MR.

MWALE

DMI-ST EUGENE UNIVERISITY, CHIPATA CAMPUS

DEPARTMENT OF FOOD AND NUTRITION

PROJECT MANAGEMENT

UNIT I: Project and Project Management

Concept of a Project

A project is a temporary endeavor undertaken to create a unique product, service, or result. It

has a defined beginning and end, and it is different from ongoing business operations. Projects
require a coordinated effort to bring together resources, people, and activities to achieve the
desired outcome.

Here are some of the key characteristics of a project:

• It is temporary. Projects have a defined beginning and end, and they are not intended to
be ongoing operations.

• It has a specific goal. Every project has a specific objective that it is trying to achieve.

• It is unique. Projects are typically undertaken to create something new or different.

• It requires a coordinated effort. Projects involve the collaboration of multiple people

and resources.

• It is managed. Projects are carefully planned, executed, and monitored to ensure that
they are successful.

The success of a project depends on a number of factors, including:

• Effective planning: The project should be carefully planned and documented. The plan
should identify the project goals, tasks, resources, and budget.
• Good communication: The project team should communicate effectively with each
other and with stakeholders. This will help to ensure that everyone is on the same page
and that any problems are identified and addressed quickly.
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• Risk management: The project manager should identify and manage risks to the
project. This will help to minimize the chances of the project failing.
• Change management: The project manager should be prepared to manage changes to
the project plan. This is often necessary due to unforeseen circumstances.

Categories of Projects

Projects can be classified into different categories based on their purpose, scope, or complexity.
Here are some common categories:

• Construction projects involve the creation or improvement of physical structures,

such as buildings, roads, bridges, dams, and airports. These projects require careful
planning and coordination of resources like labor, materials, and equipment.

• Information technology (IT) projects involve the development, implementation, or

enhancement of software applications, information systems, and technological
infrastructure. These projects can vary from creating a new mobile app to implementing
an enterprise resource planning (ERP) system.

• Marketing projects focus on promoting products, services, or brands to target

audiences. This can include creating advertising campaigns, launching new products,
conducting market research, and managing social media strategies.

• Research projects are undertaken to investigate and gather new knowledge on specific
topics. They can be academic or scientific in nature, involving experiments, surveys, or
studies to explore new theories or gather data.

• Event projects involve planning and organizing events such as conferences, trade
shows, concerts, festivals, weddings, and corporate gatherings. These projects require
careful coordination to ensure everything runs smoothly during the event.

• Organizational projects aim to improve or change the internal processes, structure, or

culture of an organization. Examples include implementing a new performance
management system or restructuring departments for better efficiency.

• Social projects focus on addressing societal issues, such as poverty alleviation,

education initiatives, healthcare programs, environmental conservation, and
community development.
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The specific categories that are relevant to a particular project will depend on the project's goals
and objectives. For example, a project to build a new school would be classified as a
construction project, while a project to launch a new marketing campaign would be classified
as a marketing project.

It is important to understand the different categories of projects when managing a project. This
will help you to identify the specific challenges and risks that the project may face, and to
develop the appropriate strategies for success.

Project Management Cycle

The project management cycle consists of five phases: initiating, planning, executing,
monitoring and controlling, and closing. Each phase has different roles and responsibilities that
are essential for the successful completion of the project.

Initiating Phase

The initiating phase is when the project is first proposed and approved. The key roles in this
phase are the project sponsor and the project manager.

• The project sponsor is a senior executive or stakeholder who provides the financial
resources, support, and guidance for the project. They ensure that the project aligns
with organizational goals and objectives.
• The project manager is responsible for initiating the project and developing the
project charter. The project charter is a document that defines the project's scope,
objectives, and key deliverables.

Planning Phase

The planning phase is when the project manager develops the project plan. The project plan is
a detailed roadmap that outlines the project's scope, schedule, budget, resource allocation, and
risk management strategy.

The key roles in this phase are the project manager, the subject matter experts (SMEs), and the
project team members.
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• The project manager is responsible for developing the project plan and ensuring that it
is aligned with the project charter.
• The SMEs provide specialized knowledge and expertise to the project manager.
• The project team members collaborate with the project manager to develop plans for
their respective areas of responsibility.

Executing Phase

The executing phase is when the project plan is put into action. The key roles in this phase are
the project manager and the project team members.

• The project manager is responsible for overseeing the day-to-day activities of the
project and ensuring that it stays on track.
• The project team members are responsible for carrying out their assigned tasks and
deliverables.

Monitoring and Controlling Phase

The monitoring and controlling phase is when the project manager tracks the project's progress
and performance against the project plan. The key roles in this phase are the project manager,
the project team members, and the quality assurance/control team.

• The project manager is responsible for tracking the project's progress and performance
and taking corrective action as needed.
• The project team members provide regular updates on their tasks' status and any issues
or roadblocks they encounter.
• The quality assurance/control team ensures that the project's deliverables meet the
required quality standards.

Closing Phase

The closing phase is when the project is completed. The key roles in this phase are the project
manager, the project team members, and the project sponsor.
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• The project manager is responsible for finalizing the project deliverables and obtaining
sign-off from the project sponsor.
• The project team members wrap up their respective tasks and document lessons learned.
• The project sponsor provides final approval for the project and acknowledges its
success.

Roles and Responsibilities in Project Teams

In addition to the roles mentioned above, there are other important roles in project teams, such
as:

• Stakeholders: Individuals or groups who have an interest in or are affected by the

project's outcome.
• Project Coordinator/Assistant: Supports the project manager in administrative tasks,
scheduling, documentation, and coordination between team members.
• Subject Matter Experts (SMEs): Individuals with specialized knowledge and skills
relevant to the project.
• Quality Assurance/Control: Team members responsible for ensuring that the project's
deliverables meet quality standards and requirements.

The successful completion of a project depends on the effective collaboration of all of these
roles. By understanding the roles and responsibilities of each, project team members can work
together to achieve the project's objectives.