Project Management

1.0 Project Defined

Definitions:
A project:
- is a Temporary endeavour with a beginning and an end
- Creates a unique product, service or result
- Is progressively elaborated and distinguishing characteristics of each unique
project will be progressively detailed as the project is better understood
- Is a time based activity
► To be successful a project needs specific planning, organization and
execution
► A project has to fulfill its set aims and objectives within a limited period of
time with limited fund, personnel and other resources.

Characteristics of a Project
► A means to bring about change
► Has a definite beginning and an end (once the project objectives or
deliverables are achieved, the project ends),
► Project objectives or deliverables should be SMART i.e.-
- Specific
- Measurable
- Achievable
- Realistic
- Time-bound
► Has high risks (could fail due to different factors acting independently or in
combination).
► Is about doing something new/ novel (which means new approaches and
means of doing things have to be developed).
► Human and material resources are always involved.
► Time, Cost and quality are always constraints to varying degrees.
 Project Management Defined
Project Management is:
► The art of managing projects with the specific objectives of:
- Ensuring that the project objectives are realized
- Ensuring that projects are delivered on schedule
- Ensuring that projects are delivered within budget.
► The Application of knowledge, skills, tools and techniques to project
objectives (activities) to meet stakeholders’ needs and expectations.

Why Project Management?

► Because Project delivery is influenced by many factors, it is crucial to
manage it.
► Such management requires Technical and Managerial Skills, Tools,
Clarity of concept and Resource Management (Resource comprises
Money , Man, Machine and other Materials).
► A project that lacks proper management comes out often with technical
faults too major to be ignored.
► Lack of proper management may lead to misuse of project funds
resulting in inability to complete the project.

Project Management
The “Triple Constraint”
► The Project Manager / the researcher has certain constraints to battle
with in delivering a project. These are referred to as “The Triple Constraint”.
They include:
- Scope Management
- Cost Management
- Time Management
- Quality Assurance
- Human Resource Management
- Communication Management
- Risk Management
- Conflict Management among others.
 S
S C
C H
O E
P D
E U
L
E
RESOURCES

The “Triple Constraint”

► A change to a component of the Triple will usually affect other
components. Therefore careful analysis of a move to make a change is
necessary in order to assess the impact of the change to avoid negative effect
on the project.

SCOPE
The scope involves the range of tasks required to accomplish programme
goals. ( it constitutes the process to ensure that the project includes ONLY all
the work required to complete the project successfully).The scope is one of
the three main elements that must be kept in balance in the project
constraints triangle.

Resources
These include:
-The personnel
-The equipment needed to achieve the aims of the project
-These essential elements will create expenditure and are dependent on the
project budget.
-Funds given is fixed for the whole project period as well as the budget and
availability of resources.
-Any increase after budget approval and commencement of project will be
taken care of by the applicant or a complementary funding elsewhere.
Project Schedule
-Indicates the time and sequence of the various tasks as well as the total
project duration.
-While the time can be modified slightly according to varying needs, the
funding can not (i.e. an extension of a few months for completing the
outcomes of the project can be requested.
* What we must note is that no project works exactly according to the initial
plan. Successful project management is a process of continuous planning
and revision as shown below

Defining
Planning
Aims

Controlling Deciding

Implementin
g
 3.0. Project Management Processes
► Project Management Processes describe what you need to do to
manage a project.
► They Include:
- Project Definition /Initiation- beginning the cycle
- Project Planning
- Project Execution – you do
- Project Monitoring and control – you check and act
- Project Closure – End the cycle

1. Project Definition/ Initiation

► The success of a project depends on the clarity of its definition.
► Project goals have to be clearly defined to specify what is hoped to be
achieved on the completion of the project.
► Project initiation processes formally start a new project or project phase.
► The output of project initiation is The Project Charter or Project
Initiation Document. The other output is Preliminary Scope Statement.

Project Initiation
► The project initiation precedes the planning phase.
► Its output should serve as basis for management to decide if the project
should go ahead or not.
► Where project initiation is not done properly, such projects experience high
risk, extra cost, major corrections and at worse complete failure.
► The Project Charter should answer to the 5Ws of which are What?
Why?, How?, When?, Who? of the project.

2. Planning Process
► This involves making a plan to manage the project.

► It determines if the Project Charter can or cannot be done and

how it will be achieved.

► It gives a clearer definition to the Project Scope
► Results in a Project Management Plan (PMP)

► In the planning process everyone’s involvement is essential.

► Input from stakeholders is essential

► Review of related literature from previous projects, magazine

articles, documentaries, etc are vital in planning the project at

hand.
► Planning process should be iterative (constantly reviewed).

Features of Planning Process

► Work Break- down Structure (WBS)
► Time Allocation
► Critical Path Analysis
► Resource allocation
► Resource Leveling
► Project Network Diagram
► Time scheduling
► Cost estimating
► Risk Analysis

3. Project Execution
► Refers to doing the tasks identified in the plan
► Execution stage- the turning of theory into practice, the Project
► Management Plan is turned into reality.
► All activities in the executive phase are geared towards achieving the
project objectives or deliverables.
► Review may be carried out if there is need in order to achieve desired
quality.

In the Execution Stage..

► Involvement of the Project Leader/ Researcher/Manager and Project
Team is core.
 ► It calls for close Monitoring and Controlling which are key tasks that
could make a project fail or succeed.

Planning the Project

► Project planning is an intergral part of the application to carryout a
project.
► The plan continues to be refined
► Planning is therefore required throughout the life time of the project.
► General aims and objectives have to be defined and translated into
concrete outcomes, products, services and impacts
► The major steps which lead to the development of the product(s) have to
be packaged and timed in a work plan.

Work Plan
Project One
Thesis with timelines

Following is a sketch of t Introduction: I will write this after finishing the chapters below to discuss the intelle
he intro: ctuals’ contexts, issues of translated texts etc.

Chapter 1 : ‘Exile’ and Intellectual Practice:  1st year ,I argued that Said’s ‘exile’ is paradoxical, 
because with the pain of exile comes the pleasure of a critical intellect that ‘speaks t
ruth to power’.

Chapter 2 : ‘Exile’ as Resistance:  year 2, Here I   analysed how the convergences and divergenc
es of Mahfouz, Darwish and Saadawi’s ‘exilic’ thoughts created diverse resistances.

Chapter 3 : Writing as an ‘Exilic’ ‘Home’: year 3, I will accomplish this chapter that asks if ‘writin
g’ is the shelter where the ‘exile’ flies ‘after the last sky’, to borrow a phrase from D
arwish.
Chapter 4 : ‘Exile’ in the Context of Post-colonialism/Post-modernism:

year 4, I will conclude the thesis by including this chapter. Here I will ascertain if the 
discourse of the ‘exile’ is part of post-colonialism and examine what relationship the 
‘exile’ forms with post-modernism and cultural studies.

Work Plan
Project Two
The research is divided into three stages
The first stage involves;
1. Literature study
2. Study and analyze threats classification based on use/misuse case model
3. Model the interactions between threats, safeguards and assets on a
detailed and realistic level.
The second stage involves:
1. Build safeguard ontology
2. Extend the ontology to a broader scope for general utilization in trustworthy
systems
The third stage involves:
1. Integrate the ontology with risk analysis and management tools
2. Final thesis writing and publications I specifically chose the present institute
of study because as at the time I applied there are projects on ground in my
area of research interest.

Project Timeline and Tasks

Task – Week Number April May June July August
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3
4 1 2 3

1) Correction of deficiencies in database

2) Classification of functional groups

3) Data analysis and interpretation

4) Manuscript writing

5) Manuscript revision
6) Manuscript submission

Financial Details

Financial Details
Budget
Tuition & Fees ____________________
Accommodation & Subsistence CHF_3500_______________________
Travel _CHF2000_______________________
Books and Materials _CHF3000_______________________
Other* ________________________
Total costs: ==CHF8500======================
Amount requested from IFUW: ===CHF8500=====================
Organizing the Project
► Organisation of the project is the realisation of the planning process-getting
things going.
► It involves specific tasks:
-The different roles and responsibilities within the project should be
allocated according to individual strengths and expertise.
► -setting up and maintaining communication system, info & reporting
system, managing critical phases

Organising and chairing meetings

►Meetings play important part to successful project
► Meetings are to be organised in a professional way.
► Communication during meetings should be carefully planned.
► Should take into account cultural dimensions if any.

4. Monitoring, Controlling and Evaluation

► If quality is to be achieved permanent monitoring, controlling and
Evaluation of the project are essential.
- Tasks involve overseeing the project implementation process
- Measuring performance vis-avis project management plan
- Defect, correction, preventive actions, approving change and
managing change are all carried out.

Administering and Managing the budget

► Administrative workload, especially financial management must be handled
carefully.
► Considerable time and energy cab be saved if a transparent reporting
system and clear agreement are introduced at the beginning of the project.
Benefits of Project Management
► It saves time by properly planning the Project and considering all relevant
factors which may affect its outcome
► It saves money
► It leads to a more successful outcome if guidelines are followed
► You will enjoy goal clarity
► Your resources will be coordinated
► Risks will be identified along the line and managed.