process Engineering
ICECUBE - $200 Million
APE $60 Million
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The PMCS Overview
Planning & Implementation Tracking & Reporting
Cost Estimated
Database
Customer
Project Cost Submitted for Approval
Government
Agency
Document
Control
Accounting
Database
Cost
Management
Database
Software
Schedule
Database
BCWS
ACWP
Subsystem
Managers
PMO
Project Personnel
BCWP
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Institutions
Grants
Division
Change
Control
Board
Budget
Reports
Project
Management
Office
Control
Account
Managers
Individual
Contributor
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PMCS Overview Description
The PMCS involves both software tools for
development of the project databases and the
processes and procedures needed to organize
and manage the project.
The PMCS will help management to:
determine project status
make a comparison of project status to the baseline plan
manage the change process
track Earned Value if required
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PMCS Component List
The Major Components of a PMCS are:
1. The Technical Document Database
2. The Detailed Cost Estimate Database
3. The Integrated Project Schedule Database
4. The Cost/Schedule Management Database
5. A Qualified Accounting System
6. The Change Control Board (CCB) Process
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The PMCS Overview
Planning & Implementation Tracking & Reporting
Cost Estimated
Database
Customer
Project Cost Submitted for Approval
Government
Agency
Document
Control
Accounting
Database
Cost
Management
Database
Software
Schedule
Database
BCWS
ACWP
Subsystem
Managers
PMO
Project Personnel
BCWP
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Institutions
Grants
Division
Change
Control
Board
Budget
Reports
Project
Management
Office
Control
Account
Managers
Individual
Contributor
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PMCS Component Description
The Technical Document Database
is the official repository for all specifications,
plans, procedures and technical interfaces;
is under Change Control Board (CCB)
authority to ensure that the current document
versions define the official work scope and
specifications of the project
is ideally available on-line to all collaborating
members of the project team.
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The PMCS Overview
Planning & Implementation Tracking & Reporting
Cost Estimated
Database
Customer
Project Cost Submitted for Approval
Government
Agency
Document
Control
Accounting
Database
Cost
Management
Database
Software
Schedule
Database
BCWS
ACWP
Subsystem
Managers
PMO
Project Personnel
BCWP
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Institutions
Grants
Division
Change
Control
Board
Budget
Reports
Project
Management
Office
Control
Account
Managers
Individual
Contributor
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PMCS Component Description
The Cost Estimate Database
is developed through using consistent
methodologies from the Cost Estimating Plan
is a detailed bottoms up cost estimate with all
cost elements related to the project WBS
is usually captured in a relational database
that can be easily exported to a Cost
Management Software for project tracking
and reporting.
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The PMCS Overview
Planning & Implementation Tracking & Reporting
Cost Estimated
Database
Customer
Project Cost Submitted for Approval
Government
Agency
Document
Control
Accounting
Database
Cost
Management
Database
Software
Schedule
Database
BCWS
ACWP
Subsystem
Managers
PMO
Project Personnel
BCWP
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p
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Institutions
Grants
Division
Change
Control
Board
Budget
Reports
Project
Management
Office
Control
Account
Managers
Individual
Contributor
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PMCS Component Description
The Integrated Project Schedule Database
Requires detailed development of an Integrated
Project Schedule (IPS) using a consistent, defined
methodology from the projects scheduling procedure
Uses scheduling software that meets critical path
method (CPM) standards
Should identify the project critical path and the near
critical paths
Defines the Level I, Level II and Level III project
milestones for tracking and reporting progress
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The PMCS Overview
Planning & Implementation Tracking & Reporting
Cost Estimated
Database
Customer
Project Cost Submitted for Approval
Government
Agency
Document
Control
Accounting
Database
Cost
Management
Database
Software
Schedule
Database
BCWS
ACWP
Subsystem
Managers
PMO
Project Personnel
BCWP
R
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p
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Institutions
Grants
Division
Change
Control
Board
Budget
Reports
Project
Management
Office
Control
Account
Managers
Individual
Contributor
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PMCS Component Description
The Cost Management Database
Imports the project Cost Estimate
Imports the Integrated Project Schedule
Can time phase the budget based on the project schedule
Can set multiple project baselines original, current, others
Can track approved budget and schedule changes from the
CCB in a CCB log
Imports schedule progress from the schedule software
Imports Project Accounting Costs; labor, OH, procurements,
ODCs
Generates reports to compare schedule and cost progress
against the Project Management Baseline
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The PMCS Overview
Planning & Implementation Tracking & Reporting
Cost Estimated
Database
Customer
Project Cost Submitted for Approval
Government
Agency
Document
Control
Accounting
Database
Cost
Management
Database
Software
Schedule
Database
BCWS
ACWP
Subsystem
Managers
PMO
Project Personnel
BCWP
R
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p
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Institutions
Grants
Division
Change
Control
Board
Budget
Reports
Project
Management
Office
Control
Account
Managers
Individual
Contributor
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PMCS Component Description
The Accounting System
needs to be able to export the project cost
data in an electronic format so that the Cost
Management Software of the PMCS can
import it monthly.
Note: there is no plan for discussion of accounting software.
Generally the project must live with whatever accounting system
that your institution has.
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The PMCS Overview
Planning & Implementation Tracking & Reporting
Cost Estimated
Database
Customer
Project Cost Submitted for Approval
Government
Agency
Document
Control
Accounting
Database
Cost
Management
Database
Software
Schedule
Database
BCWS
ACWP
Subsystem
Managers
PMO
Project Personnel
BCWP
R
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p
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&
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R
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p
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ta
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Institutions
Grants
Division
Change
Control
Board
Budget
Reports
Project
Management
Office
Control
Account
Managers
Individual
Contributor
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PMCS Component Description
The Change Control Board (CCB)
is the entity with the authority to approve
requested changes to technical work scope,
budgets, or schedules.
The Project has a defined CCB procedure for
the management to make change requests.
The CCB through the project management
must ensure consistency of change to all
three areas: cost, schedule and technical.
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The PMCS Overview
Planning & Implementation Tracking & Reporting
Cost Estimated
Database
Customer
Project Cost Submitted for Approval
Government
Agency
Document
Control
Accounting
Database
Schedule
Database
BCWS
ACWP
Subsystem
Managers
PMO
Project Personnel
BCWP
R
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p
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r
t
s
T
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&
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R
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ta
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Institutions
Grants
Division
Change
Control
Board
Cost
Management
Database
Software
Budget
Reports
Project
Management
Office
Control
Account
Managers
Individual
Contributor
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Software Tools
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Software Tools - Requirements
Many criteria will determine a projects
software requirements
Needs imposed by the project management or the
customer such as:
integrated critical path scheduling
earned value reporting
monthly or quarterly reporting
development of a project performance measurement
baseline
The size and complexity of the project
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Software Tools - Categories
The four categories we will overview today
Cost Estimating Software
Scheduling Software
Cost Management Software
Web-Based Project Collaboration Software
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Software Tools Cost Estimating
Below is a list of some commonly used Cost
Estimating tools. There are many others.
MS Excel - Microsoft
MS Access - Microsoft
WinEstimator - WinEstimator
Timberline Precision Timberline
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Cost Estimating Tools MS Excel
MS Excel
General Characteristics
Many people already know how
to use it.
Very flexible formatting for
reports.
Realistic limitations on size of
estimate and number of related
variables.
Difficult to control large numbers
of multiple linkages.
Difficult to consolidated data
from separate files.
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Cost Estimating Tools MS Access
MS Access
General Characteristics
Tools available to port to web.
Trained labor readily available.
Ability to import / export any file
format.
Relational Database.
Not as scalable as SQL Server or
Oracle.
Many person hours required to
develop an application and port it to
the web.
Reporting capability has to be
developed and is not very flexible.
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Cost Estimating Tools WinEstimator
WinEstimator
General Characteristics
Used mostly by the civil
construction industry
Web accessible
options for facilitating online
bidding and buying
Windows based program
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Cost Estimating Tools - Timberline
Timberline Precision Estimator
General Characteristics
Used mainly by the civil
construction industry.
Pre-developed databases for
civil construction.
User interface like spreadsheet
program.
Fairly flexible and proven track
record.
Limited reporting capability
unless using Crystal Reports.
No web capability
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Software Tools Scheduling
Below is a list of some commonly used
Scheduling tools
MS Project - Microsoft
SureTrak - Primavera
Open Plan 3.0 - Welcom
P3, P3e - Primavera
Project View - Artemis
I-Schedule Rational Concepts
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Project Scheduling Requirements
Considerations:
Planning just time or also resources?
Critical Path Method Schedule?
Resource Leveling?
Earned value analysis required?
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Scheduling Tools MS Project
MS Project
General Characteristics
Not expensive
Better at planning time than
resources
Suitable for very small
projects only
Not a CPM capable tool
Compatible with other office
applications
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Primavera
MS Project does NOT do CPM Scheduling
MS Project
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Scheduling Tools Primavera SureTrak
Primavera SureTrak
General Characteristics
Not expensive.
Meets CPM standards.
Can load cost and resource.
Compatible with P3.
Suitable for smaller projects
only.
Not client/server or web
capable
Requires training to run
effectively
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Scheduling Tools Welcom Open Plan 3.0
Open Plan (OP 3.0)
General Characteristics
Supports cost and resource
loading
Cost accounts and cost
categories are supported
Integrates with Cobra cost
management software
Multi-user capability with
flexible security rights
Custom report flexibility
Meets CPM standards
Runs on top of Oracle or
SQL
Integrates with Welcom
Home
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Scheduling Tools - Primavera Project Planner
Primavera Project Planner (P3)
General Characteristics
Uses a database that is very data
reliable and stable.
Primavera is stopping support for
P3 and moving it to P3e
Supports Cost and Resource
loading.
Cost Accounts and Cost
Categories are supported.
Limited client server capability.
Requires training to run
effectively.
No web capability.
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Primavera Project Planner
Enterprise (P3e)
General Characteristics
True client server technology
that runs on top of SQL
Server or Oracle.
Requires access to DBA for
administration of database.
New product not yet fully
developed. Next release this
November version 3.5
No built in import/export.
Limited built in reporting.
Have to use a report writer.
Limited Web tools available.
Supports Cost and Resource
loading.
Cost Accounts and Cost
Categories are supported.
Scheduling Tools P3E
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Scheduling Tools Artemis Project View
Project View
General Characteristics
Meets CPM standards
SQL based client/server
architecture
Applications interface is not
the most user friendly
Reports are not flexible
Application requires third
party add on programs to
enhance flexibility to project
needs
Will not integrate with other
outside company applications
and tools
Used primarily on mega-
aerospace defense projects
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Scheduling Tools I-Schedule
I-Schedule Rational Concepts
Built from ground up as a web
based scheduling system
Written in Java so it is platform
independent
Meets CPM standard
Newer company and product
so quality and support is less
known
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Software Tools Cost Management
Below is a list of some commonly used
Cost Management tools
Cobra - Welcom
MPM (Microframe Project Manager)
Earned Value Pack Microfusion/WinSight
Cost View - Artemis
I-Cost Rational Concepts
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Earned Value Requirements
Budgeted Cost of Work Scheduled (BCWS)
Budgeted Cost of Work Performed (BCWP)
Actual Cost of Work Performed (ACWP)
BCWS
Schedule Variance
BCWP
Cost Variance
ACWP
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Cost Management Tools
Cobra - Welcom
I-Cost - Rational Concepts
MPM Microframe Project Manager
Business Engine
Primavera Earned Value Pack
WinSight & Microfusion/Millennium
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Cost Management Tools - Cobra
Cobra - Welcom
General Characteristics
Multiple display options for
comparative viewing and
analysis on a single screen
Integration Wizard allows
breakdown structures,
resources and rates to be
loaded from the project
schedule
Integrates with other
scheduling software such as
P3 or P3e
Integrates with Welcoms web
based tool, Welcom Home
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Cost Management Tools I-Cost
I-Cost - Rational Concept
General Characteristics
Built from ground up as a
web based cost
management system
Written in Java so it is
platform independent
User-friendly reporting
Newer company and
products so quality and
support is less well known
An alternative option to
look at
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Cost Management Tools - Earned Value Pack
Earned Value Pack Primavera
Microfusion Millennium/ WinSight
General Characteristics
User friendly interface
Easily integrates with other
companies project management
tools
Not an integrated package
Flexible reporting prints in detailed
information or in summary form
Not used by a high percentage of
government people in the project
management industry
Flexible custom reporting options
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Cost Management Tools - MPM
MPM - Microframe Project
Manager
General Characteristics
Provides EV calculation and
reporting
WBS-based system
User defined report formats
Direct report interface with
MS Excel office program
Not as easy to integrated
with different scheduling
tools
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Software Tools Web Based
Web Based Project Collaborations Tools
These tools are new and evolving yearly
Welcom Home - Welcom
ViewPoint - Artemis
Proj-Net Rational Concept
e-Room
SiteScape
others
*Note: These programs are completely optional per the project requirements
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Software Tools Web Based
Compatibility with each companies
related cost and schedule software
User-friendly Web interface using only a
browser
Central point to collaborate, exchange
ideas, solve problems and share
information between project
management members
Projects can be accessible via the
Internet from anywhere in the world with
proper authorization
Security protocol allows for multiple
levels of permission
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Conclusions
PMCS Implementation; performance tracking and reporting can require
significant resources (1%-2% of budget)
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Conclusion
Benefit: A $250 million project over 5 years spends $1 million per week.
At 2% of budget a PMCS cost $20,000 per week. Avoiding a one month
schedule slip pays for the system.
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Conclusion
1. PMCS software is rapidly moving to the
web.
2. The three big companies, Welcom,
Artemis and Primavera are adding tools
to incorporate the Web.
3. Some new companies such as Rational
Concepts have built software from the
ground up for the Web.
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Contact
Richard Fischer
Triad Project Management Services, Inc.
3452 E. Foothill Boulevard, Suite 530
Pasadena, California 91107
(626) 793-7314 Phone
(626) 793-7432 Fax
RFischer@Triadpm.com
www.Triadpm.com