CE&P MANAGEMENT MEETING

INTRODUCING : Project Management

 Contents
1. Project Management
2. Common Project Management
3. Project Management Processes
4. Flow Chart Of Project Management process
4.1. Flow Chart Of Initiation Processes
4.2. Flow Chart Of Planning processes
4.3. Flow Chart Of Execution processes
4.4. Flow Chart Of Monitoring & Controlling processes
4.5. Flow Chart Of Closing processes
5. Project Manager
6. What is a Project?
7. Characteristics Of Projects
8. Why Do Projects Fail?
9. Measuring Project Success
10. Project Constraints
11. Project Success – 12 Golden Rules
1. Project Management

Definition: Project Management is a discipline of initiating,

planning, coordination, executing,

and managing resources with the goal

of completing specific deliverables

within budget and time.

1. Project Management (Cont.)

Fundamentals of project management from start to finish require a

team of people with different talents and abilities. These people are
responsible for the planning and execution of the project objectives
and consist of more than work and materials. Each project follows a life
cycle of the project. A solid project plan can mean the difference
between success or failure.
2. Common Project Management
3. Project Management Processes
Here are five project management phases we can use to
deliver a successful project outcome.
3. Project Management Processes (Cont.)
• Phase 1: Project Initiation: This is the start of the project, and the
goal of this phase is to define the project at a broad level.
• Phase 2: Project Planning: This phase is key to successful project
management and focuses on developing a roadmap that everyone
will follow.
• Phase 3: Project Execution: This is the phase where deliverables are
developed and completed.
• Phase 4: Project Performance/Monitoring: This is all about
measuring project progression, performance and ensuring that
everything happening aligns with the project management plan.
• Phase 5: Project Closure: This phase represents the completed
project.
4. Flow Chart Of Project Management Processes
4.1. Flow Chart Of Initiation Processes
4.2. Flow Chart Of Planning
Processes
4.3. Flow Chart Of Execution
Processes
4.4. Flow Chart Of Monitoring &

Controlling Processes
4.5. Flow Chart Of Closing
Processes
5. Project Manager
A person with a diverse set of skills: management,
leadership, technical, conflict management, and customer
relationship.
Project Manager responsible:
• initiating,
• planning,
• executing,
• Monitoring & controlling,
• and closing down a project.
5. Project Manager (Cont.)
A successful Project Manager must simultaneously
manage the four basic elements of a project:
1. Resources,
2. Time,
3. Money,
4. And most importantly, Scope.
5. Project Manager (Cont.)
All these elements are interrelated. Each must be managed effectively.
All must be managed together if the project is to be a success. The
resource that can be leveraged to the greatest extent in all projects is the
people involved.
5. Project Manager (Cont.)

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.
5. Project Manager (Cont.)
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.
• Ultimately responsible for the Project’s Success.
• Plan and Act.
• Focus on the project’s end.
• Be a manager & leader.
6. What is a Project?
Project is a great opportunity for organizations and individuals to
achieve their business and non-business objectives more efficiently
through implementing change. Projects help us make desired changes
in an organized manner and with reduced probability of failure.
6. What is a project? (Cont.)

A project is an activity that :

• is temporary having a start and end date.
• is unique.
• brings about change.
• has unknown elements, which therefore create risk.
• Generally projects are formed to solve a problem or take advantage of
an opportunity.
7. 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?
8. Why Do Projects Fail?
Project fail are:
• Poor project and program management discipline.
• Lack of executive-level support.
• Wrong team members.
• Poor communication.
• No measures for evaluating the success of the project.
• No risk management.
• Inability to manage change.
9. Measuring Project success

We measure the success of a project using 7 major project

constraints, specifically:
1. Scope.
2. Budget (Cost).
3. Schedule (Time).
4. Team satisfaction
5. Safety
6. Quality.
7. Customer satisfaction.
 10. Project Constraints

A successful project means that it has been delivered under budget and
schedule in addition to meeting all stakeholders’ requirements. But, in
reality very few projects are able to actually meet all these goals, it is most
common that projects run late, over budget and do not meet the
beneficiaries’ needs.
10. Project Constraints (Cont.)
• Scope is the boundary of a project, it is what the beneficiaries, and
the donors expect from the project, nothing more, and nothing less.
• Schedule (Time) is defined as the time to complete the project.
• Budget (Cost) is the costs approved for the project including all
necessary expenses to deliver the project.
• Quality is defined as delivering the project
outcomes according to the stated or
implied needs and expectations of
the project beneficiaries and
the donor agency in order to
meet stakeholder satisfaction.
 11. 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.