Session W1 - Reliable Risk Quantification For Project Cost and Schedule

Copyright @ 2011. All rights reserved
Reliable Risk Quantification
For Project Cost and Schedule
(Workshop W1)
John K. Hollmann PE CCP CEP DRMP
Owner, Validation Estimating LLC
Project Controls Expo – 13th Oct 2015
Emirates Stadium, London

About the Speaker
John K. Hollmann PE CCP CEP DRMP
 Owner, Validation Estimating LLC since 2005; independent consultant
for process industry owner companies; 38 years diverse experience
 Lead author of AACE’s Total Cost Management Framework; a process
for the management of portfolios, programs & projects
 Led development of AACE’s Decision and Risk Management
Professional (DRMP) certification (hold certificate #001)
 Led IPA Inc’s Cost and Schedule Metrics program and project control
practices research from 1998-2005 (IPA is a benchmarking firm)
 AACE Fellow, Honorary Life Member, past Board member and Director
of Recommended Practices and recipient of their Award of Merit
 Registered Professional Engineer, Certified Cost Professional, Certified
Estimating Professional & Decision & Risk Management Professional
2

 Project cost overruns and delays are all too often the rule rather than
the exception.
 The consequences of overruns and delays can be devastating to
company profitability, not to speak of our profession’s lost credibility.
 Workshop attendees will first learn about the reality of cost and
schedule estimate inaccuracy & our failed cost/schedule risk analyses
 This will be followed by discussion of research on successful methods
and the demonstration of practical, realistic cost and schedule risk
quantification methods that anyone can apply without reliance on
complex software and consultants.
 The workshop includes several exercises in risk analysis and
contingency estimating.
Abstract
3

Agenda
 Risk Quantification within Risk Management; Setting the Context
 Terminology and Process
 State of Industry Cost & Schedule Risk Quantification: Facing Reality
 Common Risk Quantification Methods and Why They Fail
Break
 Principles of and Research on Best Practice in Risk Quantification
 Reliable Methods for Cost and Schedule Risk Quantification
 Communicating Risk Analysis & Contingency Estimating Outputs
Conclusions/Discussion
4

5
Terminology from AACE RP 10S-90
SCOPE
SCOPE
 The sum of all that is to be or has been invested in and delivered by
the performance of an activity or project… Generally limited to that
which is agreed to by the stakeholders in an activity or project. In
contracting and procurement practice, includes all that an
enterprise is contractually committed to perform or deliver
 Includes not only what, but how (i.e., the execution plan)
• “Scope” is widely misunderstood, but it is a critical term for all stakeholders to
understand in respect to your risk management and quantification.
• To Owners, Scope is the basic business premise of the project as understand by
the Business Sponsor (which can be summarized in a few bullet points)

6
RISK
 There are alternate definitions; do not assume that the other
party is using the same interpretation
 E.g., Risk = Threats is common in safety and insurance business
 For Projects, Risk = Uncertainty (threats + opportunities)
 At AACE; Risk = “an uncertain event or condition that could affect
a project objective or business goal”
 In Cost Engineering, our job is to quantify it all
ISSUES: Some define risks that have occurred as “issues” and removed them
from the Risk Register. As orphans, they do not get quantified. As we will see,
“issues” are the most significant source of uncertainty and must be given
priority in risk quantification.
RISK & UNCERTAINTY and ISSUES

Unknown-Unknown Speak
is for Philosophers Only
 Everything that is uncertain in projects can be identified and quantified
albeit not always very well. It has all happened before.
 Whether we address a risk or not depends on whether it “matters”.
What matters is what history tells us has mattered and what our
current analysis shows is reasonably likely to apply.
 While U-U phraseology is philosophically interesting its usage always
precedes the user disavowing responsibility for failure.
 Did you every ask yourself “what about the unknown-knowns?”
 This is the 4th horseman; the risks that matter most
 These are the known risks we choose to ignore (or at best label
them as “issues”; for example, “our risk methods are unreliable”)
7

8
 Contingency: An amount added to an estimate to allow for items, conditions,
or events for which the state, occurrence, or effect is uncertain and that
experience shows will likely result, in aggregate, in additional costs or time
(i.e., one number that is expected to be spent)
 Management Reserve: An amount added to an estimate to allow for
discretionary management purposes outside of the defined scope of the
project, as otherwise estimated.
 May include amounts that are within the defined scope, but for which
management does not want to fund as contingency or that cannot be
effectively managed using contingency
 Allowances: Resources included in estimates to cover the cost or time of
known but undefined requirements for an individual activity, work item,
account or sub-account (i.e., above-the-line)
 If it is not a specific, controllable item (i.e., can be progressed) or part of
one, then it is a form of hidden or above-the-line Contingency
HOW WE “ACCOUNT” FOR RISK

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 SCHEDULE CONTINGENCY: an amount of time added to the schedule
to mitigate (dampen/ buffer) the effects of risks identified or
associated with specific elements of the project schedule.
 Principles of schedule contingency are:
 must be visible in the schedule
 is time only and does not contain scope, resources or costs.
 is only established based upon an analysis of schedule risk.
 is NOT FLOAT (i.e. not Project Float nor Total Float)
 is NOT LAG/LEAD (relationship durations)
 is not hidden artificial lengthening of schedule activities
 is not the improper use of “preferential logic”
 is not a non-work period in the software calendar
 is not Management Reserve.
Terminology from AACE RP 70R-12
SCHEDULE CONTINGENCY

10
 ESCALATION: A provision in costs or prices for uncertain changes in
technical, economic and market conditions over time. Inflation (or
deflation) is a component of escalation
 Changes in price levels driven by economic conditions
 Can apply to a micro-economy (e.g., a region or industry) such as:
 Prevailing industry productivity and technology
 Prevailing Industry & regional markets (e.g., labor shortages)
 Includes, but differs from inflation which is monetary conditions
 Varies for different items, regions, procurement strategy, etc.
ESCALATION

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 ACCURACY RANGE: An expression of an estimate’s predicted
closeness to final actual costs or time. Typically expressed as
high/low percentages by which actual results will be over and under
the estimate along with the confidence interval these percentages
represent. See: Confidence Interval.
 Accuracy is about Communication
 It is a shorthand expression that we all use to communicate
uncertainty in a way that does not delve into probability
distributions that nobody will understand
 That does not free us to be vague in our communication
 Define reference point and confidence interval
ACCURACY

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 “Normal”
 Skewed
Source: Wikipedia
Pert(-2.5, 0, 5)
0.00
0.05
0.10
0.15
0.20
0.25
0.30
-3
-2
-1
0
1
2
3
4
5
6
10.0%80.0%
-1.352 2.333
Source: @Risk
This rarely reflects
actual/estimate
outcomes
This is more typical for
actual/estimate outcomes
(i.e., long tail on high side)
(but, near “normal” in log space)
If you repeat a project many times (or ran a simulation) and plot a histogram
of actual/estimate metric outcomes, you might get distributions like these
Confidence Interval
(e.g., “80%
confidence”)
% of projects
within a +/- range
Confidence Level
(e.g. “P90”)
% of outcomes less
than a value
Terminology
DISTRIBUTIONS & CONFIDENCE

13
The TCM Framework is the only industry RM process that explicitly addresses
QUANTITATIVE analysis as a primary step (recycles residual risks through Assessment)
The Risk Management Process
AACE INTERNATIONAL TCM 7.6
PLANNING ASSESSMENT TREATMENT CONTROL
QUANTITATIVE
QUALITATIVEREGISTER

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Qualitative Risk Analysis
 Purpose is to prioritize risks for Treatment
 Use a Risk Matrix (probability/impact matrix) to rate:
 Probability of risk occurrence
 Impact on each objective IF the risk occurs
 Ratings are “qualitative” in that narrative terms are used
like “high” and “low”
 The premise of the Expected Value quantification
method is probability x impact in consideration of risk
response and cost/schedule trading
 i.e., good screening is a precursor to quantification

15
Risk Matrix Example
 Impact Ratings
for Various
Objectives
 Risk Matrix
(including Probability
and Impact ratings)
Rating Cost Schedule Production
Very High >5% of budget >8 weeks >10% under goal
High 4-5% of budget 5-8 weeks 6-10% under goal
Medium 2-3% 2-4 weeks 3-5% under goal
Low 0.5-1% of budget 1-2 weeks 1-2% under goal
Very Low <0.5% of budget <1 week <1% under goal
Risks to Treat

Risk Identification/Risk Register
 Realistic risk quantification starts with Risk Identification and ends
with quantifying those risks using methods aligned with each risk type
 The primary deliverable resulting from Risk Identification workshops
and risk management tracking is the Risk Register
 Risk Categories that align risks with quantification methods:
 Systemic: overarching attributes of the project system: quantify
using empirically -based parametric model
 Project-Specific: risk conditions and events specific to project
scope: quantify using expected value methods with Monte-Carlo
 Escalation/Exchange: impacts of overall economy: quantify using
econometric models with Monte-Carlo
 The Risk Register should highlight which quantification type applies
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Typical Risk Register Content
Plus Quantification Type
 Risk Title: what is uncertain? Be as specific as possible (Issues are OK)
 Cause: what condition or event results in the uncertainty
 Source: internal or external (e.g., environment, regulatory, engr, etc.)
 Probability of Occurrence: qualitative ratings (e.g., VL, L, M, H, VH)
 Impact: qualitative ratings by objective (cost, sched, profit, reputation, etc)
 Overall Rating: combines probability and impact (e.g., P x I or other)
 Risk Owner: who leads planning for this risk’s treatment?
 Treatment Plan: how will this risk be “treated” (accept, transfer, etc.)?
 Status: how is the risk treatment plan going (is the risk changing?)
Add Risk Type for Quantification to the Above:
 Quantification: Systemic (S), Project-Specific (P), Escalation/Exchange (E)
Rules-of-Thumb for Quantification Type:
 If its not very “Specific” (who, what, when, where, how), it is likely Systemic
 General price trends are escalation, procurement practice driven are not
 If “issues” are not on your register, go get them—these are what matter!!

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Exercise 1
Risk Identification For Quantification
For each register risk entry below, classify as S, P or E
1. Archeological find at crossing adds delay until alternate location found
2. Loss of critical manpower cause delays in construction
3. Horizontal drilling problems result in changing to open cut plan
4. Labor rates increase more than anticipated in final years of construction
5. Wildlife protection requirements uncertain and may add delay and cost
6. Construction manager leave coincides with negotiation causing delay
7. Early start of detailed engineering results in late changes in model
8. Sole sourcing of the main reactor results in higher prices than estimated
9. Slow decision making results in delays to procurement and contracts

19
Risk Quantification is Mainly Performed at
Project Decision Gates
Class 5
Estimate
and Plan
Class 4
Estimate
and Plan
Class 3
Estimate
and Plan
Typical
Full Funds
Sanction
During Project
Execution
Assessment and Analysis
Project Life Cycle
Periodic, Key
Milestones or Major
Risk Events
Quantification
History History
Identify
Identify
Identify
Identify
Treat Treat
Quantification
Quantification
Treat/Control
Quantification

Agenda
 State of Industry Cost & Schedule Risk Quantification: Facing Reality
 Common Risk Quantification Methods and Why They Fail
Break
20

Empirical Accuracy Studies (2012)
 In 2012 I presented a meta-analysis of over 50 years of empirical cost
estimate accuracy research on large projects in the process industries1
 It showed how accuracy reality is dramatically different from expectations
and analyses; our “standards” and forecasts are nowhere near to reality
 Actual project cost accuracy ranges are about 3X the width of our risk
quantification outcomes
 This was confirmed by a concurrent study by IPA using their more
controlled database2
21
1 Hollmann J., “Estimating Accuracy: Dealing with Reality”, Cost Engineering Journal, Nov/Dec 2012.
2 Ogilvie, A, et. al. (IPA), ““Quantifying Estimate Accuracy and Precision for the Process Industries: A Review of Industry Data”,
Cost Engineering Journal, AACE International, Nov/Dec 2012.
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Predicted and Actual Accuracy Are Different
From: Hollmann, “Estimate Accuracy; Dealing
with Reality”, Cost Engineering Journal, AACE
International, Nov/Dec 2012.
Example of how to read the X scale, 1.5 = 50% overrun of the base estimate
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Another Way To Look At The Gap
80% Confidence Interval (p10 to p90)
23

Confirmation of the Gap By Phase
Accuracy Reality By Estimate Phase (IPA)
Lognormal Equivalents derived from Ogilvie, et al
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Means:
1.4
1.1
1.04
Note: the IPA FEL 2 (Class 4)
curve is similar to the
author’s study
It is reasonable to assume that IPA
client projects are better defined
than the industry population
24

Yet Another Example: AACE Range-of-Ranges
vs. Hydropower Project Study (Hollmann, et al, 2014)
Actual accuracy bandwidth
is wider than AACE RP 18R-
97’s widest range and
range is much more biased
(essentially never underrun
a Class 5 estimate)
25

Special Case 1: Small Project Costs
Tend to Underrun
 Small Project Systems (Plant Based) are dominated by punitive cultures with
undisciplined practice and biased, risk-loaded base estimates (padding)
 “when a project team sets a soft target, about half of the unneeded funds
are usually spent”….“about 70% of small projects underrun” (IPA “InSites”)
 I call this the “cresting wave syndrome”; Actual example of one year’s small
project portfolio from a plant-based project system:
Example Refinery Site: No
project overran by more than
10%
26

Special Case 2: Complex and Mega Project
Cost Outcomes Are Bimodal
 Mega and complex project cost growth is either similar to that of merely
large projects or it is in a class of its own--classic blowouts.
 Blowouts are characterized by a doubling or tripling of labor related costs
 Blowouts occur when PM and labor behavior transitions from an orderly
state where control is effective, to a disorderly or chaotic state where
traditional control fails and intervention is required to restore order.
 The “tipping point” occurs
when complexity combines
with systemic weakness (e.g.
weak systems and teams)
that is confronted with high
stress (e.g., risk events)
27

Industrial Execution Schedule Duration Slip
Is About 20% (e.g. 5 mos for a 24 month plan)
28
1 Merrow, E.(IPA), “Industrial Megaprojects”, Wiley 2007
2 CII “Project Definition Rating Index (PDRI)-Industrial”
20%
In my experience, it is rare to see explicit contingency included in a schedule.
What would you do with this information?
28

Trading Cost for Schedule
 There is a weak correlation between cost growth and
schedule slippage (proportionally less schedule slip)
 Projects often buy time to get the revenue stream going;
risk responses seek to save the “first product” milestone
 Trading of cost for schedule means schedule performance
may be merely mediocre (e.g., +20% slip) while costs are
blowing out (e.g., >50% overrun)
 Reliable risk quantification methods must address this
tradeoff explicitly
29 29

The Most Widely Used Method is a “Disaster”
Line Item Ranging (LIR) and Activity Ranging
 LIR Example
 Civil is $20,000 with +50/-30% high/low range
 …ditto for each line-item in the estimate (or activity in schedule)
 Apply triangular distribution to each and run Monte-Carlo
 Outcome: same every time (9% with +/- 4% at one std. dev1)
 Why is it not recommended?
 Empirical research shows that it fails2
 Risk drivers are not addressed (particularly systemic risks)
 Feeds management bias; gives them the 10% answer they want
 Good news; it works great if your project is well defined, has a strong
team and system, nothing ever changes, and no risk events occur!
30
1 Merrow, E.(IPA), “Industrial Megaprojects”, Wiley 2007
2 Juntima, G and S. Burroughs, “Exploring Techniques for Contingency Setting”, AACE International Transactions, 2004.
30

Hypotheses For Our Risk Quantification Failure
 Hypotheses for Risk Quantification Failure:
 Strategic misrepresentation/optimism bias; i.e., Dr. Bent Flyvbjerg
 Failure to use best practices; i.e., Edward Merrow (IPA)
 Failure to quantify our bias + practice failings (mine)
 Consequence
 Our failings are now institutionalized
 E.g. mining industry funds at p80 as a norm; they do this not
because they are risk averse, but because our p50s are absurd
 i.e., true p80 will kill most mining projects even in good times
 An ethical dilemma for our profession
 This is a story of unknown knowns; i.e., willful ignorance
31
31

BREAK
32

Agenda
Break
 Principles of and Research on Best Practice in Risk Quantification
33

Principles of Risk Quantification Methods
1) Explicitly Link Risks to Impacts
AACE International identified these principles in RP 40R-08
 Meet client objectives, expectations and requirements
 Part of and facilitates an effective decision or risk management process (TCM)
 Fit-for-Use
 Starts with identifying the risk drivers with input from all appropriate parties
 Methods clearly link risk drivers and cost/schedule outcomes
 Avoids iatrogenic (self-inflicted) risks
 Employs empiricism
 Employs experience/competency
 Provides probabilistic estimating results in a way the supports effective
decision making and risk management
34

2) Empirical Research Must Be A Basis
 Recap: we have reviewed the “reality” of large and small
project cost overruns and schedule slip
 Revelation 1: we know what causes these outcomes
 Revelation 2: we have ways to link cause to impact
 Foundational research on causes and link to impacts:
 John Hackney: 1965
 Rand (later IPA): 1981 (cost) and 1986 (schedule)
 These studies are why we all have Phase-Gate systems
Hackney, J., “Control and Management of Capital Projects, 1st ed ition1965; 2nd Edition, AACE International, 1997
Merrow, E. et al., “Understanding Cost Growth and Performance Shortfalls in Pioneer Process Plants”, Rand Corporation, 1981
Myers, C. et al., “Understanding Process Plant Schedule Slippage and Startup Costs”, Rand Corporation, 1986
35

36
These Studies Conclusively Linked Cost Growth
With the Level of Project Scope Definition
CostGrowth(more)
Definition (worse )
John Hackney (1965) Rand (1981)
Definition (worse )
CostGrowth(more)

 Statistics describe data and draw useful conclusions from it. Inferential
statistics is what allows us to draw conclusions (inferences). There are
two practical inferential methods:
 Regression of empirical data (Multiple Linear Regression or MLR)
 Monte Carlo Simulation (MCS) of theoretical data
 MLR models are inherently “realistic” being based on actual data
 MLR identifies correlations between the dependent variable (e.g.,
cost growth) and independent variables (risk drivers); the
relationships are highly conjectural; not amenable to guessing
 MCS uses a model based on assumptions about how risks relate to
outcomes; it is “realistic” if the assumptions have little conjecture
 LIR models fail both conditions (no links and total conjecture) and
has unfortunately given MCS a bad name with many
3) Methods Must Be Probabilistic
37

Regression (MLR) Models
(i.e., Parametric Models)
 MLR or parametric models result in relationships such as the following:
 Y (the mean prediction) = constant + a*X1 + b*X2 + c*X3 + etc.
 For our use, Y is cost growth or schedule slip, and X are risks such as:
 Cost Growth (est/act) = 1.076 - 0.059*Complex
 MLR and data have properties that allow us to generate distributions
 Most do not have data with which to perform MLR but Good News!
 Systemic risks that drive outcomes are known and fairly universal
 The research has been done for you!
 Independent Project Analysis Inc. (IPA) and the Construction Industry
Institute (CII) are the 800 lb. gorillas of data collection and research.
 Both are progeny of the Hackney/Rand foundations
 The fundamentals are publically available for our use
38

Regression (MLR) Model
Research Findings
 Research has found these risk drivers (“systemic risks” per AACE):
 The level of Scope Definition upon which the estimate is based
 Process system attributes
 Technology (e.g., never before applied in industry)
 Complexity (e.g., number of continuous block steps)
 Severity (solids, corrosiveness, etc)
 Organizational/Methodological system attributes and practices
 Team Development/Building
 Project Control practices (incl quality of estimating/scheduling)
 Execution Planning and Scheduling practices
 Bias in culture and estimating and scheduling practice
39

Monte Carlo Simulation (MCS)
Model Development
 Same model form as MLR, only assumed; for example
 e.g., Cost Growth = constant + coefficient*(Complexity)
 With MLR we would gather actual data of growth and complexity;
however, in MCS we have no data, only uncertain assumptions
 The best we can do is make educated guesses as to the constant and
coefficient, perhaps based on gathering opinion from experts.
 We can capture their range of opinion in probability distributions
(PDFs) such as Triangular or Pert (easy to use with 3-point basis)
 By replacing the parameters with distributions, we derive a model that
we think will represent how our pseudo population behavior:
 Cost Growth = (PDF of constant) + (PDF of coefficient) * (Complexity)
 If the variables are not independent, we must specify their correlation
40

Model Simulation
 The MCS routine will randomly sample from the distributions
that we defined for the uncertain risk parameters
 Using the sampling draw, MCS will calculate a predicted cost
growth for the entered Complexity ratings in our example
 MCS will repeat this sampling and calculation of pseudo
observations thousands of times (iterations) just as if we were
gathering historical data from a real population of projects.
 It captures each of these thousands of observations and from
that dataset of outcomes it generates a distribution of possible
outcomes.
41

Model Applicability
 Again, MCS models are purely theoretical so it can only be relied on if
the assumptions are rational with a minimum of conjecture!
 The only risks for which that is true are Project-Specific risks such as:
 Soil conditions, Weather conditions, Logistics delays, etc.
 These are primarily conditions uncertainty and risk events
 These risks can be modeled using Expected Value methods
 Probability x Impact (input as 3-point distributions)
 Well facilitated teams are pretty good at estimating P & I ranges
42

Econometric Modeling
for Escalation/Exchange
 There is another type of systemic risk, but in this case the system is the
external economy which affects resource pricing and availability
 As with systemic risk, the economy (price levels and currency
valuation) are modeled using historical data; we call this econometric
modeling. We must call in the experts for this; economists
 Escalation is changes in price level over time driven by the over-
arching economy (can be a regional or industrial economy)
 This can include changes in prevailing technologies, skills, and so
(i.e., prevailing shortages of skilled labor raise wage levels)
 Escalation includes but is more than Inflation which is driven by
monetary policy (printing money; e.g., quantitative easing)
 Escalation and exchange rate are somewhat related (weak currencies
may result from inflation) but not purely so
43

Escalation Can Be A Major Risk;
It Depends Where You Are in the Price Chain
 Inflation (CPI) vs. Contractor Escalation (CEPCI) vs. Owner Escalation (IHS DCCI)
US Consumer Price Index (CPI); an inflation
measure used by many companies. Given
that almost none of the items in the CPI
basket are items that go into a capital project
makes this choice a particularly poor choice
(Ref: US Bureau of Labor Statistics)
Chemical Engineering Plant Cost Index
(CEPCI): this uses USBLS input cost data for
items that go into a chemical plant project,
but it reflects cost to a contractor (e.g.,
wages), not the price an owner must pay for
services (e.g., bid price).
IHS Downstream Capital Costs Index (DCCI):
this is based on the actual sell price that IHS
owner clients actually experienced for
downstream process plant projects. For
owners in this industry, this is “escalation”.
44

Escalation/Exchange
Risk Quantification Methods
 The Economists provide us with forecasts of prices and exchange rates
usually represented as indices
 With an index, a year is chosen as the base (e.g., 2000 = 1.00). The
price level in later time periods is represented by a relative index (e.g.,
2010 = 1.30 or 30% increase in price since 2000)
 The indices are for specific categories of cost items such as
 steel, pipe (CS vs alloy), process equipment or wages
 The economist’s model items will not match our estimates so we have
to create weighted indices from economist inputs; i.e., recipes
 e.g., fabricated piping includes pipe, fittings and shop labor
 The economists model items do not cover some of our items/markets
so we may need to create proxy indices
45

Escalation/Exchange Methods
Must Be Probabilistic
 As was seen, escalation/exchange can be highly uncertain and volatile
 e.g., the 2003-2009 “super cycle” in commodities and subsequent
collapse and the current instability in exchange rates/devaluations
 Therefore, escalation/exchange models must also be probabilistic
 This can be done by applying MCS to a traditional escalation estimate
model wherein the following are treated as distributions:
 Schedule duration (use output distribution from model)
 Contingency costs (use output distribution from model)
 Price levels and exchange rates (has a time series aspect)
 Cash flow spend pattern (front or back end loaded)
46

Principles and Research Summary
 We covered the core risk quantification method principles:
 Must be Risk Driven, Use Empiricism and Probabilistic
 The foundational empirical models were shared
 We covered the two practical inferential modeling methods
 MLR (Parametric) and MCS
 We covered how different risk types align with the modeling methods
 Systemic Risks: MLR (Parametric)
 Project-Specific Risks: MCS (Expected Value)
 Escalation/Exchange: MLR (for indices by economists) then MCS
(for application by us)
 Next, we will put these principles and research into practical models
47

Agenda
Break
 Reliable Methods for Cost and Schedule Risk Quantification
48

What Risk Quantification Methods Are
Recommended By AACE?
 From 2007 to 2013, AACE International developed a suite of
Decision & Risk Management (DRM) Recommended Practices
 First RP covered risk quantification “principles” (40R-08)
 This was followed by a development of a Decision and Risk
Management Professional certification program (DRMP)
 The following slides outline the RPs that form the technical
foundation of the DRMP Body of Knowledge
 RPs are how-to guidelines for methods that a general
consensus of experts agree can be efficacious
 If a method does not accord with principles, it is not
recommended (e.g., LIR)
49

AACE International Risk Management
Recommend Practices
 Decision and Risk Management in TCM
 TCM 3.3: Investment Decision Making
 TCM 7.6: Risk Management
 Risk Management Processes in TCM 7.6
 72R-12: Risk Management Planning
 62R-11: Risk Assessment
 63R-11: Risk Treatment
 67R-11: Contract Risk Allocation
 Risk Quantification Principles
 71R-12: Skills and Knowledge of a Decision and Risk Management Professional
 10S-90: Terminology (including Risk terms)
 40R-08: Contingency Estimating-General Principles
 66R-11: Selecting Probability Distribution Functions for Cost & Schedule Risk Simulation
 Risk Control
 70R-12: Schedule Contingency Management
50
50

 Project-Specific Risks
 44R-08: Risk Analysis and Contingency Determination Using Expected Value
 57R-09: Integrated Cost & Schedule Risk Analysis Using Monte Carlo Simulation of a CPM Model
 64R-11: CPM Schedule Risk Modeling and Analysis: Special Considerations
 65R-11: Integrated Cost & Schedule Risk Analysis & Contingency Determination w/Expected Value
 Systemic Risk:
 42R-08: Risk Analysis and Contingency Determination Using Parametric Estimating
 43R-08: Example Models as Applied for the Process Industries
 Includes functional Excel-based John Hackney and Rand cost and schedule models
 18R-97: Cost Estimate Classification for Process (also see Mining, Hydro and Commercial versions)
 27R-03: Schedule Classification System
 Escalation Risk:
 58R-10: Escalation Principles and Methods Using Indices
 68R-11: Escalation Estimating Using Indices and Monte Carlo Simulation
51
AACE International Risk Quantification
Recommend Practices
51

What is a Good
Risk Quantification Method?
 One that works: investment decision makers depend on the reliability
of our analysis to give confidence and contribute to success.
 Explicitly link risk to impact, empiricism, probabilistic
 Risk analysis is the only field I know where it has not mattered if
our methods actually work. We need to change that.
 Generally applicable: works for all projects in a company’s capital
portfolio; simple and complex, large and small, conceptual or detailed,
good or bad quality estimates and schedules, and so on.
 Simple: Per Occam’s Razor, as simple as possible but not too simple;
one should not be dependent on consultants other than from a “cold
eyes” point of view (i.e., the outside view to counter bias)
52

What Risk Quantification Methods
Pass My Test?
 What methods meet my criteria and align with AACE’s first principles?
 Parametric Modeling for Systemic Risks (42R-08)
 Expected Value with MCS for Project-Specific Risks (65R-11)
 Escalation Using Capex Market Adjusted Indices and MCS (68R-11)
 Start with systemic risk, then project-specific, then escalation,
accumulating their impacts along the way. This yields a “universal”
capex outcome distribution to support decision analysis NPV models
 For programs, these methods can be applied in an “integrative analysis”
pass to quantify risks that are unique from a holistic view
 Finally, the methods explicitly address the impact of complexity; i.e.,
they can model non-linear or chaotic behavior which results in bi-modal
outcomes (i.e., potential blowout prediction.)
53

What About CPM Model Based MCS?
 I find that it is neither generally applicable or simple
 A main concern is that it requires a high quality schedule that is
simply not available when needed . An IPA study showed that only
13 percent of projects had a quality schedule1.
 Risk responses with cost/schedule trading often involve changing
logic to preserve the completion milestone; that requires
complicated conditional branching in CPM
 Knock-on effects on productivity from delays are difficult to model
in a CPM model, but intuitively simple with expected value
 That said, I strongly recommend the cost-loaded, risk driven CPM
method for building quality, robust, risk tolerant schedules (a risk
treatment tool as opposed to risk quantification)
54
1. Griffith, Andrew, “Scheduling Practices and Project Success”, Cost Engineering Journal, AACE International, 2006.

Project Control
Investment Decision Making Financial Control
Risk Quantification
ComplexityLens
Reserve
Risks?
Parametric
Model
Expected
Value or CPM
Systemic Risks
Project-Specific Risks Update Risks
Budget
Reserve
Yes
Market Info & Indices
Decision
Analysis/
NPV
Budget
Contingency
Budget
Escalation/
Exchange
Systemic + Project-Specific
Systemic
Escalation/
Exchange
No
Budget
Program
Reserve
Program
Analysis (if
applicable)
Universal
Interaction Risks
Capex and Completion Date
Portfolio/
Capital
Budgeting
Economy &
Markets
Project
System
Project Risk
Register
RiskPolicy/Attitude
Decision Policy
Risk Data
Risk Learnings
Historical
Data
Analysis
Other
Projects In
Program
Other
Projects/
Programs
In Portfolio
Management-By-Cashflow Risk
Actual Data
 This process flow shows
the stepped application of
fit-for-use methods that
best apply to the risk types
(systemic to project-
specific to escalation)
 The “complexity lens” is a
filter to watch for a pattern
of risks associated with the
chaos tipping point
 The outcomes align with
methods of accounting for
risks for control and for use
in decision analysis
A Build-up
Approach
55

ComplexityLens
Input
Input
Program
Systemic Risk
Assessment
Commonalities
and Interaction
Risks
Project Risk
Registers
Project
Systemic
Risk Ratings
System?
Program
Input
Specific
Program
Reserves
General
Program
Reserves
Mitigations?
Interventions?
YES NO
At a Program Level Look For and Quantify
Commonalities and Interactions
 At the program level, the
emphasis is on assessing
commonalities and
interactions, recognizing
the added complexity
 Generally, a program will
benefit from having its own
risk funding to deal with
interaction risks and to
assure that the enterprise
is prepared to intervene in
projects if warranted
56

Getting Started:
Know Your Scope
 The dominant risk drivers are typically systemic—these are attributes of
your project system. Key systemic risks include:
 Level of scope definition at sanction
 Level of technology and process and execution complexity
 Most CPI companies use phase-gate processes to manage scope
development
 Rate your project scope definition using
 CII’s Project Definition Rating Index (PDRI)
 IPA’s Front End Loading Index (FEL)
 AACE’s Estimate Classifications (Class)
57

Getting Started:
Know Your Base Estimate and Biases
 An estimate is not a number but starts there; i.e., it’s the base
 The base estimate excludes contingency and escalation
 Start with a documented base estimate strategy;
 what does the base represent in terms of bias?
 Is your goal predictability (conservative; e.g., historical norms) or
competitiveness (aggressive: e.g., target costing)
 Every estimate is biased low or high
 Small projects often conservative; less contingency
 Large projects often aggressive; more contingency
 “Estimate Validation” exposes the bias
 Estimate quality effects range but not necessarily bias
58

Parametric Modeling for
Systemic Risks (RP 42R-08)
 The difficult part of parametric modeling is creating the model
 see next slide for a simple cost model for typical process plants
 see the IPA execution schedule duration vs. FEL Figure for duration
 Application involves three steps:
 Interview team leaders and rate the risk driver parameters
 Determine bias using estimate and schedule validation
 Entering the risk ratings in the model
 The outcome is the mean cost growth and schedule slip as a percent of
the base with a distribution derivation
 This outcome is their first risk entered in the Expected Value model
with MCS (probability = 100% & impact is the parametric distribution)
59

Systemic Contingency as % of Unexpended Base Estimate
Scope Def. Class 3 Class 4 Class 5
Complexity Low Med High Low Med High Low Med High
Tech-
nology
L 3 8 12 10 15 20 19 24 29
M 6 11 15 13 18 23 22 27 32
H 15 20 24 22 27 32 32 37 42
Adjustments to the above (select from within the ranges):
Impurities/
Severity
Feedstock or intermediate streams have solids, contaminants, corrosives,
etc.: +5 to +10
Bias Aggressive Base/Target Pricing: +10;
Conservative Base/Small Plant-Based/Punitive: 10
Teams/Sys Immature Weak/Indecisive/Understaffed: +10;
Mature/Strong/Decisive/Full staff 10
Fixed Price
Basis
Separate out costs based on firm-priced quotes and use 50% of above for
that portion of the total cost
Distribution (Rule-of-Thumb: Apply to a 3-point Pert )
Best (p10) After making adjustments above, the p10 is about 0.5X
Worst (p90) After making adjustments above, the p90 is about 3X
Typical Systemic Contingency Allowances
Based on Project Attributes (Owner Perspective)
Ref: Hollmann, J. “Improve Your Contingency Cost Estimates For More Realistic Budgets”, Chemical Engineering, Dec 2014
60

Reference Notes for the Systemic Contingency Table:
• These are average allowances (about p55).
• They assume a large gas or liquids CPI project with 20% equipment cost and
typical PM system maturity and biases.
• For Class 3 scope definition, it assumes that 5% of the total cost has already
been spent on engineering and the Class is over-rated (i.e., few projects achieve
ideal Class 3; most are funded closer to Class 4.)
• Low to High complexity ranges from <3 block flow process steps with a simple
execution strategy, to >6 continuously linked process steps and/or a
complicated execution strategy.
• Low to High technology ranges from <10% of capex for a process step with
commercially unproven technology, to >50% of capex for new, R&D or pilot
scale up steps.
• Make adjustments to the indicated table value as shown. The fixed price
adjustment allows for less uncertainty for that element, but there is no such
thing as fixed price for owners; change and risk events happen.
• An example of Best/Worst Case (p10/p90) is if systemic contingency is +10%
(Class 4, med. complexity, no new tech), the P10/p90 would be -5% (-0.5 x 10)
and +30% (3 x 10); note the best case underruns the base estimate.
61

Copyright @ 2011. All rights reserved 62
Snapshot of a Parametric Model Tool
(Less Subjective Than the Simple Table)
Rev:16Feb09
Project Title:
Estimate Description:
Case Description:
Date:
Enter Base or Point Estimate Costs 1,000,000 ($ or € thousands) Currency Canadian$
Enter Execution Schedule Duration 30 (months)
Class
Business Ownership/Team Development 5 4 3 5,4 or 3
Business Leadership and Ownership general preliminary defined 3
note:
Environmental and Sustainability Definition general preliminary defined 3
note:
Stakeholders / JV Partnerships general preliminary defined 3
note:
Project Alignment with Corporate Strategy general preliminary defined 3
note:
Owner Project Team Development/Staffing general preliminary defined 3
note:
External Utilities & Other Infrastructure Contracts general preliminary defined 3
note:
Business & Team 3.0
General Project Scope
Project Scope Description and Sign-Off assumed preliminary defined 3
note:
Maturity Level:
enter title
enter description
CONTINGENCY ESTIMATING TOOL
SCOPE DEVELOPMENT/ESTIMATE MATURITY WORKSHEET
enter description
Tailor the tool to the project scope type, company phase-gate
scope maturity model and rating scheme (e.g., PDRI, Class or FEL)
62
Rating Philosophy
“The project is
only as strong as
the weakest link”;
i.e., if there is no
consensus as to a
rating, chose the
lesser rating

Exercise 2
Systemic Risk Quantification
Using the Table method presented earlier, estimate the mean, p10 and p90
contingency required to address Systemic risks given these parameters:
 Scope Definition: has not yet achieved Class 3 in all areas
 Complexity: 5 continuous block flow process steps and typical execution
 New Technology: 5% of capex
 Severity: Significant use of alloys due to corrosiveness and temperature
 System/Team: Project process is immature and not all roles filled
 Cost Strategy: using target price strategy (base is p40 of past actuals)
63

Expected Value with MCS
for Project-Specific Risks (RP 65R-11)
1. Identify Critical Risks: Critical risk #1 is Systemic; i.e., a risk with 100%
chance of occurring and an impact equal to the parametric outcome.
The rest of the risks are the “red” (or near red) project-specific risks
from the screened register; lessor ranked risks tend to be noise
covered by the range of the historically based systemic model.
Escalation and exchange risks are excluded at this point.
2. Consider Risk Response: For each critical project-specific risk, answer
“how would we respond if this happened?” The answer will depend on
one’s cost/schedule objective (what is important?) and will guide the
quantification of cost and schedule.
3. Quantify the Probability of Occurrence: the register will have a
qualitative ranking; get consensus from the team in a workshop as to
the percent chance number
64

Expected Value with MCS
for Project-Specific Risks (RP 65R-11)
4. Quantify the Impacts: Get consensus from the team in a workshop
(and follow up elaboration as needed), with expert planning guidance,
as to 3-point estimates of the cost and schedule impact specific to and
integrated by the assumed risk response(s). Direct, indirect and time-
dependent cost impacts are considered.
5. Run the Monte Carlo Simulation: The impacts are entered as
distributions and if any risks are dependent include the correlations
coefficients (if not sure, use 0.5)
6. Set Aside Reserve Risks and Iterate Analysis: If on reviewing the
outcome any of the risks are not amenable to contingency (e.g., low
probability, high impact), the can be removed from the list and the
MCS re-run. Reserve risks will be funded or not in their own right.
65

Expected Value Example for One Risk
 Risk Identification
 Risk:
 Probability of Occurrence
 Dependent on Other Risk?:
 Impact Estimate
 Assumed Risk Response:
 Schedule Impact Range:
 Time Driven Cost Impact Range:
 Non-Time Driven Cost Impact Range:
 Expected Value Outcomes (Expected Value = Mean)
 Execution Schedule Duration
 Cost
66

Copyright @ 2011. All rights reserved 67
Snapshot of an Expected Value Tool
The bottom row is the
Expected Values for time
and cost for this risk
The time-dependent element of COST impact is
based on the applicable burn-rate
Enter the direct COST
impact
Enter the SCHEDULE Impact
of each Risk
1 Risk Identifier/Name Describe impacted work element (for which burn rate applies) Contracts: N/A N/A N/A
Assumed risk response: Describe the assumed risk response if risk occurs (schedule and non-time driven cost impact reflects this response)
Schedule Impact: Impact (mos) Time Driven Cost Burn Rate: $x1000/Mo Non-Time Driven Cost Impact: Impact ($x1000)
Low 3.0 General & service contracts 512$ Low $1,000 Total
Most likely 5.0 Other contracts (see selected) -$ Most likely $5,000 Cost Impact
High 7.0 Burn Rate (can override): 512$ High $20,000 ($x1000)
Schedule Months (EV) 0.0 Time Driven $ (EV) $0 Non-Time Driven $ (EV) -$ $0
Enter the RISK RESPONSE
67

Parametric and Expected Value Methods Are
Used Together
Scope Definition,
Technology,
Complexity
Project Specific
Risk Events
and Factors
Project
Historical Data
Integrated
Probabilistic
Output
Excel Based Tools
w/MCS add-on
Project
Team
Input
Parametric Model
Systemic Risks
Expected Value
Project-Specific
Risks
All Classes
Class 4 and 3
68

69
Relative Contribution to Contingency of
Systemic & Project-Specific Risks
Class 5 Class 4 Class 3 Class 2
ContingencyAmount(Indicative)
Level of Project Definition (most projects fail to reach Class 3)
Total Contingency
Systemic
Project Specific
At Class 5, project specifics
are largely unknown and
relatively inconsequential Project Systems often
deteriorate during execution

Escalation Using Capex Market Adjusted
Indices and MCS (RP 68R-11)
 Escalation Estimating Method Steps:
 Determine cash/commitment flow by summary cost account
 Establish base price indices to use and condition them for use
 Develop weighted indices to match your cost accounts
 Adjust the indices for the regional and item capex market*
 Using the indices, calculate price increase by account by period
 Multiply each time period’s expenditure by the cumulative price
increase percentage (compounded by period)
 Sum the escalation amounts
* Capex Market Adjustment: There are no indices for service prices or items with few
vendors (e.g., a hydrotreater vessel). Use regional capital spending indices to create
market factors to adjust the base index (for example, in a hot market, bid prices may
escalate at a 50% higher rate than underlying wage rates).
70

Additional Steps
For Probabilistic Escalation Estimates
 Start with base escalation estimating model
 Apply distributions to uncertain variables
 Contingency in estimate
 Schedule durations
 Price Indices
 Cash flow pattern
 Establish correlations/dependencies (prices tend to shift together)
 Run Monte-Carlo Simulation
These are most important
Distributions from contingency model
71
e.g., Index Uncertainty

72
72
Price and Capex Indices
From Economists
Nominal
Cost
Estimate
(n-year)
Estimate
Cash
Flow
Apply
Indices
Capex and
Productivity
Adjustment
Create
Weighted
Indices
Align Costs
With Indices
Model
Uncertainty
Probabilistic
Output
Cost & Schedule
Contingency
Apply
Distributions
Escalation Estimating Steps

Using Economic Scenarios
 While economists will rarely call for sharp “turns” as their “most likely”
case (their models tend to “regress to the mean”) they will provide
possible range scenarios to let you play “what-ifs”
 Acquire/pay attention to the economist’s range statements
 See the example range chart on the earlier slide
 e.g., IMF July 2015: “The distribution of risks to global
economic activity is still tilted to the downside”
 Business units usually have an assumed economic context or scenario
for their revenue (e.g., “$60-$70 oil price through 2016”)
 Use the same scenario for capital escalation as for revenue
73

The Tipping Point Indicator
 Warns management if blowout risk is threatening
 Based on selected systemic, specific and escalation risks and stressors
Complexity/Stress Factors (Tipping Point Factors)
Systemic Risk Factors Size Decisiveness Team Aggressiveness Complexity Overall
Systemic Risk Indicators
Project Specific Risks Considers whether top risk events or conditions might consume contingency
Market (Escalation) Select prevailing contracting and purchasing conditions Favorable
OVERALL
EXPLANATION: The distribution of project cost outcomes is bimodal or discontinuous. At some point, certain risks
may push a project into a chaotic regime with significantly worse outcomes than forecast. The factors above
represent complexity/stressor risks associated with the "tipping point". The base contingency model does not cover
chaotic outcomes; the potential occurrence if such outcomes is flagged by this indicator.
74
Ref: Hollmann, J. “Risk Analysis at the Edge of Chao”, Cost
Engineering Journal, Jan/Feb 2015, AACE International
74

Agenda
Break
 Communicating Risk Analysis & Contingency Estimating Outputs
75

Communicating Outcomes
When Realistic Methods Are Used
 When realistic methods are used, the task of communicating the
outcomes can be VERY difficult (especially the first time) because…
 Systemic risks belong to senior management and the ratings
may not tell a flattering story about the state of the “system”
they are responsible for developing. They own the risk.
 How do you tell someone their rating is “poor” when they
have been telling everyone else a different story?
 Realistic P80 capex values will often not pass IRR hurdle rates
 We are not trying to kill projects, but differentiate between
alternatives in a meaningful way, and identify how risks can
be reduced (albeit difficult for system changes)
 Using these methods at the last minute does not allow time for the
difficult messages to be absorbed
76

Tornado Diagrams Are Less Useful
When Risk Events Are Secondary
 That dramatic bar showing that “late delivery of vessel X” was the top
risk takes a back seat; the role of most risk events is to act as stressors
that expose systemic weakness and fragility. The 3 week late delivery
leads to 3 month slip due to a breakdown in control discipline.
 Systemic risks tend to dominate. Scope definition, team development,
technology, complexity, bias. Taken together, they threaten blowout
 Systemic risks manifest themselves in insidious ways. Combined in a
witches brew, they show up as declining and uneven performance
from the start; punctuated by risk events.
 Systemic risks work in the aggregate; one cannot draw deterministic
tornado diagram bars that “team” adds x% and “complexity” adds y%.
77

Example Of the Primacy of Systemic Risks
78
SYSTEMIC RISKS 
Scope Development and Management 
Basic Scope: Incomplete Basic Engineering is and will penalize performance across the board
Scope Management: “Cost Savings” (a defacto policy to change scope) can defeat good progress across the program, also
indecisiveness and incentives can make Change Management processes ineffectual and counter-productive
Business Ownership and Team Development 
Teams: The turnkey units are fairly solid, but the more non-standard the scope and hybrid the execution strategy, the more
inherently weak the teams will be.
Business: The business unit has been indecisive and has invoked policies that are putting stress an increasingly overloaded
capacity to deal with decisions.
Estimate and Schedule Basis 
Baselines: For the scope as it is, estimate & schedule are not integrated; Cost Savings prevents establishing a baseline.
Control Processes: For each package, if left alone, their estimating and scheduling are assumed generally effective
Technology and Complexity 
Physical: There is no new technology. Process complexity of other facilities is relatively low, but overall program is highly
integrated.
Execution: Joint venture structure, incentivized lump sum, modularization, inclusion of turnkey subcontractors, and cross-
project integration adds complexity.
PROJECT-SPECIFIC RISKS: 
Interaction: All of the “high or very high” risks in Area A will likely cascade into and effect all projects when their turn comes

79
Example of the Tipping Point Index
Overall 
Indecisiveness in the face of complexity and a challenged system will cascade and compound into program overruns
Project Size 
Together, these comprise a very large megaproject environment
Decisiveness 
The risk registers and interviews indicate that business unit decisiveness on large and small matters is poor. This has been
manifested in the large (Area A) and small (e.g., changes and procurements) decisions
Teams 
The turnkey units are fairly solid but this is not expected on larger teams
Aggressiveness 
“Cost Savings Initiative” is creating a fragile cost and schedule basis rather than robust
Complexity 
There is no new technology. Process complexity of other facilities is low. However, program overall is very complex
Project-Specific Risks 
Not counting the client scope changes (Area A and Cost Savings), the project risks are moderate
External Market 
While the global capex market is soft at this time, the program has created its own competitive micro-economy, aggravated
by local content rules and labor restrictions
79

Example of how a typical LIR-based P80 (22% overrun) is the Realistic-
based P50 and the Realistic P80 (53% overrun) will likely threaten the IRR
If Your Company Policy is to Fund at p80, What Do You Do?
80
P10 = 0.96
p50 = 1.22
p80 = 1.53
p90 = 1.77
P95 = 1.92
80

Communicating Outcomes
When Realistic Methods Are Used
 Tell a story: stats, charts and tornados only go so far. Be able to tell
the managers a coherent story (elevator pitch) about their system,
the economy, and its interaction with the project and the project
risks. Don’t mince words if there is a real chance of failure.
 e.g., “Indecisiveness and aggressiveness combined with inherent
complexity and a challenged system result in significant cost
blowout risk”
 Impartiality/Independence: The risk analyst’s career must be secure.
Consultants are used to delivering painful messages
 Benchmarking; Most systemic risks apply to all the projects in the
capital portfolio. Benchmark your system as an ongoing improvement
effort. Remove the rating surprise from the heat of a project decision
81

Agenda
For more information contact:
• John Hollmann
• jhollmann@validest.com
• www.validest.com
• 1-703-945-5483 (email preferred)
82

Session W1 - Reliable Risk Quantification For Project Cost and Schedule

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Session W1 - Reliable Risk Quantification For Project Cost and Schedule