PROJECT PLANNING &

PROJECT MANAGEMENT

INTEGRATING MICROSOFT PROJECT, RISK MANAGEMENT &

COST CONTROL IN A MECHANICAL REFIT PROJECT

KAMARUL EFFENDI • 07/10/2026

COURSE OVERVIEW & LEARNING

OBJECTIVES

Master project planning techniques

Use MicrosoftProject to build & track schedules

Apply risk management throughout the project lifecycle

Implement cost-control measures & Earned Value Management

AGENDA (30MIN)

1. Introduction

2. Project Lifecycle & Phases

3. MicrosoftProject Basics

4. Plant Mechanical Refit – Project Charter

5. Work Breakdown Structure (WBS)

6. Scheduling & Network Diagram

7. Risk Management Process

8. Cost Control & Earned Value

9. Q&A / Wrap-up

PROJECT LIFECYCLE & PHASES

Initiation → Planning → Execution → Monitoring & Control → Closing

Plant refit specifics: shutdown window, safety, maintenance integration

MICROSOFTPROJECT – OVERVIEW

Desktop vs. Web version

Key features: Gantt, Resource Sheet, Tracking, Baseline

Integration with Excel & Teams

PROJECT CHARTER – PLANT

MECHANICAL REFIT

Purpose: Upgrade piping & boiler system for 20% uptime increase

Scope: Remove & replace 15% of plant piping, retrofit control panel

Stakeholders: Operations, Maintenance, Safety, Finance

Success Criteria: ≤5% cost variance, 95% uptime post-refit

WORK BREAKDOWN STRUCTURE

(WBS)

1.0 Project

Management

Project Plan

1.1 Planning Schedule & Budget

1.2 Execution Refit Work

1.3 Monitoring Status Reports

1.4 Closing Final Handover

SCHEDULE DEVELOPMENT – KEY STEPS

Define activities & durations (PERT)

Identify dependencies (Finish-to-Start, etc.)

Assign & level resources

Include shutdown window constraints

NETWORK DIAGRAM & CRITICAL PATH

Create swim-lane diagram (swim-lane layout)

Highlight critical path activities

Calculate float for non-critical tasks

MICROSOFTPROJECT – BUILDING THE

SCHEDULE

Create new project → Enter tasks

Set durations & dependencies

Assign resources → Level if needed

Review Gantt chart for critical path

BASELINE CREATION & TRACKING

Create baseline (Plan → Set Baseline)

Track progress: Actual Start/Finish, Variance

Use Tracking Gantt view for visual comparison

RISK MANAGEMENT – OVERVIEW

Risk vs. Issue definition

Process: Identify → Analyze → Plan → Monitor

Tools: Risk Register, Probability/Impact Matrix

RISK IDENTIFICATION – PLANT REFIT

R-001 Mechanical

failure during

shutdown

0.30 $400k Engineering

Lead

R-002 Supply chain

delay for

piping

0.45 $200k Procurement

Manager

R-003 Regulatory

compliance

change

0.20 $150k Compliance

Officer

R-004 Workforce

skill gaps

0.35 $80k HR Manager

RISK ANALYSIS – QUANTITATIVE &

QUALITATIVE

Probability × Impact scoring

Qualitative categories: Low / Medium / High

Example: 0.4 × $200k = $80k risk exposure

RISK RESPONSE PLANNING

Avoid, Mitigate, Transfer, Accept

Action plans with owners & timelines

Integrate contingency tasks into MS Project

RISK MONITORING & REPORTING

Weekly risk review meetings

Dashboard (PowerBI/Excel) heat map

Trigger thresholds (e.g., >10% of exposure)

COST CONTROL – BUDGETING

BASICS

Cost Baseline: labor, materials, equipment, overhead

Use MS Project’s Cost Sheet & Cost per Resource

EARNED VALUE MANAGEMENT (EVM)

– KEY METRICS

PV (Planned Value) Budgeted Cost of

Planned Work

Baseline cost

EV (Earned Value) Budgeted Cost of

Completed Work

Actual value of work

done

AC (Actual Cost) Sum of Actual Costs to

date

Cost incurred

ΔE = EV-PV

Variance in schedule

Positive → Ahead of plan

ΔC = AC-PV

Cost variance

Negative → Under

budget

CPI = EV/AC Cost Performance Index

>1→cost efficient

SPI = EV/PV Schedule Performance

Index

>1→ahead of

schedule

EVM IN MS PROJECT – DEMO

Set up Cost column & enter actuals

Use Task Usage view to input AC

Generate EVM report (Project → Reports → Earned Value)

CONTINGENCY & RESERVE

MANAGEMENT

Separate contingency funds for unplanned events

Reserve for schedule (management reserve)

Track via MS Project’s Contingency Cost field

COST-CONTROL MEASURES –

PRACTICAL TIPS

Regular cost-forecast updates

Standardized procurement contracts

Early warning of scope creep

Lean maintenance principles (5S, Kaizen)

INTEGRATED PROJECT DASHBOARD

Combined view: Schedule (Gantt), Cost (EVM), Risk (Heat Map)

Real-time data from MS Project to PowerBI

Example dashboard screenshot

LESSONS LEARNED – CASE STUDY

(PLANT REFIT)

What worked: Early risk identification, proactive resource leveling

What didn’t: Underestimation of safety downtime, insufficient

contingency buffers

Take-aways for future projects

Q & A

SUMMARY & KEY TAKE-AWAYS

Build a robust WBS & schedule in MS Project

Embed risk & cost control from day1

Use EVM and dashboards for proactive management

RESOURCES & FURTHER READING

PMBOK® Guide – 7th Edition

Microsoft Project help: Learn & Tutorials

Risk Register Templates (Excel)

Cost-control frameworks (Six Sigma, Lean)

THANK YOU