Bahir Dar Polytechnic College TTLM: BTC/133-14 B2

Institution Name Document No.
ባህርዳርፖሊቴክኒክኮሌጅ BTC/133-14
BAHIR DAR POLYTECHNIC COLLEGE
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Title: TTLM B2 Page 15 of
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Industrial Automation and Control Technology Management

LEVEL V
Learning Guide-11
UC: Plan Control System Projects
MODULE TITLE: Planning Control System Projects
MODULE CODE: EEL IAC5 12 0811
TLM Code: EEL IAC5M12TTLM 4 20v1
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Operation sheet1 LO 1: Establish the scope of the project
Establishing the scope of the project accurately

Introduction
What is project?
A project is an activity that is temporary having a start and end date. It is unique, brings about
change and has unknown elements, which therefore create risk .projects are formed to solve a
problem or take advantage of an opportunity. Business as usual activities can often be mistaken
for projects.
Generally it is the uniqueness of the activity that is the deciding factor – do we do this every
year? If so, then it is not truly a project – although you can use project methods to get it done.
COMMON PROJECT TERMS
 Deliverables: Tangible ‘things’ that the project produces
 Milestones: Dates by which major activities are performed.
 Tasks: Also called Actions. Activities undertaken during the project
 Risks: Potential problems that may arise
 Issues: Risks that have happened
 Gantt chart: A specific type of chart showing time and tasks. Usually created by a
Project Management program like MS Project.
 Stakeholder: Any person or group of people who may be affected by your project
Any project is expected to provide its stakeholders with certain outcome, which is commonly
termed as project deliverables. These project deliverables depends on the scope of the
project. Analogically, defining a project scope is like drawing a map. In the map, the
boundaries are drawn to indicate stretch/extent of a given territory; similarly project scope
outlines the extent of project deliverables.
Essentially, project scope is the definition of what the project is expected to achieve and
specify the budget of both time and cost that needs to be provisioned to create the project
deliverables before the project gets closed. For the best result, one needs to take care of
clearly carving out project definition & the budgetary requirements. More detailing &
precision during project planning definitely help the team organize their work efficiently &
deliver the project more effectively. Without a project scope, project execution can go
haywire.
WORK-BREAKDOWN STRUCTURE
 WBS Hierarchy of tasks required to complete project
 Each task is broken into smaller tasks that can be managed and estimated
 Define task dependencies
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 Some tasks must begin at the same time, some must end at the same time and some
cannot start until the other tasks have finished.
 Estimate task durations and cost
 May be inputted into project management software
 Final WBS plan is called baseline WBS
 Risks:
 Plan is not approved after first round of feedback
 Resources are not available at the required time
 Plan is not given consent
For each of the above, you should have a contingency plan, or do some activity that may
prevent it happening in the first place.
 Issues: If any of the above actually happens, then it becomes an issue to solve.
 Gantt Chart:
 Stakeholder: House owner, Builder, Council, ??
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Operation sheet2 LO2: Manage project.
Project manager
A person with a diverse set of skills –management, leadership, technical, conflict management,
and customer relationship – who is responsible for:
Initiating,
Planning,
Executing,
Controlling,
Monitoring, and closing down a project.
Project Managers are essentially jugglers. They must make sure that everything
keeps to task, that potential issues are quickly eliminated and the project is
delivered on time, all the while making sure everyone knows what is happening
and the project quality and budget are acceptable. Specifically they:
direct all activities required to successfully meet the project objectives
manage risk –scanning ahead for potential issues and resolving them before they become a
problem
solve problems - recommending alternative approaches to problems that arise and providing
guidance to the Project Sponsor
track and report project progress
communicate to all stakeholders in the project
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Ultimately responsible for the Project’s Success

•Plan and Act
•Focus on the project’s end
•Be a manager & leader
The Initiation phase of the project is the most important phase. The success of the
entire project depends on how clearly and completely the Terms of References
are established.
Project Sponsor
Lines of Authority
Participants
Objectives
Constraints
Costs/Budget
Resources
Deliverables
Phases & Time Scales
Strategy
Risks Roles & Responsibilities
CHARACTERISTICS OF PROJECTS
 A project contains a well defined objective. The project objective is defined in terms of
scope ( or requirements), schedule, and cost.
 A project is carried out via a set of interdependent tasks.
 A project uses various resources to carry out these tasks.
 A project has a definite start date and an expected completion date. The actual
completion date may not always be the same as the expected date.
 A project is a one time or unique endeavor.
 A project has a customer.
 So why do projects fail?
WHY DO PROJECTS FAIL?
1. Poor project and program management discipline
2. Lack of executive-level support
3. Wrong team members
4. Poor communication
5. No measures for evaluating the success of the project
6. No risk management
7. Inability to manage change
A project has a degree of UNCERTAINTY.

In project planning many assumptions are made regarding:
• Access to resources.
• Resource capability.
•Impact of environmental factors.
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•These assumptions are not always accurate.

•Requires project managers to re-assess and trade-offs between requirements, costs, and time.
Above all, be PRO-ACTIVE
MEASURING PROJECT SUCCESS
We measure the success of a project using 4 major project constraints, specifically:
PROJECT CONSTRAINTS
•Project scope – Have all the project requirements (i.e., deliverables) been completed?
•Project cost – Is the cost of the project close to the amount the customer has agreed to pay?
• Schedule – Was the project completed on time?
•Customer satisfaction – Is the customer happy with the quality of the project?
The most basic judgment of project success is whether the project achieved its goals within the
established budgets. In a world where an organization performs many small projects, an adequate
indicator of a project's success, and process integrity, might be a simple count of conformance to
goals in key areas such as cost, schedule, and quality. In a more complex world, looking back
over performance measures of completed projects is neither an adequate measure of project
success, nor an adequate predictor of that success. In these more usual cases, we need interim
measures of project performance upon which to base our predictions of success and our
facilitation of corrective actions in the face of changing realities.
Collectively, these measurement systems are our project control systems. They are traditionally
most often applied in the areas of cost, schedule, and quality prediction and control. Control
systems can provide an effective feedback loop on performance against expectations and
increase the quality of our success forecasts.
Project success itself is not a simple concept. The traditional measures of project success are the
accomplishment of a scope in budget, on time, and with required quality. In many conditions
these measures provide an inadequate measure of success for our projects.
This introduces the question of whether the commercial success or failure of the project is a key
requirement of project success. I believe that it is, and that it should be considered in assessing
every project.
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My definition of project success is the degree to which we achieve alignment of three major
components of the project:
 Accomplishment of the results sought
 Completion of the scope necessary to accomplish the results
 Performance of the project within the bounds established
PROJECT SUCCESS – 12 Golden Rules
Rule #1 Thou shalt gain consensus on project outcome.
Rule #2 Thou shalt build the best team possible.
Rule #3 Thou shalt develop a comprehensive, viable plan and keep it up-to-date.
Rule #4 Thou shalt determine how much stuff you really need to get things done.
Rule #5 Thou shalt have a realistic schedule.
Rule #6 Thou won’t try to do more than can be done.
Rule #7 Thou will remember that people count.
Rule #8 Thou will gain the formal and ongoing support of management and stakeholders.
Rule #9 Thou must be willing to change.
Rule #10 Thou must keep others informed of what you’re up to.
Rule #11 Thou must be willing to try new things.
Rule #12 Thou must become a leader.
project design procedure As already mentioned, the holistic training concept requires the
teaching of a sound knowledge of the different training contents typical of automation
technology, plus their integration into an effective project design methodology . Fig below
provides an initial clarification of the extent and technical diversity of the exercises to be
completed.
Operation sheet 3 LO3: Complete project

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The research (project)proposal is:- the detailed plan of study. a document which sets out your
ideas in an easily accessible way. A research proposal should be compiled before attempting to
start with a research project. It is the most important aspect of the research project
Research is the systematic investigation of situation or problem into existing or new
knowledge. So it i/s used to:-
 found or confirm facts,solve new or existing problems, support theorems, or develop new
theories.
Creativity
Meaning of Creativity
 Creativity is the ability to design, form, make or do something in a new or different way
or it is the ability to come up with innovative solutions to needs/problems and to market
them.
The objective in writing a proposal is to describe:
   what you will do
   why it should be done
   How you will do it and
   what result will you expect
Purpose of the research proposal
 To inform the reader about the nature of your proposed research.
o What is the problem?
o What is its extent?
  To convince the reader (supervisors and reviewers) of the value of your proposed
research.
o  Is this project worth the time and money?
o Will it make a deference to the world?
 To demonstrate your expertise and competency in a particular area of study.
o Do you have the necessary skills to conduct the research?
 To plan the research project and provide a step-by step guide to the tasks necessary for its
completion What are the key stages of the work?
o   What are t h e priorities ?
o How do the various components ﬁt together?
 To request support from individuals and agencies
o What kinds of support does the project need?
 Types of Research
 Applied
 Basic
 Correlation
 Experimental(empirical)
 Applied
 expand man’s knowledge
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 Formulation of a theory.
 Discovery of new knowledge ( theoretical) in nature
 most researches done in physics, biology ,chemistry and psychology
 Correlation
  statistical study of relationships among two or more variables.
 Basic
 solve practical problems
  Not for knowledge’s sake
 Improved product or processes
  Interpretation of results relies upon basic research
 Experimental(empirical)
 data-based research
 Verified by observation or Experiment
 Further be subdivided into three sub classes:
a) Survey study
  This research or study method does not go into the depth of the issue (problem &
solution).
  It generates useful preliminary findings on the problems and possible means of solutions
that may then be utilized as hints for full researches that intend to go to deep and broad
researches.
Case study
  problems and means of solutions are studied in depth but for a narrow scope of the
problem and coverage at hand.
Example: Performance improvement of Tis- Abay Hydropower station
c) Comparative method/study
  used to identify better or best means/solution under certain conditions among existing
ones by comparative analysis method.
We may have to use certain metricized and/or weighted parameters against which the
overall comparison among alternatives has to be made
Example:
 Which one is more feasible?
 Environmental friendliness
   Economical considerations,
 Resource requirement (water, diesel oil, nuclear fuel, …)
 Space requirement
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Basic components of a project proposal

The basic components of a research proposal are the same in many fields as shown next.
1. Title page
2.  Summary/Abstract
3.  Acknowledgment
4.  Introduction/Background
5.  Statement of the problem
6.  Literature review
7.  Objective/Aim of the study
8.  Research methods and procedures
9. Work plan
10. Budget
11 conclusion/ recommendation
11. References
12. Appendices
Title: is a short statement that encapsulates the main thrust of the paper. A title page
duplicates the information found on the front cover (if used). Many people will read the
title, but only those interested will continue to read through the document.
Criteria to identify research title
 Relevance/Significance
  Avoidance of duplication
  Urgency of data needed
 Feasibility and applicability of study
 Interest to the researcher
 Resources
Title page
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  First impressions are strong

 The title of your research proposal should state your topic exactly in the smallest
possible number of words
 Put your name, the name of your department, the name of your advisor (s) and
date of delivery under the title
 The title page has no page number
Title should be:Focused ,Highlighting the main contribution of the project work and use the
keywords, Avoid ambiguous or confusing word
examples
 Performance enhancement of wireless communication systems using modulation
schemes
 Loss reduction in transmission systems using…..
 Performance evaluation of power systems
Summary/Abstract :is the short summary of the project.it Provides an overview of the
purpose, scope, and findings contained in the report. The Purpose identifies the issue, need,
or reason for the investigation
 The abstract is a one page brief summary of the proposal.
• Specify the question that your research will answer,

• Establish why it is a significant question
•  show how you are going to answer the question.
•  Do not put references, figures, or tables in the abstract.
Introduction/background: The Introduction prepares the reader to read the main body of the
report. It focuses on the subject, purpose, and scope of the report. The Subject defines the topic
and associated terminology; may include theory, historical background, and its significance. The
Purpose indicates the reason for the investigation, objectives. The Scope indicates the extent and
limits of the investigation
This section should contain a rationale for your research which answers the following
questions:
   Why are you undertaking the project?

 Why is the research needed?
  you need to show how your work will build on and add to the existing
knowledge.
Statement of the problem
Effective problem statements answer the question “Why does this research need to be
conducted.”
 Make sure the problem is restricted in scope and Make sure the context of the problem is clear
Literature review
“The literature review asks how similar and related questions have been answered before.”
  It gives an overview of:
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  what has been said

  what questions are being asked
  What methodologies are used
 The literature should have an introduction, body and conclusion objective/aim of the study.
Objective should be SMART
 Specific
 Measurable
 Achievable
 Realistic
 Time-bounded
Research objectives are classified into general objectives and specific objectives.
 1. General objective is closely related to the Statement of the problem.
2. Specific objectives are commonly considered as smaller portions of the general objectives
Methods, material and procedures
  In this section you need to describe your proposed research methodology and methods
and justify their use.
  To do this you need to ask the following questions:
   Why have you decided upon your methodology?
 Why have you decided to use those particular methods?
 Why are other methods not appropriate?
“Methods/procedures show how you will achieve the objectives, answer the questions.” It
 Indicate the methodological steps you will take to and answer every question.Description of
your materials
Work plan
“A work plan informs the reader how long it will take to achieve the objectives/answer the
questions ” Different stages of the study should be stated   and description of activities in each
stages and also time required to accomplish
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Budget and resources

  what you will need for your research and how much this is likely to cost.
  If necessary you can include from where you expect to obtain these.
Appendices
  Any additional information you think might be helpful is included here.
 For example: questionnaire & other collection forms; details of equipment
specifications
What Makes A good proposal?
The research is relevance, unique, or offers new insight or development. The title
and objectives are all clear Comprehensive and thorough background research and
Literature review has been undertaken. Timetable, resources and budget have all
been worked out thoroughly, literature review has been undertaken.
Acknowledgement: Those persons who have professionally contributed to the
work in kind or in ideas must be acknowledged.  Truthfully indicates to the reader
who has played a part in project.  Next, you also need to acknowledge the
institutions that have provided funding, research space, manpower.Finally, you
may want to mention individuals Table of Contents:
Scope of the project

Limitations of the project : constraints
Design/Experimental/Computational Studies
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Results and Discussions: This component is the core section of the scientific
report. The results and discussion component answers the question: “What did you
obtain from the experiments you conducted?”.Identifies the degree of accuracy
related to your findings.
Conclusions and future work: Is summary of the work and the results. What are
the factual findings that resulted from your research? What are your opinions based
on the findings and results?
Recommendations for future work :Suggestions for future work  You are expected
to put your interpretation in context of the existing body of scientific knowledge.
References: The references section is the place where the author cites all of the
secondary research sources that were used to The format in which references are
cited varies from one discipline to another.
 Generally, you include the author/s, the title of the article, the journal name, the
year of publication, the volume and number of the journal and finally the page
numbers in which the article cited is found. When the source of information is a
book, a newspaper article, web page, etc. the manner in which they are references
may be different. The most important thing to keep in mind is that the references
section is for the benefit of the reader.
Appendix : Anything that cannot be left out of a report, but is too large for the
main part of the report
Examples:
o  Large tables of data
o  Flowcharts
o  Program codes
o  Mathematical analysis
o  Technical drawings and etc.
The entire report can be viewed as having three basic parts:
 Front part
 Main (body) part and
 Back part.
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The Front part is used to help potential readers find the report. It will help
the reader to quickly decide whether or not the material contained within the
report pertains to what they are investigating. Cover (front and back)
provides physical protection  label is placed on the cover to identify: Report
title; Author’s name; school name; etc… and it constrains TitlePage Abstract
  Table of Contents and Lists of Figures and Tables
The Main part

 In it the author describes the Methods, Materials (& assumptions).presents
and discusses the results; draws conclusions, and recommends actions based
on the results.
 It may include:
o  Introduction
o  Methods, Materials & AssumptionsResults and Discussion
o  Conclusions
o  Recommendations for future work
The Back part
Supplements and clarifies the body of the report Makes the body easier to
understand, and shows where additional information can be found. It may
include:-
o  Appendixes
o Bibliography /reference
o  List of Symbols
o  Abbreviations
Presentation skill
Planning Your Presentation
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Related issues
Language
o  Keep it simple (concise/short but accurate)
o  Emphasize the key points (and minimize on less
essentials)
o Check the difficult pronunciations Ending a point and beginning a new
point
Ending a point and beginning a new point
o  Slow down and higher volume
o  Short pauses
 Interact with audience
Being Polite! During your talk
 Thank the chairperson for the introduction.
  Speak clearly
  Pretend you are talking to the back row of seats in the room (project your
voice).
 Acknowledge your advisors in Slide 1
 Rigidly stick to the allocated presentation time.
  Say thank you at the end
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1. What is a common result of poor project planning?

A. Wasted effort
B. Lost time
C. Increased cost
D. All of the above
2. Which of the following aspects of planning has the most processes and is concerned With
decomposing the work of a project into manageable chunks?
A. Scope
B. Time
C. Cost
D. Quality
3. You are a project manager newly assigned to a large project for your organization. The project
charter has been signed, and the stakeholders have been identified. What should you do next?
A. Ask appropriate team members to submit WBS input
B. Initiate the scope planning process
C. Start the develop project management plan process
D. Begin the activity definition process
4. Which of the following is NOT part of the expert judgment tool and technique for the develop
project management plan process?
A. Tailor the process to meet the project needs
B. Hold planning meetings to develop the risk management plan
C. Determine resources and skill levels needed to perform project work
D. Define the level of configuration management to apply to the project
5. As project manager, you are about to start the define scope process. You have the project
charter and the organizational process assets list. Because there are no change requests in your project at
this point, what must you have before you begin?
A. Product analysis
B. Requirements documentation
C. Updates to project documents
D. WBS
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6. What does a project scope statement document?
A. What work is to be completed during the project?
B. What deliverables need to be produced by the project
C. Both A and B
D. Neither A nor B
7. The work breakdown structure (WBS) does all of the following except
A. Organizes and defines the entire scope of the project
B. Divides the project into smaller, more manageable tasks
C. Serves as a high-level planning approved
D. Both A and B
8. What is the primary purpose of the define activities process?

A. Identify the specific actions to be performed that result in the stated project deliverables
B. Identify and document relationships among project activities
C. Analyze activity sequences, durations, resource requirements, and schedule constraints
D. Monitor the status of the project schedule and manage schedule changes
9. Which of the following statements related to scope verification and quality control is correct?
A. Quality control deals with acceptance of products
B. Scope verification can be done in parallel with quality control
C. Scope verification should not be done if the project is terminated
D. Scope verification and quality control are very similar processes
10. Your contract is nearing completion when the buyer mentions that there are some outstanding
issues - this can be a potential dispute or conflict situation. In this context, what is the best way to
deal with a dispute in a contract?
A. Negotiation
B. Change request
C. Arbitration including mediation or alternative dispute resolution methods
D. Litigation in courts
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Acceptable answers
1. Answer D is correct. Poor project planning almost always results in wasted effort, lost
time, and increased cost.
2. Answer B is correct. There are six time-related planning processes. Time management
processes provide the mechanism to decompose work into small, manageable chunks.
3. Answer C is correct. The first process in the planning group is develop project
management plan. Answers A, B, and D skip the first process and start Subsequent
processes prematurely.
4. Answer B is correct. Holding planning meetings to develop the risk management plan is
a tool and technique for the plan risk management process. Answers A, B, and D all refer
to valid components of the expert judgment tool and technique for the develop project
management plan process.
5. Answer B is correct. The requirements documentation is an input you need before

starting the define scope process. Answer A is incorrect because product analysis is a tool
and technique of define scope, not an input. Answer C is incorrect because project
document updates are an output, not an input. Answer D is incorrect because the WBS is
created in a subsequent process and is not available at this point. Know your inputs, tools
and techniques, and outputs of all processes.
6. Answer C is the best response. A project scope statement documents what work is to be
accomplished and which deliverables need to be produced. Answers A and B are both
individually correct, but Answer C is the better response. Answer D is incorrect.
7. Answer C is the correct response. The WBS provides a detailed definition of work
specified in the current, approved project scope statement. Both Answers A and B
describe the WBS and are therefore incorrect responses to the question.
8. Answer A is correct. The stated answer is the main purpose of the define activities
process. Answer B is incorrect because it states the purpose of the sequence activities
process. Answer C is incorrect because it states the purpose of the develop schedule
process. Answer D is incorrect because it states the purpose of the control schedule
process
9. Answer B is correct. Scope verification differs from quality control in that scope verification
is primarily concerned with acceptance of the deliverables, while quality control is primarily
concerned with correctness of the deliverables and meeting the quality requirements specified
for the deliverables. Quality control is generally performed before scope verification, but
these two processes can be performed in parallel.
10. Answer A is correct. Risk mitigation implies a reduction in the probability and/or impact of
an adverse risk event to be within acceptable threshold limits.

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Institution Name Document No.

Industrial Automation and Control Technology Management

Operation sheet1 LO 1: Establish the scope of the project

Establishing the scope of the project accurately

Operation sheet2 LO2: Manage project.

Ultimately responsible for the Project’s Success

A project has a degree of UNCERTAINTY.

•These assumptions are not always accurate.

Operation sheet 3 LO3: Complete project

Basic components of a project proposal

 First impressions are strong

• Specify the question that your research will answer,

 Why are you undertaking the project?

 what has been said

Budget and resources

Scope of the project

The Main part

1. What is a common result of poor project planning?

B. Initiate the scope planning process

C. Start the develop project management plan process

D. Begin the activity definition process

C. Updates to project documents

6. What does a project scope statement document?

A. What work is to be completed during the project?

B. What deliverables need to be produced by the project

8. What is the primary purpose of the define activities process?

A. Quality control deals with acceptance of products

B. Scope verification can be done in parallel with quality control

C. Scope verification should not be done if the project is terminated

D. Scope verification and quality control are very similar processes

C. Arbitration including mediation or alternative dispute resolution methods

5. Answer B is correct. The requirements documentation is an input you need before

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  First impressions are strong

   Why are you undertaking the project?

  what has been said