Project Tracking and Scope Management
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Project tracking and scope management are essential to successfully completing projects on time and on budget. The presentation discusses tracking actual project hours and costs against estimates, conducting regular status reviews to identify variances, and taking corrective actions like adding resources or fast tracking tasks when needed. It emphasizes the importance of managing scope changes through a formal process to assess the impact on schedule and costs before approving changes. Tracking projects and controlling scope help project managers maintain control over the project baseline.
Project Tracking and Scope Management
- 1. Project Tracking and Scope Management Talha Siddiqui PMO Assistant My Affiliations
- 2. The intent of publishing this presentation would really aid those who just entered in to the world of Project Management and don’t grasp much concept on Monitoring and controlling software projects so my story telling style will help them understand better My though process: Planning is essential plans are useless so the only result of planning phase is strategy not project schedule
- 3. Let’s Say We Have a Project “XYZ”
- 4. And The Current Status is:
- 5. Requirements are clear. Client has signed-off the scope of work on User Stories and Wireframes Estimations shared with the client have been approved Project Plan is ready Client has given a go-ahead 5
- 6. Here are the Project’s Estimates
- 7. Cost Rs.20,000 Time 3 Weeks Man Hours 110 Hrs Resources 03
- 8. And here is the Project Plan
- 9. 9
- 10. Day 1 Now What?
- 11. Start Tracking your Project 11
- 12. Why Tracking Projects? Just because I have to complete this project in 20k within 3 weeks,110 hours and with 3 resources. 12
- 13. What data you required to track a Project? 13
- 14. • Actual Hours • Actual Cost Now, where do I get actual hours spent on my project? Do my resources record their working hours anywhere? 14
- 15. Yes, I have given access to my team on a Time tracking system i.e. Freckle where they actually logged their actual hours therefore, I can pick those hours from there 15
- 16. Ok, Let’s monitor project status what I have planned for Task 1 (planned hours) and what my team reported in actual 16
- 17. Using Status Reports for Project Tracking Should contains these sections • Where are we today? • Where we will be at the next report? • What is the Project’s budget position? • What items hinder project completion? • Total hours of project completion, hours spent so far and Hours remaining for project completion? 17
- 18. Status Review Meeting for Project Tracking When milestones are not being met ask these Questions from your team and take corrective actions • Where are the milestones not completed? • When will the work be done/ • Is an alternative action plan needed? • What is the date required to get the schedule back on time? 18
- 19. Oh no…. We are behind the schedule as we have spent lots of hours against what we have planned 19
- 20. Planned vs Actuals 20
- 21. 21
- 22. Its now time to take corrective actions and put efforts to bring the project schedule On Track What to do? 22
- 23. Lets add more resources so that we can catch up the plan 23
- 24. Techniques to Control Project • Fast Tracking look at activities that are normally done in sequence and assign them instead partially in parallel • Crashing Add more resources 24
- 25. Project is On-Track now (In terms of scope, time and cost) I have now updated my Project Schedule and everything looks good 25
- 26. Lets summarize what we have learned
- 27. 3 W’s and 1’H’s of Project Tracking What? When? How? Why? Through Project Your Project’s During Execution Performance reports Control against Resources Phase of the /Statuses the Baseline Project Variance Analysis Schedule Continuous Cost Meeting with Team Improvement Scope Providing feedback to your team
- 28. Project’s Tracking Loop • Project Schedule • Resource plan Plan • Cost • Scope of work • Correct deviations from plan • RE-PLAN as necessary Action Tracking Monitor • Project Status • Project’s Progress Loop Actual status against plan Compare • Schedule • Cost
- 29. 5 Step Model for Project Tracking Step 1 Monitor status of the Project Step 2 Analyze the Impact of Possible Variances Step 3 Act on the Problem as stated in previous Steps Step 4 Publish revisions to the plan(if necessary) Step 5 Inform PMO and your Team 29
- 30. Step 1 Monitor status of the Project • Project’s Review meeting with team members. • Team members submitting their time sheets/time tracking same as in our case like Freckle. Step 2 Analyze the Impact of possible Variances • Compare Plan to actual results looking for variances • As a Project Manager, You need to answer the following questions Are we ahead or behind schedule??? Are we over budget or under budget??? Are we using the team members' time wisely??? Are we getting the results that we expected??? 30
- 31. • Determine the root cause of the problem. Typically causes of problem would be poorly defined project objectives, poor estimates, scope changes and team members problems/conflicts. • Best practice is to prepare analysis/forecast report for future completion dates. Step 3 Act on the Problem as stated in previous Steps • Go back to your seat and open your project plan/schedule and make necessary adjustments to the schedule and solve the problem. • Start negotiating trade off-I mean to say adding time, additional resources, more money and resizing the scope of the project. 31
- 32. Step 4 Publish revisions to the plan (if not required then leave it) Publish the revisions to the plan(if necessary) • Since the plan is the document that the project relies on, its should be updated regularly. • Every minor changes create a need to publish a revised project plan Step 5 Inform PMO and your Team • During the controlling process, you need to inform management about the problem being encountered in the project also, you have to inform to your team members too 32
- 33. Client I have just review the application but my team suggested me to add 2 more features. Can you please add more features in it 33
- 34. PM Sir, It’s a change in scope as it was not a part of initial scope so Do send me the change by filling our change request form. I will get back to you once, I assess the change with my team 34
- 35. Managing Scope • Controlling and managing scope change is critical to the success of any project, as scope changes can significantly impact the cost, schedule, and quality of the entire effort. • The key to successful scope management is defining, communicating emerging requests throughout the project lifecycle 35
- 36. Managing Scope There are four strong reasons why scope management must be a top priority for the successful project manager: Cost: Scope change can affect work that has been already performed. This means rework costs for work that has already started or worse, been completed. Schedule: With each scope change, precious project resources are diverted to activities that were not identified in the original project scope, leading to pressure on the project schedule. Quality: When not analyzed thoroughly, scope changes lead to quick fixes that can affect product quality. Morale: Scope changes can cause a loss of control of the team’s planned work. Changing focus or direction to meet the change requests poorly impacts team morale.so always facilitate your team members as much as you can 36
- 37. PM Team-Here is the changes in the scope so figure it out how much time it takes to implement and its impact on original scope 37
- 38. PM to Client Sir, The change would take extra 25 days and cost 5k more. Please confirm if we can go for it 38
- 39. Client Am willing to Pay You can proceed 39
- 40. PM to Sponsor/PMO This is the scope change request Also, client is willing to pay us for the change Please Approve! 40
- 41. Sponsor/PMO to PM Approved! Please proceed 41
- 42. PM Team-Lets incorporate new requirement changes in original scope and let me revise the Project plan and project documents 42
- 43. PM to Client Your change request has been processed and here is the revised schedule 43
- 44. Scope Change Request Workflow Best practice is to maintain a Inform client that change will now be implement Client request you for a change change request log ask client to fill change request log Once you start changes to the scope, always revise your plan, PM assess change along with team documents, code. I mean members Software Configuration Management, Continuous Integration v1.0,1.1,1.2 Reject Changes Team informs PM on how long this change should take to implement PM mandate Team to implement change Is client PM inform client regarding the impact agree on of the changes(in terms of time, cost) change Is PMO/spo nsor agree Intimate client that change would be cater later
- 45. 3W’s and 1H’s of Project’s Scope Management Why? What? When? How? During Execution Through Change Project’s Control against Requirements Phase of the request process the freeze Project Project Reviews project's requirements/ Scope
- 46. Scope Creep? • define a series of small scope changes that are made to the project without scope- change management procedures being used. • Scope creep is one of the most common reasons projects run over budget and deliver late. Often done with the best intentions, changes to scope during a project are a negative event best avoided. What Causes Scope Creep? • Poor Requirements Analysis. • Not Involving Users Early Enough. • Underestimating the Complexity of the Project. • Lack of Change Control. 46
- 47. The latter a change is addressed, Higher the time and cost 47
- 48. Techniques for preventing scope from a change Proactive Change Identification: • Scope changes are waiting to happen • You should take an active role in identifying these changes with stakeholders by being proactive. Communicate Changes: • changes can be overlooked if they are not communicated in a timely way. People like to know what they are working on and to be kept informed of project decisions. Avoid Scope Creep: • Scope creep occurs when changes are allowed without proper impact analysis, and without reviewing schedule and cost implications. 48
- 49. Suggested Readings http://www.techrepublic.com/ 49
- 50. You will find this ebook on CCPM under my training folder 50
- 51. Thank You “If you have no plan, you can't possibly have control” 51
Editor's Notes
- #47: define a series of small scope changes that are made to the project without scope-change management procedures being used. With scope creep, a series of small changes—none of which appear to affect the project individually—can accumulate to have a significant overall impact on the project.
- #49: Scope creepThis is common with repetitive minor incremental adjustments, where the project budget and schedule are not kept in sync with the effort involved for the changes. In this scenario, there is no way to avoid a runaway project syndrome. Scope creep is a symptom of a process problem; the solution is to implement a process to track each change and control its implementation