Ritsumeikan Asia Pacific University

GSA: Project Management

Session 11: Key Elements of Project

Management

Instructor: Dr. Shunso Tsukada

20 November 2021
 A: Project
1. Key features of project
 Goals/scope (final product, quality, price), having
been articulated.
 Time of completion/commissioning, having been
clearly set.
 Need to be delivered within the budget
 One time undertaking

2. Winning contract  
 Project management starts only after securing an
order/contract.
 The contract will be obtained, typically, through
international competitive bidding.
 The typical process is shown in the next page
Typical Process of ICB
 B: Project Management

1. Formation of the Project Team

 Once the contract was accorded, the consortium
will designate a project manager together with
necessary authority to carry out a project.
 Formation of a project team
 Project manager selects members of the
team including both professional and support
staff
 Rules of reporting/communication would be
set up
 Arrangements
 Location of offices, both main office and field
offices, workshops and supply chain
2. Execution of the project
(1) Scheduling
 Breaking down the whole process into detailed
activities, and sequencing them into specific time
table)
  
 Scheduling tools
 Gannt Chart

 Critical Path Method or PERT

 Microsoft Project
 (2) Procurement
 Construction requires a variety of materials,
equipment and systems. These need to be
purchased through procurement.
 Main methods include bidding, shopping through
quotations, and direct purchase (sole sourcing)
 Outsourcing or subcontracting, which often require
negotiation and contract
(3) Financial management
 Budgeting,
 Cost control
 Bookkeeping and reporting

(4) Monitoring and control

 Quality control
 Field inspections
 Contract management
 3. Planning versus Reality
 It is rather unusual if the project is carried out as
planned. The life is full of unexpected.
 Execution of the project is a constant process of
adjustments and problem shooting.
(1) Risk management
 Identification of possible risks, and
development of mitigation measures
(2) Crisis management
 Contingency plan, damage control,
communication strategy
(3) Stakeholders management
 Identification of stakeholders, assessment of
their potential impact on the project delivery,
extent of provision of information
4. Closure of the project
 
(1) Commissioning including training

(2) Physical closure

(3) Financial closure

(4) Evaluation to draw lessons from the whole

process of execution