The Money Files

We all know we have to do risk management on projects. And beyond that, our businesses should have enterprise risk management in place, because… well… it’s the right thing to do.

However, if you’ve ever had to convince a project sponsor that it’s worth spending time on risk in a project board meeting, then you’ll know that sometimes not everyone feels the same way about risk management.

When you need to have conversations with your stakeholders and teams – and perhaps even the leadership in your organisation – about why risk management is a worthwhile endeavour, then this video will help.

I talk about the benefits of managing risk at an enterprise and project level. Specifically, we do risk management:

• Because it meets mandatory requirements
• For assurance
• For effective decision making
• For process efficiency.

Watch the video below and then let me know – what are the benefits of risk management that are the most important to you?

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It’s time for the sixth and final part of our look at the Scope Management Knowledge Area from the PMBOK® Guide-- Sixth Edition. We made it! Thanks for sticking with me to the end on this one. It’s a process with a lot of moving parts!

You can find the previous parts of this series here:

• Plan Scope Management
• Collect Requirements
• Define Scope
• Create WBS
• Validate Scope

The Control Scope Process

As we’ve just seen, this is the final process in the Knowledge Area. We are still in the Monitoring and Controlling process group.

The point of this process is to manage changes to the scope baseline as you go through the project. The purpose is to ensure you’ve got clarity about what the project is going to deliver. You’ll do this process as you go, at various points through the project life cycle. Basically, whenever there is a possible change to scope. In fact, you might not need it at all, on a simple project where the scope doesn’t change.

That’s possible, but unlikely! I don’t think I’ve ever worked on a project where the scope at completion has been identical to the signed off scope as part of the Project Charter… but I’m sure it does happen.

You have to use this process in conjunction with the Perform Integrated Change Control process. This process ensures the changes and actions go through that process. Plus, Control Scope is also used to manage the changes once they’ve been approved, and because of that it’s got links to all the other Control processes.

Inputs

We’ve got the same changes to this process as we saw in Validate Scope. Basically that means requirements documentation and the traceability matrix is out, and the generic ‘project documents’ is in. Therefore, the inputs to this process are:

• Project management plan
• Project documents
• Work performance data (e.g. documentation about the number of changes received and processed – reporting your PMO might find useful about how the project is handling change, as the frequency and type of change can tell you quite a lot about the stakeholders and how the project is being managed)
• Organisational process assets.

In this context, project documents could include the lessons learned register (because at every point in the project you can learn from what’s gone on before), requirements documentation (obviously) and the traceability matrix.

Tools & Techniques

There was only Tool and Technique in the Fifth Edition: variance analysis.

That’s gone. And now we have the broader term, data analysis. Which includes, surprise surprise!, variance analysis. And also trend analysis which looks at project performance over time. If a project is getting more and more changes as it progresses, that can provide useful information about the quality of requirements or how under control the work actually is.

Outputs

There’s a tiny change to the outputs of this process.

The outputs are:

• Work performance information
• Change requests
• Project management plan updates
• Project document updates.

Organisational process assets has dropped off the list.

The thing with scope changes is that they affect so much. Anything that goes through change control can have a fundamental impact on the project so you’ll want to update all the records to make sure you’ve got accurate notes about what you’re now doing and why.

So you might update the scope management plan, the baseline, the schedule baseline and cost baseline. On top of that, you could be updating the lessons learned register, requirements documentation and that traceability matrix.

Frankly, it’s easier if the scope doesn’t change! But as it is almost guaranteed to change at some point, you need to be prepared to put the work in to update all the documentation and tell everyone what’s now going to be the new approved scope.

And that brings us to the end of this process, and our trip through the world of Scope Management.

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Is it too early to be thinking about project team ideas for celebrating the end of the year? Probably not!

And don’t worry about not having anything to celebrate. You made it through another year – that’s enough! If you do have project deliverables or milestones that happen to time with the end of the year, even better, but don’t postpone having a party until you’ve got “something” to celebrate. Working hard all year is enough.

Here are some tips for ending 2019 on a high with your team.

1.Don’t leave it too late

Plan your end of year celebrations now, if you haven’t already started! Many people will be advanced with their planning, and they’ll be booking up the best restaurants and venues.

Also, it takes a while to search for places to go that suit your team and your budget. I remember last year’s Christmas team party for our PMO: we needed somewhere that could cater for vegetarian and gluten free, plus a colleague who was coming in from maternity leave and bringing small baby (and accompanying pram). And we needed it to be cost-effective as we were paying for ourselves. And we wanted to order in advance so we didn’t have ages to wait for the food, because we were on our lunch break! That also meant it had to be close enough to the office to get there and back in a reasonable amount of time.

I scouted out a few venues and found somewhere within our budget, but it took a while.

2.Think outside the restaurants

Over here in the UK, it’s traditional in many companies to have a meal at Christmas with your team. Whether that’s lunch or dinner is up to you. But it isn’t your only choice.

Whether you are celebrating Christmas, another festival, or just marking the passing of another year, food is not your only option for work events. We’ve been out to a comedy club, been sailing (although not something I would do at this time of year) and had a mini-sports day.

You could go to a skating rink, do an open top bus tour to see the lights or something else. Make it accessible. Make it fun!

3. Plan your holiday cards

If you haven’t already, start thinking about who is going to get a holiday card. As the project manager, it’s my responsibility to send cards to the suppliers and colleagues who have supported us through the year.

Ask your Marketing department if they have cards you can use.

You don’t actually need to send a physical card – a nice email with a seasonal picture is enough. Maybe your team could dress up in Santa hats and you take a photo?

4.Manage the team’s liability

Tax rules vary from place to place. Make sure your holiday party/meal and any gifts you give or receive don’t fall foul of local laws.

Here in the UK, my company is limited to annual staff entertaining events totalling £150 per head per year. I believe we could spend this on several different events, like a summer barbecue and a Christmas party, as long as that doesn’t go over. If we go over, we pay tax on the whole amount, and I think there is a liability for the employee as well.

Just be careful what you do, so that no employee ends up with an unexpected tax bill on the ‘benefit’ of having a meal with work colleagues. Check that any project or team event doesn’t conflict with whatever your company might be doing on an ‘all hands’ basis.

5.Have fun!

Whatever you do, try to make it fun. It’s often not fun for the person organising, because there’s the stress of hoping people have a good time, collecting money, being Secret Santa, organising payments and so on.

Perhaps split the work of organising your holiday celebration between the team, so that the burden doesn’t fall all on one person.

Take photographs! You’ll be glad you did when you look back at the end of the project and see what you managed to achieve, and the relationships you built on the way.

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I get it. Managing project budgets is daunting when you start out. Suddenly, someone is giving you thousands to track and manage. You’re approving invoices for more than the cost of your household monthly outgoings.

I was lucky in that when I was very junior in my career, my manager gave me the job of tracking the project spending on a larger project. He was the main project manager, and I was part of the project team, managing smaller initiatives, a workstream, and the budget and risk management. Probably because no one else wanted those jobs! They aren’t the most glamourous part of project management, but the experience actually served me very well for the future.

I got used to the scale of the numbers we were dealing with.

But you have to start somewhere, and like me, you need to get your hands stuck into managing budgets before you get confident with the methods used for tracking, monitoring and controlling project finances.

When you’re starting out, you might need a bit of support with the processes and techniques for budget tracking. The infographic below shares 6 places you can go for help. Of course, you can also talk to your manager or mentor as the first point of call. There are lots of places to get help if you are new to project budgeting, and plenty of people prepared to give advice! After all, the business has a vested interest in you learning more and being able to manage the money confidently!

There’s more information about where to go for help with project budgeting (including some ideas of my favourite books) in this article.

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It’s time for part 5 of our journey through the Scope Management Knowledge Area from the PMBOK® Guide-- Sixth Edition, although it does feel like once I’ve got through the whole PMBOK® Guide we’ll be on the Seventh Edition, as I know that will be with us before we know it.

Anyhow, today, we’re looking at the Validate Scope process.

You can find the previous parts here:

• Plan Scope Management
• Collect Requirements
• Define Scope
• Create WBS

This will be a super-short look at the process, because there haven’t been many changes and it’s a pretty simple process.

The Validate Scope Process

This is the fifth process in the Knowledge Area. We have moved from the Planning process group to the Monitoring and Controlling process group.

What we’re doing at this point in the project is formalising the process of acceptance. As we’re in Monitoring and Controlling, we’ve got to the point in the project where something has been delivered. Now we have to check whether we’ve delivered the right thing.

Basically, you review the deliverable with the person responsible for approving it, and receive formal sign off. When you’re doing this process in real life, it’s likely to overlap with with the Control Quality process, because you have to check the deliverables match the defined quality standards before you ask a sponsor to sign them off.

So now we know what this process is all about, let’s look at what we need to perform it.

Inputs

There isn’t much that has changed from the Fifth Edition. Instead of requirements documentation and requirements traceability matrix, we just have project documents. No biggie. That means the inputs to this process are:

• Project management plan
• Project documents
• Verified deliverables i.e. ones that have been through the quality processes
• Work performance data – personally I think it’s a bit vague as to why you would need this, but it could overlap with quality requirements and the example given in the PMBOK® Guide is that of documenting number of validation cycles and nonconformities. So you could find it useful in a discussion with a project sponsor, I suppose.

Tools & Techniques

Group decision making techniques has dropped off the list of Tools and Techniques, to be replaced by generic decision making (which includes, of course, techniques for groups to make decisions like voting).

Personally, I can’t think of many (any?) situations where my project quality would be assessed by vote. The deliverable either meets the criteria or it doesn’t. However, the PMBOK® Guide does list voting as a way to reach a conclusion when “the validation is performed by the project team and other stakeholders.”

Alongside that, we also have inspection (as previously in the Fifth Edition).

Outputs

Once again, there are no new or changed outputs to this process.

The outputs are:

• Accepted deliverables
• Work performance information
• Change requests
• Project document updates.

Of these, the most important for me is the accepted deliverables. The formal documentation for sign off of a deliverable is used later in the process for closing down the project, because you can’t close a project if the deliverables haven’t been accepted.

Next time I’ll be looking at the sixth and final process in this Knowledge Area: Control Scope.

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