KAEA 4165

Construction Management and Technology

Project Planning and

Management - 1
Dr. Tan Chee Ghuan

Why Project Planning ?

One of the most important administrative
developments in the developed and developing
countries which are initiate and growth of a large
number of new huge projects in agriculture, irrigation,
industry, community development and construction.
So most of the administrators are directly concerned
with the project administration than other activities.
The capability of administrative system to formulate
and implement, relevant and in viable programs
effectively constitutes a crucial element in the process
of development.

Meaning of a Project
Origin from Latin word projectum from
projicere, "to throw something forwards.
The word "project" thus originally meant
"something that comes before anything else
is done". When the word was initially
adopted, it referred to a plan of something,
not to the act of actually carrying this plan
out
Project is defined as a one-time job that has
defined starting and ending dates, a clear
specified objective, or a scope of work to be
performed, a predefined budget, and usually
a temporary organization that is dismantled
once the project is complete.

Meaning of a Project
Project must consisted of following
characteristics:
1. Identified objectives
2. Defined work time frame which consist
of starting time and ending time
3. Involvement of various agency and
professional body
4. Non-routine path
5. Restricted by time, budget, resources
and performance detail

Project Objectives
1.

2.

3.

Performance requirement The product of a

project must meet the set goal. Therefore, the
desires of the project owner and stakeholder
(quality, performance and reliability) must be
fulfil.
Budget - The project should be completed
without exceeding the approved budget. Failure
to complete the project within the approved
budget will reduce profitability and return on
investment that can generate losses or serious
financial problems.
Project completion period - the progress of the
project must be within or beyond the planned
progress. The status of critical works in the
projects must be completed within the specified
time to ensure that the entire project be
completed before the planned completion date.

What is a Project?
Output
(Objective &
Scope)

Time
(Duration)
Start Date
End Date ?

What is the Output ?

Purpose & Scope
Service Performance specification

Resource
(Man power,
Facilities,
Money)
What are the requirements?

How much the cost?

Benefit Basis

What is a Project?
Successful project
management means
meeting all three goals
(scope, time and cost)

Project Type
A useful way of defining differences between projects is
according to differences in:
- Complexity
- Risk
- Project Budget

Project Type
1. Well Defined Projects- When the goals are well
defined, and clear to all concerned, from the
beginning of the project it is simply a case of
finding an appropriate method. Follow the
appropriate steps in each of the four project
phases.
2. Fuzzy Projects - Sometimes goal-posts keep
moving, as is often the case with applications and
software development, due to changes in client
requirements and changes in technology. In these
projects, once initial objectives have been defined
and agreed, you must instigate an appropriate
project change management and tracking system.

Project Type

Well defined project

Fuzzy project

Project Management Process Phase

1. INITIATING THE PROJECT
2. PLANNING THE PROJECT
3. IMPLEMENTING THE PROJECT
4. CLOSING THE PROJECT

Process Group Phase Interaction

Cost and Resources

Project Management Process Phase

1.0 Initiating the Project
The first phase of Project Management Process in which
activities are performed to asses the Size, Scope, and
Complexity of the Project and to establish procedures to
support later Project activities.

Initiating the project means setting up the project

from the idea or inception and making sure it is:
- the right project
- in the right place
- at the right time
- for the right purpose

Project Management Process Phase

1.0 Initiating the Project
Initiating processes include:
1.1 Clarification of the project purpose and justification
1.2 Stakeholder needs analysis
1.3 Designation of user requirements
1.4 Establishment of clear and shared project objectives
1.5 Generation of options to deliver the project objectives
1.6 Evaluation of options and selection of the most
appropriate
1.7 Scope Statement and Project Proposal

1.0 Initiating the Project

1.1. Clarification of the project purpose and justification
It is always a risk to run a project that does not have a
sound purpose. The justification and validity of the
project needs to be confirmed before the project
proceeds, otherwise, the time, cost and quality of the
project can be compromised.

1.0 Initiating the Project

1.2. Stakeholder needs analysis
This involves doing research to determine:
The key stakeholders associated with the project
The needs of the key stakeholders
At the conclusion of this process an agreement about
the real requirements of the project has to be reached.
If all of the relevant stakeholders are not identified at the
beginning, the success of the project/phase can be placed in
jeopardy.
You must identify who the project is being done for, who will
be affected, what they want or expect and their actual needs.
Analysing the needs of stakeholders and clients

1.0 Initiating the Project

1.3. Designation of user requirements
The user requirements of the project must be defined
and documented. Approval and confirmation must
be obtained before the project can proceed.
Obtain agreement about needs:

Separate needs from wants

Group the needs that are similar
Identify any conflicting needs
Negotiate agreement between stakeholders with conflicting
needs

1.0 Initiating the Project

1.4. Establishment of clear and shared project
objectives

From the agreed project user requirements you

can establish the agreed project objectives.
They are traditionally stated in terms of time, cost
and quality (or functionality) as the project
manager is constantly balancing schedule, budget,
quality in relation to the scope of the project.

1.0 Initiating the Project

1.5. Generation of options to deliver the project
objectives
Having carefully defined measurable objectives for your
project it is now time to explore a broad range of options for
the delivery of your project.
You might have to work through a range of options or different
approaches to determine:
what the end product might be?
who will deliver the project?
The range of options or alternative approaches available to
you will depend upon what decisions have already been made
by others with respect to the project.

1.0 Initiating the Project

1.6. Evaluation of options and selection of the most
appropriate

The options or alternatives for the delivery of the

project should then be evaluated against the:
project objectives, in terms of time, cost and quality
risks involved
extent to which the required scope of the project is
addressed.

1.0 Initiating the Project

1.7. Scope Statement and Project Proposal
This is the end of the Initiation Process for the project
as a whole. Your project should be now be defined.
That is, you should have reached agreement with
your key stakeholders about the following:
Project objectives (time, cost and quality or
functionality)
The exact nature of the product of the project
Who will deliver it
It is good practice to write a short statement at this
stage which defines what the project is going to deliver.
It should be no longer than one or two sentences.

Project Management Process Phase

2.0 PLANNING THE PROJECT
Once the project has been initiated, objectives are clear
and agreed and options have been evaluated the project
can be planned.
Detailed planning requires increased commitment of
resources.
Therefore there is a logical approval GO - NO GO
decision at the end of the Initiation Phase before the
commencement of the Planning Phase.
IF YOU FAIL TO PLAN,
YOU PLAN TO FAIL!

Project Management Process Phase

2.0 PLANNING THE PROJECT
There are three major project planning activities:
2.1 Scope
2.2 Time
2.3 Resources and Cost

Risk planning relates to all of these

In addition, there are planning activities which facilitate
the implementation of the project. These are associated
with:
2.4 Quality
2.5 Project Organisation
2.6 Communications
2.7 Procurement

2.0 PLANNING THE PROJECT

2.1. Scope
The scope is WHAT the project contains or delivers.
When starting to plan the scope of the project think
about the BIG PICTURE first! At this level it is best
to concentrate on the major deliverables and not
get bogged down with detail.
It is just as important to agree on what is OUT OF
SCOPE as it is to define what is IN SCOPE as
stakeholders will often have different ideas
regarding what is supposed to be IN the project and
what IS NOT. Obtain agreement up front to avoid
unnecessary disputes later on.

2.0 PLANNING THE PROJECT

2.1. Scope
2.1.1 Scope Definition
This is where we get down to detail! It provides the
detailed information for the Scope Plan, often called
the Scope Definition document. It provides the
basis for estimating cost, time and resources,
performance measurement and responsibilities.
The most useful tool is the Work Breakdown
Structure (WBS)

2.0 PLANNING THE PROJECT

2.1.2 Work Breakdown Structure (WBS)
Defining the project scope involves brainstorming all the
tasks or activities needed to deliver the project.
The project is subdivided into interim deliverables and the
activities or tasks needed to deliver each one are listed
below.

2.0 PLANNING THE PROJECT

2.1.2 Work Breakdown Structure (WBS)
The sequence of events does not matter when creating a
Work Breakdown Structure.
The most important aspect is to make sure that all the
necessary activities have been included, including
management activities, such as meetings and approvals.
The development of the WBS depends on the progressive
breaking down of the project into units of work. It identifies
all the pieces of work that need to be undertaken to
complete the project.
Each unit of work should be measurable in terms of cost,
effort, resource and time.

2.0 PLANNING THE PROJECT

QUIZ 1
21/10/2015 (Wednesday)
Open time: 9 pm 10 pm
Duration: 10 minutes
Password: 4165