Project Management- SPS

WELCOME:

WELCOME

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S.P.Singh Industry Exposure: A mix of private and govt. spanning more than four and half decades in almost all the faculties of an Engineering enterprise ranging from establishing infrastructural projects of telecom production units, plant engineering and maintenance management, production management, materials management, quality management, human resources development, corporate marketing etc. in Public Sector Unit of the of Govt. of India, experienced in generation, transmission and distribution of power and handling of utilities of the thermal power stations in one of the leading PSU and private units. Well versed and experienced in Telecom roll outs of GSM/CDMA technologies in India including O&M and other support functions.

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Privileged to serve the following esteemed organizations:- 1 M/s Martin Burn Ltd., at their Agra Power House. Engineer Trainee (one year) 2 M/s BHEL, Ranipur , Haridwar (Five Years) 3 M/s Hind Lamps Ltd., Shikohabad . Elect. Engineer (Two and half Years) 4 M/s Modi Industries Ltd. at their Steel Units at Modinagar . Sr.Electrical Engineer (Six months) 5 M/s ITILtd.,A Govt. of India Undertaking, at their Rae Bareli and Mankapur Plants and Corporate Office in Bangalore. Joined as Executive Engineer (Elect.) in 1975 and Superannuated on 7 th Oct., 2003 at the age of 58 Yrs. as General Manager(Corp. Marketing) after having served for 28+ yrs. 7 M/s Zephyr System Pvt. Ltd., Patparganj , President ( One and half year) 6 M/s Nokia Siemens Networks, Gurgaon , Project Manager (UP East Project), (Six months) 7 M/s Acme Tele Power Ltd., Gurgaon , Chief Operating Officer (Nine months) 8 M/s Greatech Telecom Technologies Pvt. Ltd., New Delhi, Chief Executive Officer (Three Years) 9 M/s Zephyr System Pvt. Ltd., Noida -Uttar Pradesh, President (Life), ( Since last One and half year)

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Well read and informed. Keen observer and student of emerging green technologies. Extensively travelled in Europe, African & Asian Sub Continent and Middle East on business promotion and technology scanning missions. Visiting faculty to renowned institutions. Running and managing NGO at Village: Amaur and Nagla Jeevan in Feorzabad District of Uttar Pradesh for Agriculture Developmental activities. Visit Website: www.amournetworks.com Farmer and managing own agriculture farm in Village: Amaur , Ferozabad , UP At the age of 65(+) I feel very active, highly motivated, charged that makes me a strong leader and a good team mate.

Project Management & Practices :

Project Management & Practices S.P.Singh , President, Zephyr System Pvt. Ltd., Noida-201 307 www.zephyr.co.in

What is a Project?:

What is a Project? A project is a temporary endeavor undertaken to produce a unique product or service Temporary – Definitive beginning and end Unique – New undertaking, unfamiliar ground Temporary Unique Characteristics of Projects

Project Success:

Project Success Customer Requirements satisfied/exceeded Completed within allocated time frame Completed within allocated budget Accepted by the customer

Project Failure:

Project Failure Scope Creep Poor Requirements Gathering Unrealistic planning and scheduling Lack of resources

What is Project Management:

What is Project Management Project Management is the application of skills, knowledge, tools and techniques to meet the needs and expectations of stakeholders for a project. The purpose of project management is prediction and prevention , NOT recognition and reaction

Triple Constraint:

Triple Constraint Quality Scope Time Cost

Triple Constraint:

Triple Constraint Increased Scope = increased time + increased cost Tight Time = increased costs + reduced scope Tight Budget = increased time + reduced scope.

Key Areas of Project Management:

Key Areas of Project Management Scope Management Issue Management Cost Management Quality Management Communications Management Risk Management Change Control Management

Scope Management:

Scope Management Primarily it is the definition and control of what IS and IS NOT included in the project.

Issue Management:

Issue Management Issues are restraints to accomplishing the deliverables of the project. Typically identified throughout the project and logged and tracked through resolution. Rope not thick Issue… already impacting the cost, time or quality

Cost Management:

Cost Management This process is required to ensure the project is completed within the approved budget and includes: Resources people equipment materials Quantities Budget

Quality Management:

Quality Management Quality Management is the process that insure the project will meet the needs “conformance to requirements” - Crosby “fitness for use” - Juran “the totality of characteristics of an entity that bear on its ability to satisfy stated and implied need’ - ISO 8402:1994

Communications Management:

Communications Management This process is necessary to ensure timely and appropriate generation, collection, dissemination, and storage of project information

Risk Management:

Risk Management Risk identification and mitigation strategy Risk update and tracking Tree – location, accessibility, ownership Weather Risk… POTENTIAL negative impact to project

Change Control Management:

Change Control Management Define how changes to the project scope will be executed Scope Change Schedule changes Technical Specification Changes All changes require collaboration and buy in via the project sponsor’s signature prior to implementation of the changes

Project Life Cycle:

Project Life Cycle

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Project Management in Govt. Departments & Public /Private Sector Through Contracts/Agreements for execution of a defined project/work

Projects:

Projects After a project is conceived following steps are necessary to make sure that the right moves are in place:- Feasibility Report(FR) Acceptance and approval of FR Finalization and appointment of Consultants Detailed Project Report(DPR) Allocation of funds and budget Tenders Fixing Contractors to carry out works Completion of work/project

Projects:

Projects A project may have necessarily the elements pertaining to:- Civil Engineering Electrical Engineering Mechanical Engineering Telecommunication & IT Finance and Accounts Legal issues and contracts

Contracts:

Contracts There could be ‘n’ types of contracts for executing projects :- 1 Contracts for Purchase of materials 2 Contracts for providing services 3 Contracts composite in nature wherein resources required to complete project/work are assigned together i.e. materials , services, skill set etc.

Contracts:

Contracts Contracts: The following are the various types of contracts, for execution of civil engineering works: 1. Item rate contract 2. Percentage rate contract 3. Lumpsum contract 4. Labour contract 5. Materials supply contract 6. Piece-Work agreement 7. Cost plus percentage rate contract 8. Cost plus fixed fee contract 9. Cost plus fluctuating fee contract 10.Target contract

Contracts:

Contracts 1. Item rate contract: For this contract, contractors are required to quote rates for individual items of work on the basis of schedule of quantities furnished by the client’s department. 2. Percentage rate contract: In this form of contract, the client’s department draws up the schedule of items according to the description of items sanctioned in the estimate with quantities, rates, units and amounts shown therein. 3. Lump sum contract: In this form of contract, contractors are required to quote a fixed sum ( lumpsum amount) for execution of a work complete in all respects i.e., according to the drawings, design and specifications supplied to them with the tender within the specified time.

Contracts:

Contracts 4. Labour contract: This is a contract where the contractor quotes rates for the item work exclusive of the elements of materials which are supplied by the client’s Department. 5. Materials supply contract: In this form of contract, the contractors have to offer their rates for supply of the required quantity of materials , inclusive of all local taxes, carriage and delivery charges of materials to the specified site within the time fixed in the tender. 6.Piece-Work agreement: As the name signifies the piece-work agreement, it is that for which only a rate is agreed upon without reference to the total quantity of work to be done or the quantity of work to be done within a given period.

Contracts:

Contracts 7.Cost plus percentage rate contract: In tendering for work on a “Cost Plus” basis, the contractor is paid the actual cost of the work, plus an agreed percentage in addition, to allow for profit. 8.Cost plus fixed fee contract: In this type of contract, the contractor is paid by the owner an agreed lump-sum amount over and above the actual cost of work. 9.Cost plus Fluctuating Fee contract: In this type of contract, the contractor is paid by the owner the actual cost of construction plus an amount of fee inversely variable according to the increase or decrease of the estimated cost agreed first by both the parties.

Contracts:

Contracts 10.Target Contract: This is the type of contract where the contractor is paid on a cost-plus percentage work performed under this contract. In addition, he receives a percentage plus or minus on savings or excess effected against either a prior agreed estimate of total cost or a target value arrived at by measuring the work on completion and valuing at prior agreed rates.

Tender:

Tender In all Govt. departments/ organisations Projects or Work is done through Tender. Tender: A tender is an offer to do or perform an act which the party offering, is bound to perform to the party to whom the offer is made. Tender Process: Tender Process (or "Invitation to Tender" process) will help you to take the steps needed to appoint preferred suppliers to your organization This Tender Process helps you with: Creating a Statement of Work (SOW) Issuing a Request for Information (RFI) Completing a Request for Proposal (RFP) Selecting one or more preferred suppliers

Tender:

Tender Types of Tender Processes( NIT) (NIT: Notice Inviting Tender) Short Term NIT Emergency NIT Global NIT

Tender:

Tender Composite Tender Two part tender: Normally it comprises of two parts Part ‘A’ having details of Commercial conditions and Technical bids. Part ‘B’ Price Bid

Tender:

Tender Every Tender (NIT) is expected to carry conditions that will govern the contract both Commercial and Technical aspects. Some times Special Conditions are attached to NIT to attract the attention of the bidders. A tender is supposed to carry price bid. No tender is complete with out these basic features.

Tender:

Tender NIT is issued: Local Notice Boards in the Offices of the authority Press Notification E-bidding

Tender:

Tender Tender Documents: Tender documents are prepared to cover legal, commercial, technical and pricing aspects. Tender documents are issued/ sold, as the case may, be to the parties/ firms/business houses ,who qualify and meet the illegibility criteria set in the NIT. Tenders are invited by designated authority at a specified place, date, time duly notified in the NIT. Any change in the schedule must be notified to all the participants with out fail.

Tender:

Tender Every tender is expected to be submitted along with Earnest Money as specified in the NIT. EM is towards the earnestness of the bidder towards the bid during the processing of the tender. EM deposited are often converted into Security Deposits on award of the work. Tenders (NIT) are opened by the competent authority ( it may be an individual or a committee as the case may be) in the presence of such tenderers , who are present at the time of opening of the tender.

Tender:

Tender It is the responsibility of the competent authority to read the conditions that are mentioned by the tenderer in variance to the condition of the NIT and prices. The authority will also record the presence of the tenderers and objection if any raised during the opening of the tender. It will be ensured that the important bid documents signed by all concerned so that no one can alter the same and especially the prices. Tender Evaluation: All the tenders received are evaluated and examined. Meticulous records are maintained for each point. Commercial Tabulation is another important aspect of the evaluation. Taxation and duties should not be ignored. Award of Tender: Recommendations are submitted by the processing department or officials to the competent authority for accepting the tender of the lowest technically qualified and acceptable party.

Tender:

Tender Negotiations, if any called for, are held with the parties preferably restricted to L1 bidder alone. Some times these are allowed with L1. L2. L3….. Bidders also to get the best results in favor of the department. Negotiations , are often seen as not the right thing to do. These may lead to favors to a particular party. On receipt of approval, the work is awarded through a letter of intent (LOI) / detailed Work Order. Security Deposit(SD) is to be made before the commencement of the work and signing of the contract as per the conditions of the award letter. Agreement: The successful bidder is expected to sign the contract with the department and commence the work in accordance with the stipulations of the contract.

Tender:

Tender Execution of the work: Work is executed strictly as per the conditions of the contract or agreements and payments released from time to time to the contractor in fulfillment of the conditions. Engineer In-charge of the Work: For every work competent authority will assign the Engineer In-charge of the work who will be responsible for proper execution of the contract. He will be assisted by set of engineering staff.

Tender:

Tender MB(Measurement Book): Every item of the work as specified in the contract will be measured and recorded in MB by the engineering staff and payments if any due shall be processed for payments as per perms of the agreement.

Tender:

Tender Payment: Payment shall be released through Cheque by the authorized signatory to the contractor. Completion of work by issuing work completion certificate and handing over for maintenance only. Arbitration: Dispute ,if any, between the parties concerned are settled through arbitration as mentioned in the agreement.

Tender:

Tender Strict monitoring of work and Work Standards MIS(Management Information System) 1 PERT & CPM Chart 2 Progressive Statements 3 Rectification Scheduling Progress Reporting System Strict Budget Controls Strict work schedule Site Order Book Site Meetings between Department and Contractor. Settlement of site issues. Extra work and fixation of rates for extra items. Time Over run issues/penalty. Liquidated damages (LD) Recovery of penalties and dues.

PERT chart (Program Evaluation Review Technique) :

PERT chart (Program Evaluation Review Technique) DEFINITION - A PERT chart is a project management tool used to schedule, organize, and coordinate tasks within a project. PERT stands for Program Evaluation Review Technique Note: a methodology developed by the U.S. Navy in the 1950s to manage the Polaris submarine missile program.

CPM (Critical Path Method) :

CPM ( Critical Path Method) A similar methodology, the Critical Path Method (CPM) was developed for project management in the private sector at about the same time.

PERT Chart:

PERT Chart

Explanation::

Explanation: A PERT chart presents a graphic illustration of a project as a network diagram consisting of numbered nodes (either circles or rectangles) representing events, or milestones in the project linked by labelled vectors (directional lines) representing tasks in the project. The direction of the arrows on the lines indicates the sequence of tasks. In the diagram, for example, the tasks between nodes 1, 2, 4, 8, and 10 must be completed in sequence. These are called dependent or serial tasks. The tasks between nodes 1 and 2, and nodes 1 and 3 are not dependent on the completion of one to start the other and can be undertaken simultaneously. These tasks are called parallel or concurrent tasks. Tasks that must be completed in sequence but that don't require resources or completion time are considered to have event dependency . These are represented by dotted lines with arrows and are called dummy activities . For example, the dashed arrow linking nodes 6 and 9 indicates that the system files must be converted before the user test can take place, but that the resources and time required to prepare for the user test (writing the user manual and user training) are on another path. Numbers on the opposite sides of the vectors indicate the time allotted for the task.

Gantt chart:

Gantt chart A Gantt chart is a type of bar chart that illustrates a project schedule . Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project . Terminal elements and summary elements comprise the work breakdown structure of the project. Some Gantt charts also show the dependency (i.e., precedence network) relationships between activities. Gantt charts can be used to show current schedule status using percent-complete shadings and a vertical "TODAY" line.

Example Gantt Chart:

Example Gantt Chart

Gantt Charts:

Gantt Charts Although now regarded as a common charting technique, Gantt charts were considered revolutionary when they were introduced. In recognition of Henry Gantt 's contributions, the Henry Laurence Gantt Medal is awarded for distinguished achievement in management and in community service. This chart is used also in Information Technology to represent data that have been collected

Tender Scrutiny by Vigilance agencies:

Tender Scrutiny by Vigilance agencies Examination work by CTE(Chief Technical Examiner)-CVC(Chief Vigilance Commissioner): On a sample basis, CTE may decide to call for the documents and carry critical analysis of the contract and execution of the work for any anomaly or angle pertaining to procedural lapse including financial irregularity /improprieties, fix responsibility on erring officials. Disciplinary/ departmental action as recommended by CTE. Compliance reporting.

Conclusion:

Conclusion A work/project well done is when in accordance with stipulations/ specifications in given time/ deadline / completion schedule is accomplished/achieved in the all given finances with out extra costs and of course with no hassles for future.

Words to remember:

Words to remember “ One day your life will flash before your eyes. Make sure its worth watching. ” “ Victory is sweetest when you've known defeat. ” “ Earth provides enough to satisfy every man's need, but not every man's greed ” “ A man cannot be comfortable without his own approval. ”

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Thanks