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Programmatic Risk Management Work (Handbook)




    Programmatic Risk Management:
    A “not so simple” introduction to the
    complex but critical process of building a
    “credible” schedule


     Program Planning and Controls Workshop, Denver, Colorado
     October 6th and October 14th 2008
Agenda


Duration      Topic
 20 Minutes Risk Management in Five Easy Pieces
 15 Minutes Basic Statistics for programmatic risk management

 15 Minutes Monte Carlo Simulation (MCS) theory

 20 Minutes Mechanics of MSFT Project and Risk+

 15 Minutes Programmatic Risk Ranking

 15 Minutes Building a Credible schedule

 20 Minutes Conclusion

120 Minutes
When we say “Risk Management”
   What do we really mean?
Five Easy Pieces†:
The Essentials of
Managing
Programmatic Risk



Managing the risk to cost, schedule, and technical performance is the
basis of a successful project management method.
† With apologies to Carole Eastman and Bob Rafelson for their 1970 film staring Jack Nicholson

                                                                                                 Risk in Five Easy Pieces
Hope is Not a Strategy

  When General Custer was completely surrounded,
  his chief scout asked, “General what's our strategy?”
  Custer replied, “The first thing we need to do is
  make a note to ourselves – never get in this situation
  again.”
                  Hope is not a strategy!


  A Strategy is the plan to successfully complete the project
  If the project’s success factors, the processes that deliver them,
  the alternatives when they fail, and the measurement of this
  success are not defined in meaningful ways for both the
  customer and managers of the project – Hope is the only
  strategy left.
                                                                Risk in Five Easy Pieces
No Single Point Estimate can be correct without
            knowing the variance
When estimating
                        Single Point Estimates use sample data to
cost and duration        calculate a single value (a statistic) that serves as
for planning             a "best guess" for an unknown (fixed or random)
purposes using           population parameter
Point Estimates         Bayesian Inference is a statistical inference
results in the           where evidence or observations are used to infer
least likely result.     the probability that a hypothesis may be true
A result with a
                        Identifying underlying statistical behavior of the
50/50 chance of
being true.
                         cost and schedule parameters of the project is the
                         first step in forecasting future behavior
                        Without this information and the model in which it
                         is used any statements about cost, schedule and
                         completion dates are a 50/50 guesses


                                                                     Risk in Five Easy Pieces
Without Integrating $, Time, and TPM
you’re driving in the rearview mirror




                      Technical
                 Performance (TPM)


Addressing customer satisfaction means incorporating
product requirements and planned quality into the
Performance Measurement Baseline to assure the true
performance of the project is made visible.

                                                Risk in Five Easy Pieces
Without a model for risk management, you’re driving in the dark with
                       the headlights turn off


The Risk
Management
process to the
right is used by
the US DOD and
differs from the
PMI approach in
how the
processes areas
are arranged.
The key is to
understand the
relationships
between these
areas.             Risk Management means using a proven risk management
                   process, adapting this to the project environment, and using this
                   process for everyday decision making.
                                                                         Risk in Five Easy Pieces
Risk Communication is …

An interactive process of exchange of
information and opinion among
individuals, groups, and institutions;
often involving multiple messages about
the nature of risk or expressing
concerns, opinions, or reactions to risk
messages or to legal or institutional
arrangements for risk management.

 Bad news is not wine. It does not improve with age
                  — Colin Powell

                                             Risk in Five Easy Pieces
Basic Statistics for Programmatic
Risk Management




Since all point estimates are wrong, statistical estimates will be needed
to construct a credible cost and schedule model

                                                                        Basic Statistics
Uncertainty and Risk are not the same
thing – don’t confuse them
 Uncertainty stems from                    Risk stems from known
  unknown probability                        probability distributions
  distributions                              – Cost estimating methodology risk
  – Requirements change impacts                resulting from improper models of
  – Budget Perturbations                       cost
  – Re–work, and re–test phenomena           – Cost factors such as inflation,
                                               labor rates, labor rate burdens,
  – Contractual arrangements
                                               etc
    (contract type, prime/sub
    relationships, etc)                      – Configuration risk (variation in the
                                               technical inputs)
  – Potential for disaster (labor
    troubles, shuttle loss, satellite        – Schedule and technical risk
    “falls over”, war, hurricanes, etc.)       coupling
  – Probability that if a discrete event     – Correlation between risk
    occurs it will invoke a project            distributions
    delay




                                                                             Basic Statistics
There are 2 types of Uncertainty
encountered in cost and schedule
 Static uncertainty is natural variation and
  foreseen risks
  – Uncertainty about the value of a parameter
 Dynamic uncertainty is unforeseen
  uncertainty and “chaos”
  – Stochastic changes in the underlying
    environment
  – System time delays, interactions between
    the network elements, positive and negative
    feedback loops
  – Internal dependencies

                                            Basic Statistics
The Multiple Sources of Schedule Uncertainty
   and Sorting Them Out is the Role of Planning
 Unknown interactions drive
  uncertainty
 Dynamic uncertainty can be
  addressed by flexibility in the
  schedule
  – On ramps
  – Off ramps
  – Alternative paths
  – Schedule “crashing” opportunities
 Modeling of this dynamic
  uncertainty requires simulation
  rather than static PERT based path
  assessment
  – Changes in critical path are
    dependent on time and state of the
    network
  – The result is a stochastic network



                                             Basic Statistics
Statistics at a Glance

 Probability distribution – A          Bias –The expected deviation of the
  function that describes the            expected value of a statistical
  probabilities of possible outcomes     estimate from the quantity it
  in a "sample space.”                   estimates.
 Random variable – variable a          Correlation – A measure of the joint
  function of the result of a            impact of two variables upon each
  statistical experiment in which        other that reflects the simultaneous
  each outcome has a definite            variation of quantities.
  probability of occurrence.            Percentile – A value on a scale of
 Determinism – a theory that            100 indicating the percent of a
  phenomena are causally                 distribution that is equal to or
  determined by preceding events or      below it.
  natural laws.                         Monte Carlo sampling – A modeling
 Standard deviation (sigma value) –     technique that employs random
  An index that characterizes the        sampling to simulate a population
  dispersion among the values in a       being studied.
  population.

                                                                         Basic Statistics
Statistics Versus Probability

              In building a risk tolerant
               schedule, we’re interested in the
               probability of a successful
               outcome
                – “What is the probability of making a
                  desired completion date?”
              But the underlying statistics of the
               tasks influence this probability
              The statistics of the tasks, their
               arrangement in a network of tasks
               and correlation define how this
               probability based estimated
               developed.


                                                Basic Statistics
Each path and each task along that path has a
           probability distribution

 Any path could be critical depending on the convolution of the
  underlying task completion time probability distribution functions
 The independence or
  dependency of each task
  with others in the network,
  greatly influences the
  outcome of the total project
  duration
 Understanding this
  dependence is critical to
  assessing the credibility of
  the plan as well as the total
  completion time of that plan



                                                                       Basic Statistics
Probability Distribution Functions are the Life
           Blood of good planning

 Probability of
  occurrence as a
  function of the
  number of
  samples
 “The number of
  times a task
  duration appears
  in a Monte Carlo
  simulation”



                                             Basic Statistics
Statistics of a Triangle Distribution


Triangle                                  50% of all possible values are under
distributions are                         this area of the curve. This is the
useful when there                         definition of the median
is limited
information about
the characteristics
of the random
variables are all
that is available.
This is common in
project cost and      Minimum                                     Maximum
schedule estimates.   1000 hrs                                    6830 hrs

                      Mode = 2000 hrs      Mean = 3879 hrs
                                        Median = 3415 hrs


                                                                                 Basic Statistics
Basics of Monte Carlo Simulation




Far better an approximate answer to the right question, which is often
vague, than an exact answer to the wrong question, which can always
be made precise. — John W. Tukey, 1962
                                                                   Basics of Monte Carlo
Monte Carlo Simulation

 Yes Monte Carlo is named after the
  country full of casinos located on
  the French Rivera
 Advantages of Monte Carlo over
  PERT is that Monte Carlo…
 – Examines all paths, not just the critical
   path
 – Provides an accurate (true) estimate of
   completion
   • Overall duration distribution
   • Confidence interval (accuracy range)
 – Sensitivity analysis of interacting tasks
 – Varied activity distribution types – not restricted to Beta
 – Schedule logic can include branching – both probabilistic and conditional
 – When resource loaded schedules are used – provides integrated cost and schedule
   probabilistic model



                                                                              Basics of Monte Carlo
First let’s be convinced that PERT has
limited usefulness
 The original paper (Malcolm 1959) states
   – The method is “the best that could be done in a real
     situation within tight time constraints.”
   – The time constraint was One Month
 The PERT time made the assumption that the
  standard deviation was about 1/6 of the range (b–
  a), resulting in the PERT formula.
 It has been shown that the PERT mean and
  standard deviation formulas are poor
  approximations for most Beta distributions (Keefer
  1983 and Keefer 1993).
   – Errors up to 40% are possible for the PERT mean
   – Errors up to 550% are possible for the PERT standard
     deviation
                                                        Basics of Monte Carlo
Critical Path and Mostly Likelies

 Critical Path’s are Deterministic
 – At least one path exists through
   the network
 – The critical path is identified by
   adding the “single point” estimates
 – The critical predicts the completion
   date only if everything goes
   according to plan (we all know this
   of course)
 Schedule execution is Probabilistic
 – There is a likelihood that some durations will comprise a path that is off the critical
   path
 – The single number for the estimate – the “single point estimate” is in fact a most
   likely estimate
 – The completion date is not the most likely date, but is a confidence interval in the
   probability distribution function resulting from the convolution of all the distributions
   along all the paths to the completion of the project



                                                                                         Basics of Monte Carlo
Deterministic PERT Uses Three Point
           Estimates In A Static Manner
 Durations are defined as three point estimates
 – These estimates are very subjective if captured individually by asking…
 – “What is the Minimum, Maximum, and Most Likely”
 Critical path is defined from these
  estimates is the algebraic addition of
  three point estimates
 Project duration is based on the
  algebraic addition of the times along
  the critical path
 This approach has some serious
  problems from the outset
 – Durations must be independent
 – Most likely is not the same as the
   average




                                                                             Basics of Monte Carlo
Foundation of Monte Carlo Theory

 George Louis Leclerc, Comte de Buffon,
 asked what was the probability that the needle
 would fall across one of the lines, marked in
 green.
 That outcome occurs only if:       A  l sin




                                         Basics of Monte Carlo
Mechanics of Risk+ integrated with
Microsoft Project




Any credible schedule is a credible model of its dynamic behavior. This
starts with a Monte Carlo model of the schedule’s network of tasks

                                                                    Mechanics of Risk+
The Simplest Risk+ elements




     Task to “watch”         Most Likely     Distribution
       (Number3)             (Duration3)     (Number1)



                        Optimistic Pessimistic
                       (Duration1) (Duration2)




                                                            Mechanics of Risk+
The output of Risk+

                               Date: 9/26/2005 2:14:02 PM                                          Completion Std Deviation: 4.83 days
                               Samples: 500                                                        95% Confidence Interval: 0.42 days
 Task to “watch”               Unique ID: 10                                                       Each bar represents 2 days
                               Name: Task 10
                                0.16                                                      1.0         Completion Probability Table




                                         Cumulative Probability
                                                                                          0.9
                                0.14                                                               Prob   Date        Prob    Date
                                                                                          0.8
                                0.12                                                               0.05   2/17/06     0.55    3/1/06
                                                                                          0.7
                   Frequency


                                                                                                   0.10   2/21/06     0.60    3/2/06
                                0.10                                                      0.6      0.15   2/22/06     0.65    3/3/06
                                0.08                                                      0.5      0.20   2/22/06     0.70    3/3/06
                                                                                          0.4      0.25   2/23/06     0.75    3/6/06
                                0.06
                                                                                          0.3      0.30   2/24/06     0.80    3/7/06     80% confidence
                                0.04                                                               0.35   2/27/06     0.85    3/8/06
                                                                                          0.2
                                                                                                   0.40   2/27/06     0.90    3/9/06     that task will
                                0.02                                                      0.1      0.45   2/28/06     0.95    3/13/06    complete by
                                   2/10/06                             3/1/06       3/17/06
                                                                                                   0.50   3/1/06      1.00    3/17/06
                                                                  Completion Date
                                                                                                                                         3/7/06

 The height of each box indicates                                                               The standard deviation of the
  how often the project complete in a                                                             completion date and the 95%
  given interval during the run                                                                   confidence interval of the expected
 The S–Curve shows the cumulative                                                                completion date are in the same
  probability of completing on or                                                                 units as the “most likely remaining
  before a given date.                                                                            duration” field in the schedule



                                                                                                                                                Mechanics of Risk+
A Well Formed Risk+ Schedule




For Risk+ to provide useful information, the underlying schedule must
be well formed on some simple way.

                                                                    Mechanics of Risk+
A Well formed Risk+ Schedule

 A good critical path network
 – No constraint dates
 – Lowest level tasks have predecessors and
   successors
 – 80% of relationships are finish to start
 Identify risk tasks
    – These are “reporting tasks”
    – Identify the preview task to watch during
      simulation runs
 Defining the probability distribution profile for each task
 – Bulk assignment is an easy way to start
 – A – F ranking is another approach
 – Individual risk profile assignments is best but tedious



                                                                Mechanics of Risk+
Analyzing the Risk+ Simulation

 Risk+ generates one or more of
  the following outputs:
 – Earliest, expected, and latest
   completion date for each reporting
   task
 – Graphical and tabular displays of the
   completion date distribution for each
   reporting task
 – The standard deviation and
   confidence interval for the
   completion date distribution for each
   reporting task
 – The criticality index (percentage of
   time on the critical path) for each
   task
 – The duration mean and standard deviation for each task
 – Minimum, expected, and maximum cost for the total project
 – Graphical and tabular displays of cost distribution for the total project
 – The standard deviation and confidence interval for cost at the total project level




                                                                                        Mechanics of Risk+
Programmatic Risk Ranking




The variance in task duration must be defined in some systematic way.
Capturing three point values is the least desirable.

                                                               Programmatic Risk Ranking
Thinking about risk ranking

 These classifications can be used to avoid asking the “3
  point” question for each task
 This information will be maintained in the IMS
 When updates are made the percentage change can be
  applied across all tasks

    Classification                                  Uncertainty   Overrun

A   Routine, been done before                       Low           0% to 2%
B   Routine, but possible difficulties              Medium to Low 2% to 5%
C   Development, with little technical difficulty   Medium        5% to 10%
D   Development, but some technical difficulty      Medium High   10% to 15%
E   Significant effort, technical challenge         High          15% to 25%
F   No experience in this area                      Very High     25% to 50%

                                                                    Programmatic Risk Ranking
Steps in characterizing uncertainty

 Use an “envelope” method to characterize the minimum,
  maximum and “most likely”
 Fit this data to a statistical distribution
 Use conservative assumptions
 Apply greater uncertainty to less mature technologies
 Confirm analysis matches intuition

               Remember Sir Francis Bacon’s quote
               about beginning with uncertainty and
               ending with certainty.
               If we start with a what we think is a
               valid number we will tend to continue
               with that valid number.
               When in fact we should speak only in
               terms of confidence intervals and
               probabilities of success.

                                                       Programmatic Risk Ranking
Sobering observations about 3 point
estimates when asking engineers
 In 1979, Tversky and Kahneman proposed an
  alternative to Utility theory. Prospect theory asserts that
  people make predictably irrational decisions.
 The way that a choice of decisions is presented can
  sway a person to choose the less rational decision from
  a set of options.
 Once a problem is clearly and reasonably presented,
  rarely does a person think outside the bounds of the
  frame.
 Source:
   – “The Causes of Risk Taking By Project Managers,”
     Proceedings of the Project Management Institute Annual
     Seminars & Symposium November 1–10, 2001 •
     Nashville, Tennessee
   – Tversky, Amos, and Daniel Kahneman. 1981. The Framing
     of Decisions and the Psychology of Choice. Science 211
     (January 30): 453–458

                                                    Programmatic Risk Ranking
Building a Credible Schedule




A credible schedule contains a well formed network, explicit risk
mitigations, proper margin for these risks, and a clear and concise
critical path(s). All of this is prologue to analyzing the schedule.
                                                                  Building a Credible Schedule
Good schedules have a contingency plans

 The schedule contingency
  needed to make the plan credible
  can be derived from the Risk+
  analysis
 The schedule contingency is the                      Is This Our
  amount of time added (or                             Contingency
  subtracted) from the baseline                        Plan ?
  schedule necessary to achieve
  the desired probability of an under
  run or over run.
 The schedule contingency can be determined through
 – Monte Carlo simulations (Risk+)
 – Best judgment from previous experience
 – Percentage factors based on historical experience
 – Correlation analysis for dependency impacts



                                                           Building a Credible Schedule
Schedule quality and accuracy

 Accuracy range
    – Similar for each estimate class
   Consistent with estimate
    – Level of project definition
    – Purpose
    – Preparation effort
 Monte Carlo simulation
    – Analysis of results shows quality attained versus the quality sought
      (expected accuracy ranges)
 Achieving specified accuracy requirements
    – Select value at end points of confidence interval
    – Calculate percentages from base schedule completion date, including
      the contingency



                                                                       Building a Credible Schedule
Technical Performance Measures

 Technical Performance Measures are one method of showing risk by
  done
 – Specific actions taken in the IMS to move the compliance forward toward the
   goal
 Activities that
  assessing the
  increasing compliance
  to the technical
  performance measure
  can be show in the
  IMS
 – These can be
   Accomplishment
   Criteria




                                                                                 Building a Credible Schedule
The Monte Carlo Process starts with the 3 point
                 estimates
                 Estimates of the task duration are still needed, just
                  like they are in PERT
These three
point estimates      – Three point estimates could be used
are not the PERT     – But risk ranking and algorithmic generation of the
ones.                  “spreads” is a better approach
They are derived
from the ordinal    Duration estimates must be parametric rather than
risk ranking         numeric values
process.
This allows them
                     – A geometric scale of parametric risk is one approach
                 
to be “calibrated”   Branching probabilities need to be defined
for the domain,
correlated with      – Conditional paths through the schedule can be evaluated
the technical risk     using Monte Carlo tools
model.
                     – This also demonstrate explicit risk mitigation planning to
                       answer the question “what if this happens?”

                                                                       Building a Credible Schedule
Expert Judgment is required to build a Risk
             Management approach
                  Expert judgment is typically the basis of cost and schedule
Building the
                   estimates
variance
                     – Expert judgment is usually the weakest area of process and
values for the
                       quantification
ordinal risk
                     – Translating from English (SOW) to mathematics (probabilistic
rank is a
                       risk model) is usually inconsistent at best and erroneous at
technical              worst
process,
                  One approach
requiring
engineering          – Plan for the “best case” and preclude a self–fulfilling
                       prophesy
judgment.
                     – Budget for the “most likely” and recognize risks and
                       uncertainties
                     – Protect for the “worst case” and acknowledge the conceivable
                       in the risk mitigation plan
                  The credibility of the “best case” estimates if crucial to the
                   success of this approach
                                                                      Building a Credible Schedule
Guiding the Risk Factor Process requires
     careful weighting of each level of risk
 For tasks marked “Low” a reasonable
                                                               Min   Most Max
  approach is to score the maximum 10%                               Likely
  greater than the minimum.
                                                        Low    1.0   1.04          1.10
 The “Most Likely” is then scored as a
                                                       Low+    1.0   1.06          1.15
  geometric progression for the remaining
  categories with a common ratio of 1.5            Moderate    1.0   1.09          1.24
 Tasks marked “Very High” are bound at           Moderate+    1.0   1.14          1.36
  200% of minimum.                                     High    1.0   1.20          1.55
  – No viable project manager would like a task       High+    1.0   1.30          1.85
    grow to three times the planned duration
    without intervention                           Very High   1.0   1.46          2.30
 The geometric progress is somewhat              Very High+   1.0   1.68          3.00
  arbitrary but it should be used instead of
  a linear progression


                                                                      Building a Credible Schedule
Assume now we have a well formed schedule – now
                     what?

                    With all the “bone head” elements
For the role of      removed, we can say we have a
PP&C is to
move “reporting      well formed schedule
past
performance” to     But the real role of Planning is to
“forecasting
future               forecast the future, provide
performance” it
must break the       alternative Plan’s for this forecast
mold of using
static models of
                     and actively engage all the
cost and             participants in the projects in the
schedule
                     Planning Process

                                                   Building a Credible Schedule
We’re really after the management of schedule
          margin as part of planning
  Plan the risk alternatives that                      Assign duration and resource
   “might” be needed                                     estimates to both branches
         – Each mitigation has a Plan B                 Turn off for alternative for a
           branch                                        “success” path assessment
         – Keep alternatives as simple as               Turn off primary for a “failure” path
           possible (maybe one task)
                                                         assessment
  Assess probability of the alternative
   occurring
                              Plan B

30% Probability
     of failure
                                                                          80% Confidence for completion
                                                                          with current margin



70% Probability
    of success

                                            Plan A               Current Margin     Future Margin

                  Duration of Plan B    Plan A + Margin
                                                                                                Building a Credible Schedule
Successful margin management requires the
        reuse of unused durations
 Programmatic Margin is added between                                  Margin that is not used in the IMS for risk
  Development, Production and Integration                                mitigation will be moved to the next
  & Test phases                                                          sequence of risk alternatives
 Risk Margin is added to the IMS where                                 – This enables us to buy back schedule margin
  risk alternatives are identified                                        for activities further downstream
                                                                        – This enables us to control the ripple effect of
                                                                          schedule shifts on Margin activities
                                                                          Downstream
                Duration of Plan B < Plan A + Margin                      Activities shifted to
       Plan B                                                             left 2 days

                                                                                  Plan B
                                  3 Days Margin Used




                 Plan A
                                                       5 Days Margin


     First Identified Risk Alternative in IMS                                                     Plan A   5 Days Margin



                                                                           Second Identified Risk           2 days will be added
                                                                                                            to this margin task
                                                                           Alternative in IMS               to bring schedule
                                                                                                            back on track



                                                                                                                      Building a Credible Schedule
Simulation Considerations

 Schedule logic and constraints
  – Simplify logic – model only paths which, by
    inspection, may have a significant bearing on the
    final result
  – Correlate similar activities
  – No open ends
  – Use only finish–to–start relationships with no
    lags
  – Model relationships other than finish–to–start as
    activities with base durations equal to the lag
    value
  – Eliminate all date constraints
  – Consider using branching for known alternatives
                                            Building a Credible Schedule
The contents of the schedule

   Constraints
   Lead/Lag
   Task relationships
   Durations
   Network topology




                               Building a Credible Schedule
Simulation Considerations

 Selection of Probability Distributions
   – Develop schedule simulation inputs concurrently
     with the cost estimate
      • Early in process – use same subject matter experts
      • Convert confidence intervals into probability duration
        distributions
   – Number of distributions vary depending on
     software
   – Difficult to develop inputs required for
     distributions
   – Beta and Lognormal better than triangular; avoid
     exclusive use of Normal distribution

                                                      Building a Credible Schedule
Sensitivity Analysis describes which
tasks drive the completion times

 Concentrates on inputs most likely to
  improve quality (accuracy)
 Identifies most promising opportunities
  where additional work will help to
  narrow input ranges
 Methods
  – Run multiple simulations
  – Use criticality index
  – “Tornado” or Pareto graph
                                  Building a Credible Schedule
What we get in the end is a Credible
   Model of the schedule




All models are wrong. Some
models are useful.
– George Box (1919 – )


                             Concept generator from Ramon
                               Lull’s Ars Magna (C. 1300)




                                                   Building a Credible Schedule
Conclusion




At this point there is too much information. Processing this information
will take time, patience, and most of all practice with the tools and the
results they produce.
                                                                            Conclusion
Conclusions

 Project schedule status must be
  assessed in terms of a critical path
  through the schedule network
 Because the actual durations of each
  task in the network are uncertain (they
  are random variables following a
  probability distribution function), the
  project schedule duration must be
  modeled statistically

                                       Conclusion
Conclusions

 Quality (accuracy) is measured at the
  end points of achieved confidence
  interval (suggest 80% level)
 Simulation results depend on:
  – Accuracy and care taken with base schedule
    logic
  – Use of subject matter experts to establish
    inputs
  – Selection of appropriate distribution types
  – Through analysis of multiple critical paths
  – Understanding which activities and paths
    have the greatest potential impact

                                             Conclusion
Conclusions

 Cost and schedule estimates are made up of many
  independent elements.
   – When each element is planned as best case – e.g. a
     probability of achievement of 10%
   – The probability of achieving best case for a two–element
     estimate is 1%
   – For three elements, 0.01%
   – For many elements, infinitesimal
   – In effect, it is zero.
 In the beginning no attempt should be made to
  distinguish between risk and uncertainty
   – Risk involves uncertainty but it is indeed more
   – For initial purposes it is unimportant
   – The effect is combined into one statistical factor called
     “risk,” which can be described by a single probability
     distribution function
                                                                 Conclusion
What are we really after in the end?

 As the program
  proceeds so
  does:
   – Increasing
     accuracy
   – Reduced
     schedule risk
   – Increasing
     visual
     confirmation     Current Estimate Accuracy
     that success
     can be reached



                                                  Conclusion
Points to remember

 Good project management is good risk
  management
 Risk management is how adults manage projects
 The only thing we manage is project risk
 Risks impact objectives
 Risks come from the decisions we make while
  trying to achieve the objectives
 Risks require a factual condition and have potential
  negative consequences that must be mitigated in
  the schedule



                                                    Conclusion
Usage is needed before understanding is
    acquired



Here and elsewhere, we shall not
obtain the best insights into things
until we actually see them growing
from the beginning.
— Aristotle




                                         Conclusion
The End

                                A planning algorithm from
                                Aristotle’s De Motu Animalium
                                c. 400 BC



This is actually the beginning, since building a risk tolerant, credible,
robust schedule requires constant “execution” of the plan.

                                                                            Conclusion
Resources

1. “The Parameters of the Classical PERT: An Assessment of its Success,”
   Rafael Herrerias Pleguezuelo,
   http://www.cyta.com.ar/biblioteca/bddoc/bdlibros/pert_van/PARAMETROS.PD
   F
2. “Advanced Quantitative Schedule Risk Analysis,” David T. Hulett, Hulett &
   Associates, http://www.projectrisk.com/index.html
3. “Schedule Risk Analysis Simplified,” David T. Hulett, Hulett & Associates,
   http://www.projectrisk.com/index.html
4. “Project Risk Management: A Combined Analytical Hierarchy Process and
   Decision Tree Approach,” Prasanta Kumar Dey, Cost Engineering, Vol. 44,
   No. 3, March 2002.
5. “Adding Probability to Your ‘Swiss Army Knife’,” John C. Goodpasture,
   Proceedings of the 30th Annual Project Management Institute 1999 Seminars
   and Symposium, October, 1999.
6. “Modeling Uncertainty in Project Scheduling,” Patrick Leach, Proceedings of
   the 2005 Crystal Ball User Conference
7. “Near Critical Paths Create Violations in the PERT Assumptions of Normality,”
   Frank Pokladnik and Robert Hill, University of Houston, Clear Lake,
   http://www.sbaer.uca.edu/research/dsi/2003/procs/237–4203.pdf



                                                                            Resources
Resources

8. “Teaching SuPERT,” Kenneth R. MacLeod and Paul F. Petersen,
    Proceedings of the Decision Sciences 2003 Annual Meeting, Washington DC,
    http://www.sbaer.uca.edu/research/dsi/2003/by_track_paper.html
9. “The Beginning of the Monte Carlo Method,” N. Metropolis, Los Alamos
    Science, Special Issue, 1987.
    http://www.fas.org/sgp/othergov/doe/lanl/pubs/00326866.pdf
10. “Defining a Beta Distribution Function for Construction Simulation,” Javier
    Fente, Kraig Knutson, Cliff Schexnayder, Proceedings of the 1999 Winter
    Simulation Conference.
11. “The Basics of Monte Carlo Simulation: A Tutorial,” S. Kandaswamy,
    Proceedings of the Project Management Institute Annual Seminars &
    Symposium, November, 2001.
12. “The Mother of All Guesses: A User Friendly Guide to Statistical Estimation,”
    Francois Melese and David Rose, Armed Forces Comptroller, 1998,
    http://www.nps.navy.mil/drmi/graphics/StatGuide–web.pdf
13. “Inverse Statistical Estimation via Order Statistics: A Resolution of the Ill–
    Posed Inverse problem of PERT Scheduling,” William F. Pickard, Inverse
    Problems 20, pp. 1565–1581, 2004




                                                                              Resources
Resources

14. “Schedule Risk Analysis: Why It Is Important and How to Do It, “Stephen A.
    Book, Proceedings of the Ground Systems Architecture Workshop (GSAW
    2002), Aerospace Corporation, March 2002,
    http://sunset.usc.edu/GSAW/gsaw2002/s11a/book.pdf
15. “Evaluation of the Risk Analysis and Cost Management (RACM) Model,”
    Matthew S. Goldberg, Institute for Defense Analysis, 1998.
    http://www.thedacs.com/topics/earnedvalue/racm.pdf
16. “PERT Completion Times Revisited,” Fred E. Williams, School of
    Management, University of Michigan–Flint, July 2005,
    http://som.umflint.edu/yener/PERT%20Completion%20Revisited.htm
17. “Overcoming Project Risk: Lessons from the PERIL Database,” Tom Hendrick
    , Program Manager, Hewlett Packard, 2003,
    http://www.failureproofprojects.com/Risky.pdf
18. “The Heart of Risk Management: Teaching Project Teams to Combat Risk,”
    Bruce Chadbourne, 30th Annual Project Management Institute 1999 Seminara
    and Symposium, October 1999,
    http://www.risksig.com/Articles/pmi1999/rkalt01.pdf



                                                                          Resources
Resources

20. Project Risk Management Resource List, NASA Headquarters Library,
    http://www.hq.nasa.gov/office/hqlibrary/ppm/ppm22.htm#art
21. “Quantify Risk to Manage Cost and Schedule,” Fred Raymond, Acquisition
    Quarterly, Spring 1999, http://www.dau.mil/pubs/arq/99arq/raymond.pdf
22. “Continuous Risk Management,” Cost Analysis Symposium, April 2005,
    http://www1.jsc.nasa.gov/bu2/conferences/NCAS2005/papers/5C_–
    _Cockrell_CRM_v1_0.ppt
23. “A Novel Extension of the Triangular Distribution and its Parameter
    Estimation,” J. Rene van Dorp and Samuel Kotz, The Statistician 51(1), pp.
    63 – 79, 2002.
    http://www.seas.gwu.edu/~dorpjr/Publications/JournalPapers/TheStatistician2
    002.pdf
24. “Distribution of Modeling Dependence Cause by Common Risk Factors,”
     J. Rene van Dorp, European Safety and Reliability 2003 Conference
    Proceedings, March 2003,
    http://www.seas.gwu.edu/~dorpjr/Publications/ConferenceProceedings/Esrel2
    003.pdf



                                                                           Resources
Resources

25. “Improved Three Point Approximation To Distribution Functions For
    Application In Financial Decision Analysis,” Michele E. Pfund, Jennifer E.
    McNeill, John W. Fowler and Gerald T. Mackulak, Department of Industrial
    Engineering, Arizona State University, Tempe, Arizona,
    http://www.eas.asu.edu/ie/workingpaper/pdf/cdf_estimation_submission.pdf
26. “Analysis Of Resource–constrained Stochastic Project Networks Using
    Discrete–event Simulation,” Sucharith Vanguri, Masters Thesis, Mississippi
    State University, May 2005, http://sun.library.msstate.edu/ETD–
    db/theses/available/etd–04072005–
    123743/restricted/SucharithVanguriThesis.pdf
27. “Integrated Cost / Schedule Risk Analysis,” David T. Hulett and Bill Campbell,
    Fifth European Project Management Conference, June 2002.
28. “Risk Interrelation Management – Controlling the Snowball Effect,” Olli
    Kuismanen, Tuomo Saari and Jussi Vähäkylä, Fifth European Project
    Management Conference, June 2002.
29. The Lady Tasting Tea: How Statistics Revolutionized Science in the
    Twentieth Century, David Salsburg, W. H. Freeman, 2001



                                                                              Resources
Resources

30. “Triangular Approximations for Continuous Random Variables in Risk
    Analysis,” David G. Johnson, The Business School, Loughborough University,
    Liecestershire.
31. “Statistical Dependence through Common Risk Factors: With Applications in
    Uncertainty Analysis,” J. Rene van Dorp, European Journal of Operations
    Research, Volume 161(1), pp. 240–255.
32. “Statistical Dependence in the risk analysis for Project Networks Using Monte
    Carlo Methods,” J. Rene van Dorp and M. R. Dufy, International Journal of
    Production Economics, 58, pp. 17–29, 1999.
    http://www.seas.gwu.edu/~dorpjr/Publications/JournalPapers/Prodecon1999.p
    df
33. “Risk Analysis for Large Engineering Projects: Modeling Cost Uncertainty for
    Ship Production Activities,” M. R. Dufy and J. Rene van Dorp, Journal of
    Engineering Valuation and Cost Analysis, Volume 2. pp. 285–301,
    http://www.seas.gwu.edu/~dorpjr/Publications/JournalPapers/EVCA1999.pdf
34. “Risk Based Decision Support techniques for Programs and Projects,” Barney
    Roberts and David Frost, Futron Risk Management Center of Excellence,
    http://www.futron.com/pdf/RBDSsupporttech.pdf


                                                                             Resources
Resources

35. Probabilistic Risk Assessment Procedures Guide for NASA Managers and
    Practitioners, Office of Safety and Mission Assurance, April 2002.
    http://www.hq.nasa.gov/office/codeq/doctree/praguide.pdf
36. “Project Planning: Improved Approach Incorporating Uncertainty,” Vahid
    Khodakarami, Norman Fenton, and Martin Neil, Track 15 EURAM2005:
    “Reconciling Uncertainty and Responsibility” European Academy of
    Management.
    http://www.dcs.qmw.ac.uk/~norman/papers/project_planning_khodakerami.pd
    f
37. “A Distribution for Modeling Dependence Caused by Common Risk Factors,”
    J. Rene van Dorp, European Safety and Reliability 2003 Conference
    Proceedings, March 2003.
38. “Probabilistic PERT,” Arthur Nadas, IBM Journal of Research and
    Development, 23(3), May 1979, pp. 339–347.
39. “Ranked Nodes: A Simple and effective way to model qualitative in large–
    scale Bayesian Networks,” Norman Fenton and Martin Neil, Risk Assessment
    and Decision Analysis Research Group, Department of Computer Science,
    Queen Mary, University of London, February 21, 2005.


                                                                        Resources
Resources

40. “Quantify Risk to Manage Cost and Schedule,” Fred Raymond, Acquisition
    Review Quarterly, Spring 1999, pp. 147–154
41. “The Causes of Risk Taking by Project Managers,” Michael Wakshull,
    Proceedings of the Project Management Institute Annual Seminars &
    Symposium, November 2001.
42. “Stochastic Project Duration Analysis Using PERT–Beta Distributions,” Ron
    Davis.
43. “Triangular Approximation for Continuous Random Variables in Risk
    Analysis,” David G. Johnson, Decision Sciences Institute Proceedings 1998.
    http://www.sbaer.uca.edu/research/dsi/1998/Pdffiles/Papers/1114.pdf
44. “The Cause of Risk Taking by Managers,” Michael N.Wakshull, Proceedings
    of the Project Management Institute Annual Seminars & Symposium
    November 1–10, 2001, Nashville Tennessee ,
    http://www.risksig.com/Articles/pmi2001/21261.pdf
45. “The Framing of Decisions and the Psychology of Choice,” Tversky, Amos,
    and Daniel Kahneman. 1981, Science 211 (January 30): 453–458,
    http://www.cs.umu.se/kurser/TDBC12/HT99/Tversky.html



                                                                            Resources
Resources

46. “Three Point Approximations for Continuous Random Variables,” Donald
    Keefer and Samuel Bodily, Management Science, 29(5), pp. 595 – 609.
47. “Better Estimation of PERT Activity Time Parameters,” Donald Keefer and
    William Verdini, Management Science, 39(9), pp. 1086 – 1091.
48. “The Benefits of Integrated, Quantitative Risk Management,” Barney B.
    Roberts, Futron Corporation, 12th Annual International Symposium of the
    International Council on Systems Engineering, July 1–5, 2001,
    http://www.futron.com/pdf/benefits_QuantIRM.pdf
49. “Sources of Schedule Risk in Complex Systems Development,” Tyson R.
    Browning, INCOSE Systems Engineering Journal, Volume 2, Issue 3, pp. 129
    – 142, 14 September 1999,
    http://sbufaculty.tcu.edu/tbrowning/Publications/Browning%20(1999)––
    SE%20Sch%20Risk%20Drivers.pdf
50. “Sources of Performance Risk in Complex System Development,” Tyson R.
    Browning, 9th Annual International Symposium of INCOSE, June 1999,
    http://sbufaculty.tcu.edu/tbrowning/Publications/Browning%20(1999)––
    INCOSE%20Perf%20Risk%20Drivers.pdf



                                                                         Resources
Resources

51. “Experiences in Improving Risk Management Processes Using the Concepts
    of the Riskit Method,” Jyrki Konito, Gerhard Getto, and Dieter Landes, ACM
    SIGSOFT Software Engineering Notes , Proceedings of the 6th ACM
    SIGSOFT international symposium on Foundations of software engineering
    SIGSOFT '98/FSE-6, Volume 23 Issue 6, November 1998.
52. “Anchoring and Adjustment in Software Estimation,” Jorge Aranda and Steve
    Easterbrook, Proceedings of the 10th European software engineering
    conference held jointly with 13th ACM SIGSOFT international symposium on
    Foundations of software engineering ESEC/FSE-13
53. “The Monte Carlo Method,” W. F. Bauer, Journal of the Society of Industrial
    Mathematics, Volume 6, Number 4, December 1958,
    http://www.cs.fsu.edu/~mascagni/Bauer_1959_Journal_SIAM.pdf.
54. “A Retrospective and Prospective Survey of the Monte Carlo Method,” John
    H. Molton, SIAM Journal, Volume 12, Number 1, January 1970,
    http://www.cs.fsu.edu/~mascagni/Halton_SIAM_Review_1970.pdf.




                                                                            Resources
Resources
Niwot Ridge LLC
    4347 Pebble Beach Drive
     Niwot, Colorado 80503
Performance Based Managementsm
        Integrated Master Plan
     Integrated Master Schedule
             Earned Value
           Risk Management
      Proposal Support Service

            Glen B. Alleman
    glen.alleman@niwotridge.com
             303.241.9633

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Programmatic risk management workshop (handbook)

  • 1. Programmatic Risk Management Work (Handbook) Programmatic Risk Management: A “not so simple” introduction to the complex but critical process of building a “credible” schedule Program Planning and Controls Workshop, Denver, Colorado October 6th and October 14th 2008
  • 2. Agenda Duration Topic 20 Minutes Risk Management in Five Easy Pieces 15 Minutes Basic Statistics for programmatic risk management 15 Minutes Monte Carlo Simulation (MCS) theory 20 Minutes Mechanics of MSFT Project and Risk+ 15 Minutes Programmatic Risk Ranking 15 Minutes Building a Credible schedule 20 Minutes Conclusion 120 Minutes
  • 3. When we say “Risk Management” What do we really mean?
  • 4. Five Easy Pieces†: The Essentials of Managing Programmatic Risk Managing the risk to cost, schedule, and technical performance is the basis of a successful project management method. † With apologies to Carole Eastman and Bob Rafelson for their 1970 film staring Jack Nicholson Risk in Five Easy Pieces
  • 5. Hope is Not a Strategy When General Custer was completely surrounded, his chief scout asked, “General what's our strategy?” Custer replied, “The first thing we need to do is make a note to ourselves – never get in this situation again.” Hope is not a strategy! A Strategy is the plan to successfully complete the project If the project’s success factors, the processes that deliver them, the alternatives when they fail, and the measurement of this success are not defined in meaningful ways for both the customer and managers of the project – Hope is the only strategy left. Risk in Five Easy Pieces
  • 6. No Single Point Estimate can be correct without knowing the variance When estimating  Single Point Estimates use sample data to cost and duration calculate a single value (a statistic) that serves as for planning a "best guess" for an unknown (fixed or random) purposes using population parameter Point Estimates  Bayesian Inference is a statistical inference results in the where evidence or observations are used to infer least likely result. the probability that a hypothesis may be true A result with a  Identifying underlying statistical behavior of the 50/50 chance of being true. cost and schedule parameters of the project is the first step in forecasting future behavior  Without this information and the model in which it is used any statements about cost, schedule and completion dates are a 50/50 guesses Risk in Five Easy Pieces
  • 7. Without Integrating $, Time, and TPM you’re driving in the rearview mirror Technical Performance (TPM) Addressing customer satisfaction means incorporating product requirements and planned quality into the Performance Measurement Baseline to assure the true performance of the project is made visible. Risk in Five Easy Pieces
  • 8. Without a model for risk management, you’re driving in the dark with the headlights turn off The Risk Management process to the right is used by the US DOD and differs from the PMI approach in how the processes areas are arranged. The key is to understand the relationships between these areas. Risk Management means using a proven risk management process, adapting this to the project environment, and using this process for everyday decision making. Risk in Five Easy Pieces
  • 9. Risk Communication is … An interactive process of exchange of information and opinion among individuals, groups, and institutions; often involving multiple messages about the nature of risk or expressing concerns, opinions, or reactions to risk messages or to legal or institutional arrangements for risk management. Bad news is not wine. It does not improve with age — Colin Powell Risk in Five Easy Pieces
  • 10. Basic Statistics for Programmatic Risk Management Since all point estimates are wrong, statistical estimates will be needed to construct a credible cost and schedule model Basic Statistics
  • 11. Uncertainty and Risk are not the same thing – don’t confuse them  Uncertainty stems from  Risk stems from known unknown probability probability distributions distributions – Cost estimating methodology risk – Requirements change impacts resulting from improper models of – Budget Perturbations cost – Re–work, and re–test phenomena – Cost factors such as inflation, labor rates, labor rate burdens, – Contractual arrangements etc (contract type, prime/sub relationships, etc) – Configuration risk (variation in the technical inputs) – Potential for disaster (labor troubles, shuttle loss, satellite – Schedule and technical risk “falls over”, war, hurricanes, etc.) coupling – Probability that if a discrete event – Correlation between risk occurs it will invoke a project distributions delay Basic Statistics
  • 12. There are 2 types of Uncertainty encountered in cost and schedule  Static uncertainty is natural variation and foreseen risks – Uncertainty about the value of a parameter  Dynamic uncertainty is unforeseen uncertainty and “chaos” – Stochastic changes in the underlying environment – System time delays, interactions between the network elements, positive and negative feedback loops – Internal dependencies Basic Statistics
  • 13. The Multiple Sources of Schedule Uncertainty and Sorting Them Out is the Role of Planning  Unknown interactions drive uncertainty  Dynamic uncertainty can be addressed by flexibility in the schedule – On ramps – Off ramps – Alternative paths – Schedule “crashing” opportunities  Modeling of this dynamic uncertainty requires simulation rather than static PERT based path assessment – Changes in critical path are dependent on time and state of the network – The result is a stochastic network Basic Statistics
  • 14. Statistics at a Glance  Probability distribution – A  Bias –The expected deviation of the function that describes the expected value of a statistical probabilities of possible outcomes estimate from the quantity it in a "sample space.” estimates.  Random variable – variable a  Correlation – A measure of the joint function of the result of a impact of two variables upon each statistical experiment in which other that reflects the simultaneous each outcome has a definite variation of quantities. probability of occurrence.  Percentile – A value on a scale of  Determinism – a theory that 100 indicating the percent of a phenomena are causally distribution that is equal to or determined by preceding events or below it. natural laws.  Monte Carlo sampling – A modeling  Standard deviation (sigma value) – technique that employs random An index that characterizes the sampling to simulate a population dispersion among the values in a being studied. population. Basic Statistics
  • 15. Statistics Versus Probability  In building a risk tolerant schedule, we’re interested in the probability of a successful outcome – “What is the probability of making a desired completion date?”  But the underlying statistics of the tasks influence this probability  The statistics of the tasks, their arrangement in a network of tasks and correlation define how this probability based estimated developed. Basic Statistics
  • 16. Each path and each task along that path has a probability distribution  Any path could be critical depending on the convolution of the underlying task completion time probability distribution functions  The independence or dependency of each task with others in the network, greatly influences the outcome of the total project duration  Understanding this dependence is critical to assessing the credibility of the plan as well as the total completion time of that plan Basic Statistics
  • 17. Probability Distribution Functions are the Life Blood of good planning  Probability of occurrence as a function of the number of samples  “The number of times a task duration appears in a Monte Carlo simulation” Basic Statistics
  • 18. Statistics of a Triangle Distribution Triangle 50% of all possible values are under distributions are this area of the curve. This is the useful when there definition of the median is limited information about the characteristics of the random variables are all that is available. This is common in project cost and Minimum Maximum schedule estimates. 1000 hrs 6830 hrs Mode = 2000 hrs Mean = 3879 hrs Median = 3415 hrs Basic Statistics
  • 19. Basics of Monte Carlo Simulation Far better an approximate answer to the right question, which is often vague, than an exact answer to the wrong question, which can always be made precise. — John W. Tukey, 1962 Basics of Monte Carlo
  • 20. Monte Carlo Simulation  Yes Monte Carlo is named after the country full of casinos located on the French Rivera  Advantages of Monte Carlo over PERT is that Monte Carlo… – Examines all paths, not just the critical path – Provides an accurate (true) estimate of completion • Overall duration distribution • Confidence interval (accuracy range) – Sensitivity analysis of interacting tasks – Varied activity distribution types – not restricted to Beta – Schedule logic can include branching – both probabilistic and conditional – When resource loaded schedules are used – provides integrated cost and schedule probabilistic model Basics of Monte Carlo
  • 21. First let’s be convinced that PERT has limited usefulness  The original paper (Malcolm 1959) states – The method is “the best that could be done in a real situation within tight time constraints.” – The time constraint was One Month  The PERT time made the assumption that the standard deviation was about 1/6 of the range (b– a), resulting in the PERT formula.  It has been shown that the PERT mean and standard deviation formulas are poor approximations for most Beta distributions (Keefer 1983 and Keefer 1993). – Errors up to 40% are possible for the PERT mean – Errors up to 550% are possible for the PERT standard deviation Basics of Monte Carlo
  • 22. Critical Path and Mostly Likelies  Critical Path’s are Deterministic – At least one path exists through the network – The critical path is identified by adding the “single point” estimates – The critical predicts the completion date only if everything goes according to plan (we all know this of course)  Schedule execution is Probabilistic – There is a likelihood that some durations will comprise a path that is off the critical path – The single number for the estimate – the “single point estimate” is in fact a most likely estimate – The completion date is not the most likely date, but is a confidence interval in the probability distribution function resulting from the convolution of all the distributions along all the paths to the completion of the project Basics of Monte Carlo
  • 23. Deterministic PERT Uses Three Point Estimates In A Static Manner  Durations are defined as three point estimates – These estimates are very subjective if captured individually by asking… – “What is the Minimum, Maximum, and Most Likely”  Critical path is defined from these estimates is the algebraic addition of three point estimates  Project duration is based on the algebraic addition of the times along the critical path  This approach has some serious problems from the outset – Durations must be independent – Most likely is not the same as the average Basics of Monte Carlo
  • 24. Foundation of Monte Carlo Theory George Louis Leclerc, Comte de Buffon, asked what was the probability that the needle would fall across one of the lines, marked in green. That outcome occurs only if: A  l sin Basics of Monte Carlo
  • 25. Mechanics of Risk+ integrated with Microsoft Project Any credible schedule is a credible model of its dynamic behavior. This starts with a Monte Carlo model of the schedule’s network of tasks Mechanics of Risk+
  • 26. The Simplest Risk+ elements Task to “watch” Most Likely Distribution (Number3) (Duration3) (Number1) Optimistic Pessimistic (Duration1) (Duration2) Mechanics of Risk+
  • 27. The output of Risk+ Date: 9/26/2005 2:14:02 PM Completion Std Deviation: 4.83 days Samples: 500 95% Confidence Interval: 0.42 days Task to “watch” Unique ID: 10 Each bar represents 2 days Name: Task 10 0.16 1.0 Completion Probability Table Cumulative Probability 0.9 0.14 Prob Date Prob Date 0.8 0.12 0.05 2/17/06 0.55 3/1/06 0.7 Frequency 0.10 2/21/06 0.60 3/2/06 0.10 0.6 0.15 2/22/06 0.65 3/3/06 0.08 0.5 0.20 2/22/06 0.70 3/3/06 0.4 0.25 2/23/06 0.75 3/6/06 0.06 0.3 0.30 2/24/06 0.80 3/7/06 80% confidence 0.04 0.35 2/27/06 0.85 3/8/06 0.2 0.40 2/27/06 0.90 3/9/06 that task will 0.02 0.1 0.45 2/28/06 0.95 3/13/06 complete by 2/10/06 3/1/06 3/17/06 0.50 3/1/06 1.00 3/17/06 Completion Date 3/7/06  The height of each box indicates  The standard deviation of the how often the project complete in a completion date and the 95% given interval during the run confidence interval of the expected  The S–Curve shows the cumulative completion date are in the same probability of completing on or units as the “most likely remaining before a given date. duration” field in the schedule Mechanics of Risk+
  • 28. A Well Formed Risk+ Schedule For Risk+ to provide useful information, the underlying schedule must be well formed on some simple way. Mechanics of Risk+
  • 29. A Well formed Risk+ Schedule  A good critical path network – No constraint dates – Lowest level tasks have predecessors and successors – 80% of relationships are finish to start  Identify risk tasks – These are “reporting tasks” – Identify the preview task to watch during simulation runs  Defining the probability distribution profile for each task – Bulk assignment is an easy way to start – A – F ranking is another approach – Individual risk profile assignments is best but tedious Mechanics of Risk+
  • 30. Analyzing the Risk+ Simulation  Risk+ generates one or more of the following outputs: – Earliest, expected, and latest completion date for each reporting task – Graphical and tabular displays of the completion date distribution for each reporting task – The standard deviation and confidence interval for the completion date distribution for each reporting task – The criticality index (percentage of time on the critical path) for each task – The duration mean and standard deviation for each task – Minimum, expected, and maximum cost for the total project – Graphical and tabular displays of cost distribution for the total project – The standard deviation and confidence interval for cost at the total project level Mechanics of Risk+
  • 31. Programmatic Risk Ranking The variance in task duration must be defined in some systematic way. Capturing three point values is the least desirable. Programmatic Risk Ranking
  • 32. Thinking about risk ranking  These classifications can be used to avoid asking the “3 point” question for each task  This information will be maintained in the IMS  When updates are made the percentage change can be applied across all tasks Classification Uncertainty Overrun A Routine, been done before Low 0% to 2% B Routine, but possible difficulties Medium to Low 2% to 5% C Development, with little technical difficulty Medium 5% to 10% D Development, but some technical difficulty Medium High 10% to 15% E Significant effort, technical challenge High 15% to 25% F No experience in this area Very High 25% to 50% Programmatic Risk Ranking
  • 33. Steps in characterizing uncertainty  Use an “envelope” method to characterize the minimum, maximum and “most likely”  Fit this data to a statistical distribution  Use conservative assumptions  Apply greater uncertainty to less mature technologies  Confirm analysis matches intuition Remember Sir Francis Bacon’s quote about beginning with uncertainty and ending with certainty. If we start with a what we think is a valid number we will tend to continue with that valid number. When in fact we should speak only in terms of confidence intervals and probabilities of success. Programmatic Risk Ranking
  • 34. Sobering observations about 3 point estimates when asking engineers  In 1979, Tversky and Kahneman proposed an alternative to Utility theory. Prospect theory asserts that people make predictably irrational decisions.  The way that a choice of decisions is presented can sway a person to choose the less rational decision from a set of options.  Once a problem is clearly and reasonably presented, rarely does a person think outside the bounds of the frame.  Source: – “The Causes of Risk Taking By Project Managers,” Proceedings of the Project Management Institute Annual Seminars & Symposium November 1–10, 2001 • Nashville, Tennessee – Tversky, Amos, and Daniel Kahneman. 1981. The Framing of Decisions and the Psychology of Choice. Science 211 (January 30): 453–458 Programmatic Risk Ranking
  • 35. Building a Credible Schedule A credible schedule contains a well formed network, explicit risk mitigations, proper margin for these risks, and a clear and concise critical path(s). All of this is prologue to analyzing the schedule. Building a Credible Schedule
  • 36. Good schedules have a contingency plans  The schedule contingency needed to make the plan credible can be derived from the Risk+ analysis  The schedule contingency is the Is This Our amount of time added (or Contingency subtracted) from the baseline Plan ? schedule necessary to achieve the desired probability of an under run or over run.  The schedule contingency can be determined through – Monte Carlo simulations (Risk+) – Best judgment from previous experience – Percentage factors based on historical experience – Correlation analysis for dependency impacts Building a Credible Schedule
  • 37. Schedule quality and accuracy  Accuracy range – Similar for each estimate class  Consistent with estimate – Level of project definition – Purpose – Preparation effort  Monte Carlo simulation – Analysis of results shows quality attained versus the quality sought (expected accuracy ranges)  Achieving specified accuracy requirements – Select value at end points of confidence interval – Calculate percentages from base schedule completion date, including the contingency Building a Credible Schedule
  • 38. Technical Performance Measures  Technical Performance Measures are one method of showing risk by done – Specific actions taken in the IMS to move the compliance forward toward the goal  Activities that assessing the increasing compliance to the technical performance measure can be show in the IMS – These can be Accomplishment Criteria Building a Credible Schedule
  • 39. The Monte Carlo Process starts with the 3 point estimates  Estimates of the task duration are still needed, just like they are in PERT These three point estimates – Three point estimates could be used are not the PERT – But risk ranking and algorithmic generation of the ones. “spreads” is a better approach They are derived from the ordinal  Duration estimates must be parametric rather than risk ranking numeric values process. This allows them – A geometric scale of parametric risk is one approach  to be “calibrated” Branching probabilities need to be defined for the domain, correlated with – Conditional paths through the schedule can be evaluated the technical risk using Monte Carlo tools model. – This also demonstrate explicit risk mitigation planning to answer the question “what if this happens?” Building a Credible Schedule
  • 40. Expert Judgment is required to build a Risk Management approach  Expert judgment is typically the basis of cost and schedule Building the estimates variance – Expert judgment is usually the weakest area of process and values for the quantification ordinal risk – Translating from English (SOW) to mathematics (probabilistic rank is a risk model) is usually inconsistent at best and erroneous at technical worst process,  One approach requiring engineering – Plan for the “best case” and preclude a self–fulfilling prophesy judgment. – Budget for the “most likely” and recognize risks and uncertainties – Protect for the “worst case” and acknowledge the conceivable in the risk mitigation plan  The credibility of the “best case” estimates if crucial to the success of this approach Building a Credible Schedule
  • 41. Guiding the Risk Factor Process requires careful weighting of each level of risk  For tasks marked “Low” a reasonable Min Most Max approach is to score the maximum 10% Likely greater than the minimum. Low 1.0 1.04 1.10  The “Most Likely” is then scored as a Low+ 1.0 1.06 1.15 geometric progression for the remaining categories with a common ratio of 1.5 Moderate 1.0 1.09 1.24  Tasks marked “Very High” are bound at Moderate+ 1.0 1.14 1.36 200% of minimum. High 1.0 1.20 1.55 – No viable project manager would like a task High+ 1.0 1.30 1.85 grow to three times the planned duration without intervention Very High 1.0 1.46 2.30  The geometric progress is somewhat Very High+ 1.0 1.68 3.00 arbitrary but it should be used instead of a linear progression Building a Credible Schedule
  • 42. Assume now we have a well formed schedule – now what?  With all the “bone head” elements For the role of removed, we can say we have a PP&C is to move “reporting well formed schedule past performance” to  But the real role of Planning is to “forecasting future forecast the future, provide performance” it must break the alternative Plan’s for this forecast mold of using static models of and actively engage all the cost and participants in the projects in the schedule Planning Process Building a Credible Schedule
  • 43. We’re really after the management of schedule margin as part of planning  Plan the risk alternatives that  Assign duration and resource “might” be needed estimates to both branches – Each mitigation has a Plan B  Turn off for alternative for a branch “success” path assessment – Keep alternatives as simple as  Turn off primary for a “failure” path possible (maybe one task) assessment  Assess probability of the alternative occurring Plan B 30% Probability of failure 80% Confidence for completion with current margin 70% Probability of success Plan A Current Margin Future Margin Duration of Plan B  Plan A + Margin Building a Credible Schedule
  • 44. Successful margin management requires the reuse of unused durations  Programmatic Margin is added between  Margin that is not used in the IMS for risk Development, Production and Integration mitigation will be moved to the next & Test phases sequence of risk alternatives  Risk Margin is added to the IMS where – This enables us to buy back schedule margin risk alternatives are identified for activities further downstream – This enables us to control the ripple effect of schedule shifts on Margin activities Downstream Duration of Plan B < Plan A + Margin Activities shifted to Plan B left 2 days Plan B 3 Days Margin Used Plan A 5 Days Margin First Identified Risk Alternative in IMS Plan A 5 Days Margin Second Identified Risk 2 days will be added to this margin task Alternative in IMS to bring schedule back on track Building a Credible Schedule
  • 45. Simulation Considerations  Schedule logic and constraints – Simplify logic – model only paths which, by inspection, may have a significant bearing on the final result – Correlate similar activities – No open ends – Use only finish–to–start relationships with no lags – Model relationships other than finish–to–start as activities with base durations equal to the lag value – Eliminate all date constraints – Consider using branching for known alternatives Building a Credible Schedule
  • 46. The contents of the schedule  Constraints  Lead/Lag  Task relationships  Durations  Network topology Building a Credible Schedule
  • 47. Simulation Considerations  Selection of Probability Distributions – Develop schedule simulation inputs concurrently with the cost estimate • Early in process – use same subject matter experts • Convert confidence intervals into probability duration distributions – Number of distributions vary depending on software – Difficult to develop inputs required for distributions – Beta and Lognormal better than triangular; avoid exclusive use of Normal distribution Building a Credible Schedule
  • 48. Sensitivity Analysis describes which tasks drive the completion times  Concentrates on inputs most likely to improve quality (accuracy)  Identifies most promising opportunities where additional work will help to narrow input ranges  Methods – Run multiple simulations – Use criticality index – “Tornado” or Pareto graph Building a Credible Schedule
  • 49. What we get in the end is a Credible Model of the schedule All models are wrong. Some models are useful. – George Box (1919 – ) Concept generator from Ramon Lull’s Ars Magna (C. 1300) Building a Credible Schedule
  • 50. Conclusion At this point there is too much information. Processing this information will take time, patience, and most of all practice with the tools and the results they produce. Conclusion
  • 51. Conclusions  Project schedule status must be assessed in terms of a critical path through the schedule network  Because the actual durations of each task in the network are uncertain (they are random variables following a probability distribution function), the project schedule duration must be modeled statistically Conclusion
  • 52. Conclusions  Quality (accuracy) is measured at the end points of achieved confidence interval (suggest 80% level)  Simulation results depend on: – Accuracy and care taken with base schedule logic – Use of subject matter experts to establish inputs – Selection of appropriate distribution types – Through analysis of multiple critical paths – Understanding which activities and paths have the greatest potential impact Conclusion
  • 53. Conclusions  Cost and schedule estimates are made up of many independent elements. – When each element is planned as best case – e.g. a probability of achievement of 10% – The probability of achieving best case for a two–element estimate is 1% – For three elements, 0.01% – For many elements, infinitesimal – In effect, it is zero.  In the beginning no attempt should be made to distinguish between risk and uncertainty – Risk involves uncertainty but it is indeed more – For initial purposes it is unimportant – The effect is combined into one statistical factor called “risk,” which can be described by a single probability distribution function Conclusion
  • 54. What are we really after in the end?  As the program proceeds so does: – Increasing accuracy – Reduced schedule risk – Increasing visual confirmation Current Estimate Accuracy that success can be reached Conclusion
  • 55. Points to remember  Good project management is good risk management  Risk management is how adults manage projects  The only thing we manage is project risk  Risks impact objectives  Risks come from the decisions we make while trying to achieve the objectives  Risks require a factual condition and have potential negative consequences that must be mitigated in the schedule Conclusion
  • 56. Usage is needed before understanding is acquired Here and elsewhere, we shall not obtain the best insights into things until we actually see them growing from the beginning. — Aristotle Conclusion
  • 57. The End A planning algorithm from Aristotle’s De Motu Animalium c. 400 BC This is actually the beginning, since building a risk tolerant, credible, robust schedule requires constant “execution” of the plan. Conclusion
  • 58. Resources 1. “The Parameters of the Classical PERT: An Assessment of its Success,” Rafael Herrerias Pleguezuelo, http://www.cyta.com.ar/biblioteca/bddoc/bdlibros/pert_van/PARAMETROS.PD F 2. “Advanced Quantitative Schedule Risk Analysis,” David T. Hulett, Hulett & Associates, http://www.projectrisk.com/index.html 3. “Schedule Risk Analysis Simplified,” David T. Hulett, Hulett & Associates, http://www.projectrisk.com/index.html 4. “Project Risk Management: A Combined Analytical Hierarchy Process and Decision Tree Approach,” Prasanta Kumar Dey, Cost Engineering, Vol. 44, No. 3, March 2002. 5. “Adding Probability to Your ‘Swiss Army Knife’,” John C. Goodpasture, Proceedings of the 30th Annual Project Management Institute 1999 Seminars and Symposium, October, 1999. 6. “Modeling Uncertainty in Project Scheduling,” Patrick Leach, Proceedings of the 2005 Crystal Ball User Conference 7. “Near Critical Paths Create Violations in the PERT Assumptions of Normality,” Frank Pokladnik and Robert Hill, University of Houston, Clear Lake, http://www.sbaer.uca.edu/research/dsi/2003/procs/237–4203.pdf Resources
  • 59. Resources 8. “Teaching SuPERT,” Kenneth R. MacLeod and Paul F. Petersen, Proceedings of the Decision Sciences 2003 Annual Meeting, Washington DC, http://www.sbaer.uca.edu/research/dsi/2003/by_track_paper.html 9. “The Beginning of the Monte Carlo Method,” N. Metropolis, Los Alamos Science, Special Issue, 1987. http://www.fas.org/sgp/othergov/doe/lanl/pubs/00326866.pdf 10. “Defining a Beta Distribution Function for Construction Simulation,” Javier Fente, Kraig Knutson, Cliff Schexnayder, Proceedings of the 1999 Winter Simulation Conference. 11. “The Basics of Monte Carlo Simulation: A Tutorial,” S. Kandaswamy, Proceedings of the Project Management Institute Annual Seminars & Symposium, November, 2001. 12. “The Mother of All Guesses: A User Friendly Guide to Statistical Estimation,” Francois Melese and David Rose, Armed Forces Comptroller, 1998, http://www.nps.navy.mil/drmi/graphics/StatGuide–web.pdf 13. “Inverse Statistical Estimation via Order Statistics: A Resolution of the Ill– Posed Inverse problem of PERT Scheduling,” William F. Pickard, Inverse Problems 20, pp. 1565–1581, 2004 Resources
  • 60. Resources 14. “Schedule Risk Analysis: Why It Is Important and How to Do It, “Stephen A. Book, Proceedings of the Ground Systems Architecture Workshop (GSAW 2002), Aerospace Corporation, March 2002, http://sunset.usc.edu/GSAW/gsaw2002/s11a/book.pdf 15. “Evaluation of the Risk Analysis and Cost Management (RACM) Model,” Matthew S. Goldberg, Institute for Defense Analysis, 1998. http://www.thedacs.com/topics/earnedvalue/racm.pdf 16. “PERT Completion Times Revisited,” Fred E. Williams, School of Management, University of Michigan–Flint, July 2005, http://som.umflint.edu/yener/PERT%20Completion%20Revisited.htm 17. “Overcoming Project Risk: Lessons from the PERIL Database,” Tom Hendrick , Program Manager, Hewlett Packard, 2003, http://www.failureproofprojects.com/Risky.pdf 18. “The Heart of Risk Management: Teaching Project Teams to Combat Risk,” Bruce Chadbourne, 30th Annual Project Management Institute 1999 Seminara and Symposium, October 1999, http://www.risksig.com/Articles/pmi1999/rkalt01.pdf Resources
  • 61. Resources 20. Project Risk Management Resource List, NASA Headquarters Library, http://www.hq.nasa.gov/office/hqlibrary/ppm/ppm22.htm#art 21. “Quantify Risk to Manage Cost and Schedule,” Fred Raymond, Acquisition Quarterly, Spring 1999, http://www.dau.mil/pubs/arq/99arq/raymond.pdf 22. “Continuous Risk Management,” Cost Analysis Symposium, April 2005, http://www1.jsc.nasa.gov/bu2/conferences/NCAS2005/papers/5C_– _Cockrell_CRM_v1_0.ppt 23. “A Novel Extension of the Triangular Distribution and its Parameter Estimation,” J. Rene van Dorp and Samuel Kotz, The Statistician 51(1), pp. 63 – 79, 2002. http://www.seas.gwu.edu/~dorpjr/Publications/JournalPapers/TheStatistician2 002.pdf 24. “Distribution of Modeling Dependence Cause by Common Risk Factors,” J. Rene van Dorp, European Safety and Reliability 2003 Conference Proceedings, March 2003, http://www.seas.gwu.edu/~dorpjr/Publications/ConferenceProceedings/Esrel2 003.pdf Resources
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  • 69. Niwot Ridge LLC 4347 Pebble Beach Drive Niwot, Colorado 80503 Performance Based Managementsm Integrated Master Plan Integrated Master Schedule Earned Value Risk Management Proposal Support Service Glen B. Alleman glen.alleman@niwotridge.com 303.241.9633