Evaluating Project Management Skills by zcq21115

VIEWS: 42 PAGES: 57

More Info
									             Basic Project Management Skills for RPMs
             2007 NARPM Annual Training Conference
           Thursday, May 24, 1:15 p.m. to 4:30 p.m. (3 hours)

                          Participant Agenda

Welcome/Introductions
Part 1: Project Challenge Management Exercise
        Project Challenge Management Discussion
Break
Part 2: Successful Challenge Management (Scenarios)
        Discussion of Techniques and Tools for Challenge Management
Part 3: Evaluating Work Scope and Project Schedules
Wrap-Up
                    Basic Project Management
                          Skills for RPMs
                           NARPM Annual Training Conference
                                    May 24, 2007


                                                • Dion Novak, Region V
                                                • Nathan Smith, Project
                                                  Performance Corporation



   Notes:




Basic Project Management Skills for RPMs                                    1
                 Introductions
                    Dion Novak, RPM, Region V
                    Nathan Smith, PMP, Project Performance
                    Corporation
                    Class Introductions




   Notes:




Basic Project Management Skills for RPMs                     2
                 Agenda
                    Part 1
                        Project Challenge Management Exercise
                        Project Challenge Management Discussion
                    Break
                    Part 2
                        Successful Challenge Management Scenarios
                        Discussion of Techniques and Tools for Challenge
                        Management
                    Part 3
                        Evaluating Work Scope and Project Schedules
                    Wrap-Up


   Notes:




Basic Project Management Skills for RPMs                                   3
                 Course Purpose
                    To teach project management techniques that
                    increase the probability of successfully
                    managing issues that the RPM may encounter
                    during post-ROD planning, execution, and close
                    out of a remedial project
                    To teach tools and techniques for project
                    management that are applicable to remedial
                    activities




   Notes:




Basic Project Management Skills for RPMs                             4
                  Course Objectives
                     Understand and discuss common project
                     management challenges during remedial
                     activities
                         Build on the expertise of experienced project
                         managers teaching and taking the class
                         Show how techniques practiced as part of
                         the project management lifecycle offer direct
                         application to remedial projects



   Notes:
         Understand and discuss common project management challenges that class
         participants have faced and techniques they have successfully used to manage
         remedial projects. Build on the expertise of experienced project managers
         teaching and taking the class. Show how techniques commonly practiced as
         part of the project management lifecycle offer direct application to remedial
         activities.




Basic Project Management Skills for RPMs                                                 5
                 Course Objectives, continued
                    Teach specific project management techniques
                    that will improve an RPM’s project management
                    performance in two areas:
                     1) Project challenge management
                     2) Work scope planning and management

                    Introduce RPMs to:
                        Tools that can be used to anticipate project issues
                        Tools that can be used to communicate project
                        status, such as performance, successes,
                        challenges, etc.



   Notes:




Basic Project Management Skills for RPMs                                      6
                 Two Key Focus Areas
                     1) Project challenge management
                          Known issues that can affect cost and schedule
                          Project uncertainties that can affect cost and
                          schedule
                     2) Work scope planning and management
                          Understanding when work is being done
                          according to plan versus when work is being
                          conducted “beyond scope”




   Notes:




Basic Project Management Skills for RPMs                                   7
                   Bottom Line: Techniques to Apply If…
                      Technical circumstances change between
                      the RI/FS and RD/RA phases or
                      conditions change during one of these
                      phases
                      Contractor and subcontractor
                      management issues arise that potentially
                      impact the remedial activities schedules
                      You are managing uncertainties or
                      unknown conditions

   Notes:
         Despite the significant amount of data generated during the remedial
         investigation and feasibility study (RI/FS), technical circumstances often change
         during the long time periods of remedial planning and action. How should you
         respond if technical circumstances change or you believe there is a significant
         possibility that those circumstances could change?


         Your daily interactions with contractors and subcontractors – EPA’s and the
         potential responsible party’s (PRP) – is focused on managing the completion of
         work. What techniques are available to respond if you recognize that their
         performance could affect your work schedules?


         What if even after the RI/FS, there remain uncertainties and potentially unknown
         conditions? What if the cost of addressing these uncertainties and potentially
         unknown conditions is too expensive to investigate in a RI/FS, thus creating
         challenges that must be addressed in the remedial design and remedial action
         (RD/RA) phase?




Basic Project Management Skills for RPMs                                                     8
                   PART 1



                      Project Challenge Management Exercise
                                    and Discussion




   Notes:
         The focus of Part 1 is to encourage RPMs to participate in managing typical
         challenges that arise during a remedial project.


         The most basic element of good project management – regardless of the
         discipline or project type – is proactively identifying and analyzing conditions and
         issues that may impact a project’s success.


         Many experienced project managers insist that if you proactively understand
         and manage your project’s challenges from the beginning, you significantly
         increase your chances of meeting schedule and budget constraints; you
         increase the likelihood that communications between you, your management,
         your contracting team, and the community will be better; and you increase your
         ability to respond to issues when changes occur in the project.




Basic Project Management Skills for RPMs                                                        9
                  Working Scenario
                      Read the description of the working
                      scenario on slide 12
                      Identify issues and elements of the
                      scenario that will require strong project
                      management skills
                      Note issues quickly in the margins or on a
                      separate notepad



   Notes:
         This scenario focuses on remedial activities that have been affected by a severe
         weather event. The weather event may have substantially changed the site
         circumstances. The goal of the scenario is to provide a situation where you as
         the RPM have to decide how to proceed – continue with the planned remedial
         action or take alternative actions, such as re-investigate portions of the site.


         We are not providing a complete set of RI/FS or remedial design documents
         because of their length and the 3-hour timeframe of this course. We have
         provided some background data. Where you need additional data, make
         assumptions or note the type of data you need to make a decision.




Basic Project Management Skills for RPMs                                                    10
                 Working Scenario, continued
                    Review the proposed schedule for the
                    project

                    Highlight other issues you see that may
                    have to be addressed given the
                    circumstances of the scenario

                    Instructions on next steps for the scenario
                    will be provided shortly

   Notes:




Basic Project Management Skills for RPMs                          11
                    Scenario Description
                      Overview:
                           You are the project manager of a site requiring soil excavation. The excavation will begin
                           in 4 weeks and must be completed in 9 - 12 months.
                           Estimated remedial costs for the source term is $16 million; groundwater remedial
                           activities are underway and are estimated to be $17 million.
                      ROD Summary
                           The ROD calls for excavation of contaminated soils and sludges to residential cleanup
                           levels and capping of areas where cleanup to residential levels is not achieved.
                           Groundwater treatment to control the off-site plume is ongoing and is implemented under
                           a separate OU. You are the project manager of the groundwater OU also.
                           Primary contaminants: creosote, arsenic, chromium
                      Schedule
                           The site has been on the NPL since 1995 and the RI/FS was delayed until 2002-2005,
                           while many PRP issues were resolved.
                      Site Characteristics
                           The site is a large wood preserving operation near a sensitive ecological environment, a
                           series of streams that feed a large riverine complex, and an actively involved community.
                           The site sits on a bluff. Some source removal of the worst contamination was completed
                           in 2001, but extensive surface and subsurface contamination remains.




   Notes:
         Overview:
               You are within 4 weeks of a large soil excavation on a site. The
               excavation must be completed in 9-12 months. Estimated remedial costs
               for the source term is $16 million; groundwater remedial activities are
               underway and are estimated to be $15-19 million.
         ROD Summary
               The ROD calls for excavation of contaminated soils and sludges to
               residential cleanup levels and capping of areas where cleanup to
               residential levels is not achieved. Groundwater treatment to control the
               off-site plume is ongoing and is implemented under a separate operable
               unit (OU). You are the project manager of the groundwater OU also.
               Primary contaminants onsite include creosote, arsenic, and chromium.
         Schedule
               The site has been on the National Priorities List (NPL) since 1995 and
               the RI/FS was delayed until 2002-2005, while many PRP issues were
               resolved.
         Site Characteristics
               The site is a large wood preserving operation near a sensitive ecological
               environment, a series of streams that feed a large riverine complex, and
               an actively involved community. The site sits on a bluff. Some source
               removal of the worst contamination was completed in 2001, but extensive
               surface and subsurface contamination remains.

Basic Project Management Skills for RPMs                                                                                12
                   Current Status
                      Contract Status
                         You hired a contractor to oversee soil excavation
                         and the PRP has hired a contractor to complete the
                         excavation. All work plans are in place according to
                         the structure outlined in model remedial activity
                         oversight contracts. It is now is 2 weeks after the
                         weather event.
                      Weather Event
                         Four weeks before starting soil excavation, one of
                         the largest tropical storms in recorded history
                         moved through the area. Although large rain events
                         are not unusual in this region, this event resulted in
                         100-year level floods. More than 30 inches of rain
                         fell in a 4 day period.



   Notes:
    Contract Status
          You hired a contractor to oversee soil excavation and the PRP has hired a
          contractor to complete the excavation. All work plans are in place according to the
          structure outlined in model remedial activity oversight contracts. It is now is 2 weeks
          after the weather event, which is described below.
    Weather Event
          Four weeks before starting soil excavation, one of the largest tropical storms in
          recorded history moved through the area. Although large rain events are not
          unusual in this region, this event resulted in 100-year level floods. More than 30
          inches of rain fell in a 4 day period.




Basic Project Management Skills for RPMs                                                            13
                  Current Status, continued
                      Initial Site Observations Following the Weather Event
                           Flooding of a substantial portion of the site, saturated soils, and standing water
                           Substantial visible erosion and wash out from contaminated areas on the bluff
                           toward the streams and rivers. The potential migration of contaminants with
                           eroded soil.
                           Flooding destroyed several groundwater wells. For the wells still operating,
                           there has been a 35 - 50 percent increase in the concentration of
                           contaminants being extracted.
                           Flooded areas along the river and wetlands show substantial industrial debris
                           from up-river industrial plants.
                           There are reports that contamination may have been washed into the river.
                      Stakeholder Reaction
                           The community is angry because of the perceived delays in starting the
                           remedial activities. Prior to the storm, they fully supported the selected
                           remedy, after rejecting several that would have allowed treatment in place.
                      Management Reaction
                           Your management has requested that you stay on schedule and
                           minimize the impact on your budget.




   Notes:
         Initial Site Observations Following the Weather Event
               The RPM observed flooding on a substantial portion of the site, saturated
               soils, and standing water. Substantial visible erosion and wash out from
               contaminated areas on the bluff toward the streams and rivers were also
               observed. The RPM realizes that migration of contaminants with eroded
               soil may have occurred. Flooding destroyed several groundwater wells.
               For the wells still operating, there has been a 35 - 50 percent increase in
               the concentration of contaminants being extracted. Flooded areas along
               the river and wetlands show substantial industrial debris from up-river
               industrial plants. There are reports that contamination may have been
               washed into the river.
         Stakeholder Reaction
               The community is angry because of the perceived delays in starting
               remedial activities. Prior to the storm, they fully supported the selected
               remedy, after rejecting several that would have allowed treatment in
               place.
         Management Reaction
               Your management has requested that you stay on schedule and
               minimize the impact on your budget.




Basic Project Management Skills for RPMs                                                                        14
                 Initial Options to Respond
                    Your oversight contractor has prepared preliminary
                    options for responding to the weather event and
                    presents you with the following rough estimates for you
                    to consider:
                        Re-open the RI/FS and re-investigate the site
                         – 9 - 12 months and $1.3 million
                        Conduct a limited RI on areas of the site with obviously
                        changed conditions (Areas B, E, and F)
                         – 3 - 5 months and $400,000
                        Implement a removal action to address the expanded areas of
                        contamination
                         – Unknown time and costs
                        Proceed with the soil excavation as planned and address
                        changed circumstances as you proceed



   Notes:




Basic Project Management Skills for RPMs                                              15
                   Introduction to Project Challenge
                   Management
                      The most difficult and important job for a project
                      manager is managing challenges
                      This concept is valuable both for traditional planning
                      activities and when unusual circumstances occur that
                      require a quick response
                      Challenge management occurs throughout the project
                      lifecycle
                          Planning
                          Execution
                          Monitoring and control




   Notes:
         The project management discipline calls these “project risks.” We have used
         the word “challenges” to differentiate project risks from EPA’s human health and
         ecological risks. However, please recognize that risks is a term of art in project
         management that you may encounter as you prepare for and take project
         management certification programs.




Basic Project Management Skills for RPMs                                                      16
                 Addressing Project Management Challenges
                    Rules of thumb from project management
                    practices about what a project manager and the
                    project team must do to successfully address
                    project challenges:
                        Anticipate challenges
                        Mitigate challenges
                        Develop plans to manage challenges
                        Monitor for challenges to identify when and if they
                        will occur
                        Evaluate and communicate challenges when they
                        occur
                        React and manage challenges according to plan



   Notes:




Basic Project Management Skills for RPMs                                      17
                 Your Task
                    Review the background information provided
                    Complete the project challenge matrix
                        Brainstorm your list of major challenges with your
                        small group
                        Prioritize these challenges – high, medium, low
                        Assess how you would plan and prepare a
                        response to project challenges by completing the
                        matrix cells


                 Please take 30 to 45 minutes to complete this task.


   Notes:




Basic Project Management Skills for RPMs                                     18
                 Questions to Think About
                    How do you assess the challenges?

                    What activities should you focus on as the RPM
                    to keep the project on track?

                    What information must you review to begin
                    handling the challenges?




   Notes:




Basic Project Management Skills for RPMs                             19
                Questions to Think About, continued
                    What is the likelihood that you can continue soil
                    excavation after the storm without delay?

                    How do you address community concerns
                    regarding remedial activity delays and current
                    risks at the site?

                    How do you explain the remedial activity delays
                    as they apply to current conditions? Would
                    timely remediation have prevented the current
                    situation?

   Notes:




Basic Project Management Skills for RPMs                                20
                 Small Group Reports and Debrief
                    What priority challenges were identified?
                    What approaches did different groups use
                    to manage the challenges?


                 Please take 30 to 45 minutes to complete this task.




   Notes:




Basic Project Management Skills for RPMs                               21
                 BREAK


                    Please take a break and return in 15 minutes.




   Notes:




Basic Project Management Skills for RPMs                            22
                 PART 2

                       Successful Challenge Management
                              Scenarios and Tools




   Notes:




Basic Project Management Skills for RPMs                 23
                 Challenge Management Scenario 1
                    Representative Jones (Congressman for the district of the
                    Strawberry Hill site) uses the weather event and the resulting
                    potential spread of contaminants as an issue for community
                    activism. He questions the effectiveness of EPA when planning
                    site remediation activities and wonders if the site plan is being
                    followed. The Representative also questions why the project has
                    been delayed three years and wonders if the delay is responsible
                    for current site issues. He requests a full review of the remedy
                    design, the project plan (including a risk management plan), and
                    project performance up to the weather event (including schedule
                    variances from plan).

                    Is this a high priority challenge?
                    What is the magnitude of impact on site activities?
                    What mitigating steps could have been taken to help deal with this
                    issue and minimize impacts on site remediation activities?




   Notes:




Basic Project Management Skills for RPMs                                                 24
                 Challenge Management Scenario 2
                    On day 5 of soil excavation, the contractor unearths 20
                    50-gallon barrels in Area D that appear to be corroded
                    and leaking an oily substance. Based on historical
                    activities at the site, these barrels likely contain PCBs.
                    You need to determine the extent of newly discovered
                    contamination and make a decision on how to proceed.

                    Is this a high priority challenge?
                    What is the magnitude of impact on site activities?
                    What mitigating steps could have been taken to help deal with this
                    issue and minimize impacts on site remediation activities?




   Notes:




Basic Project Management Skills for RPMs                                                 25
                 Challenge Management Scenario 3
                    While planning the project, the oversight contractor had
                    to submit three versions of their work plan due to glaring
                    errors and omissions of tasks. Going through the
                    processes of reviewing, commenting, and re-working
                    the deliverable has taken 8 more weeks of the schedule
                    than originally planned and now might cause a delay in
                    site remedial activities.

                    Is this a high priority challenge?
                    What is the magnitude of impact on site activities?
                    What mitigating steps could have been taken to help deal with this
                    issue and minimize impacts on site remediation activities?
                    Does the delay impact your ability to oversee site remediation
                    activities?




   Notes:




Basic Project Management Skills for RPMs                                                 26
                   Anticipate Challenges
                       Plan for challenges that may occur during
                       the project planning phase
                       Review lessons learned from other
                       projects
                       Review specific challenges presented by
                       the project
                       Complete a comprehensive evaluation of
                       the challenges that may occur, followed
                       by challenge analysis and prioritization


   Notes:
         The most valuable exercise in challenge management is identifying issues that
         could occur which may impact project cost, schedule, and technical
         performance.


         Identification of project challenges allows for a better understanding, for all
         parties, of what issues could arise.


         If the identification of challenges is done well, the number of surprises that occur
         should be minimal.


         Accompanying identification is a prioritization and focusing exercise. What are
         high probability challenges? What are high impact challenges?


         In the project management discipline, there are many tools that can help
         quantify the impacts of challenges once they are identified and analyzed.




Basic Project Management Skills for RPMs                                                        27
                   Anticipate Challenges – Identify all
                   Reasonable Possibilities
                       Identify challenges that could have significant impacts
                           Real and actual challenges
                           Potential and likely challenges
                           Possible and remote challenges
                       Example: Potential challenges for a pump and treat
                       remedy
                           Pump failure – potential and likely challenge
                           Plume migration beyond known boundaries – possible
                           challenge
                           Contamination levels not decreasing – possible challenge




   Notes:
         The more complete the definition of the challenge, the better the resulting
         analysis. The more known about the probability of a challenge occurring, and
         the more known about the impact of the challenge on site activities, the better
         the resulting data will be to assess the potential impacts on site remedial activity
         schedules and cost estimates.


         Project managers use simplified but adequate statistical concepts to conduct
         much of their analysis. Given the range of uncertainties that exist on a site,
         these techniques are viable.




Basic Project Management Skills for RPMs                                                        28
                  Anticipate Challenges - Types
                      Different challenge types:
                          Internal versus external
                          Known-known, known-unknown, unknown-
                          unknown
                          Quantitative versus qualitative
                          Past challenges that may reoccur versus
                          likely future challenges versus unlikely future
                          challenges



   Notes:
         It is critical to look broadly at challenges – things you can control and things
         that you cannot. There is no harm in asking others who have worked on similar
         cases for possible project challenges. Experience may be the best tool you
         have to evaluate and manage project challenges.


         •Internal challenges are those that occur within your project and which you
         exercise direct control over. Example: Project team delays in reviewing
         deliverables.
         •External challenges are those that occur due to some external influence on
         your project, such as an interface with another project. You have limited or no
         control over these challenges. Example: Your soil excavation cannot start until
         the building demolition project is complete.
         •Known-known challenges: You have identified the challenge and you know
         what will happen if the challenge occurs.
         •Known-unknown challenges: You know the challenge, but you do know what
         will happen if the challenge occurs.
         •Unknown-unknown challenges: You do not know the challenge and you do not
         understand of the outcome or impact of the challenge. These are challenges
         which no one on the project expects or anticipates.




Basic Project Management Skills for RPMs                                                    29
                  Mitigate Challenges
                      Mitigation methodologies are applied to reduce,
                      minimize, or eliminate challenges before they
                      occur
                      Methodologies:
                          Avoidance
                          Reduction
                          Transfer
                          Acceptance with contingency
                          Acceptance without contingency
                          Purchase of insurance
                          Containment

   Notes:
         Challenges have a range of mitigation options:
         •    Avoidance: Take some action to ensure that the challenge does not occur.
         •    Reduction: Limit the likelihood that the challenge will occur and reduce the
              impact of the challenge if it does occur.
         •    Transfer: Move the liability of the challenge to another party. Example:
              Fixed price contracts are an effective method of transferring some of the
              challenge to the contractor.
         •    Acceptance with contingency: Accept that the challenge may occur. You
              will not do anything to prevent it, but you set aside extra funds or schedule
              to deal with the challenge if it does occur.
         •    Acceptance without contingency: Accept that the challenge may occur and
              do nothing to plan if it occurs.




Basic Project Management Skills for RPMs                                                      30
                   Mitigate Challenges - Example
                      Challenge: Pump Failure
                      Mitigation strategies
                          Purchase backup pump
                          Purchase equipment insurance
                          Do nothing
                          Add extra time and cost as a contingency in
                          case the pump fails




   Notes:
         Mitigation strategies have costs and benefits. What are the costs of a
         mitigation strategy? What are the corresponding benefits? How will the
         mitigation strategy lower the probability or impact of the challenge? Is the cost
         worth incurring given the benefits the mitigation strategy offers?


         This same approach can be applied to the cost of additional data collection
         versus the benefits gained from the collection.




Basic Project Management Skills for RPMs                                                     31
                  Plan to Manage Challenges
                      Challenge management plan
                         List challenges with
                          –   Description of the challenge
                          –   Potential outcome
                          –   Probability of occurrence
                          –   Mitigation activities
                          –   Required responses if challenge occurs
                          –   Cost (time and money) of required responses




   Notes:
         Challenge management plans are critical communication tools. They
         demonstrate how you will respond to issues as they arise and, with consultation
         of key stakeholders, can help mitigate the unpleasant reactions when something
         unexpected occurs.


         This type of planning demonstrates that the RPM has planned for contingencies
         and is prepared to respond to many types of issues.




Basic Project Management Skills for RPMs                                                   32
                 Identify Challenges When They Occur
                    Actively use the plan to manage the project
                        Identify challenges as they occur
                        Update the plan as unexpected challenges occur
                    Rely on the project team and the PRP
                    contractor to identify challenges that occur
                        This requires everyone on the project to have a
                        vested interest in the project and the project
                        challenges




   Notes:




Basic Project Management Skills for RPMs                                  33
                 Evaluate and Communicate Challenges
                 When They Occur
                    When a challenge occurs, look to the plan
                    for the following:
                        Responsible and impacted parties
                        Actions for responding to and dealing with
                        the challenge
                        Required activities
                        Impacts to other project activities
                        Anticipated cost (schedule and money)



   Notes:




Basic Project Management Skills for RPMs                             34
                 React and Manage Challenges According to
                 Plan
                    The plan tells you what to do when a
                    challenge occurs
                    When an unexpected challenge occurs,
                    the plan can still help
                        Look for similar challenges
                        Evaluate relevant response activities
                    Update the plan to reflect the new
                    challenge



   Notes:




Basic Project Management Skills for RPMs                        35
                  Project Challenge Assessment Matrix
                      The project challenge assessment matrix is a tool
                      based on standard project management
                      techniques.
                      Its goal is to allow a project manager or project
                      team to assess a situation, prioritize issues, and
                      identify or analyze approaches for responding to
                      the situation.
                      Its purpose is to help a project manager learn to
                      use project management tools to identify, quantify,
                      organize, prioritize, plan, and mitigate project
                      challenges.



   Notes:
         The project challenge assessment matrix is a tool to help the project team
         identify, evaluate, and plan for challenges that may occur during a project. The
         matrix should be developed as a team and should be managed as a living
         document. If any new challenges are identified during the project, those new
         challenges should be fully assessed and added to the challenge matrix. The
         challenge matrix should also be modified by the project team if any existing
         challenges change during the project.




Basic Project Management Skills for RPMs                                                    36
                 Project Challenge Assessment Matrix
                    Matrix layout
                        Challenge description (real or potential)
                        What outcomes will the challenge cause?
                        Is the impact big or small? How big or small?
                        What do I not know that I need to know?
                        What can I do to assess or address the challenge?
                        What can others do?
                        What resources do I have to react to and assess the
                        challenge?
                        What is the priority - high, medium, low?
                        What WBS elements are affected by the challenge?




   Notes:




Basic Project Management Skills for RPMs                                      37
                    Completed Challenge Matrix
                   Challenge         Expected Impact       Magnitude        Additional       Activities to Assess     Resources      Priority     WBS
                   Description                             of Impact       Information         or Address the         Available     (H, M, L)   Elements
                                                                             Needed              Challenge                                      Affected

                Project team        Schedule delay         2 weeks       Number and         Identify deliverables     Project       M           1.1.4
                delays during       due to delayed                       size of            on or near the critical   team                      2.1
                documentation       documentation                        deliverables       path. Estimate and                                  3.1
                review              delivery date                                           build in a sufficient                               3.2, 3.3,
                                                                                            schedule buffer.                                    3.4
                Discovery of        Delay or stop of       Potentially   Historical         Field screening plan      Project       H           2.0
                unknown             remedial activities,   large:        records of site    for rapid sampling        team, field               5.0
                contamination       additional             cost,         activities, and    during excavation.        sampling                  6.0
                during excavation   sampling and           schedule,     characterization   Change management         and                       7.0
                                    analysis, and          and PRP       of potential       plan to deal with         analytical                8.0
                                    potential revisions    issues        contaminant        potential scope           tools and                 9.0
                                    to the remedy                                           expansion.                staff
                Contamination in    Expansion of           Significant   Plume              Conduct sampling          Project       H           2.0
                residential wells   groundwater            increase:     characterization   and analysis from         team, site
                                    remedy                 cost and                         residential wells.        contractor
                                                           schedule                         Realize need for
                                                                                            potential
                                                                                            modifications to
                                                                                            groundwater remedy.




   Notes:
         Project challenge matrix column names and descriptions:


         Challenge Description: Provides a brief description of the challenge and
         identifies whether it is a real or potential challenge.
         Expected Impact: Provides a description of the expected outcome of the
         challenge. What outcomes can or will the challenge cause?
         Magnitude of Impact: Is the impact big or small? How big or small?
         Additional Information Needed: What information do you need that you do
         not have?
         Activities to Assess or Address the Challenge: What can you do to assess
         and address the challenge? What can others do?
         Resources Available: What resources do you have to react to and assess the
         challenge?
         Priority (H, M, L): What is the priority - high, medium, low?
         WBS Elements Affected: What work breakdown structure (WBS) elements
         are affected by the challenge?




Basic Project Management Skills for RPMs                                                                                                                    38
                 Advanced Techniques for Assessing Project
                 Challenges
                    How can the project management discipline
                    assist in estimating impacts of project
                    challenges on costs and schedules?
                        Explains how to use the data collected when
                        assessing project challenges
                        Explains expected value as a tool
                        Provides simple techniques – basic contingency
                        planning
                        Provides advanced techniques – probabilistic
                        planning




   Notes:




Basic Project Management Skills for RPMs                                 39
                 Estimating the Impacts of Challenges
                    Probability of occurrence multiplied by impact
                    on project (time and money) is the focus of
                    project management techniques
                    Use ranges of probability for challenge
                    occurrence:
                        Low:       10 - 30 percent
                        Medium:    50 - 66 percent
                        High:      75 - 90 percent
                    Measure impact in additional costs, schedule
                    delays, or in qualitative terms, such as
                    management’s or the community’s reaction


   Notes:




Basic Project Management Skills for RPMs                             40
                 Addressing Project Management Challenges
                    Large group discussion and consensus on the
                    approach to manage challenges
                        Ask RPMs about specific examples of project
                        management challenges they have faced and share
                        their “best practices” for managing them. Examples
                        may include:
                          PRP missing critical deadlines
                          Local government changing the zoning of the site
                          A community group claiming cleanup levels are not “clean
                          enough”
                          Poor quality deliverables from contractor




   Notes:




Basic Project Management Skills for RPMs                                             41
                 Part 3


                       Evaluating Work Scope and Project
                                   Schedules




   Notes:




Basic Project Management Skills for RPMs                   42
                 Work Scope Planning Techniques
                    Define the objectives of work scope planning
                        Complete, inclusive definition of project scope
                        Alignment of project and contract and task scope
                        Clear identification of work and logical organization
                        of activities so that efficient schedules can be
                        implemented
                        Understand the likelihood of project challenges and
                        how they may affect the scope of work




   Notes:




Basic Project Management Skills for RPMs                                        43
                 Work Scope Planning Techniques
                    Review techniques and rules of thumb for differentiating
                    between good and poor work scope planning
                        WBS development tools
                           Apply EPA’s model WBS as an evaluation tool for a project
                           Compare the WBS to the ROD
                        WBS should include all work required to complete the project
                        and only the work needed to complete the ROD and contract
                        requirements
                        Poor work scope planning leads to
                           Incomplete schedule and cost estimates
                           Scope changes during project execution




   Notes:




Basic Project Management Skills for RPMs                                               44
                 Schedule Estimating
                      Evaluate the remedial activities schedule and
                      identify weaknesses and issues
                      Based on a response strategy to address
                      project challenges and work scope scenarios
                      completed
                         Evaluate a revised schedule for remedial activities
                         Identify concerns, issues, and other elements that
                         require attention and clarification




   Notes:




Basic Project Management Skills for RPMs                                       45
                 Schedule Estimating
                    Typical challenges to be identified in the
                    schedule:
                        Duration analysis - How were estimates for work
                        activities determined? Are they reasonable? Are
                        there alternatives that would lead to more efficient
                        schedules?
                        Understand activity dependencies which are
                        needed to develop an effective schedule
                           Predecessors and successors
                           “Networks”
                           Constraints and assumption
                    Understand how to use the resulting schedule
                    as an analytical and baseline management tool


   Notes:




Basic Project Management Skills for RPMs                                       46
                 Wrap-Up
                    Discuss observations and lessons learned
                    Present information about project management
                    certification programs, such as Project
                    Management Professional (PMP), Certified
                    Project Manager (CPM), and Registered
                    Environmental Manager (REM), that may be of
                    interest to RPMs wishing to gain additional skills
                    and recognition




   Notes:




Basic Project Management Skills for RPMs                                 47
                              Attachments

Example Methodologies for Estimating the Cost of Project Risks and Challenges


                       Blank Project Challenge Matrix
  Here is an example with an estimate of additional dollars necessary to account for several
  challenges that occurred in the project.

  The risks or challenges are labeled Risk 1-5. Each one is an independent event.

  The initial risk cost column is the dollar impact to the project.

  The handling strategy implementation cost column is the evaluation of the strategies the RPM
  has decided to use and the cost of these strategies.

  The final column is the remaining risk or unmitigated risk.

  The project cost estimate box shows how this analysis helps to ensure that there is adequate
  contingency in the budget to account for both the costs of mitigating the challenges and the
  costs of the residual challenge.

  As the RPM, you would have three choices to make: Do you want a budget of $10,000,
  $10,080, or $10,162 to most effectively address the issues at this site? Moreover, how would
  you justify a higher budget to your management without a consideration of challenge
  management?




Basic Project Management Skills For RPMs                                                         1
Basic Project Management Skills For RPMs   2
                     Worst case          Likely impact        Best case         Outcome
                     impact of           of event             impact of
                     event                                    event

  Example 1          30 days             12 days              8 days
  Equal
  probability of
  worst case,
  likely case,
  and best case.
  Example 2          30 days             12 days              8 days
  Probabilities
  are 40, 50, 10
  percent for the
  worst case,
  likely case,
  and best case,
  respectively.
  Example 3        30 days               12 days              8 days
  Probabilities of
  the worst case,
  likely case,
  and best case
  are unknown.


  Project management defaults to whether the worst case, likely case, or best case is the most
  probable. Project management uses the term triangular distributions to describe this process.
  This requires a simple set of techniques to calculate how much impact an event would have.

  Consider the following situation:

  Project challenge identified is the likely time necessary to mobilize a portable sampling unit
  following the weather event. The issue is how much time to build into the schedule and how
  much lead time is needed to take care of contractual obligations.

  You collect data to fulfill the conditions of a triangular approach - best case, likely case, and
  worst case. How much time should you allow? The answer depends on how you assess the
  probabilities. In the third case, where the probabilities are unknown, project management
  defaults to the PERT approach: 4 times the most likely + worst case + best case all divided by
  6.

  These are tools to assist project managers in estimating the time needed for each event in a
  schedule. Similarly, this approach can apply to costs.




Basic Project Management Skills For RPMs                                                              3
  Challenge Description: Provides a brief description of the challenge and identifies whether it is real or potential.
  Expected Impact: Provides a description of the expected outcome of the challenge. What outcomes can or will the challenge cause?
  Magnitude of Impact: Is the impact big or small? How big or small?
  Additional Information Needed: What information do you need?
  Activities to Assess or Address the Challenge: What can I do to assess and address the challenge? What can others do?
  Resources Available: What resources do I have to react to and assess the challenge?
  Priority (H, M, L): What is the priority - high, medium, low?
  WBS Elements Affected: What WBS elements are affected by the challenge?

    Challenge           Expected       Magnitude      Additional    Activities to Assess   Resources      Priority       WBS
    Description          Impact        of Impact     Information      or Address the       Available     (H, M, L)     Elements
                                                       Needed           Challenge                                      Affected




Basic Project Management Skills For RPMs                                                                                          4
    Challenge        Expected    Magnitude    Additional   Activities to Assess   Resources    Priority     WBS
    Description       Impact     of Impact   Information     or Address the       Available   (H, M, L)   Elements
                                               Needed          Challenge                                  Affected




Basic Project Management Skills For RPMs                                                                             5
    Challenge        Expected    Magnitude    Additional   Activities to Assess   Resources    Priority     WBS
    Description       Impact     of Impact   Information     or Address the       Available   (H, M, L)   Elements
                                               Needed          Challenge                                  Affected




Basic Project Management Skills For RPMs                                                                             6
    Challenge        Expected    Magnitude    Additional   Activities to Assess   Resources    Priority     WBS
    Description       Impact     of Impact   Information     or Address the       Available   (H, M, L)   Elements
                                               Needed          Challenge                                  Affected




Basic Project Management Skills For RPMs                                                                             7

								
To top