Project

• An individual or collaborative enterprise

that is carefully planned and designed to
achieve a particular aim.
• is a method which enables us to move
from idea to action, structuring the various
stages in that process; necessarily
involves evaluation, which establishes a
link between idea and action
 Characteristics of projects
• Projects have a purpose:
– projects have clearly-defined aims and set out to
produce clearly-defined results. Their purpose is to
solve a “problem”, and this involves analysing needs
beforehand. Suggesting one or more solutions, it aims
at lasting social change.
• Projects are realistic:
– their aims must be achievable, and this means taking
account both of requirements and of the financial and
human resources available.
• Projects are limited in time and space:
– they have a beginning and an end, and are
implemented in a specific place and context.
 Characteristics of projects
• Projects are complex:
– projects call on various planning and
implementation skills, and involve various
partners and players.
• Projects are collective:
– projects are the product of collective endeavour.
They are run by teams, involve various partners
and cater for the needs of others.
• Projects are unique:
– all projects stem from new ideas. They provide a
specific response to a need (problem) in a
specific context. They are innovative.
 Characteristics of projects
• Projects are an adventure:
– every project is different and ground-breaking;
they always involve some uncertainty and risk.
• Projects can be assessed:
– projects are planned and broken down into
measurable aims, which must be open to
evaluation.
• Projects are made up of stages:
– projects have distinct, identifiable stages : step by
step)
project planning
stages
 Management
• F.W. Taylor -“Art of knowing what you
want to do and then seeing that it is done
the best and cheepest way”.
• Henry Fayol –“To Manage is to forecast, to
plan, to organise, to command, to co-
ordinate and to control”.
• Peter F.Drucker – “Management is work
and as such it has its own skills, its own
tools and its own techniques”.
 Functions of Management
• Planning
– Look ahead and chart out future course of
operation
– Formulation of Objectives, Policies, Procedure,
Rules, Programmes and Budgets
• Organising
– Bringing people together and tying them together
in the pursuit of common objectives.
– Enumeration of activities, classification of
activities, fitting individuals into functions,
assignment of authority for action
 Functions of Management
• Directing
– Act of guiding, overseeing and leading people.
– Motivation, leadership, decision making.
• Controlling
– Laying standards, comparing actuals and
correcting deviation-achieve objectives according
to plans.
• Co-ordination
– Synchronizing and unifying the actions of a group
of people
 Role of managers
• Top Management-Formulation of policy,
co-ordination, motivation of personnel.
• Middle Management-Formulation of
policies to a lesser extent, co-ordination,
motivation and planning control.
• Lower Management-Supervision and
control of day to day activities including
administrative procedures
 Survey (project) Management
• Getting survey projects done and
achieving best results out of it using
available resources
 Terms of Reference(ToR)
• The Terms of Reference (ToR) is the document
that serves as the basis of a contractual
relationship between the two teams (team that
allocate the work and the team that responsible
for carrying out the work).
• Devising the Terms of Reference is a vital step
when the work is to be performed by outside
consultants.
• The ToR should be brief (typically 5-10 pages)
supplemented if necessary by administrative
annexes
 Terms of reference (TOR)
• It is technical specification of work. Contains:
• Back ground,
• Project area
• Objective
• Scope
• Methodology
• Technical details of mapping, cost estimates etc
• Report and deliverables
 Specification
• Specifications are written usually in a manner that
enables both parties (and/or an independent
certifier) to measure the degree of conformance.
• individual unit specifications which state
boundaries (parameters) of the units performance
consisting of a nominal(desired or mandated)
value and tolerance (allowable departure from the
nominal value,
• Helps
– To define the product/ task in micro level
– To maintain accuracy or achieve quality
– To meet standards
 Standards
• Universally or widely accepted, agreed upon,
or established means of determining what
something should be.
• It is a published document that contains a
technical specification or other precise criteria
designed to be used consistently as a rule,
guideline, or definition.
• For example, the physical characteristics and
format of credit cards is set out in standard
 Technical standards
It contents standards of :
• Control works,
• Photogrammetric/ remote sensing works
• Cartography / GIS works
• Engineering design
• Reproduction and deliverables
• Generally prepared by SD or regulations.
 How to identify need
• Field visit
• Interaction/ Discussion
• Situation analysis
• Gap identification
• Identifying Actions to be taken
 Example
• Cadastral system
– Existing situation
• Poor documentation
• Manual procedure
• Possibility of error is higher
• Time consuming
• Less accuracy
• Many more shortcomings……
– Required situation
• Good documentation
• Automatic procedure
• Less possibility of error
• Faster
• Highly accurate
• Many other advantages
• What will be the solution?
• Project Digital Cadastre could be a solution
 Designing a project
• The expanded, project design, version of the same key questions.
– What is the problem?
– Define the goal as the solution to that problem;
– Refine the goal into a finite set of objectives (SMART);
• Specific
• Measurable
• Attainable
• Relevant
• Time bound
– Identify resources and constraints;
– Generate a set of strategies to use the resources, avoid the constraints
and obtain the objectives;
– Choose the most effective strategy;
– Decide upon organization (structure, who does what, budget, schedule
– Decide upon monitoring, reporting, evaluation
 Tasks Identification and
distribution
• Before starting a survey project
– Identify the tasks to be performed
– Detail workout should be done to identify each
and every activities
– Team should be formed properly
– Tasks should be distributed among the team
– Responsibility should be clear, there should
not be gap and overlaps in responsibilities
– Communication among the team member is
most important
 Tools, Equipment and
accessories
• Identify the proper tools and equipments
according as the adopted methodology
• This should be done according to principle
of surveying
• Keep in mind the objective of the work,
accuracy required, available time,
available resources (human, financial),
topography of the working area, weather
condition and other constraint
 Supervision
 Motivating people to do their best.
• Typically supervision refers to the activity carried out by
supervisors to oversee the productivity and progress of
employees who report directly to them.
• An art or process by which designated individual or
group of individuals oversee the work of others and
establish control to improve the work and as well as the
workers also.
• Supervisors convey information and directives from
upper management to employees and are responsible
for getting work done.
 Supervisory roles
• Role Model
• Teacher
• Mentor (guide)
• Motivator
• Coach
 Checking and Adjusting
Instruments
• After getting tools and instruments, and
before leaving for field
– Check the instruments properly
– Adjust if there are some errors
– Standardize and calibrate if needed
– Orientation and training should be provided if
necessary
 Survey design
• Survey is designed to meet the objectives
within assigned time, technology, man
power and cost.
• Specification are prepared for consistency
and quality of work.
• Time, cost and manpower and material
are scheduled with 20-50 % contingency.
• Budget schedule are also prepared.
Critical items are also identified.
 Quality Management
• Preparation specification, methodology,
manuals etc
• Training of staffs
• Standardization of equipment and quality
control of materials
• Constant checking of products
• Maintenance of equipments and purchase
of quality materials
• Preparation of regular report about quality
achieved
 Crisis
• Timely completion of work with stipulated cost
and materials create stress on manger and staff.
• Time – holidays and strike, bad weather or
unable to receive timely approval
• Resources –unavailability of resource in time
• Staff problems
• Crisis resolution- discussion, meetings etc
• Good behavior, soft spoken, unbiased decision,
speak only truth will resolve the crisis.
• Aspect always some crisis and prepared to
resolved.
 Costing
• System of computing cost of production or of
running a business, by allocating expenditure
to various stages of production or to different
operations of a firm.
• Estimation of the expenditure of something,
such as time or labor, necessary for the
attainment of a goal
 Costing
• Estimate too high:
– you could lose the bid (or budget approval)
– you could waste money
• Estimate too low:
– you could lose money
– you risk overrunning the budget
 Costing of a survey project:
example
• Human resources
• Time schedule
• Place
• Technology/ equipments/ hardware/
software
• Logistics
• Transportation
• Misc.
 Proposal
• Proposal is a document, which proposes
some thing, such as a project, to the
concerned authority
• The most important goal of a proposal is to
get your project or suggestions approved.
 Preparation for a proposal
• Who is my audience? 
– You need to decide to whom you
are writing the proposal.
– You need to make sure that what
they might already know or not
know about your topic.
 Preparation for a proposal
• What do I want my audience to get from my
proposal?
– The overall purpose of the proposal should be
to get the readers' approval.
– Your main purpose should be clearly stated.
– The readers should not have to figure out
what you are requesting in the proposal.
– The best advice is to state your purpose up
front and then fill in details later in the
proposal.
 Preparation for a proposal
• How can I make sure my audience understands
what I want them to know?
– You must put yourself in the shoes of your
readers.
– Think about what they want to hear.
– Think about what they don't want to hear.
– Get someone else to read your proposal before
you submit it.
– Make sure that his or her reaction is what you
expected the reader's reaction to be.
 Tips for proposal
• State the purpose clearly at the beginning of the
proposal.
• State the background information the reader will
need to understand your proposal.
• Use language that everyone can understand.
• Use short sentences that are clear and to the
point.
• Make sure that your ideas are not hidden between
unnecessary words.
• Make sure that the reader has all the important
information needed for the final decision.
 Safety on surveying

• Safety of staff, product, maps and

organization are most important for the
success of the organization.
• Staff are trained to work carefully.
• Working procedure must be without risk.
• Waste disposal must be securely and
safely disposed.
• Risk of new product and techniques must
be studied.
 Care in field survey
• Staff be trained to be disciplined. Avoid to
have conflict to local people.
• Instrument price never disclosed. Used
with maximum precaution/
• Small amount of money kept in field camp.
Mostly dealt with bank.
• Never travel alone. Always use local
people.
• Better stay in camp then in hotel/family.