Beginner’S Project Management Handbook: Art of Project Delivery

By Dr. Sunil C. Gebalanage

The content of this book consists of five main volumes, namely; Project Initiation, Scope Management, Cost Management, Time Management and Quality Management.

A brief, yet essential discussion is carried out about project management in five volumes, in a manner a beginner can understand very easily all necessary requirements in project management from initiation to the project closeout, which is considered as the project life cycle.
This book will be filling you with confidence and providing the tools youll be needing to manage your project efficiently and in addition to avoid the problems most young and inexperienced construction professionals encountered at the beginning of their professional careers.

• Language: English
• Publisher: AuthorHouse UK
• Release date: Mar 22, 2017
• ISBN: 9781524661274

Dr. Sunil C. Gebalanage

Dr. Sunil C. Gebalanage, PhD, MSc, MBA, PMP, CIOB, CIArb, has earned numerous degrees, including a doctorate from MUST University, a master’s degree in civil engineering, and an MBA. He gained experience in project management in the Middle East and in Sri Lanka, working with contractors, consultants, and employers. He has been the contract consultant for the Qatar Olympic Committee in Doha, Qatar, since 2009.

Book preview

AuthorHouse™ UK

1663 Liberty Drive

Bloomington, IN 47403 USA

www.authorhouse.co.uk

Phone: [phone]

© 2017 Dr. Sunil C. Gebalanage PhD, MSc, MBA, PMP, CIOB, CIArb. All rights reserved.

No part of this book may be reproduced, stored in a retrieval system, or transmitted by any means without the written permission of the author.

Published by AuthorHouse  03/21/2017

ISBN: 978-1-5246-6128-1 (sc)

ISBN: 978-1-5246-6556-2 (hc)

ISBN: 978-1-5246-6127-4 (e)

Any people depicted in stock imagery provided by Thinkstock are models,

and such images are being used for illustrative purposes only.

Certain stock imagery © Thinkstock.

Because of the dynamic nature of the Internet, any web addresses or links contained in this book may have changed since publication and may no longer be valid. The views expressed in this work are solely those of the author and do not necessarily reflect the views of the publisher, and the publisher hereby disclaims any responsibility for them.

Contents

Foreword

Appreciation

Preface

Volume 1: Initiating a Project

1.0 Overview

1.1. How to Initiate a Project

1.1.1 Budgetary Allocation

1.1.2 Stakeholders

1.1.3 Project Charter

1.1.4 Feasibility Study Report

1.2. Designer

1.2.1 Design Team

1.2.2 Consultancy Agreement

1.2.3 Consultancy Services

1.3. Project Design

1.3.1 Conditions of Engagement

1.3.2 Scope of Services

1.3.3 Stages of Work

1.3.3.1 Investigation Stage (Consultant with Specialist)

1.3.3.2 Sketch Stage

1.3.3.3 Preliminary Design

1.3.3.4 Detail Design

1.3.3.5 Tendering Stage

1.3.3.6 Contact Award Stage

1.4. Tendering

1.4.1 Tender Document

1.4.1.1 Tender Volume 1 – Tender Particulars

1.4.1.2 Tender Volume 2 – Specifications

1.4.1.3 Tender Volume 3 – Drawings

1.4.1.4 Tender Volume 4 – Bill of Quantities/Estimate

1.4.1.5 Tender Volume 5 – Other Information

1.4.2 Tender Process

1.4.3 Tender Evaluation

1.5. Contract Award

1.5.1. Letter of Award

1.5.2. Contract Document

1.5.3. Contract Signing

1.5.4. Construction Commencement

Volume 2: Scope Management

2.0 Overview

2.1. Gathering Requirement

2.1.a Contributions

2.1.a.1 Project Charter

2.1.a.2 Stakeholders’ Register

2.1.b Procedure

2.1.b.1 Interviews

2.1.b.2 Decision Making Workshops

2.1.b.3 Group Activities and Surveys

2.1.b.4 Observing Similar Projects

2.1.c Deliverables (for Collection Requirements)

2.1.c.1 Necessities Chart

2.1.c.2 Necessities Documentation

2.1.c.3 Necessities Monitoring

2.2. Describing Scope

2.2.a Contributions (for Describing Scope)

2.2.a.1 Project Charter

2.2.a.2 Necessities Documentation

2.2.a.3 Company Assets

2.2.b Procedure (for Describing Scope)

2.2.b.1 Expert Judgement

2.2.b.2 Alternatives

2.2.b.3 Decision Making Workshops

2.2.c Deliverables (for Describing Scope)

2.2.c.1 Scope of Work

2.2.c.2 Project Document Updates

2.3. Work Breakdown Process

2.3.a Contributions (for Work Breakdown Process)

2.3.a.1 Scope of Work

2.3.a.2 Necessities Documentation

2.3.a.3 Company Assets

2.3.b Procedure (for Work Breakdown Process)

2.3.b.1 Breakdown Process

2.3.c Deliverables (for Work Breakdown Structure)

2.3.c.1 Works Breakdown Structure

2.3.c.2 WBS Dictionary

2.3.c.3 Scope Baseline

2.3.c.4 Project Document Updates

2.4. Acceptance of Deliverables

2.4.a Contributions (for Confirming Deliverables)

2.4.a.1 Project Management Plan

2.4.a.2 Necessities Documentation

2.4.a.3 Necessities Chart

2.4.a.4 Certified Deliverables

2.4.b Procedure (for Confirming Deliverables)

2.4.b.1 Inspection

2.4.b.2 Testing and Commissioning

2.4.c Deliverables (for Confirming Deliverables)

2.4.c.1 Approved Deliverables

2.4.c.2 Change Request

2.4.c.3 Project Document Updates

2.5. Complete Scope

2.5.a Contributions (for Controlling Scope)

2.5.a.1 Project Management Plan

2.5.a.2 Status Report

2.5.a.3 Necessities Documentation

2.5.a.4 Necessities Chart

2.5.a.5 Company Assets

2.5.b Procedure (for Controlling Scope)

2.5.b.1 Variance Study

2.5.c Deliverables (for Controlling Scope)

2.5.c.1 Progress Measurements

2.5.c.2 Company Assets Updates

2.5.c.3 Change Request

2.5.c.4 Project Management Plan Updates

2.5.c.5 Project Document Updates

Volume 3: Cost Management

3.0 Overview

3.1. Estimate Cost

3.1.a Contributions (for Estimate Costs)

3.1.a.1 Necessities Documentation

3.1.a.2 Scope Baseline

3.1.a.3 Resources Register

3.1.a.4 Expert Decision

3.1.a.5 Company Assets

3.1.b Procedure (for Estimate Costs)

3.1.b.1 Investigation Stage Estimate

3.1.b.2 Concept Stage Estimate

3.1.b.3 Preliminary Stage Estimate

3.1.b.4 Detail Stage Estimate

3.1.b.5 Specialist Advices

3.1.c Deliverables (Estimate Costs)

3.1.c.1 Estimated Cost

3.1.c.2 Project Documentation Updates

3.1.c.3 Updated Time Schedule

3.2. Authorizing Budget

3.2.a Contributions (for Preparing Budget)

3.2.a.1 Project Documentation

3.2.a.2 Estimated Cost

3.2.a.3 Influencing Factors

3.2.a.4 Risk Factors

3.2.b Procedure (for Preparing Budget)

3.2.b.1 Cash Flow

3.2.c Deliverables (for Preparing Budget)

3.2.c.1 Controlled Budget

3.2.c.2 Corrective Actions

3.2.c.3 Project Document Updates

3.3. Monitoring Costs

3.3.a Contributions (for Control Costs)

3.3.a.1 Cost Estimate

3.3.a.2 Budgetary Allocation

3.3.a.3 Time Schedule

3.3.a.4 Work Breakdown Structure

3.3.a.5 WBS Dictionary

3.3.a.6 Company Assets

3.3.b Procedure (for Control Cost)

3.3.b.1 Rate Analysis

3.3.b.2 Cash Flow

3.3.b.3 Daily Activity Reports

3.3.c Deliverables (For Control Costs)

3.3.c.1 Daily Monitoring Report

3.3.c.2 Cash Flow Updates

3.3.c.3 Resources Updates

3.3.c.4 Corrective Actions for Cost Control

Volume 4: Time Management

4.0 Overview

4.1. Identifying Activities

4.1.a Contributions (for Identifying Activities)

4.1.a.1 Scope Baseline

4.1.a.2 Company Assets

4.1.a.3 Influencing Factors

4.1.b Procedure (for Identifying Activities)

4.1.b.1 Breakdown Process

4.1.b.2 Expert Judgement

4.1.b.3 Patterns

4.1.c Deliverables (for Identifying Activities)

4.1.c.1 Activity List

4.1.c.2 Activity Features

4.1.c.3 Milestone

4.2. Relating Activities

4.2.a Contributions (for Relating Activities)

4.2.a.1 Activity List

4.2.a.2 Activity Features

4.2.a.3 Milestone

4.2.a.4 Scope of Work

4.2.a.5 Company Assets

4.2.b Procedure (for Relating Activities)

4.2.b.1 Identifying Predecessor and Successor Activities

4.2.b.2 Dependency Consideration

4.2.b.3 Leads and Lags

4.2.b.4 Resources Requirement

4.2.b.5 Schedule Patterns

4.2.c Deliverables (for Relating Activities)

4.2.c.1 Draft Schedule

4.2.c.2 Project Documents Updates

4.3. Quantifying Resources Requirement

4.3.a. Contributions (for Quantifying Resources Requirement)

4.3.a.1 Activity List

4.3.a.2 Activity Features

4.3.a.3 Influencing Factors

4.3.a.4 Company Assets

4.3.a.5 Project Documents

4.3.b Procedure (for Quantifying Resources Requirement)

4.3.b.1 Expert Judgement

4.3.b.2 Documented Data

4.3.b.3 Activity Comparison

4.3.b.4 Rate Breakdown

4.3.b.5 Quantification

4.3.c Deliverables (for Resources Requirement Estimate)

4.3.c.1 Resource Quantified Requirement

4.3.c.2 Document Updates

4.4. Time Requirement

4.4.a Contributions (for Time Requirement)

4.4.a.1 Activity List

4.4.a.2 Activity Features

4.4.a.3 Resource Quantified Requirements

4.4.a.4 Resource Calendar

4.4.a.5 Scope of Work

4.4.a.6 Influencing Factor

4.4.a.7 Company Assets

4.4.b Procedure (for Time Requirement)

4.4.b.1 Expert Judgement

4.4.b.2 Comparable Estimating

4.4.b.3 Detail Estimating

4.4.b.4 Resources Analysis

4.4.c Deliverables (for Time Requirement)

4.4.c.1 Time Requirement

4.4.c.2 Project Document Updates

4.5. Schedule Preparation

4.5.a. Contributions (for Schedule Preparation)

4.5.a.1 Activity List

4.5.a.2 Activity Features

4.5.a.3 Draft Schedule (Level 1 – Time Schedule)

4.5.a.4 Resource Quantified Requirements

4.5.a.5 Time Requirement

4.5.a.6 Resources Calendar

4.5.a.7 Influencing Factors

4.5.a.8 Company Assets

4.5.a.9 Scope of Work

4.5.b Procedure (for Schedule Preparation)

4.5.b.1 Schedule Network Analysis

4.5.b.2 Critical Path Method

4.5.b.3 Critical Chain Method

4.5.b.4 Applying Leads and Lags

4.5.b.5 Schedule Comparison

4.5.b.6 Schedule Development (Comparison and Scheduling Tools)

4.5.c Deliverables (for Schedule Preparation)

4.5.c.1 Project Schedule

4.5.c.2 Schedule Dates

4.5.c.3 Project Document Updates

4.6. Time Controlling

4.6.a Contributions (for Schedule Preparation)

4.6.a.1 Project Schedule

4.6.a.2 Project Management Plan

4.6.a.3 Schedule Status Report

4.6.a.4 Company Assets

4.6.b Procedure (for Schedule Preparation)

4.6.b.1 Performance Reviews

4.6.b.2 Resource Levelling

4.6.b.3 Variance Analysis

4.6.b.4 Adjust the Leads and Lags

4.6.b.5 Project Management Software

4.6.b.6 Compressing Activity Time Schedule

4.6.c Deliverables (for Schedule Preparation)

4.6.c.1 Progress Measurement

4.6.c.2 Company Assets Updates

4.6.c.3 Change Request

4.6.c.4 Project Document Updates

4.6.c.5 Project Management Plan Updates

Volume 5: Quality Management

5.0 Overview

5.1. Quality Planning

5.1.a Contributions (for Quality Planning)

5.1.a.1 Stakeholders’ Register

5.1.a.2 Scope Baseline

5.1.a.3 Cost Schedule and Cash Flow

5.1.a.4 Time Schedule

5.1.a.5 Influencing Factors

5.1.a.6 Company Assets

5.1.b Procedures (for Quality Planning)

5.1.b.1 Cost Benefits Analysis

5.1.b.2 Time Benefits Analysis

5.1.b.3 Scope Benefits Analysis

5.1.b.4 Cost of Quality

5.1.b.5 Benchmarking

5.1.b.6 Sampling

5.1.b.7 Quality Management Methodologies

5.1.c Deliverables (for Quality Planning)

5.1.c.1 Quality Management Plan

5.1.c.2 Quality Matrix

5.1.c.3 Quality Checklist

5.1.c.4 Project Document Updates

5.2. Quality Assurance

5.2.a Contributions (for Quality Assurance)

5.2.a.1 Project Management Plan

5.2.a.2 Quality Matrix

5.2.a.3 Quality Status Report

5.2.a.4 Quality Control Measurements

5.2.b Procedures (for Quality Assurance)

5.2.b.1 Quality Management Plan

5.2.b.2 Quality Audits

5.2.b.3 Process Analysis

5.2.c Deliverables (for Quality Assurance)

5.2.c.1 Company Assets Updates

5.2.c.2 Change Request

5.2.c.3 Project Management Plan Updates

5.2.c.4 Project Document Updates

5.3. Quality Control

5.3.a Contributions (for Quality Control)

5.3.a.1 Project Management Plan

5.3.a.2 Quality Checklist

5.3.a.3 Quality Control Work Performance Measurements

5.3.a.4 Approved Change Request

5.3.a.5 Scope of Work

5.3.a.6 Company Assets

5.3.b Procedure (for Quality Control)

5.3.b.1 Control Charts

5.3.b.2 Flowcharts

5.3.b.3 Histogram

5.3.b.4 Run Charts

5.3.b.5 Scatter Diagram

5.3.b.6 Statistical Sampling

5.3.b.7 Inspection

5.3.c Deliverables (for Quality Control)

5.3.c.1 Quality Control Measurements

5.3.c.2 Change Request

5.3.c.3 Approved Changes for the Quality Requirements

5.3.c.4 Approved Deliverables

5.3.c.5 Company Assets Updates

5.3.c.6 Update Project Management Plan

List of Figures

References

Bibliography

About the Author

Foreword

When Dr. Sunil Gebalanage gave me the manuscript of his book, Beginners’ Project Management Handbook, I was sceptical as to what it might contain. Sunil actually wanted me to review the manuscript and suggest improvements. I therefore took a lot of time reading, re-reading, and making notes on every volume as presented. I kept reminding myself that this was a work intended for beginners, and therefore it had to be left alone.

The book contains useful information acquired from experience and laid out in a format flowing in a logical sequence, thereby making the follow-up from one chapter to the next easy. Furthermore, because it’s written in simple language, the book will be of immense help as a reference handbook for students, as well as for engineers who want to gain knowledge of project management.

Project management is the art of project delivery, and Dr Gebalanage’s book provides a good stepping stone for mastering the art of construction project delivery.

This is a book that will add value to any collection of books and will serve as an invaluable handbook to any construction professional.

Image34770.PNG

M. Haris Z. Deen

PhD, MBA, BSc, LLB (Hons), FRICS

Former Advisor to President of Qatar PWA

Vice President of Projacs International, Bahrain

Appreciation

I would like to thank all those who have been a help and an inspiration, not only in writing Beginner’s Project Management Handbook, but also in contributing by reviewing, formatting, and helping to produce this book.

My special thanks go to my beloved wife, Rasika; my two sons, Menuka and Chanaka; and my friends Nandika Kumara, Ravi Weerasinghe, Kamani Rupika, and Dhammika Kumari, for their immense contribution towards fulfilling my dream of publishing this book.

Preface

You have been asked to manage a project. You appreciate your stakeholders’ confidence in you, but are you professionally competent or confident enough to fulfil the requirement? At this stage, most probably you would be panicking because you don’t have a clue where to begin or how to proceed. By this time, your stakeholders would be pushing you in many directions, making it nearly impossible to set clear objectives.

You gradually realise that the education you received at college or faculty is not adequate for dealing with this kind of situation. There is something lacking in your education preventing you from fulfilling the responsibilities expected from you as a professional, qualified engineer/architecture/quantity surveyor in the construction field. You will start searching for journals and books about what to do in such a situation. After going through several volumes, you might have found some solutions to your problems, but they may not provide you with the complete toolset required to fulfil your stakeholders’ requirements. Recognizing the contributions of such authors, this book attempts to provide the complete toolset required to successfully manage a construction project. It will provide the confidence you need to effectively manage a project and avoid the problems most young, inexperienced construction professionals encounter at the beginning of their professional careers.

It is also intended to provide solutions for a variety of shortcomings encountered in project management. I am confident that the contents of this book could be applicable realistically and practically because even though there are many journals and books that were written on the same subject, most are written exclusively for preparing for some examinations. Furthermore, many terms and techniques written about in such literature are not practically applicable in real-life situations.

Many terms and procedures mentioned here may not be described