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Managing Projects withPart 1
Table of Content
0. Foundations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
1. Project Management Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
2. Project Management Roles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3. Project Management Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Project Proposal /Roadmap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
0. Foundations
Managing Projects with
Diagnoseneeds
problemsopportunities
means
Defineobjectivesprocesses
rolesresults
Decideactions
assignmentdelegationvalidation
D3
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Entrepreneurialactivities
Operationsactivities
Managing Projects with
Specific mandates,organizationsand objectives
Change-oriented
Unique product
Heterogeneous teams
A start and an end>
>
>
>
>
New projectsy
Upgrade projects/activitiest
Consolidation projects/activitiesr
Permanent mandates,organizationsand objectives
Status quo-oriented
Standard product
Homogeneous teams
No temporal limitation>
>
>
>
>
i.e. studiesand projects
Corrective maintenance activitiese
Preventive maintenance activitiesw
Inspection activitiesqIntrusiveness
Managing Projects with
“Project triangle”:
A unique set of processes consisting of coordinated and controlled activities with start and end dates, performed to achieve project objectives. 21500:2012
Requirements Engineering
Planning & SchedulingCosting
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Managing Projects with
Computing / Software
Construction
Industrial Plants
New Products
New Services
Events
Personal Development
Organizational
Complex Systems
Complica
teness
Difficulty
Difficultprojects
Simple
project
s
Complicatedprojects
Complexprojects
Managing Projects with
= complexsystems\
complexsystems
organizationalprojects
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Pilot
Study Develop Operate &Maintain
Handover
Support
Managing Projects with
Projects can be found everywhere!
Managing Projects with
Project = { project activities }
Program = { projects, non project activities }
Portfolio = { projects, non project activities }
activities ≠ project activitiesE
focused on a common goal
not necessarily focusedon a common goal
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At CERN (in the A&T Sector)Typology of projectsRegimented by EDMS 1398374
> Beam-facility-related (large-scale) programs and projectsLHC Project, LIU Project*, HL-LHC Project*, HIE-ISOLDE Project, AWAKE Project, etc.
> Equipment- and systems-related projectsConsolidation and renewal of the demineralised water production plant of building 378Renovation of the Meyrin site electrical safety network
> Facility-related sub-projects (work package of a facility-related project)Development of the RF cryomodules for HIE-ISOLDEDevelopment of the cryolink in IR3 of the LHCDevelopment of the crab cavities for HL-LHCDevelopment of beam diagnostic boxes for HIE-ISOLDEInstallation of the cooling and ventilation system of the Linac 4 buildingUpgrade of the HVAC system of the CERN computer centre (building 513)Development of teleoperated shielding doors for MEDICIS
> Non beam-facility-related programs and projectsSM18 Refurbishing Project, Building 107 Project, Building 311 Project, etc.
At CERN (in the A&T Sector)Typology of projectsRegimented by EDMS 1398374
> Large-scale studies managed as programs or projectsCLIC Study, FCC Study, etc.
> Organisational or IT-related programs and projectsCAD'20 Replacement Program, EDMS Portal Refurbishing Project, etc.
Facility-related projects Ú multi-trade projects
Several equipmentgroups involved
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Managing Projects with
The application of methods, tools, techniques and competencies to a project
Systems EngineeringHandbook NASA/SP-2007-6105 Rev1
21500:2012
ICB
10006:2003
#748
PMBOK
XP EXTREMEPROGRAMMING
EUROPEAN COORDINATIONFOR SPACE STANDARDISATION
PRINCE2
21500:2012
INCOSE
HERMES 51 CCPMproject managementCRITICAL CHAIN
RATIONALUNIFIEDPROCESS
Concept of lifecycle
DEFINITION IMPLEMENTATION CLOSE OUT
Rigouris required
a disciplined approachis essential !
Creativityis required
some clumsinesscan be beneficial !
Managing Projects with
tsome iterations some iterations
co-operationcollaboration
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V-Modell (systems engineering lifecycle)
Verificationand
ValidationProject
Definition
Concept ofOperations
Requirementsand
Architecture
DetailedDesign
Integration,Test, and
Verification
SystemVerification
and Validation
Operationand
Maintenance
ProjectTest and
Integration
Implementation
Time
Managing Projects with
DECOMMISSIONOPERATE & MAINTAIN
FINALIZE
COMMISSIONBUILDDESIGNSTUDYINITIALIZE
PROJECT FRONT-END PROJECT DEVELOPMENT UPGRADE AND DISMANTLING PROJECTS
Managing Projects with
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RESULT
S
ROLESPROCESS
Inspired from
Managing Projects with
Section 1 Section 2
Sections 3 to 9
1. Project Management Processes
Phases and Decision Points
FINALIZECOMMISSIONBUILDDESIGNSTUDYINITIALIZE
Phase
Inter-phase decision points
Gonogo decision point
Intra-phase decision point
Emerging need or problem
PROJECT MANAGEMENT
Support process
Drift decision point
Inspired from
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Complexity of the Project LifecycleEcho among phasesNested sub-projects
SSTUDY
IINITIALIZE
FCBDSI
DDESIGN B
BUILD FFINALIZE
CCOMMISSION
FCBDSI
FINALIZECOMMISSIONBUILDDESIGNSTUDYINITIALIZE
Phases and Decision Points
Proj
ect b
ound
ary de
fine
d
Pref
erre
d so
luti
on id
entified
Refe
renc
e so
luti
on designe
d
Refe
renc
e so
luti
on dev
elop
edRe
fere
nce
solu
tion
in-use
Less
ons
lear
ned capitalized
Inspired from
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FINALIZECOMMISSIONBUILDDESIGNSTUDYINITIALIZE
Study Project
CDRConceptual
Design Report
FINALIZECOMMISSIONBUILDDESIGNSTUDYINITIALIZE
Development Project
Project / ProductDocumentation
CDRConceptual
Design Report
TDRTechnical
Design Report
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FINALIZECOMMISSIONBUILDDESIGNSTUDY
Initialize
> Formalize the decision to perform the project
> Analyse the current situation; define the problem
> Propose some possible solutions
INITIALIZE
Inspired from
FINALIZECOMMISSIONBUILDDESIGNINITIALIZE STUDY
Study
> Define more precisely the scientific/user requirements
Inspired from
> Convert the gathered UR's into product/systems requirements
> Identify straightforwardly all possible solutions
> Propose one solution and demonstrate its feasibility
> If required, develop prototypes, mock-ups…
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FINALIZECOMMISSIONBUILDSTUDYINITIALIZE
Design
> Finalise the definition of the scientific/user requirements
> Finalise the product/systems requirements accordingly
> Design the solution (design and engineering tasks)
> Plan the BUILD and COMMISSION phases
> If required, develop further prototypes, mock-ups…
DESIGN
Inspired from
FINALIZECOMMISSIONDESIGNSTUDYINITIALIZE
Build
> Perform the detailed design
> Materialize, i.e. procure, manufacture, assemble…
> Verify and validate at components and subsystems levels
Verificationand
ValidationProject
Definition
Concept ofOperations
Requirementsand
Architecture
DetailedDesign
Integration,Test, and
Verification
SystemVerification
and Validation
Operationand
Maintenance
ProjectTest and
Integration
Implementation
Time
BUILD
Inspired from
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FINALIZEBUILDDESIGNSTUDYINITIALIZE COMMISSION
Inspired from
Commission
> Further validate (i.e. commission) at systems level
> Refine and ramp-up
> Train of the users
> Adapt to the evolving context
COMMISSIONBUILDDESIGNSTUDYINITIALIZE
Finalize
> Capitalize of the lessons learned
FINALIZE
Inspired from
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FINALIZECOMMISSIONBUILDDESIGNSTUDYINITIALIZE
Nine (9) Supporting Processes
PROJECT MANAGEMENT SUPPORTING PROCESSES
Launching a project
Finalizing a project
Ensuring quality
Reporting progress
Defining requirements
Handling issues
Managing risks
Planning & schedulingCosting
2. Project Management Roles
RolesCore roles
Project BoardKey Users
Project Team
Key Participants
ProjectManager
a.k.a. Lead Members
Participants a.k.a. Project Members
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ExtendedProjectBoard
RolesCore roles
Key Users
Project Team
Key Participants a.k.a. Lead Members
Participants a.k.a. Project Members
StrategicDecisions
a.k.a. Lead MembersKey Participants
ProjectWorking
Group
RolesCore roles
Project BoardKey Users
Project Team
Participants a.k.a. Project Members
OperationalDecisions
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FINALIZECOMMISSIONBUILDDESIGNINITIALIZE
FINALIZECOMMISSIONBUILDDESIGNSTUDY
RolesCore roles
Project Initiators
INITIALIZE
STUDY
Study Team
RolesResponsibilities
Project Board (PB)Strategic/Steering Board/Committee,Project Owner, Product/Systems Owner,Comité de projet (CoP), Comité de pilotage (COPIL),Donneur d’ordre, Maître d’ouvrage (MOU),Projektausschuss, Comitato di progetto...
> Ensure the strategic management of the project
> Is ultimately responsible w.r.t. successfull completion of the project
> Guarantee the acquisition and availability of resources
> Validate transitions between phases (and intra phases also)
> In case if conflict or disagreement within the project team, arbitrate
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RolesResponsibilities
Project Manager (PM)Project Leader (PL), Project Coordinator, Coordinator,Chef de projet (CP), Maître d’œuvre (MŒU),Projektleiter (PL), capoprogetto (CP)...
> Ensure the operational management of the project
> Is responsible for the organisation of the project and for its coordination
Most of project managementis about setting this organisation
3. Project Management Results
Safety Documentation (Safety Files)
ProceduresReportsRecords
O&M DocumentationOperationsMaintenanceInspectionNon-conformity Records
ProceduresReportsRecords
ManufactureAssemblyConstructionInstallationInspectionTest & Com’gNon-conformity RecordsTech. Notes/ReportsSci. PublicationsIllustrationsPhotos & Videos
TDR (TechnicalDesign Report)Eng. specificationsProc. SpecificationsTech. DatasheetsSchematics2D Drawings3D Mock-upsBills of Materials (BOM)Tech. Notes/ReportsSci. PublicationsIllustrationsPhotos & Videos
CDR (ConceptualDesign Report)Schematics2D Drawings3D Mock-upsTech. Notes/ReportsSci. PublicationsPresentationsIllustrations
see Project
Operations PlansOperations SchedulesOperations ManualsOperations ReportsMaintenance PlansMaintenance SchedulesMaintenance ManualsIntervention RequestsPresentations & MinutesMemos, Letters, Electronic Mails
Project Management PlanPM Procedures/ProcessesWork Package DescriptionsMaster/Coordination SchedulesBudget Breakdown DocumentsResource Plans & RACI MatricesProject Risk RegistriesECR (Engineering Change Request/Order)Progress/Final ReportsPresentations & MinutesMemos, Letters, Electronic Mails
Project ProposalProject RoadmapPresentationsElectronic Mails
DECOMMISSIONOPERATE & MAINTAIN
FINALIZE
COMMISSIONBUILDDESIGNSTUDYINITIALIZE
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Key Results“Lean Project Management”
8 documents!
PM PlanRoadmapProposal 5 Reports
whichbecomes
Key ResultsProject Management Documents
PROPOSAL ROADMAP
MANAGEMENT PLAN
PROGRESS REPORTS
CLOSE-OUT REPORT
regularly updated to take into account further decisions
regularly updated to align with the mandate
regularly released
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Key ResultsTechnical Documents
CDR
CUSTOMERATTRIBUTES
ConceptualDesignReport
FUNCTIONALREQUIREMENTS
DESIGNPARAMETERSPRODUCTION
VARIABLES
Needs
TDRTechnical
DesignReport
To-BuildDocumentation
As-BuiltDocumentation
Operation & MaintenanceDocumentation
VerificationReports
ValidationReports
VerificationProcedures
ValidationProcedures
DEMONSTRATIONOF SAFETY
SafetyDocumentation
Nam-pyo Suh (1990) Principles of Design. Oxford University Press
FINALIZECOMMISSIONBUILDDESIGNSTUDYINITIALIZE
3.1 Project Proposal / Roadmap
Project Roadmap
> (Project) Charter
It is a document that summarizes the direction to be followed by the project team (for the STUDY, DESIGN, BUILD and COMMISSIONING phases)
Other names for this document:
> (Project) Mandate
> (Project) Mission Statement
> (Project) Brief RoadmapProposal
whichbecomes
> Concept of Operations
systems engineering
> Project Initiation Document
> Project Overview StatementPRINCE2
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Project ProposalTypical Table of Contents
Executive Summary To the attention of the Project Boardp
Description of the preferred solution4=!
Project ObjectiveswPossible Solutionse
Stakeholders and “approched Project Board” membership4=@Phasing, project organization, masterplan4=#Required resources4=$Outcomes and benefits of the project4=%
Initial Situation Problem statement, rationale, current situationq
A priori Preferred Solutionr
Preliminary Risk Registert
Project ProposalEditorial Process
Authoring:> Project Initiators
Verification:> Some experts in the fieldThe foreseen Project Manager A few possible Key Project Participants
Validation:> Ø
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Project RoadmapTypical Table of Contents
Executive Summaryp
Decisions w.r.t. the STUDY phase6=!
Project ObjectiveswPossible Solutionse
Validation of the PB membership and project organization6=z=!
Initial Situationq
A priori Preferred SolutionrPreliminary Risk RegistertDecisionsy
Decision w.r.t. the preferred solution6=z=@Decision w.r.t. budgets and masterplan6=z=#
Decisions w.r.t. the DESIGN phase6=@
Project RoadmapEditorial Process
Authoring:> Project Initiators
Verification:> Some experts in the fieldThe foreseen Project Manager A few possible Key Project Participants
Validation:> Project Board
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At CERN (in the A&T Sector)Project Proposal/RoadmapTemplate and authoring guidelines Ú EDMS 1471797
ReferencesThe following resources were used to prepare this training
session material :
ISO 21500 :2012. Guidance on Project Management. Inter-
national Organization for Standardization, Geneva, Swit-
zerland. 42 p.
D. Milosevic, P. Patanakul. “Standardized Project Manage-
ment May Increase Development Projects Success.” Inter-
national Journal of Project Management 23 (3) Apr. 2005.
181–192.
S. J. Kapurch (2007) NASA Systems Engineering Hand-
book. Washington, DC, USA : NASA Headquarters. 440 p.
ISBN9780471715375.
The openSE editorial community (2014) openSE Frame-
work, Geneva, Switzerland.
(2016) Initiating a Complex Systems Project. Drafting
and Releasing a Project Proposal/Roadmap, Geneva, Swit-
zerland. openSE Guidelines no. 1009.
(2014) Setting up a Project Management System. Draf-
ting and Releasing a Project Management Plan, Geneva,
Switzerland. openSE Guidelines no. 1000.
PMI Standard Committee (2008) A guide to the project ma-
nagement body of knowledge. 4th ed. Newton Square, PA :
Project Management Institute. 403 p. ISBN1933890517.
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Pro
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Man
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Wh
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