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Using Free and Paid Digital Tools to Optimize Project Management Using Free and Paid Logarajah Thambyrajah Digital Tools to Optimize PMP Project Management Project Management Institute Malaysia Chapter PMIMY Morning Talk 25th May 2019 Lessons Learned Sharing 10am to 12noon Session Relationship skills • Communicate progress with actionable reports • Managing local cultures and practices • Conflict management between partners and clients Delivering to changes Lessons • Managing scope creep, stakeholder expectations • Managing costs to delivery requirements • Manage resources to fit changed work operating Learned environment Nail down processes • Question everything. • “What exactly is required?, “Why must be done this way?”, Propose alternatives. • Check by asking “Show me”. Be at Ground Zero. Accurate Reporting • Stakeholder Management • Tracking Schedule and Delivery Schedule Compression Digital Tools • Delivering to Changes • Acquisition, Phase Readiness, Deployments, RFS, - Goals UAT Control Costs • Collapsed traditional processes with digital processes • Replace agencies with qualified free agents (gigs) Collapsing and Digitalizing Processes with Ishikawa / Fishbone Diagram Total Inputs Method Machine Man Material Deliverable (e.g. Work Package) Time Money Total Cost Accessibility Issue to Greenfield Sites Digitalizing Processes - Digitalizing Site Surveys Industry Standard Process Method Machine Man Material Use Crane to get height Crane Crane Operator Balloons to do LOS Studies 4WD LOS Site Surveyor Access Road for Heavy Cranes DSLR Site Acquirer Garmin GPS Scheduler Suitable Site Time Money Digital Transformation Process Method Machine Man Material Use Drone to get height Drone LOS Site Surveyor Spare Batteries to do LOS Studies Tablet with Drone Skills 4WD Site Acquirer Suitable Site Time Money Requirements: •Deliver 100 Greenfield Telco Cellular Sites •Deliver RFS Active 3G and 2G Combination Sites •Deliver Transmission Backhaul to MTX •Integrate RNC, BSC, NMS to Regional MTX •Comply to Celcom Terms •Comply to MCMC USP Project Terms •Comply to State Government, LA and OSA Regulations •Comply to Federal Government Regulations Project Context Geography: - Scope •40 Sabah and 60 Sarawak Greenfield Rural Locations Stakeholders: •Sabah and Sarawak Local Communities •Sabah and Sarawak State Governments •Federal Government Departments •MCMC Federal and State •Celcom HQ and State •Sabah and Sarawak CME Contractors and Suppliers •Technology Partners •Project Financiers Baycom Team Aug 2015 BAYCOM, Kuala Lumpur A telecommunications firm specializing in private networks, backhaul and small cells solutions for telcos. • Plan • Get POC approved • Get Buy-In from Stakeholders • Control Design and Implement against Costs and Scope Creep • Rolling Wave Plan • Site Acquisition – Multi phased Project Context approach • Resources Deployment - Planning • Schedule Crashing - Resources • Schedule Fast Tracking - Sequences • Contingency Plans • Work Packages Digital Transformation • Innovative Technologies • Critical Paths Management Execution, Monitoring • Separate Teams for KL and Field Execution • Tight Reporting and Monitoring of Progress • Daily Updates Communicated to Stakeholders Control • Contractual Compliance on Scope Creep and Performance • Enforced TAT and Rapid Escalation Project Context - • Track UAT Progress to Invoicing Implementation Change Management • Rapidly Pivot • Tight Communications with Frank and Trust Based Relationships • Flatten Authorization Matrix Closing • Site by Site • Phase by Phase • Checklist Based Accurate Reporting and TAT Control • Stakeholder Management • Tracking Schedule and Delivery Speed Up Schedule Digital Tools - • Delivering to Changes • Acquisition, Phase Readiness, Deployments, RFS, Goals UAT Control Costs • Collapsed traditional processes with digital processes • Replace agencies with qualified free agents (gigs) Google Earth • Site Survey For Acquisition • Topography, LOS Possibilities Digital Tools Cell, Wifi Scanners Apps Used • Transmission Interference Survey – Project • Identifying Sources Of Interference Planning, Facebook And Linkedin • Recruitment Of Gig Workers Execution and • Publicizing Available Short-term Roles Control LinkedIn and Google • Identifying Potential Staff • Identifying Potentially Required Skills Finding Skills on LinkedIn Daily Update – Pivot Table Report - Excel Progress remarks to use in tracker Row Labels Count of SITE ID 1 Site Acquisition Site Hunting SPR Stage 9 Site On Air 36 2 Tendering Process Selecting contractors To Award LOA Issued 8 Site Integrated 6 3 Civil Works No Status Mobilization Clearing Piling Formwork, Rebar, J-Bolt Concreting Foundation complete 7 Pending Integration 5 4 Tower Erection Tower Erection at x m 6 TI, MW Installation 4 5 Preparing for TI Tower acccesories and grounding works 5 Preparing for TI 1 6 TI, MW Installation ZTE Equipment Installation MW Equipment Installation Pending E2E Activation 4 Tower Erection 5 7 Pending Integration Pending E2E Activation 3 Civil Works 2 8 Site Integrated RFATP SSO Stage to On Air 1 Site Acquisition 1 9 Site On Air SSO Final Data Collection SSO Final Submission Site to Make Good to Punchlist Permitting Celcom UAT Documentation Set SAT Date Grand Total 60 10 SAT Approved Invoicing Towers Erected 52 Towers in progress 5 Baycom Installation Progress Row Labels Count of SITE ID PS Installed TP Submitted TP Approved Site A Installed Site B Installed ZTE Installs E2E RFS Integrated Sites Sites On Air 9 Site On Air 36 36 36 36 36 36 36 33 36 36 8 Site Integrated 6 6 5 4 6 6 6 5 6 7 Pending Integration 5 4 5 3 5 5 5 3 6 TI, MW Installation 4 4 4 4 2 2 1 5 Preparing for TI 1 1 1 1 1 4 Tower Erection 5 5 5 2 3 Civil Works 2 2 2 2 1 Site Acquisition 1 Grand Total 60 51 58 55 49 54 48 41 42 36 Daily Update – Project Tracker & RACI- Excel FCO - Sacofa Che Khuzaili Farish Emma-Celcom Anthony Che Khuzaili/Prescilla Emma Amir ZTE-Ahmad Rosli 60 60 60 60 60 60 60 60 59 60 59 60 58 58 51 59 51 60 60 58 57 58 55 59 37 59 49 59 54 59 47 59 48 48 42 41 58 52 48 54 42 36 36 1 60 7 45 59 30 60 60 24 60 60 60 60 Plan Actual Plan Actual Plan Actual Plan Actual Plan Actual Actual Actual Plan Actual Actual Actual Actual Actual Plan Actual Plan Actual Plan Actual Plan Actual Actual Plan Actual Actual Plan Actual Actual Actual Actual Actual Actual Site A Coordinates Site B Coordinates CME CME Grounding & Grounding & PTW PTW Floods Electrical Teams Based Tender Power Supply Power Supply Power Supply Power Supply PTW TSSR PTW TSSR TP Site A Site A Site B Site B VLAN and Patching to E2E Ready E2E Ready For ZTE TI ZTE TI CDD TI Initial SSO Final SSO Tower Civil CME Handover Ref SITE ID Proposed USP Small Cell Site List District Collector Priority SAQ Date SAQ Date SPR Sub > Cel SPR Sub > Cel Tower Tower Site B Survey Site B Survey TP Approval Installation Installation TX Alignment TX Alignment VLAN at MW SDP Submitted Site On Air 19th to Contracto TX Team Site WIP Status Project Status Remarks Actual Lat Actual Long Collector Lat Collector Long in Batch Agreement Agreement Installation Installation Submission Approval Submission Installation Installation Installation Installation Patching FE Port For Service Service Installation Installation Received Integration Report Report Owner Contractors UAT Accessories Accessories Submission Approval 22nd Feb r Ready Ready 1 SWK001 KG SEKUDUK Serian Kuching Q00649TMTAPAH 1 3 12-Dec-15 Done 26-Oct-15 01-Mar-16 Done Done 05-Apr-16 05-Apr-16 27-Mar-16 01-Apr-16 25-Feb-16 10-Mar-16 14-Mar-16 14-Mar-16 05-Apr-16 09-03-16 05-Apr-16 05-Apr-16 05-Apr-16 05-Apr-16 05-Apr-16 05-Apr-16 05-Apr-16 05-Apr-16 05-Apr-16 18-Mar-16 05-Apr-16 04-Apr-16 Floods TM Wan Zul IPMJ Hong Kim Pending E2E Activation 7 Pending Integration 6/2 ZTE Troubleshooting site 1.257290 110.431810 1.299200 110.439300 2 SWK002 Rh Gasah Sibu Sibu Q00584STAPANG 1 1 16-Dec-15 Done 14-Jan-16 14-Jan-16 Done Done 17-Feb-16 17-Feb-16 04-Mar-16 05-Mar-16 Done Done Done Done 16-Feb-16 01-Mar-16 16-Feb-16 17-Feb-16 06-Mar-16 03-Mar-16 06-Mar-16 06-Mar-16 Done Done 24-Mar-16 24-Mar-16 24-Mar-16 16-Mar-16 Done 06-Mar-16 06-Mar-16 08-Mar-16 23-Feb-16 28-Mar-16 31-Mar-16 31-Mar-16 Rain Faroz IPMJ SSO Final Data Collection 9 Site On Air 2.403630 112.142680 2.374100 112.114400 6/4 Feedback from Sacofa, permission to be 3 SWK003 SK MUNGU BERINGIN Sri Aman Sri Aman Q00403BKTBEGUNAN 1 2 12-Dec-15 Done 27-Jan-16 27-Jan-16 06-Mar-16 08-Mar-16 04-Mar-16 19-Feb-16 25-Feb-16 10-Mar-16 10-Mar-16 10-Mar-16 23-Mar-16 07-Mar-16 Done 11-Mar-16 12-Mar-16 12-Mar-16 12-Mar-16 06-Apr-16 06-Apr-16 06-Apr-16 06-Apr-16 06-Apr-16 25-Mar-16 Done 04-Mar-16 23-Mar-16 23-Mar-16 11-Mar-16 Floods Faroz IPMJ Power Supply LOC Pending 7 Pending Integration granted from MOE KL according to Education 1.118040 111.232150 1.107400 111.216900 Dept Kuching. 4 SWK004 SRK SG NAMAN Julau Sibu Q00654SPGJULAU 1 4 16-12-16 Done 26-02-16 07-03-16 Done Done 02-Apr-16 03-Apr-16 03-Apr-16 03-Apr-16 25-Feb-16 07-Mar-16 14-Mar-16 14-Mar-16 17-Mar-16 21-Mar-16 08-Mar-16 06-Apr-16 06-Apr-16 05-Apr-16 05-Apr-16 07-Apr-16 07-Apr-16 19-03-16 06-Apr-16 Rain Faroz IPMJ KC MW Equipment Installation 6 TI, MW Installation 6/4 Plan for integration on 7/4 2.098274 111.903163 2.060300 111.899100 5 SWK005 Kg Seromah Bau BAU Kuching Q00478KGSEROPAK 1 4 02-03-16 02-03-16 03-03-16 07-03-16 07-03-16 07-03-16 12-Apr-16 12-Apr-16 25-Feb-16 07-Mar-16 17-Mar-16 17-03-16 26-Mar-16 31-Mar-16 08-Mar-16 12-Apr-16 07-Apr-16 12-Apr-16 12-Apr-16 07-Mar-16 18-03-16 Floods Asri WanZul George Erection to start 4 Tower Erection 4/4 Foundation done 1.370030 110.189390 1.361100 110.182600 Sacofa having issues to secure tenancy 6 SWK006 KAMPUNG KERANJI Kuching Kuching 3GKGBTKITANG_U9Q01408 1 3 02-03-16 26-02-16 07-Mar-16 25-Feb-16 07-Mar-16 08-Mar-16 Floods Hong Kim Finding new site 1 Site Acquisition 1.445250 110.271580 1.439700 110.221500 agreement.
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