Basics of Security Project Management

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Key SPM Goals A B C D
Responsibilities & Surprise Free
Communication Understanding Role
Compatibility Implementation
through successful
Close!

Key Overall
1 2 3 4
Section Goals
Understanding PM Define basic Familiarity with key General overview of
Responsibilities Security Project project upcoming modules
Manager skill sets management terms in the SPM process

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 Learning Objectives
Review skills and attributes of good
security project managers.
Understand the “systems” view of project management
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and how it applies to physical protection system projects.
Discuss the unique attributes and diverse
nature of security projects.

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2 Analyze organizations using the structural,
human resources, political and symbolic
organizational frames.
Distinguish between project development
and product development.
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3
Explain differences among functional, matrix
and project organizational structures.
Understand the initiation, planning, execution,
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montoring and close-out phases of the project life
cycle.
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Discuss the importance of stakeholder and top management
commitment to project success.

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5
Definition of a Project

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What is a Project?

Activities over a specific period of time for the purpose of

achieving a defined goal.

• Has a specific “product” – a system

• Requires certain resources
• Includes defined start and completion dates
• Includes budget constraints

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Key Project Objectives

▪ Maintain required timing

▪ Meet expected project deliverables
▪ Schedule invoicing & payments
▪ Training & operation requirements

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What is Project Management?
AMAP: The ACTION of MANAGING the ACTIVITIES of PROJECTS
to successful completion through proven processes.

✓Scope of Work (SOW)

✓Specified time line (Gantt Charts)
✓Cost Schedule: Budget & Estimates

PROPER PROFESSIONAL PROJECT MANAGEMENT WILL PRODUCE

POSITIVE UNIQUE RESULTS

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The Project Management Quality Triangle

Scope Schedule
Quality

Cost

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 The Value of 08 01
Deliver
Project Management quality
Complete
projects more
07 projects from quickly and 02
“go”. Repeat. on budget.

Communicate Being more

▪ Improve schedule & financial management. & manage predictable.
▪ Increase efficiencies. expectations.
PMgmt
▪ Data, metrics & experience for better Value
decision making. 06 Wheel 03
▪ Improve work environment & team Manage future Improve planning &
experience. risk ahead of Initiation.
problems. Improving
planning &
Resolve initiation.
problems Proactive scope
management.
05 more quickly.

04

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✓ Delivers better results
✓ Reduces / manages costs
✓ Increase efficiencies
✓ Improves customer & stakeholder
satisfaction
✓ Teaches others
✓ Provides a competitive advantage

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The Role of the Project Manager
✓ Plan, direct, coordinate & implement project work.
✓ Monitors overall project & manages details.
✓ Communication leader.
✓ Problem solver.
✓ Responsible for financial success.
✓ Takes corrective action & closes project successfully.

=
Process Project
Solid Project implementation Manager
Management improvement Value

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Benefits of Project Management
✓ Defines clear expectations
✓ Provides faster execution
✓ Sets & manages priorities
✓ Improves customer satisfaction
✓ Manages scope & scope creep
✓ Decreases issues & delays
✓ Makes better decisions

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Process to Value
✓ Understand customer/stakeholder priorities.
✓ Identify project goals and objectives.
✓ Qualify: Cost of Time, Money & Effort
✓ Implement solutions efficiently.
✓ Maintain open communications.
✓ Document progress regularly.
✓ Close projects completely.

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Basic Security Project Planning Skills:

• Schedules • PO/contract requirements

• Resource allocation • Budget
• Internal • Submittals
• External • As built drawings
• Subcontractors
• Sign-off / approvals
• Site familiarity
• Permits & additional
insurance

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Successful Project
Successful Project

Attributes
▪ Clear statement of objectives
▪ Defined scope of work
▪ Time & scheduled managed
▪ No budget overruns
▪ System commissioned &
approved
▪ End users trained
▪ System up and running
▪ Project closed out

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Client’s Expectation of Security Project Managers

The ability to manage and coordinate:

▪ People & project resources ▪ Change orders
▪ Time & schedule ▪ Commissioning
▪ Financial ▪ Testing
▪ Completion of punch list items
▪ Risk ▪ Commissioning
▪ Scope of Work (SOW) ▪ Training & Turn-Over
▪ Communications ▪ Manuals, Warranty statements

To be the best: Project, Project, Project…

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Skills Needed as a Security Project Manager

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What is the most important criterion when an organization
chooses a project-selection model?

1. Organizational fit
2. Flexibility
3. Cost
4. Capability

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What is the most important criterion when an organization
chooses a project-selection model?

1. Organizational fit
2. Flexibility
3. Cost
4. Capability

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Network of Relationships
Top Project
Other management sponsors
organizations

Customers

Project Project Functional

managers managers
manager

Contractors
Government
agencies Administrative
support

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Commonly Traded
Organizational Currencies
Inspiration-related currencies
Vision Being involved in a task that has larger significance for the
unit, organization, customer, or society.
Excellence Having a chance to do important things really well.
Ethical correctness Doing what is “right” by a higher standard than efficiency.

Relationship-related currencies
Acceptance Providing closeness and friendship.
Personal support Giving personal and emotional backing.
Understanding Listening to others’ concerns and issues.

Personal-related currencies
Challenge/learning Sharing tasks that increase skills and abilities.
Ownership/involvement Letting others have ownership and influence.
Gratitude Expressing appreciation.

Source: Adapted from A. R. Cohen, and David L. Bradford, Influence without Authority
New York: John Wiley and sons, 1990). Reprinted by permission of John Wiley & Sons, Inc.

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Commonly Traded Organizational Currencies
Task-related currencies
Resources Lending or giving money, budget increases, personnel, etc.
Assistance Helping with existing projects or undertaking unwanted tasks.
Cooperation Giving task support, providing quicker response time, or aiding
implementation.
Information Providing organizational as well as technical knowledge.

Position-related currencies
Advancement Giving a task or assignment that can result in promotion.
Recognition Acknowledging effort, accomplishments, or abilities.
Visibility Providing a chance to be known by higher-ups or significant others
in the organization.
Network/contacts Providing opportunities for linking with others.

Source: Adapted from A. R. Cohen, and David L. Bradford, Influence without Authority
New York: John Wiley and sons, 1990). Reprinted by permission of John Wiley & Sons, Inc.

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Basic Security Project Management Duties
To insure the consistent completion of projects with:
✓ the highest positive impact for your company
✓ the greatest quality and financial integrity for your client
WILL REQUIRE the PM to:
• Participate during the Sales Process
• Establish core process/procedures in your Company
• Project Plan: imagine devices from furthest point in
• Establish uniformity & consistency with engineered drawings
• Have teams pre-fabricate to the “Nth” degree
• Communicate with & educate all project resources
• Plan ahead, review, analyze, re-align
• General understanding of building and fire codes

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Project Objectives – Key Points
✓Clearly understand scope requirements
✓Job site familiarity
✓Safety concerns, requirements
✓Environmental considerations
✓Quality control plan
✓Obtain required resources
✓Meet code requirements
✓Understand technologies to implement

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Application of Basic
Security Project Management Skills
Job Initiation, Planning & Familiarity:
• Job Kick-Off • Engineering Review
• Schedule creation • Procurement
• Resource allocation • Pre-Fabrication
• Scope Review • Site Familiarity
• Budget Review • Permits, certifications, etc.

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Application of Basic
Security Project Management Skills

Coordination, Review & Authorization, Risk Management:

• Coordination • Submittals
• PO/Contract Requirements • As Build Drawings
• Budget • Sign-Off / Approvals
• Risk Mitigation

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Security Project Management Life Cycle
Closing
• Closing
• Initiation
Monitoring Initiation
• Planning Security
Project
• Execution Lifecycle
• Monitoring
Execution Planning

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Project Time Curve

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Project Initiation
Identify stakeholders, project team
members & resources required. Recognize the required effort.

Identify potential risks,

vulnerabilities & threats relative to Confirm project goals & objectives.
success.

Review project scope, legal Confirm against expectations of

requirements, budget, stakeholders & written
expected time frames, etc. documentation.

Discuss & review project What is required for successful

closing expectations. signoff of completion & closing.

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Project Initiation: Activities & Deliverables
Authorization, justification,
expectations & governance

Discuss project overview,

Form the Project Team
objectives, scope, define
Involve Stakeholders
roles, id resources

Prepare preliminary
Develop assumptions,
schedule / review defined
major risks, action plans
budget

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Project Planning: Activities & Deliverables
1

5
Review / refine
scope
2

High-level project
Project Plan task list &
Review & milestones.
Approval

Detailed Budget Schedule detail

for Management development &
& Monitoring dependencies

4 3

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Project Planning: Essential Steps

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Project Execution Always be closing.

Monitor / Manage Issues & Change

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Execute against the Plan.
Realign as needed. 4
3
Coordinate Details &
Communicate
Daily
2
Activities &
Lead & Manage Deliverables
the Team. Establish
expectations.
1

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Project Monitoring & Control

Maintain written documentation Monitor project progress to plan

8 1
Realign & clearly define Initiate & communicate
expectations corrective actions
7 2

Change Orders & scope 6 3 Evaluate, document,

creep management execute scope change

5 4

Adjust & Manage Resource Delays & Obstacles

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Project Closing
Clearly define “close” &
completion up front
1

Complete & Walk through / turn over,

document punch list 2 3 receive written approval

Supply all required manuals, training, Close out internal

certificates. 4 5 requirements

Receive & release final 6

funds, insurances, etc.

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Keys to Successful Security
Project Management
▪ Leadership
Deliver
high-quality ▪ Resourcefulness
results
Deliver
Deliver
▪ Communication clarity
Project
on Time within ▪ Decision maker
Budget
▪ Detailed, coordinated plan
▪ Prioritize
▪ Monitor & realign
▪ Deliver excellence

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Project Initiation

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 Project Initiation

1 2 3 4

Understand the Identify Perspective: Project Plan

importance of the potential details & overall against
Initiation Stage Project Risks objectives required scope

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Initiation Objectives
Fence & Boundaries: Specific
Initiation: start, pre-plan 01 Project Goals 02

Clearly defined scope of work

03 Resource Identification 04

Understanding of Stakeholder
Timeline, phases, completion date
05 requirements 06

Definition of major project Definition of key project risks

deliverables 07 08

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Planning Objectives
Understand Project Scope & contract Define project deliverables, milestones
documents 01 & requirements for closing 02

Define project time lines & detailed Define & allocate project resources &
schedule. 03 requirements 04

Define project budget, management Identify key risks, issues and impacts.
process & tools 05 Establish escalation process. 06

Define project monitoring, tracking & Identify key risks and interdependencies
communications protocals 07 Analyze to define gaps 08

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Objectives and Deliverables
Objectives Deliverables

Project Definition Scope & Objectives Project Charter covering:

▪ Project timeframe /milestones
▪ Deliverables
▪ Project organization /
stakeholders
▪ Identify budget
▪ Identify key risks, issues and
interdependencies
▪ Define project monitoring & KPIs
▪ Identify scope, time, budget,
resource gaps
▪ Objectives
▪ Scope
▪ Milestones & deliverables
▪ Organization / stakeholders
▪ Budget approvals
▪ Resource allocation
▪ Schedule
▪ Assigned Project Manager
▪ Formal Approval to Proceed

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Project Management Knowledge Areas – Initiation

▪ Collect Requirements
Project ▪ Develop Project Charter ▪ Define Scope
Integration ▪ Develop Project Management Plan Project Scope ▪ Create WBS
Management ▪ Direct and Manage Project Execution Management ▪ Verify Project Scope
▪ Monitor and Control Project Work ▪ Control Project Scope
▪ Perform Integrated Change Control
▪ Close Project or Phase
Project Cost ▪ Estimate Costs
Management ▪ Determine Budget
▪ Define Activities ▪ Control Costs
Project Time ▪ Sequence Activities
Management ▪ Estimate Activity Resources
Project Quality ▪ Plan Quality
▪ Estimate Activity Durations
Management ▪ Perform Quality Assurance
▪ Develop Schedule
▪ Perform Quality Control
▪ Control Schedule

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Understanding the nature of projects
PM Knowledge: Initiation Processes

▪ Develop Human Resource Plan ▪ Plan Risk Management

Project Human ▪ Acquire Project Team Project Risk ▪ Identify Risks
Resources ▪ Develop Project Team Management ▪ Perform Qualitative Risk Analysis
Management ▪ Manage Project Team ▪ Perform Quantitative Risk Analysis
▪ Plan Risk Responses
▪ Monitor and Control Risks

▪ Plan Procurements ▪ Identify Stakeholders

Project ▪ Conduct Procurements Project
▪ Plan Communications
Procurement Communication
Management ▪ Administer Procurements Management ▪ Manage Communication
▪ Close Procurements ▪ Manage Stakeholder Expectations
Report Performance

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In which scope-management process are subject mater experts first used?

1. Scope planning
2. Scope definition
3. Initiation
4. Scope verification

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In which scope-management process are subject matter experts first used?

1. Scope planning
2. Scope definition
3. Initiation
4. Scope verification

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Project Definition
Triggers,
Goals and
Objectives
Comm Plan Scope and
and Deliverables
Assumptions

Project
Initiation

Budget & Vendors &

Spending Stakeholders
Constraints,
Risks and
Dependencies

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 Project Definition
Triggers

Triggers,
Goals and
Triggers help define project criticalities, priorities,
Objectives deadlines & impact on expected outcomes.
Comms Plan
and Scope and
Assumptions Deliverables o Responding to an existing problem
Project o Fulfilling strategic objective
Initiation
Budget & o Responding to a new or amended legislation,
Spending Vendors &
Stakeholders etc.
Constraints,
Risks and o End of life products during project execution
Dependencies
o AHJ approvals

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 Project Definition
Goals & Objectives

Triggers, Goals: high level statements.

Goals and
Objectives Provide context of purpose & alignment to business
Comms Plan
and Scope and objectives.
Assumptions Deliverables
▪ Customer
Project
Initiation ▪ Your Company
Budget &
Spending Vendors &
Stakeholders Objectives are lower level statements that describe the
Constraints,
Risks and
specific, tangible products and deliverables that the
Dependencies
project will deliver.

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Project Definition: Goals & Objectives

Triggers,
Goals and
Objectives
Comm Plan
✓ Goal statements are designed to be vague.
& Scope and
Assumptions Deliverables ✓ Objectives need to be well-worded to be
Project SMART:
Initiation Specific,
Budget &
Spending Vendors & Measurable,
Stakeholders
Attainable/Achievable,
Constraints,
Risks and Realistic and
Dependencies
Time-bound.

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Project Definition: Goals & Objectives
Triggers,
Goals and
Objectives
Comms Plan
and Scope and An example of a project goal is:
Assumptions Deliverables

Project To increase the overall satisfaction levels for

Initiation
Budget &
customer system administrator training.
Spending Vendors &
Stakeholders

Constraints,
Risks and
Dependencies

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Project Definition: Goals & Objectives

An example of an objective statement is:

Enhance the capabilities and skill level of the staff handling stakeholder interactions within a
period of three months on services and on how to track the status of stakeholder requests
aiming to increase the ratio of first time response to 75%.

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Project Definition
Scope ▪ Clearly defining project scope leads to SUCCESS.
▪ Project scope is about clearly articulating
Triggers, ▪ what is included in your project and more
Goals and
Objectives importantly
Comms Plan
and Scope and
▪ what is not included
Assumptions Deliverables
▪ Consider:
Project
Initiation ▪ Contract
Budget &
Vendors &
▪ RFP requirements / Bid Response
Spending
Stakeholders
▪ Issued for Construction Drawings, Specs, RFI
Constraints,
Risks and
Dependencies responses, etc.
▪ Manage to contract terms

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 Project Definition
Scope
▪ Scope changes require definition
Triggers,
Goals and ▪ A specific process
Objectives
▪ Are contractual
Comms Plan
and
Assumptions
Scope and
Deliverables
▪ Approval required prior to execution
▪ Fall under original contract terms & conditions
Project
Initiation ▪ May require line item pricing per original schedule of values
Budget & ▪ May include 3rd party i.e. subcontractors with separate contracts
Spending Vendors &
Stakeholders ▪ May increase bonding and insurance requirements
Constraints,
Risks and ▪ Increase risk
Dependencies

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Project Definition
Deliverables
✓ Once the goals / objectives and scope are defined, the project
Triggers, manager needs to clearly define the set of deliverables that the
Goals and project is expected to achieve.
Objectives
Comms Plan
and
Assumptions
Scope and ✓ Deliverables can be either Tangible or Intangible.
Deliverables
For example: a report, document or system upgrade are
Project considered tangible deliverables while deliverables such as
Initiation
“achieving recognition” or “building capability or human
Budget &
Spending Vendors & competence” are intangible.
Stakeholders

Constraints,
Risks and ✓ Deliverables must be achievable, so when defining a deliverable
Dependencies
you should ask yourself “can this actually be delivered?”

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Project Definition
Vendors & Stakeholders

Triggers,
Goals and When defining the security
Objectives project, if there is a need to Are entities that have an
procure services or products interest in a given project.
Comms Plan
and Scope and from a specific vendor, the
Assumptions Deliverables following shall be defined: May be inside or outside an
organization (Sponsor, Influencer,

Vendors

Stakeholders
Project etc.)
Type of capabilities
Initiation
required Stakeholders need to be updated
Budget & regularly on project progress
Spending Vendors &
Vendors that can provide the
Stakeholders
service or product that fulfill Find Stakeholders early in the
Constraints, the required capabilities process; Have your
Risks and communication plan ready.
Dependencies Vendors are engaged by
contractual agreements which are Ask them for assistance when
supported by SOW that clearly needed. Inform them about
define the role of the vendor project closure.

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 Project Definition
Constraints

Triggers,

1
Goals and
Objectives
Constraint: restriction or being compelled to avoid
Comms Plan performing some action.
and Scope and
Assumptions Deliverables

Project
Initiation 2 Include any limitations to project team’s ability to
completing the project successfully.
Budget &
Spending Vendors &
Stakeholders

Constraints,
Risks and
Dependencies
3 Typically constraints relate to resources, cost,
personnel, schedule, scope or quality.

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Project Definition
Constraints
Cost Maximum budget is $100,000.
Constraints What does this mean for the project?

Schedule Holidays, Vacation & Weekends.

Examples Constraints What does this mean for the project?

AHJ can only be available one day a week

Resource
Constraint for the project
What does this mean for the project?

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Project Definition
Stakeholders,
Risks Vendors,
Project
Parties
Triggers,
Goals and Scope &
Resources Objectives Deliverables
Scope and
Deliverables

Project Initiation

Budget &
Budget &
Spending Vendors &
Schedule
Stakeholders
Spending
Constraints,
Risks and
Dependencies
Constraints,
Risks &
Discrepancies

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From the point of initiation, why should assumptions be documented?

1. Assumptions limit the project team's options for decision making.

2. Assumptions might prove to be incorrect. The ability to identify
these assumptions allows for baseline adjustments in case of
project crisis.
3. Assumption analysis is a key technique of risk identification.
4. In case of schedule or budget overruns, the documentation of
assumptions provides an accountability trail.

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From the point of initiation, why should assumptions be documented?

1. Assumptions limit the project team's options for decision

making.
2. Assumptions might prove to be incorrect. The ability to identify
these assumptions allows for baseline adjustments in case of
project crisis.
3. Assumption analysis is a key technique of risk identification.
4. In case of schedule or budget overruns, the documentation of
assumptions provides an accountability trail.

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You have created the project charter but could not get it approved by
senior management. Your manager and his boss have asked you to
begin the project anyway. Which of the following actions is the best
thing to do?

1. Focus on other projects that have a signed charter.

2. Start work on critical path tasks.
3. Update your Project Risk Log.
4. Show your manager the impact of proceeding without approval.

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You have created the project charter but could not get it approved by
senior management. Your manager and his boss have asked you to
begin the project anyway. Which of the following actions is the best thing
to do?

1. Focus on other projects that have a signed charter.

2. Start work on critical path tasks.
3. Update your Project Risk Log.
4. Show your manager the impact of proceeding without approval.

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Project Definition
Dependencies & Schedule

▪ Security Project details include numerous

Triggers,
Goals and dependencies:
Objectives ▪ Prior to C, A & B must be completed
Comm Plan ▪ Identify dependencies upfront
and Scope and
Assumptions Deliverables ▪ Consider:
▪ Resources
Project
▪ Specific work details
Initiation
▪ Holidays
Budget &
Spending Vendors & ▪ 3rd party work
Stakeholders ▪ Overall schedule, your schedule within overall
Constraints, ▪ Risks: contractual, other schedules, costs, etc.
Risks and
Dependencies

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Project Definition
Budget & Spending
Triggers, ▪ Budget Definition
Goals and
Objectives ▪ Review your company’s bid / proposal response
Comms Plan
▪ Thoroughly review estimates leading to response
and Scope and ▪ Complete engineering review
Assumptions Deliverables
▪ Understand subcontracted portions of work
Project ▪ Determine budget management
Initiation ▪ Cadence of review
Budget & ▪ Invoicing dates you to customer; your subs to you
Vendors &
Spending
Stakeholders ▪ Budget change management
Constraints,
▪ % to complete
Risks and ▪ Customer:
Dependencies
▪ What information are you required to share?

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Project Definition
Communications Plan

Triggers,
Goals and
Objectives
Comms Plan
A well planned project has a well planned communication strategy.
and Scope and
Assumptions Deliverables
The following are some options when creating a Communication Plan:
Project o Initiation Meeting
Initiation o Project Kick-Off
Budget & o Status Reports
Spending Vendors &
Stakeholders

Constraints,
Risks and
Dependencies

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Project Initiation

Triggers,
Goals and
Objectives
Comm Plan
and Scope and
Assumptions Deliverables

Project
Initiation
Budget &
Spending Vendors &
Stakeholders

Constraints,
Risks and
Dependencies

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Keys to a Successful Security Project Initiation
Deliver
▪ Project Charter Defined
Product/Service
Description results ▪ Goals & Objectives
Appoint a Understood
Deliver Security
Project Project ▪ Project Scope Defined
Charter Manager ▪ Timeline Defined
▪ Assumptions & Constraints
Identified

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