PMP Exam Prep Coaching Program

Transcription

1 PMP Exam Prep Coaching Program Project Management 1 Project Management Develop Project Charter Develop Project Management Plan Direct and Manage Project Work Monitor and Control Project Work Close Project or Phase 2 Vinai Prakash, PMCHAMP.COM 1

2 Your user wants to add a scope change to the project. What do you do in your project? Ask for extension of time to do the change Get the change approved Identify ways to save time in other areas to do this change within the same time Any other options? There are about 20 questions on this topic in the exam. 3 Process of reviewing all change requests, approving changes and managing changes to deliverables, organizational process assets, project documents and project management plan. A collection of formal, documented procedures, paperwork, tracking systems and approval levels for authorising changes ed from Project inception through to completion A major component of the phase of the Project, helping to reduce risk. Approved changes are incorporated into the revised baseline. 4 Vinai Prakash, PMCHAMP.COM 2

3 Approved changes are incorporated into the revised baseline. Implementing this process correctly, and continuously is the ULTIMATE RESPONSIBILITY OF THE PROJECT MANAGER Key Benefit: allows for documented changes within the project to be considered in an integrated fashion, reducing project risk, which often arises when changes are made without considerations to other project objectives or plans. 5 Configuration Management System: Helps to achieve an effective system Configuration management system is focused on the specification of both deliverables and processes while Change control is focused on identifying, documenting and controlling changes to project documents, deliverables or baselines. 6 Vinai Prakash, PMCHAMP.COM 3

4 Configuration Management: Version Control System for the Product of the Project. Change Management Plan documents how changes will be monitored & controlled. Configuration Management plan documents how configuration management will be performed. It defines those items that are configurable, those that require formal change control, and the process for controlling changes to such items. Change Management Plan: generic plan to guides the Project Manager in making change on the project that can impact the baselines. Configuration Management Plan: guides you in making changes which are specific to the Product Configuration. 7 Change management plan oversees how changes to the process should be done. Configuration management oversees how any change to the product should be done. 8 Vinai Prakash, PMCHAMP.COM 4

5 Configuration Management System: Configuration Identification Products and documents are labelled, accountability is maintained Configuration status accounting Status of proposed changes, Implementation Status of approved changes Configuration verification and audit Ensure composition of a project s configuration items is correct and changes are tracked properly 9 10 Vinai Prakash, PMCHAMP.COM 5

6 Inputs: Project Management Plan Work ance Reports Change Requests Preventive & corrective actions do not normally affect baselines, only the performance against the performance baselines. Enterprise environmental factors PMIS, Scheduling software, configuration management system or web interface to other online systems. 11 Inputs: Organizational process assets Change control procedures, approvals, authorizations, process measurement database. Project Files baselines, network diagrams, risk registers, planned response actions etc. Configuration Management Knowledge Base all versions and baselines of all official company standards, policies, procedures, and other project documents. 12 Vinai Prakash, PMCHAMP.COM 6

7 Tools & Techniques: Expert judgment Subject matter experts Consultants PMO Industry groups Stakeholders including customers or sponsor Meetings Board is responsible for meeting and reviewing the change requests and approving or rejecting them Change control tools To manage change requests, decisions, manual or automated tools may be used. 13 Outputs: Approved Change Requests Approved or Rejected Approved ones sent to Execution processes Change Log Rejected are updated in Change Request Log & Communicated back to the requester Project Management Plan Updates Project Documents Updates 14 Vinai Prakash, PMCHAMP.COM 7

8 System: Formal documented procedures Defines the steps by which project documents may be changed System includes: Tracking Required paperwork Approval levels Software 15 Board (CCB): A group of stakeholders, formed to review Change Requests to determine if analysis is warranted Approves or rejects project changes Includes the Project Manager, Sponsor, and Experts 16 Vinai Prakash, PMCHAMP.COM 8

9 Board: Responsible for approving or rejecting changes Powers and responsibilities well defined Authorized by key stakeholders 17 Who can authorize a change? Type of Change Change to project charter Change in the project direction impacting cost, quality, time etc Small changes that can be managed within project plan Approval Authority Person who approved the project charter Management Project Manager 18 Vinai Prakash, PMCHAMP.COM 9

10 All of the following are parts of an effective change control system except? A) Procedures B) Standards for reports C) Meetings D) Lessons Learned 19 If a change is requested by the customer: Evaluate and Assess the change- how is the change going to impact the project? Discuss with team members about the best way to handle the changes and check for alternatives (crash or fast track?) Also, try to determine what would be the implication of the change change in triple constraints balance? Inform customer about the implication of the changes If a customer still wants the changes, discuss with the management, sponsor and other stakeholders Based on their inputs, if the change is warranted, a change control will need to be formally opened, necessary approvals received and then the team can work on the required changes 20 Vinai Prakash, PMCHAMP.COM 10

11 If a problem arises in your project Evaluate and Assess the problem how is the problem going to impact the project? Discuss with team members about the best way to handle the problem and check for alternatives (crash or fast track?) Also, try to determine what would be the implication of the problem change in triple constraints balance? Try to refer to the planned remedies, if not, have a workaround If cannot be solved, Discuss with the management, sponsor and other stakeholders If still cannot be solved, Inform customer about the implication of the problem Based on customer s feedback, adjust triple constraints 21 When it comes to changes, the project manager s attention is BEST spent on: A) Making changes B) Tracking and recording changes C) Informing the sponsor of changes D) Preventing unnecessary changes 22 Vinai Prakash, PMCHAMP.COM 11

12 Your customer has been upset with you. You have just received a change from the customer that is very easy to do and does not impact the project schedule. What would you do FIRST? A) Making the change quickly. This is the time to win over the customer. B) Contact the project sponsor for information. C) Refuse the change and refer them to the change control board. D) Evaluate the other components of the triple constraint. 23 Thanks for watching this video! End of Management Change Control Next video is about Management Close Project or Phase 24 Vinai Prakash, PMCHAMP.COM 12