SERTIFIKASI MANAJEMEN KONTRAK SPESIALIS DEPARTMENT PEKERJAAN UMUM Jakarta , 12-15 Juni, 2017 Presented by : Samidi Syabudin, PMP, ST , MBA

AGENDA TRAINING Hari Ke 3 : Rabu 14 Juni,2017 Sesi Waktu Deskripsi Topik   07.30-08.00 Registration Training Organizer Sesi 1 08.30-10.30 Pengantar Project Management (PMBOK) Samidi Syabudin 10.00-10.15 Coffee Break Sesi 2 10.15 -12.00 Project Management – Knowledges Areas 12.00-13.00 Break & Lunch Sesi 3 13.00-14.45 Mengelola Kinerja 14.45-15.00 Sesi 4 15.00-16.30 Mengelola Risiko 16.30-17.00 Review Hari Ke 3

Pengantar Project Management (PMBOK) Topik topik pada sesi ini meliputi: Pegenalan dan Susunan PMBOK Qualifikasi untuk sertifikasi PMP dan Test Project Management Proses Project Mangement Project Initiating, Project Planning, Project Executing, Project Monitoring & Controlling, Project Closing

Apa PMBOK Guide? PMBOK Guide atau Project Management Body of Knowledge adalah Buku Panduan yang diterbitkan oleh Project Management Institute (PMI) yang menyediakan petunjuk (guidelines) dalam mengelola Project dan Mendefinisikan Konsep konsep yang berkaitan dengan Pengelolaan Project. PMBOK merupakan hasil konsesus dari para expert dibidang Project Management yang berisi standar secara global yang diakui keabsahannya.

Susunan PMBOK PMBOK 5th Edition disusun berdasarkan Knowledge Area sedangkan PMBOK 6th Edition by Process Groups Demikian juga, biasanya orang akan cenderung belajar sejalan dengan bagaimana mereke bekerja maka, PMBOK dipelajari berdasarkan : project phase Sehingga, Buku ini diorganisasi secara kronlogis, mulai dari : start to finish dan dari Initiating to Closing project

Kualifikasi untuk Mengkuti PMP Certification Test Sarjana A minimum of 4500 hours PM experience within the past 8 years 35 contact hours (PDU’s) of PM education Eligibility to take the PMP® examination OR Non –Sarjana / D2 A minimum of 7500 hours PM experience within the past 8 years

PMBOK Fifth Edition and the New Test The PMBOK Fifth Edition was introduced in January 2013, and the new fifth edition test started on July 31, 2013. The PMP examination consists of 200 questions, with a four hour time limit That’s 72 seconds (or 1.2 minutes) per question

Porsi PMP Test Project Initiation 13% Project Planning 24% Project Execution 30% Project Monitoring & Control 25% Project Closing 8% Untuk Lulus, Peserta membutuhkan setidaknya 122 benar dari 200 pertanyaan yang diberikan atau sekitar 61%

Tingkat Kesulitan Soal PM Knowledge Areas Tingkat Kesulitan Tinggi Project Management Process Procurement Management Risk Management Integration Management Quality Management Time Management Cost Management Project Management framework Scope Management HR Management Communication Management PM Processes Monitoring & Controlling Initiating Executing Planning Closing Tingkat Kesulitan Rendah

Introduction to Project Management Topics covered: Definition of project, and project life cycles Project in according Best Practice of Project Management Project Management Process & Integration Industry’s Project Management Perspective

Apa yang dimaksud Project ? Definisi dari Project Apa yang dimaksud Project ? Project Management is the application of knowledge, skills, tools and techniques to project activities to meet the project requirement Project Management Institut (PMI) Scope Cost Quality Time More specifically, what is a project? It's a temporary endeavor undertaken to create a unique product, service or result. A project is temporary in that it has a defined beginning and end in time, and therefore defined scope and resources. And a project is unique in that it is not a routine operation, but a specific set of operations designed to accomplish a singular goal. So a project team often includes people who don’t usually work together – sometimes from different organizations and across multiple geographies. (PMI, https://www.pmi.org/about/learn-about-pmi/what-is-project-management) Project berkaitan dengan constraints & limitations Scope Time Cost Quality

Proses Project Management I P E M & C C 2 1 5 6 3 4 Legend: I = Initiate P= Plan E = Execute M & C = Monitor & Control C = Close 7

Siklus Suatu Project 1 2 5 4 3 6 7 Phase 1 Phase 2 Phase 3 Phase 4 (R&D) Phase 2 (Test) Phase 3 (Production) Phase 4 (Delivery) I P E M & C C 1 2 5 4 3 6 Legend: I = Initiate P= Plan E = Execute M & C = Monitor & Control C = Close 7

Siklus Dalam Project yang Besar Concept/ Feasibility Acquisition Design / Construction Operates /Management Sale/ Demolition Legend: I = Initiate P= Plan E = Execute M & C = Monitor & Control C = Close

Helicopter View Dari Project Management Initiating Planning Executing Monitoring & Controlling Closing Process Scope Scope Time Time Cost Cost Quality Quality Quality Knowledge Areas Risk Risk HR HR Communication Communication Communication Communication Procurement Procurement Procurement Procurement Note : Penjelasan dalam modul kita dalam halaman berikutnya adalah berdasarkan Proses PM dan kemudian Knowledge Areas

Begin a new phase of Project Project INITIATING Project Initiating Begin a new phase of Project Business Needs Project Conceptions Project has so many problem that you need to re-evaluate the business needs Trigger of a project: Strategy implementation Facility development Regulation demand Market demand Customer demand New technology implementation Change Management & Reformation Capacity improvement Problem resolution Merger & Acquisition Risk response action Etc. Create a Business Case A business case captures the reasoning for initiating a project or task Reviewing benefits of the project and comparing with the project cost estimation Could be comprehensive and highly structured OR informal and brief Formal business cases are evaluated to ensure; the investment has value and importance the project will be properly managed the firm has the capability to deliver the benefits the firm’s dedicated resources are working on the highest value opportunities projects with inter-dependencies are undertaken in the optimum sequence Project initiating adalah suatu proses yang secara formal dimulai nya suatu project baru. Dalam Proses ini, secara oficial akan memberikan autorisasi kepada project manager melalui Project Charter .

Project Charter Biasanya Project Charter memuat: Project description Project Charter adalah suatu dokumen yang secara formal memberikan autorisasi kepada project dan mendokumentasikan kebutuhan awal yang akan memuaskan kebutuhan dan ekpektasi dari para pihak (Stakeholders). Output paling penting dari proses initiating adalah Project Charter. Biasanya Project Charter memuat: Project description Project purpose & background Project measurable objectives High level requirements Major milestone schedule Budget summary Project Manager appointment with responsibilities and authorities What Are the specific actions in Project Initiating Process? A lot of actions involved in Project Initiating, these are listed below : Select a Project Manager & Determine his/her authority Collect all historical information Divide large project into phase Identify the stakeholders, their influences, their tolerances Determine high level requirements, constrains, assumptions, and risks Convert high-level stakeholder needs, wants, and expectation into requirements Make sure the business case and the analysis Ensure product scope is as final as practical Determine measureable project and product Understand Company structure and culture Find existing process standard and compliance requirement Understand procedures and policies Perform high level planning, schedule, budget Determine the form of Project Charter (details etc) Determine milestone, acceptance criteria with client/customer Finalise Project Charter and Get it approved Create stakeholder management strategy Source :http://player.slideplayer.com/13/3824576/#

Identifikasi Para Pihak (Stakeholder) Pada saat Initiating Project , Project Team diharapkan mampu untuk mengidentifikasi siapa yang termasuk stakeholders dan membuat matriks untuk dianalisa. Stakeholder Name Contact Person Phone, Email, Website, Address Impact How much does the project impact them? (Low, Medium, High) Influence How much influence do they have over the project? (Low, Medium, High) What is important to the stakeholder? How could the stakeholder contribute to the project? How could the stakeholder block the project? Strategy for engaging the stakeholder   Stakeholder Analysis Matrix

Project Management Plan Project PLANNING Project Plan adalah membuat detail tentang project Project planning: Mendokumentasikan strategi untuk mengelola project dan proses-proses nya Project Plan Scope Plan Time Plan Cost Plan Plan Quality Risk Plan HR Plan Com. Plan Proc. Project Management Plan

Sponsor/ Pengguna Akhir Proses Membuat Detail Perencanaan Project Pengguna Akhir Pengguna Menanyakan , “Apa yang diinginkan?” Sistem Organisasi Proses, Prosedur, dan Data historis organisasi Spesifikasi Pekerjaan Project Manajer Project Manajer Project Mengidentifikasi kebutuhan dan membuat Project Charter Sponsor/ Pengguna Akhir Manajer Project Detail Perencanaan Rencana Project dibuat , disahkan, direalisasikan dan diformalisasi. Harus disetujui pihak-pihak yang terlibat dalam project. Sponsor mengesahkan dan menerbitkan Project charter dan Menunjuk Project Tim Project Manager membuat Perencanaan Project

Tindakan Perencanaan Project Subject Utama Hal-Hal Yang Berkaitan dengan SDM dalam Project Project Scope Statement Work Breakdowns Structures (WBS) Project Schedule Project Cost estimation Project Quality Plan Project Procurement Plan Risk Response Plan Project Organization Communication requirements Stakeholder analysis

Diskusi : Perencanaan Project Beberapa Pertanyaan .. Sebagai Contoh , Organisasi anda melakukan project Pembangunan Gedung/Jembatan dimasa lalu. Jika anda dapat merencanakan kembali project tersebut, seberapa besar ekspektasi anda untuk project tersebut lebih sukses? Siapa yang anda pikir akan lebih baik dalam mengelola project tersebut? Catatan yang harus diingat adalah: Project Planning memberikan kesempatan bagi Project Tim untuk melakukan penghematan dalam hal resources, time and cost dibandingkan pada saat eksekusi.

MEET PLANNED SCOPE, BUDGET, SCHEDULE & QUALITY Project EXECUTING Tujuan dari Eksekusi Project (Project Executing) adalah untuk menyelesaikan pekerjaan yang direncanakan dalam Project Planning. Tujuan berikut yang tidak kalah pentingnya adalah memenuhi obyektif Project PROJECT DELIVERABLES MEET PLANNED SCOPE, BUDGET, SCHEDULE & QUALITY

Tindakan Dalam Eksekusi Project Direct and Manage Project Execution Perform Quality Assurance Acquire Project Team Develop Project Team Manage Project Team Distribute Information Manage Stakeholders Expectation Conduct Procurement

Apa yang diperlukan dalam Mengarahkan dan Mengelola Project ? WBS Act-1 Work Package-1 Work Package-2 Act-2 Work Package-3 Work Package-4 Apa yang diperlukan dalam Mengarahkan dan Mengelola Project ? OBS Team-1 Person-1 Person-2 Team-2 Person-3 Person-4 Project Organisation Work Authorization OBS =Organisational Breakdown Structure WBS = Work Breakdown Structure Act =Account Group

Project MONITORING & CONTROLLING Tujuan Kinerja yang utama: Scope Time Cost Quality Lead to…Client Acceptance Success Cost = on Budget Scope Completed Time = Schedule Quality TIME – Projects are constrained by a specific time frame during which they must be completed They are not supposed to continue indefinitely. Thus the first constraint that governs project management involves basic requirements: the project should come in on or before its established schedule. COST – A second key constrain for all projects is a limited budget. Projects Must meet budgeted allowances in order to use resources as effectively as possible. Companies do not write blank checks and hope for the best. Thus the second limit on a project raises the question:” was the project completed within budget guidelines? PERFORMANCE – All projects are developed in order to adhere to some initially determined technical specifications. We know before we begin what the project is supposed to do or how the final product is suppose to operate. Measuring performance then means determining whether the finished product operates according to specification. The project’s clients naturally expect that the project being developed on their behalf will work as expected. Applying this third criterion is often referred to as conducting a ‘quality’ check. This co called TRIPLE CONSTRAINT was once the standard by which performance was routinely assessed. Today, a fourth criterion has been added to these three. CLIENT ACCEPTANCE – The principle of client acceptance argues that projects are developed with customers, or client, in mind and their purpose is to satisfy customers needs. If client acceptance is a key variable, then we must also ask whether the completed project is accepted to the customer for whom it was intended. Companies that evaluate project success strictly according to the original ‘triple constraint’ may fail to apply the most important test of all: the client’s satisfaction with the completed project.

Laporan Kinerja Project Mengukur Kinerja terhadap apa yang didefinisikan dalam scope of work Membandingkan Kinerja terhadap baseline Meyakinkankan bahwa deviasi kinerja tidak tertukar/keliru dengan perubahan scope pekerjaan Menggunakan informasi kinerja untuk mengelola sisa pekerjaan bukan menjadi penyesalan di masa lalu Source : Kidasa Software, at : https://kidasa.com/information/articles/Features/StoplightSmartColumn.html  bemaon =unhappy about something 

Project CLOSING Fase Closing: Penyelesaian dan Serah Terima Pekerjaan Seluruh kebutuhan pekerjaan 100% selesai Uang Jaminan yang ditahan terkait Kontrak Penutupan Project secara formal Tidak ada expenditure yang diterima lagi Dokumentasi Penutupan Project Konsesus (Ketidaksepakatan harus diselesaikan) Laporan Inspeksi akhir dan penerimaan dari sponsor/pengguna akhir /pemilik project Catatan Biaya tenaga kerja Catatan Pembelian material dan biaya Korespondent Project (Indeks ke WBS) Security BACK-UPS

Akhir Sesi 1 Terimakasih