Professional Documents
Culture Documents
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INTRODUCTION
To maintain its competitive edge, a business requires managers to work on
projects that support business goals. Many important business activities now
require management by project and cross-functional teams. This requires
competence in utilizing project management tools such as planning, controlling
and evaluation. This workshop provides participants an opportunity to learn and
apply project management skills towards achieving business results.
OBJECTIVES
By the end of this workshop, participants will be able to:
EXPECTED OUTCOME
Participants will have a common understanding of project management
processes, tools and terminology.
WHAT IS A PROJECT?
“A collection of linked activities, carried out in an organized manner, with a
clearly defined start and finish point, to achieve some specific goal that satisfies
the needs of an organization as derived from the current business plans.”
CHARACTERISTICS OF A PROJECT
A project:
Purpose Has a specific purpose which can be readily defined;
Unique Is unique because it is most unlikely to be repeated in exactly
the same way by the same group of people to give the same
results;
Customer Is focused on the customer and customer expectations;
focus
Unusual Is not usually routine work but may include routine type tasks;
Linked Is made up of a collection of activities that are linked together
activities because they all contribute to the desired result;
Time Has clearly defined and agreed time constraints – a date when
constraints the results are required;
Complex Is frequently complex because the work involves people in
different departments and even on different sites;
Flexible Has to be flexible to accommodate change as the work
proceeds;
Ambiguity Involves many unknowns both within the work itself, the skills of
the people doing the work and the external influences on the
project;
Cost As cost constraints which must be clearly defined and
constraints understood to ensure the project remains viable at all times;
Growth Provides a unique opportunity to learn new skills;
Temporary Forces you to work in a different way because the ‘temporary’
nature management role is directly associated with the life of the
project;
Anti status quo Challenges traditional lines of authority with perceived threats to
the status quo;
Risky Involves risk at every step of the process and you must manage
these risks to sustain the focus on the desired results.
CORPORATE
OBJECTIVES
STRATEGIES
Normal Step s
operations changes
Continuous Programs
improvement Cross-functional
Growth by Growth by
incremental change of project addressing
quality/performance needs/opportunities
• Phase 1 – Definition. The start of the project once needs have been clearly
identified and the project can be defined with the agreement of those people
with an interest in the outcomes.
• Phase 2 – Acceptance. Preparing both internal and externals customers for
acceptance, participation and collaboration to ensure the project delivers the
agreed outcomes.
• Phase 3 – Planning. The process of planning the project to derive a realistic
schedule taking into account the constraints imposed on the project.
• Phase 4 – Execution. Launching the project work ensuring everyone
understands the plan, the controls you impose on the process and making
sure the plan is always up to date with any changes that occur.
Rarely do projects follow such a neat and simple process. At any stage, you may
have to:
Project management is essentially the control system you use to achieve the
results. The characteristics the process is associated with are:
Too often the selection of the project team is controlled less by the skill and more
by ‘who is available’. Many projects run into difficulties because the wrong team
was selected at the outset. If project management is accepted as an important
skill in your organization and top management are advocates of it, the project
leader will be able to influence the selection process.
• Team members only report to the team leader for their project work but report
to their line manager for other work.
• Team membership is less stable due to changing priorities of the team
members’ line managers.
• Changing team membership creates difficulties in good teamwork conditions.
• Team members may not know each other and team norms take a
considerable time to develop.
• Due to time limitations, coaching and skill development may take a back seat.
• Because team members do not know each other well, they may hesitate in
sharing information, opinions and feelings openly.
• Only the individual’s project performance can be appraised as the line
manager will do the total appraisal.
• Creating a team identity is time consuming and tedious.
To prevent frequent conflicts from arising during the team forming stage, the
team leader must get to know each individual as quickly as possible by setting up
regular one-to-one meetings.
• The customer;
• The project;
• The organization;
• The project team.
All of the above elements demand and extend leadership skills beyond those
normally associated with a fixed team leadership role.
Project
leader
Project
leader Executive Executive Executive Executive
manager manager manager manager
Core team
Extended
team
There may exist a complex structure of project teams distributed within the
functional hierarchy. This situation may lead to:
The project leader is responsible for the project work from the initial kick-off
through to closure. Responsibilities include:
In addition, we need to be clear about the following terms and their use:
MANAGING PERFORMANCE
The project leader must be concerned with everyone’s performance, responsible
for delivering results and evaluating his/her own performance regularly. To do so,
the leader must periodically ask him/herself the following questions:
Am I:
• Helping and supporting team members?
• Coaching individual team members?
• Responding promptly to personal issues?
• Demonstrating continued enthusiasm for the project?
• Reviewing decisions and being prepared to admit mistakes?
• Managing time?
• Evaluating attention to detail in administering the project work?
• Seeking external help when needed?
• Avoiding making promises that cannot or are not intended to be fulfilled?
• Seeking clarity where needed?
• Seeking knowledge when required instead of assuming?
• Team members are encouraged to express their opinions freely and share
information:
Disagree strongly 1 2 3 4 5 Agree strongly
• Each team member has a clear idea of his/her role and responsibilities in the
project:
Disagree strongly 1 2 3 4 5 Agree strongly
• Team members respect each other and encourage each other in their work:
Disagree strongly 1 2 3 4 5 Agree strongly
• The team is heading in the right direction to achieve the project goal:
Disagree strongly 1 2 3 4 5 Agree strongly
Your score:
As is clear from the definition, the activities are carried out for a clearly defined
goal, which must be linked to the business plans. This focus on goal orientation
through out the project idea, planning and implementation phase is vital. To the
extent that every strategy, action, milestone and every risk statement is devised
as an objective. This helps the project team stay on track, have a direction all the
time and does not allow for tasks or actions to be defined that are not for a
seeable purpose.
PARALLEL-DOCUMENTATION
The method of parallel-documentation is best suited during project planning. If
the method of parallel-documentation is not followed it often happens that
stakeholders have expressed themselves in one way, but the project plan defines
it another way. This discrepancy results in the stakeholder feeling he/she has not
been taken seriously and his/her exact opinions are missed in the project plan,
resulting in a different set of actions. The well-established and accurate method
is to document the plan, while it is being devised, in the words of the
stakeholders. The best way to make this happen is to use 4” x 9” cards, in
different colors, each color signifying a certain segment of the plan. The
stakeholders write on cards, which are read out in the plenary, discussed, agreed
upon or discarded, with consensus, or reworded and put up on a board. Once the
interactive planning phase is over, the statements on the cards are easily
transferred onto a computer and become the plan accessible to all concerned.
A fixed project is one that is initiated for a one-time cause and is unique in its
objective and process. The organization may have had a similar project
experience earlier, but it is not something that can be duplicated time and time
again. For example, a new product launch, or entering a new market. Now, the
company may have launched several products in the past, and some
experiences can be replicated, yet, because every new product could have its
unique features, markets, demand criteria etc, the project will be unique with a
fixed duration of implementation.
PROJECT MEETINGS
The success of a project depends, to a large extent, on the coordinated effort of
the project team and stakeholders. Coordination can be achieved in several
ways, for example information can be supplied through memos, letters and
reports; discussions can take place over the internet, telephone or face to face.
What ever the method adopted, project meetings are an integral part of the
project process and are, therefore, mentioned separately here.
The project sponsor should chair and open the meeting to explain the strategic
context of the proposed project and to explain why the project is important. The
project leader’s focus in this meeting is to gain as much information as possible
by asking questions, and to make sure that the project purpose, identified so far,
is clear to those participating in the meeting.
The kick-off meeting agenda can be presented for circulation as described in the
format in annexure 1a. This agenda will allow the attendees time to prepare. The
agenda does not include ‘any other business’ as an agenda point, because this
can frequently lead to open-ended discussion, diversion and loss of control of the
meeting. The customer or end-user may bring along tow or three people to the
meeting.
The kick-off meeting is the first time the stakeholders will come together with the
project team. It is an opportunity for the leader to demonstrate his/her ability to
lead the project team. Good preparation is important for the meeting’s success.
The key questions that need to be asked in this meeting are listed in annexure
1b.
The meeting is opened by the project sponsor who elaborates on the purpose of
the meeting, giving a clear picture of the project and why it is necessary to
undertake it. The project leader may say a few words, as may any other directly
concerned person. The moderator takes over then. He/she introduces
him/herself and asks the attendees to do the same. This introduction process can
be done in a structured way, where each individual writes his/her name,
representation, designation and expectations from the meeting on cards, and
presents these to the plenary. The moderator puts up the cards during the
presentation. This makes it convenient to document the list of attendees in the
final, formal planning document and gives each individual to face the plenary and
present him/herself in a formal manner.
The moderator then proceeds through the steps of planning as described in the
next chapters. Before lunch and before the end of each day, it is always useful to
do a quick recap.
A lot of work will be done in teams and each team will present their conclusions
to the plenary. This ensures that each attendee is involved in the design of the
plan and participates by taking on several roles.
At the conclusion of the planning meeting the plan is reviewed in totality. At the
close, the project sponsor must get the attendees to commit to the success of the
project.
Any risk entered on the list is never removed even if the time zone when it could
occur has passed. The list of risks from any project is a source of valuable
learning data for future projects and is a useful data source for deriving
checklists.
THE MODERATOR
• Be effective
• End on time
• Cover all agenda points
• Ensure participation by all
• Manage conflict
• Organize information being produced during the meeting
• Manage discussion
• Decide on logistics
• Organize material
• Complete or delegate pre, during and/or post-meeting documentation tasks
The moderator ensures that the meeting starts and ends on time, breaks for
meals and even helps attendees do warm-up exercises in planning meetings that
take up the whole day. He/she must know how to organize the information being
produced during the meeting, to the extent that if a decision was made on the
first day and is required to be reviewed on the third day, the moderator should be
able to retrieve it from the documentation instantly. This is where the visual, card
method of documenting comes in most handy as all the cards are up on charts
on the walls for anyone to refer to at any time. Providing such charts and cards
for the meeting, putting them up on boards or walls and establishing a sequence
among them is also the task of the moderator.
The moderator must be well versed in the project planning methodology so that
all steps of planning are followed in the allocated time and optimal results are
produced. It is normally the responsibility of the moderator to transfer material
from cards onto the computer and compile a report for the stakeholders.
After this document has been scrutinized and the author of the idea is able to
present and convince concerned people, the Terms of Reference (ToR) for the
feasibility study are defined. This document can be the responsibility of the
author of the idea along with one or two other interested persons. However, the
document must be circulated and agreed upon, through discussion and
argumentation, with those who will become prime stakeholders in the proposed
project. This is normally done in a kick-off meeting, details of which are in chapter
, page . ???
Stage 2
The kick-off meeting will have been the focal point of the initial work associated
with the project startup. The purpose of the meeting is to enable the potential
project team to understand the expectations of the customer and agree on the
requirements that are now presented in a ‘statement of requirements’. The
information collected so far is adequate to draw up a clearer statement of
objectives and associated specifications.
This document is ideally just one piece of paper, but for larger projects it often
takes the form of a report with many different sections. The former forces the
team to focus on real facts and not hopes and wishes. A sample Project Brief is
presented in annexure 2.
The SoW document also must identify the boundary limits of the project, clearly
stating what is not going to be done as part of the project. The SoW also
mentions the constraints touched upon earlier and any assumptions made during
or after the kick-off meeting. The following is also included in the SoW document:
The purpose is for everyone to know, from the outset, which standards and
specifications apply to the project. The document also identifies:
The SoW can also refer to other relevant documents that had been issued
previously or will be issued in the future, relating to the project, for example:
Stage 3
In stage 3, a feasibility study is conducted. This may include a market survey, an
internal customer study, data collection on international benchmarks etc,
depending on the objective, scope and customer defined in the project. The
entire population can be surveyed or sampling techniques used to study samples
of the population. Survey questionnaires have to be developed and tested; focus
group sessions conducted; questionnaires to be administered to the target group,
collected, analyzed, and findings reported.
This close examination of the customer will produce data that will give the project
a direction and will further define the scope of project activity. For example, if the
project aims to launch a new product, a survey will provide information on market
demand, customer awareness, extent of need, type of customer, value to
customer etc.
PROJECT PLANNING
Planning is a process of creating order out of apparent chaos, made complex by
the environment in which the project team is operating, where they continually
face change. Project planning is carried out to:
The project sponsor must attend and open the planning session, explaining the
project context, relevance and priority. Planning is essentially a participative
activity that motivates the team, contributes to team building and creates team
‘buy-in’ to the plans derived – this commitment is essential to success. If the
project leader were to plan the project him/herself, it would create a sense of
‘your plan’ instead of ‘our plan’.
PROJECT ANALYSIS
Problems and their causes do not exist in isolation, but are intimately linked with
people, groups or organizations. Therefore problems can only be discussed if a
comprehensive picture of and insights into the interest groups, individuals and
institutions involved are understood. The steps of analysis at the beginning of the
planning phase allow for this insightfulness.
STAKEHOLDER ANALYSIS
The purpose of the stakeholder analysis is:
The danger exists that certain groups will get the impression that the future
project will not serve their interests. As a consequence they may leave the
planning workshop or withdraw their active contribution. The moderator of the
planning workshop should assist the group in discovering these conflates. It
should be emphasized that no final decisions have been taken on the scope and
contents of the project and that the stakeholders are very much a part of defining
both.
The mistakes that are often made during this phase of analysis are:
2. The groups identified are treated as a uniform group, which has only one
opinion. It is important that different opinions are addressed. Also, each group
may have sub-groups. The important sub-groups must be treated separately.
3. Too many groups are identified and their relationships are not defined. It is
essential that groups are identified as primary, direct or indirect. This ensures
that later strategies cater to the groups according to the intensity of their
relationship to the project.
Other stakeholders
Everyone in the organization who potentially at some time has an interest in the
project is a stakeholder. These have to be identified because they are certain to
attempt to exert influences about how the project will be managed. Other
stakeholders include the customer. Other external stakeholders include
suppliers, contractors, consultants and possibly government departments and
agencies.
All stakeholders have a hidden agenda about what they expect from the project.
These must be exposed at the earliest. Since the project team has no direct
authority on most of the stakeholders, it is important to gain their help and
support.
PROBLEM ANALYSIS
A project does not exist in isolation but comes into existence after a problem has
been realized. It is said, “a problem identified is half the problem solved.” This
statement carries so much weight because most projects address symptoms and
the core problem and its causes are not understood. For any project to be
successful, it is essential that the core problem, its causes and effects are
identified right at the start and any further action be derived from these.
Since the identified problem must be as close to reality as possible, the problem
analysis is presented in the form of a model of reality. The advantage of the
model is that it enables the team to simplify a complex reality into a relatively
short period of time and give an overview on the structure. To avoid complexity in
designing the model the following considerations must be addressed:
1. Limit the scope of the model. The problem analysis must focus on the areas
to be covered by the project request. For example, if the request is for a
training unit to be set up in the organization, there is no need to go into
curriculum development at the national level.
• Only important problems must be discussed. For example, it may be said that
no adequate material is available; while another may say not enough financial
assistance is available. Instead, the problem can be identified as not enough
resources being available. The advantage is that the model will not get too
big. However, the disadvantage is that too general a model will be produced.
• Concentrate on real problems. It is easier to agree on existing problems than
on problems, which might come up in the future. It is the purpose of planning
that future problems do not arise.
The core problem should be a problem, which reflects (directly or indirectly) the
problems of all the groups involved in the analysis. If a fair idea exists about the
future scope of the project, the core problem becomes easy to identify.
NOTE:
1. Word problems as a negative condition.
2. One problem per card.
3. Identify existing problems, not possible, imagined or future ones.
4. A problem is not the absence of a solution, but the existing negative state.
5. The position on the problem tree does not indicate the importance of the
problem.
WRONG RIGHT
OBJECTIVES ANALYSIS
The Objectives Analysis is a set of techniques to describe the future situation that
will be achieved by solving the problems and to identify potential alternatives for
the project. The main value of the Objective Analysis lies in:
ALTERNATIVES ANALYSIS
The Alternatives Analysis is a process of elimination. Based on the previous
steps, a number of possible strategies have been identified which make sense.
The purpose of the Alternative Analysis is to determine whether all of them can
be implemented or whether some will have to be dropped. The success of the
Alternatives Analysis is determined by the way the following two main steps are
carried out:
Mission
Mission
This is the future state, which the project will make an important contribution to.
Other projects being planned or implemented will also be making a contribution
to this Mission. This Mission can be the same as the organizational mission or
one that feeds into it. This Mission indicates why the project is being
implemented and what should happen as a consequence of the success of the
project. The Mission is often formulated from the highest effect of the Objectives
Tree. The Mission should not be formulated too ambitiously. There has to be a
clear relationship between the Mission and the Project Purpose.
Purpose
The Project Purpose describes the future state the project will achieve. In
contrast to the Mission, where other projects may also be contributing, the
responsibility of achieving the Purpose rests with the project. Often the Purpose
is formulated from the core objective of the Objectives Tree, which comes from
the core problem.
Results
Results are project strategies and are often formulated from the Alternatives
Analysis. It is important to check whether the total of the Results planned will
lead to the Project Purpose. Care must be taken to avoid formulating too many
Results. 5 – 8 Results are usually an optimal number. Besides the Results that
are derived from the Alternatives Analysis, an additional Result which must be
included is the management Result. Here the establishment, maintenance and
efficient and effective running of the project base is mentioned.
Activities
An activity is a parcel of work of the project comprising several tasks, each of
which may be carried out be different people. Activities are tactics that will
actualize the Results. At this planning stage, only vital activities must be
formulated. These vital activities will give direction to the formulation of detailed
activities which is a part of the Operations Plan.
Risks or Assumptions
Assumptions are conditions that must exist if the project is to succeed but which
are not under the direct control of the project. Formulating assumptions and
including them in the PMM is perceived as the project’s insurance policy.
Although assumptions are a negative state, they are formulated as positive
statements.
Since criteria of feasibility etc have already been applied at the Alternatives
Analysis point, it will be rare that any extreme risk may crop up at the PMM point.
However, at times formulation of Assumptions can lead to a reformulation of
Results. Additional activities could be required to ensure that Assumptions are
actually becoming reality.
RISK MANAGEMENT
A risk is defined as:
An event that could prevent the project realizing the expectations of the
stakeholders as stated in the agreed project brief or definition. A risk that
becomes reality is treated as an issue.
Risk assessment
Even with a best planned project, things can and will go wrong. In practice, risks
disappear and new risks appear as the project progresses, so regular review of
potential risks must be made. Details of a risk management meeting are given in
the section on meetings.
Although assumptions are mentioned in the PMM, yet for closer scrutiny of risks
and assumption, a risk log must be maintained. A typical risk log is shown in
annexure 3d. The idea is to establish:
PROBABILITY
LOW MEDIUM HIGH
7–9 medium high unacceptable
Each risk is located in the relevant box in the grid by the intersection of the
impact and probability ratings assessed. Number each risk on the project risk log
and use these numbers in the matrix to derive a ranking for the risk.
A risk management form is shown in annexure 3e. This helps stay current with
expected and perceived risks. A checklist is provided in annexure 3f, to make
sure possible risks are assessed. The list is indicative and can be amended
according to project requirements.
Risk monitoring
Risk monitoring is essential to ensure that prompt action is taken when
appropriate. Because any risk can change its characteristics with time, control of
risks involves:
Milestones
Milestones define the performance standard to be reached in order to achieve
the objectives. They specify what evidence will inform the project team if the
Mission the Purpose or Results have been reached in terms of quantity, quality,
time and location. Milestones focus on important characteristics of an objective to
be achieved and form the basis for monitoring and evaluation (M&E) of the
project.
The results of monitoring should form the basis for a regular revision of the
project plan. In order to do so, the team must collect and analyze the results from
monitoring. This collected and analyzed information must be available in an
organized form, which makes it possible for the project management to react in a
quick and flexible manner.
Evaluation is wider in scope. In an evaluation, the results of the project and the
manner in which they are achieved are compared to the planning of the project.
The quality of the planning can also be evaluated. Evaluation of the project rests
with the Project Steering Committee or an independent body.
Impact milestones describe the state that needs to be achieved. For example,
market share is increased by … %, or, … newly hired people have been trained
in … skills. Impact milestones are often used at the Mission, Purpose and
Results level. They are important in both monitoring and evaluation. The
disadvantage is that usually a considerable amount of time goes by before they
are checked. This puts limitations on the suitability of impact milestones for a
continuous re-planning of the project.
The danger in formulating milestones that too many are identified and are too
difficult to measure. Care should be taken that only important milestones are
selected. Also, once a milestone is selected, the required information must be
collected, processed, written up and finally it is acted upon. If too many resources
are to be committed to measuring the milestone, the milestone could be
changed. Monitoring and evaluation is not a goal in themselves, but must be
done in the framework of planning, implementation and re-planning the project.
Purpose
Results
Activities
Activity
Either the Activity number can be written in this column or the Activity statement,
as mentioned in the PMM can be re-written. Incase only the Activity number is
written in the Operations Plan, the same number must also be mentioned in the
PPM for cross-reference.
Resources
In this column, mention is made of the 4m’s and 1i, i.e. man, material, money,
machines and information. How many people will be required to accomplish the
relevant Activity; what and how much material will be needed; how much money
should be allocated; which types and how many machines will be required and
what, if any, information will be needed and from where. This requires extensive
planning. Often, it is good to involve the stakeholders in this activity as they can
be encouraged to participate in project implementation by contributing their
resources, for example the use of their established premises till such time the
project has its own, or use of telephone and fax services or even helpers, like
peons and secretaries; depending on the type of project. This also helps reduce
any foreseeable resistance from the stakeholder as the project team working in
his/her jurisdiction and threatening his/her influence in that area.
If at the early planning stage, the project team is unable to come up with all the
details that are to be included in the resource column, note must be made of
areas where details are incomplete and a time set to meet again to complete the
document.
The resource column can be elaborated on another form that mentions the
following:
A budge can be prepared for project control purposes. If this budge varies
considerably from the original budget approved by the sponsor then this variance
must be investigated and the conflict resolved. If an increased cost is identified,
the customer will need to be consulted for approval. Alternatives must be
presented at such a moment for the stakeholders to weight choices.
Indirect costs
Responsibility
Each of the key stages of the project needs to be owned by one of the team
members called the key stage owner. This allocation of responsibility is essential
to make sure the work is done on time and that the work is fairly and evenly
distributed among the team members.
The column in the Operations Plan with the heading ‘responsibility’, gives the
names or designations of those persons, who will be responsible for achieving
the relevant Activity. It is also advisable to mention the other team members who
will be assisting the person directly responsible. Of course it will always be the
project leader and the project sponsors who are accountable for the success of
the project, but assigned tasks will be the responsibility of different members of
the team. Even though the Operations Plan will be up on the wall of the project
office, yet the respective persons must make note of their responsibilities in their
diaries along with the names of the individuals assisting them.
The Operations Plan lists the names of those responsible only. A detailed
responsibility allocation form can also be maintained. A typical form is given in
annexure 4.
Time
In this column, mention is made of the time it will take for the Activity to be
accomplished. There are various methods of estimating time with size of task,
effort and duration as the key variables. An estimate is a decision about how
much time or resources are required to carry out a piece of work to acceptable
standards of performance. To estimate the amount of effort required to complete
a task, the task must be broken down. It must be estimated whether the task can
be divided between two or more people and what are the capacities of those
individuals and how much time do they make available for that task. Effort is
measured in time units – hours/days/weeks. The ‘back-track’ effect must also be
catered for. This effect is due to breaks in the flow of work. Effort is measurable
as continuous work with no interruptions.
Start the project by avoiding the ‘I’ll do it my way’ syndrome. The leader must
insist that the team keep all essential project records on a standard set of
templates derived specifically for the purpose. Throughout this handbook, several
standard templates have been suggested and presented in the annexures. Some
are more important than others and it is the project team’s decision which ones
they would like to use. This ensures that everyone involved in the project records
data in a consistent and disciplined manner without reinventing the forms every
week. This consistency aids in project monitoring and evaluation.
The leader must expect an adverse reaction from people when he/she suggests
use of such templates. It is viewed as ‘form-filling’ and a chore. The rationale the
leader can give is the importance of everyone being informed about the project
all the time and that it is in their interest to get into the habit of keeping accurate
records. No one can carry all plans and information in their head!
All the templates suggested can be designed on a computer and networked for
ease of completion from blank masters.
• Background information
• Project definition:
- project organization
- stakeholders
- project brief
• Project plans and schedules:
- project risk management
- responsibility charts
- schedules
- work plans
• Project execution and implementation:
- project status reports
- changes to project plans
- action plans for corrective action
- cost control data
- supplier and subcontractor data
- records of meetings
• Project closure:
- handover process
- acceptance process
- follow-on and post-project responsibilities
- project evaluation data
- completion report
Divide into more detail if necessary. The team leader is responsible for updating
the file regularly and it is a good habit to do so once a week. The leader must
always let others know where to find the file – it is frustrating to search for a file
that is hidden away!
• date;
• time;
• who is involved;
• key points or content.
• contracts signed;
• action plans agreed;
• problems encountered;
• solutions derived;
• decisions taken – and how implemented;
• reports issued;
• meetings – sponsor, team, third party, one-to-one.
The logbook is particularly valuable to record events with third parties like
suppliers and contractors. When conflict and differences occur the logbook
provides a record of events that often takes the heat out of an argument. The
record can have a legal status if a dispute eventually ends up in the hands of the
legal profession!
Purchase orders
20 days
Planning
5 days
Design phase 1
Start 9 days
0 days
Design phase 2 Install
25 days 5 days
Finish
Client survey 0 days
15 days
Training
Train staff 7 days
Design training
5 days 15 days
Figure 8: The logic diagram with durations inserted (note durations are
consistent units)
To calculate the critical path, begin at the ‘start’ notelet and trace each possible
route or path through the diagram to the ‘finish’ notelet, adding the durations of
all the key stages in the path. The path that has the highest number, i.e. the
longest duration, is the critical path of the project and is the shortest time to
complete the project. All other paths are shorter.
So the critical path is number 5 in the list of available paths. This is where reality
hits. Is this what the customer requires? If it is too long, do not worry, this had to
happen. The second valuable tool that comes in handy at this point is the
Program Review and Evaluation Technique (PERT).
The four corners of the node box are used to store the four characteristics times
for the key stage. These are calculated times using the durations derived in
estimating. The unit selected for time must always be the same in a PERT
diagram.
Activity duration
Activity description
Latest Start Time Latest Finish Time
(LST) 16 4 26 (LFT)
Total Float
In figure, the earliest start time is day 12 and the latest start time is day 16. This
gives an option to start the activity any time between day 12 and day 16. The
four-day difference is the total float, the spare time associated with the activity.
Starting anywhere in this time zone will not affect the total project time, provided
the activity is fully completed by the latest finish time of day 26. If the activity
were to last longer and take 14 days instead of the stipulated 10 days, then the
entire spare time will be used up. Also, if the activity takes 16 days to complete
instead of 14 days, then the entire project will be delayed by these 2 days.
Forward pass
STEP 1
Decide the time each activity or Key Stage will take and enter these durations on
to the boxes.
0 5 4 3
Activity 30
STEP 2
Transfer this time figure to the next box in the logic diagram:
0 0 5 5 5 4 3
5 6
Activity 30
STEP 3
Add the duration of the new box and record sum as shown. Then transfer this
time figure to the next box(es) in the diagram
STEP 4
Repeat STEP 3 working through the logic diagram from left to right. When paths
meet, record the highest number into the next box. The completed forward pass
analysis now looks like this:
0 0 5 5 5 4 9 11 3 14 14
5 6 11
Activity 30
We can conclude that the earliest time this small project can finish is 14 units of
time. The whole process is now reversed.
Reverse pass
STEP 5
Transfer the finish time to the bottom corner of the finish time as shown below
0 0 5 5 5 4 9 11 3 14 14
5 6 11
Activity 30
Then copy this same time figure to the lower right hand corner of the previous
box.
STEP 6
Subtract the activity duration from this time figure and enter the result in the lower
left hand corner of the same box.
0 0 5 5 5 4 9 11 3 14 14
0 0 5 7 11 11 14 14
5 6 11
Activity 30
5 11
Continue step 6, copying the lowest time figure to the previous box where paths
merge in the reverse pass. The analysis of this logic diagram is now complete
and the critical elements can be clearly identified.
STEP 7
Look at each box in turn and identify those where the difference between the
time figures in the upper and lower left hand corners is equal to the difference
between the time figures in the upper and lower right hand corners. These boxes
are the critical elements and form the critical path of the logic diagram.
STEP 8
Finally enter the above calculated difference in the lower middle part of the box.
This is the spare time or float time.
0 0 5 5 5 4 9 11 3 14 14
0 0 0 5 7 2 11 11 0 14 14
5 6 11
Activity 30
5 0 11
The float time is shown as a trough extending out of the rectangles on the right
hand end. Critical activities have zero float and this can be highlighted using a
different color.
• milestones
• project meetings
• project reviews
Computer software allows for easy changes to the Gantt chart. One change will
alter other dependent data in the diagram and alter the diagram accordingly. This
allows for ‘what if’ analysis. The process is much more time consuming manually.
Milestones
Project meetings
Notes:
CONFLICT RESOLUTION
The project involves many individuals and groups of people. The hopes, desires
and needs of these people are often incompatible with each other and these
differences lead to conflict. When such differences surface they are often seen
as difficult, troublesome, annoying or even embarrassing and an intrusion.
Change and conflict are partners, so the team must be prepared for the
inevitable and react with necessary.
A lot of time can be occupied with fighting the fires and crises evolving from
conflicts. Many conflicts occur from situations where roles and responsibilities are
not clearly defined leaving the team members confused.
Most conflict arises from the way people behave with each other in a particular
situation, and unfortunately behavior is not predictable. The leader must have
skills to resolve a conflict and identify whether it is good or bad for the project.
• brings problems and issues out into the open for discussion;
• brings the team together, increasing loyalty;
• promotes creativity, generating new ideas and work practices;
• focuses people to give their work more detailed analysis.
Bad conflict:
Conflict is a behavior that restricts the project achieving the expectations of the
stakeholders. When it occurs conflict must be regarded as an issue to be
resolved as quickly as possible to avoid serious consequences.
Managing conflict
Any temporary management situation produces conflicts. This naturally results
from the differences in the organizational behavior of the individuals involved who
all come from different functional groups.
The project leader operates in an environment of constant and rapid change. The
functional manager works in a more standardized and predictable environment.
You have to bridge the gap between these two environments to achieve success.
Constantly look for possible areas of conflict in the same way as project risks are
regularly reviewed.
Handling conflict
Everyone has a preferred behavior in any particular situation that influences how
a conflict is approached.
Resolving conflict is a real test of the leader’s ability to negotiate and influence
others. A successful outcome can be achieved if the focus is on the parties in
conflict to identify and agree:
Then the positive feelings can be used about the areas of agreement to discuss
the areas of disagreement one by one in a positive manner. Start with what
appears to be the easiest to resolve and work through the list. Expect to fail with
some but if the parties concerned can be moved to agree on a majority of points
it takes the heat out of the remainder.
These form the essential elements of the control system. The plan and schedule
are the foundation that determines what has to be done to satisfy the objectives
set out in the project brief. The objective is to regulate the activities, resources
and events to achieve the results defined by the plan. Control is associated with
the present, so reporting is time-sensitive to enable prompt decisions when
deviations occur. If all reporting mechanisms give feedback a considerable time
after the event, as a matter of history, then the project cannot be controlled.
Compare these two inputs to establish if there is a variance. The best control
system is the simplest - making the procedures and collection of data complex
only leads to higher costs and an increasing possibility of error. The basic inputs
to control are the plan and the actual results observed and measured by the
team.
The figure below shows the essential elements of any control system. The
comparison activity should show whether the project is on track and everything is
going according to plan. If this is true an update can be sent to the customer and
project sponsor comprising of project records and charts and progress reports. If
progress is not according to plan then it is important to identify the causes of any
problems that are creating delays. Then develop solutions, preferably deriving
several options before selecting the best or most appropriate. Prepare and
implement an action plan to correct the difficulties and restore the project to the
planned schedule. It is essential to measure the impact of action plans to provide
feedback in the system and a check that the solution has worked.
THE PLAN
ACTUAL
Activities, resource
commitments, costs, RESULTS
materials, risks Work done, quality.
Milestones, material
used, costs incurred,
COMPARE
FOR
VARIANCE
Identify causes
Update the
Develop options
plan
documents to Plan actions
show real
status
Implement &
Report progress measure results
Controlling the project means managing the many problems that arise to
maintain the project schedule. This is done on a day-to-day basis through:
Although these are continuous activities the schedule is easier to track if you use
some additional specific control points. The Milestone schedule clearly defines
markers for control throughout the project. Focus the team on these marker
points, stressing the importance of maintaining the dates. The team must know if
any milestone date is expected to slip.
MONITORING PROGRESS
Although the administrative system may be effective, it can not be entirely relied
upon for progress information. Confidence in progress reports only comes from
verifying them from time to time. The project leader must monitor:
• the team;
• the stakeholders;
• performance.
This cannot be done effectively from behind a desk – the leader needs to walk
about, observe and have conversations! This is the data gathering process,
which if done effectively, is far more useful then any written report.
• the work is carried out in the right order as stated in the plan;
• planned performance is maintained - to agreed quality standards;
• the team are well motivated and committed to completing their individual work
plans on time and within budget.
Changes to the plan caused by problems or the customer are promptly acted
upon; the reported progress data is used to update the plan charts and records in
the project file.
This normally involves working with the Operations Plan and the key stage Gantt
chart to show the real status of the project - the tasks that are on time and those
that have slipped.
Modifications to the plan are recorded as they occur to enable the experience to
be logged for future projects. This may involve moving one or more tasks away
from the original. When anything is moved on the Gantt Chart, the project
strategy is being modified for a reason.
Active evaluation by the team involves asking the following list of questions:
Valuable experience and information are gained during a project. Much of this is
lost in project archives and never recovered to help future project teams.
Lessons learned during a project should be documented and distributed to
individuals engaged or likely to be engaged in project activities. Opportunities for
improving processes and procedures are continually present. Some of the
learning from projects should be incorporated into the organization’s policy.
POST-PROJECT APPRAISALS
At some stage after the project handover the project benefits should be
measured. When the evaluation is carried out, the project is complete and the
customer has accepted the results. The benefits of the project are not all
apparent. Some benefits could come from the project during the execution
phase, depending on the type of project. The benefits defined at the definition
phase are likely to be concerned with:
At the closure of the project, agree who is responsible for the measurement of
benefits and when they are to be reviewed. The customer may decide to take this
responsibility and release the project team. However, the project has produced a
successful outcome and the project team will almost certainly want an
involvement even if it only means getting regular reports over the next 12
months. Although a handover to the customer is complete, the leader will
probably have a continuing contact for a short period as part of the post-project
support process.
Annexure 1a
Project: PRISM
Venue: Meeting room 4 Start time: 10:30
Date: May 5, 2000 End time: 12:30
PURPOSE
Project inception meeting to establish relevant information for project
definition.
AGENDA
1. Introduction
2. Project background and assumptions
3. Project context
4. Project approach and strategy
5. Project objectives
6. Identification of constraints
7. Communication
8. Action points
ATTENDEES
Mr Anis ur Rehman Sponsor (Chair)
Mr Farooq Hasan Customer
Ms Nadia Ali Customer
Ms Aliya Illahi Customer
Mr Afaq Siddiqui End user representative
Mr David Hensan Team member
Mr Laiq Khan Team member
Ms Kaukab Riaz Team member
Mr Danial Kazmi Team member
Annexure 1b
Background:
Why is the project necessary?
What is the overall problem or opportunity being addressed?
Has the current situation been explored and understood?
Has a statement of requirements been derived from the needs list?
Is this an old problem?
How long has it existed?
Who wants to change things?
Have previous attempts (projects) been made to address this problem?
What information exists about past attempts to fix things?
What assumptions have been made?
Context:
Is the project in line with current organizational strategy?
Does this project form part of a program of projects?
Will the project form part of a chain of linked projects or a program?
What is the timescale of the project?
Is there a business critical date to get the results?
Will the results be of value to another customer or part of the organization?
Approach:
Have some needs been identified and analyzed?
Has a statement of requirements been agreed?
Are there predetermined solutions?
What are these solutions?
Is there a best option and a least worst option?
Is there enough time to explore more than one option?
Are there known checkpoints for project review?
What specialized skills are expected to be required for the project work?
Objectives:
Are the project primary deliverables known?
What does the customer need, want and wish to get from the project?
Can these deliverables be clearly defined and specified?
Does the end user agree with these deliverables?
What does the end user need, want and wish to get from the project?
What are the perceived project benefits?
Have these benefits been quantified?
Has a project budget been made?
Is capital investment necessary?
Has a capital expenditure request been initiated?
Is time used for project work to be measured and costed?
How were the costs derived?
Has a cost/benefit analysis been carried out?
Has a financial appraisal been carried out to establish payback?
Constraints:
Have the project constraints been identified?
Is there a time constraint for all or part of the deliverables list?
Are there any financial constraints?
Is there a financial payback constraint?
Are there any known technical constraints?
Are there known resource constraints?
Is the project team to be located together on one site?
Is part of the work to be carried out at another site?
Is part of the work to be subcontracted?
Is there a preferred list of approved subcontractors and suppliers?
What existing specifications and standards are to be applied to the project?
Are there any legal constraints that might affect the project work?
Are there any security implications?
Are there any operations constraints?
Are there any health, safety and environment constraints?
Annexure 1c
Meals:
Planning is tough and stressful. It is advisable to make arrangements for a
flowing tea so that attendees do not have the excuse that they are not being able
to work due to lack of refreshments. Although the easy accessibility of tea diverts
attention, yet the harm of this diversion is less than knowing that tea will only be
available at certain times.
Annexure 2
Overall objective:
Write an overall
objective statement
Annexure 3a
STAKEHOLDER ANALYSIS
Indirect stakeholders
Category 1 Record first those
stakeholders who will be
indirectly effect by or
benefit from the project
Category 3
Annexure 3b
A PROBLEM TREE
Reduction in
profitability
Decrease in
EFFECTS Lack of proper
customer
resource use
confidence
Incompetent
CORE PROBLEM staff
No importance Organizational
given to culture not
competence focused on
development competence
CAUSES
Annexure 3c
AN OBJECTIVES TREE
Increase in
profitability
Increase in
ENDS Proper use of
customer
resources
confidence
CORE OBJECTIVE
Highly
competent staff
MEANS
Annexure 3d
Acceptance / records
Project sponsor: Date:
Project leader: Date:
Risks considered no longer relevant are not to be removed from the list. The rank columns can
be left blank.
Ensure risk log is signed off
Annexure
Identify risk by
3e
number and name as
on the project risk log
Identify triggers:
Suggest the triggers or signals that
must be watched for suggesting risk
is likely to happen
Identify principal consequences:
Give details of likely consequences
to the project if the risk does happen
Annexure 3f
Yes No Questions
Is there an impact of doing nothing?
Are staff/organizational changes possible/expected during the
project?
Are business requirements likely to change during the project?
Is new technology involved?
Are new techniques to be employed?
Are new suppliers/contractors to be used?
Is the project dependent on another project?
Are there possible constraints on third parties?
Can third parties impose constraints on the project work?
Any questions to which the answer is YES must be examined further to establish
the consequences and, if significant, contingency action plans must be derived.
Annexure 4
Annexure 5
Annexure 6a
Complete the
project data
Annexure 6b
Any new risks? Updated risk log attached? Milestone log attached?
Yes No Yes No Yes No
Report prepared by: Date:
Answer these questions. Sign and date
the report before distributing copies to
the key stakeholders
Annexure 7
Record information
requested
Handover to customer
Key learning points:
List the key learning
points the team have
identified during the
project
Any outstanding issues requiring resolution: Date raised Target resolution date
Confirm the handover Decide when benefits are Sign off completion of
checklist is completed first reviewed and by the project at the
and accepted by the whom handover meeting
customer