Executing and Closing Project

PPMP 20010:
Executing and Closing Project
Assessment 1 – Part A & B
Project Status & Exception Report
30 Marks
Assessment 1 – Outline
• Individual Assignment
• Due Date: Monday, Week 7
• Case Study for Assessment 1 & 2
• Assessment 1 (Part A & B) template
• To be completed using the given template ONLY
• Submission format:
– MS Word, checked by Turnitin software
2
Assessment 1 Alignment to the
Unit Learning Outcome
• Learning Outcome 3 (from Unit Profile)
– Define and justify project event-driven and time-driven
controls for a case study project.
3
Academic Learning Centre (ALC)
• Attend information and training sessions
arranged by ALC
• You must be aware of:
–CQU’s latest Academic Integrity Policy
–Plagiarism and contract cheating
–Referencing
–Group work skills
–Written communication skills
4
Case Study (Project)
• Case study is Sydney CBD South East Light Rail project.
• Download the case study from the Assessment section in
Moodle.
• You need to complete Assessment 1 & 2 in the context of
this case study.
• A number of URLs containing the information are given in
the case study document.
• This information is not comprehensive.
• You need to widen your research until an in-depth
understanding of this project is reached.
5
Case Study (Project)
• As project manager, you need to compile the following
reports in the context of given case study (project).
– Project Status (Progress) Report,
– Project Exception Report,
– Project Audit & Closure Report,
– Project Governance Report
– For assignment purpose, you may need to make certain
assumptions as well.
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Assessment 1 Part A – Project Status Report
• Project status report is a tool used throughout the life of a
project to provide information on how the project is
proceeding and progressing.
• This report is a vital communication tool aimed at the
sponsor, project board and/or steering committee.
• Download the Assessment 1 Template from the
Assessment section in Moodle.
7
Project Status Report
• Project status report usually contains the following
sections:
– Gantt Chart
– Performance (Variance) Analysis
– Estimated Cost At Completion (EAC)
– Forecast Completion Date
– To-Complete Performance Index (TCPI)
– S-Curve
– Milestone Report
– Exception Report
8
Gantt Chart
• Gantt Chart invented by Henry Gantt in 1915.
• It illustrates the project schedule.
• It illustrates the start and finish dates of the
project tasks/activities.
• It also shows precedence (sequence) of tasks.
• Tasks constitute the Work Breakdown Structure
(WBS) of the project.
• etc.
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Gantt Chart – Example
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Performance (Variance) Analysis
• Performance analysis is used to check the progress / status
of the project during Execution phase.
• Status of every task, sub-task, summary task and the
project is measured at regular intervals of time.
• CPI% = (EV/AC) * 100
– CPI% < 100% – actual cost is above the planned cost
– CPI% = 100% – actual cost is the same as planned cost
– CPI% > 100% – actual cost is below the planned cost
• SPI% = (EV/PV) * 100
– SPI% < 100% – less work completed than planned
– SPI% = 100% – work completed as planned schedule
– SPI% > 100% – more work completed than planned
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Estimated cost At Completion (EAC)
• EAC is the forecasted cost of the project at completion, as the
project progresses …
• BAC – Budget At Completion (Total planned budget of the
project) = Total PV
• Use appropriate method based on the assumption.
• Method 1: based on actual cost to date, and predicts future work
will be accomplished at the budgeted rate
– EAC = AC + (BAC – EV)
• Method 2: assumes what the project has experienced to date is
expected to continue
– EAC = BAC / CPI
• Method 3: based on both CPI and SPI factors, when project
schedule is impacting the estimate cost to complete the project
– EAC = AC + [ (BAC – EV) / (CPI x SPI) ]
To-Completion Performance Index (TCPI)
• TCPI is a measure of cost performance that is required
to be achieved with the remaining resources in order to
meet specified management goals.
• TCPI is expressed as a ratio of the cost to finish
outstanding work to the remaining budget.
• TCPI = Work Remaining / Funds Remaining
• Assumption is that BAC is still valid:
TCPI = (BAC-EV) / (BAC-AC)
• Assumption is that BAC is not valid anymore:
TCPI = (BAC-EV) / (EAC-AC)
Forecast Completion Date
• Forecast completion date forecasts the end date of the
project, as the project progresses …
• It is derived from the Schedule Performance Index (SPI)
• Forecast Completion Date = Total duration of the project / SPI
• If SPI < 1, then project is expected to be completed after
the scheduled completion date.
• If SPI = 1, then project is expected to be completed as
per the scheduled completion date.
• If SPI > 1, then project is expected to be completed
before the scheduled completion date
S-Curve
• S-Curve tracks the project progress over time.
• It gives a quick overview about status of the project.
• It shows PV, EV & AC for the project.
Milestone Report
• Milestone is an event on a schedule, which marks
the completion of a key activity.
• Progress on the milestones is provided in this
section.
• Any issues with the milestones are also listed here.
Assessment 1 Part A – Project Status Report
• Assessment 1 Part A is about the project status
(progress) at a given point of time during the
Execution phase.
• Main tasks (activities) of the case study are provided
in the template.
• Gantt chart is provided in the template.
• PV, EV & AC data is also be provided in the template.
• You are required to analyse the project progress in
the context of the given case study and data
provided.
Assessment 1 Part B – Project Exception Report
• An exception report is a tool used when the project or
stage is forecast to exceed given tolerances
• This report is a vital communication tool aimed at the
sponsor, board members and/or steering committee,
making suggestions and asking for guidance from higher
authority.
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Assessment 1 Part B – Project Exception Report
• Establish the need for an exception report
– Provide your motivation to compile and raise a costoverrun or behind-schedule exception report to the
project board along with appropriate reasons for your
decision
– Maximum 500 words
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Assessment 1 Part B Contd.
• Exception title
– An overview of the cost-overrun or behind-schedule
exception being reported
• Cause of the exception
– A description of the cause of a deviation from the current
plan
• Consequences of the deviation
– What the implications are if the deviation is not addressed
for the project, Corporate, programme management or the
customer
Assessment 1 Part B Contd.
• Options
– What 2-3 options are available to address the deviation
and the effect of each option on the business case, risks,
and tolerances.
• Recommendation
– Of the available options, which is recommended, and why?
• Lessons
– What can be learnt from the exception, on this project or
for future projects?