PROJECT

MANAGEMENT

LECTURE 3
 What is Project Management?

• Project: Unique process consisting of a set of

coordinated and controlled activities with start
and finish dates, undertaken to achieve an
objective conforming to specific requirements,
including constraints of time, cost, quality and
resources.

• Management: is the process of Planning,

Organizing, Controlling and Measuring
 What is Project Management?

• A project is a planned undertaking

• A project manager is a person who causes
things to happen
• Therefore, project management is causing a
planned undertaking to happen.
 What is Project Management?

• PM is a dynamic process that utilises the appropriate

resources of the organisation in a controlled and structured
manner, to achieve some clearly defined objectives identified
as needs.
· The whole Process or Means used to track tasks or efforts
towards accomplishing a project goal could be considered as
Project Management
 What is Project Management?
• Project management is “the application of
knowledge, skills, tools, and techniques to
project activities in order to meet project
requirements” (PMI*, Project Management
Body of Knowledge (PMBOK® Guide), 2000,
p. 6)
*The Project Management Institute (PMI) is an international
professional society. Their web site is www.pmi.org.

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 Elaboration on project management
•The art of managing projects is about having consistency in
achieving stated objectives within limits of time, budget, and
stakeholders' satisfaction, by directing and coordinating
human and material resources.

•The project management approach is relatively modern. It is

characterized by methods of restructuring management and
adapting special management techniques, with the purpose
of obtaining better control and use of existing resources.

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 Elaboration on project management
• It has three key features to distinguish it from
other forms of management and they include: a
project manager, the project team and the
project management system.

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 Difference between project and
programme management
•Project Management is the planning, monitoring, and
control of all aspects of a project and the motivation of all
those involved in it, in order to achieve the project objectives
within agreed criteria of time, cost, and performance.
WHILE
•Programme management can be defined as ‘The co-
ordinated management of a group of related projects to
ensure the best use of resources in delivering the projects to
the specified time, cost and quality/performance criteria’.
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SUCCESSFUL PROJECT MANAGEMENT CAN THEN BE
DEFINED AS HAVING ACHIEVED THE PROJECT
OBJECTIVES:

 Within time
 Within cost
 At the desired performance/technology level
 While utilizing the assigned resources effectively
and efficiently
 Accepted by the customer

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 Good Project Manager

 Takes ownership of the whole  Manages by data and facts

project
 Is proactive not reactive
 Adequately plans the project
 Is Decisive
 Is a Good Communicator
not uniformed optimism
 Leads by example
 Has sound Judgement
 Is a Motivator
 Is Diplomatic
 Can Delegate
 What does Project
Management Entail?
• Planning: is the most critical and gets the least amount of our
time
• Organizing: Orderly fashion (Contingent/Prerequisites)
• Controlling: Are we efficient?, Are we productive?, Are we
doing a good job?, What is the outcome? and Is it what we
wanted to be?
• Leading: that is influencing the people who will handle the
project
 Why is Project Management used?
• It is necessary to Track or Measure the progress
we have achieved towards a Goal we wish to
accomplish
• We use Project Management to Aid us in
Maximizing and Optimizing our resources to
accomplish our goals
 Advantages of PM
 Identification of functional responsibilities to ensure that all
activities are accounted for, regardless of personnel turnover.
 Measurement of accomplishment against plans.
 Early identification of problems so that corrective action may
follow.
 Improved estimating capability for future planning.

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 Advantages of PM
 Knowing when objectives cannot be met.
 Project management approach will help in handling complex,
costly and risky assignments by providing interdisciplinary
approach in handling the assignments.
 Project management approaches help in handling assignments in
a specified time frame with definite start and completion points.

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 Advantages of PM
 Project management ensures accurate and timely information
transfer among the project actors so that they can make sound
business decisions and make course corrections quickly so they
can maintain a competitive edge.

 People who execute understand their roles and responsibilities

and how their work relates to the bigger picture.

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 Advantages of PM
 Minimization of conflicts and confusions through effective
communications.

 Increases productivity and enthusiasm.

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 Consequences of
not using Project management.
·Delay
·Cost
·Waste Of Resources
·Quality
·Dissatisfaction
·Reputation
 PROJECT
MANAGEMNT
PROCESS
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 Project management, on the other hand, involves five process groups, which are

A. Project Initiation whereby the following is done

 Selection of the best project given resource limits
 Recognizing the benefits of the project
 Preparation of the documents to sanction the project
 Assigning of the project manager

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 Project management, on the other hand,
involves five process groups, which are
B. Project Planning whereby the following is done:
 Definition of the work requirements
 Definition of the quality and quantity of work
 Definition of the resources needed
 Scheduling the activities
 Evaluation of the various risks
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Project management, on the other hand,
involves five process groups, which are
C. Project Execution whereby the following is done:
 Negotiating for the project team members
 Directing and managing the work
 Working with the team members to help them improve
 Project monitoring and control
 Tracking progress
 Comparing actual outcome to predicted outcome
 Analyzing variances and impacts
 Making adjustments
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 Project management, on the other hand,
involves five process groups, which are

• Project monitoring and evaluation whereby the following is done:

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Project management, on the other hand,
involves five process groups, which are
E. Project Closure
 Verifying that all of the work has been accomplished
 Contractual closure of the contract
 Financial closure of the charge numbers

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 Project Management Knowledge Areas
• Knowledge areas describe the key competencies that
project managers must develop
– 4 core knowledge areas lead to specific project objectives
(scope, time, cost, and quality).
– 4 facilitating knowledge areas are the means through which
the project objectives are achieved (human resources,
communication, risk, and procurement management)
– 1 knowledge area (project integration management) affects
and is affected by all of the other knowledge areas

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 Project Management Tools and Techniques
• Project management tools and techniques assist project
managers and their teams in various aspects of project
management
• Some specific ones include
– Project Charter, scope statement, and WBS (work breakdown
structure) (scope)
– Gantt charts, network diagrams, critical path analysis, critical
chain scheduling (time)
– Cost estimates and earned value management (cost)
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How Project Management Relates to Other
Disciplines
• Much of the knowledge needed to manage projects is
unique to the discipline of project management
• Project mangers must also have knowledge and experience
in
• General management
• Human resources
• Community development
• Gender
• Monitoring and evaluation
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Project Management Framework

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 Failures in Manage Projects
• Schedules not identifying true critical paths and not including
non-working time and defect estimates.
• Many communication channels informal, and therefore
information not documented and communicated to all
appropriate stakeholders in a timely manner.
• Lack of proactive risk identification and management.
• Inadequate reporting - lack of visibility / insight into the true
status of the projects.
• Frequently forgotten or delayed activities and decisions
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Project Management

Work Smart Not Hard !!!