CHAPTER THREE

INTRODUCTION TO PROJECT MANAGEMENT

Introduction

In this chapter you will gain knowledge about the fundamentals of project management,
what is the importance of management, how different organization plan their projects as well as the
roles of project managers. It also tackles the different dimensions of scheduling and controlling. It
also introduce the program evaluation and review techniques (PERT) as well as the critical path
method (CPM).

An Overview of Project Management

According to Project Management Institute (PMI) Project Management is define as an

application of knowledge, skills, tools, and techniques to project activities to meet the project
requirements. It is also an integration of five (5) project management process group such as
initiating, planning, executing, monitoring and controlling, and closing. This means, project should be
done in a specific period of time. Hence, project is a temporary undertaking which has specific start
and ending that also include financial resources. For instance, creation of a certain event is a
temporary undertaking wherein there will be a definite end. Project normally comes with time and
budget.

Time pertains to when to start and to end a project. On the other hand, budget pertains to
how much should financial resources be included in the project. It also has the elements of scope
and quality. Scope refers to the list of deliverables or types that need to be done or agreed upon.
Quality, on the other hand stands for standard or the measurement of something. In project
management, quality is not necessarily the quality of the output, it is also includes the quality of
processes and approaches used in a particular project. These four aspects of the project are called
the Balance Quadrant. It demonstrates the relationship and how some changes in these aspects
affect one another.

Scope Cost

Balance

Time Quality

Figure 3.1 Balance Quadrant of Project

Project Life Cycle

As we define project as a temporary undertaking with a definite start and ending;

commonly, the life cycle of the project starts with initiating, then followed by planning, executing,
monitoring and control, then by closing. To show this life cycle, illustration is presented below.
 Second Phase
initiating Planning Closing
Executing
Monitoring and
control

First Phase Final Phase

Figure 3.2 Project Life Cycle

The second phase of the project life cycle is a loop which is interrelated to each other.
Normally, project manager tend to focus their time in execution and controlling the project since
most of the time project manager do the task, structure the project, and making sure that all are in
place. However, initiating, planning, and closing are the most important phases of the project since,
there will no project to be done.

Planning

Monitoring and
Executing
Controlling

Figure 3.3 Second Phase of Project Life Cycle

Defining the Phases of Project Life Cycle

Initiating – it is the phase of a certain project which aims to set the project itself for success. There
are various number of activities connected with this. One of these is creating project charter which
mean is what to be done in meeting the requirements of the customer

Planning – the most important phase of the project. This is where you answer, who, what, where,
when, how much, and how long.

Executing – a phase of project life cycle which pertains to the implementation of the project plan,
what should be done, as well as the technical works of the project.

Monitoring and Control – in general, monitoring and control is a different activities, however since
these two activities normally work together, it can be considered as one activity. It entails the
comparison of the planning to the execution of the project, then taking preventive action if there are
activities that are not going into plan.

Closing – once the output that was produced in satisfying the customer, normally the project can be
considered as close.

In summary, here the definition of the phases and what should be done.

Table 3.1 Definition of Phases and Activities

 Initiating Planning Execution Monitoring & Closing
Control

1. Identifying 1. Developing 1. Do all the 1. Monitorin 1. Final

Inputs Strategy works g of Report
Progress
2. Knowing 2.Implementation 2. Review of
the Planning 2. Corrective the entire
Competitor Actions job done.
3.Risk 3. Audit
3. Defining Management
the problem

4. Developing
Vision and
Mission
Statement

Why Project Fails

If initiating the project isn’t done properly, there are possibilities that the team of the project
will be having difficulties of identifying what should be done, what will be the plan or even will be
hard for them to comprehend the idea of the project. These are the reason why some project fails:

1. Initiating project are not done properly;

2. Project members aren’t included in the planning stage of the project.
3. Failure to identify the stakeholders of the project.
4. Failure to plan the project at all
5. Not giving attention to the close-out of the project.

Negative and Misconception about Project Management

It is not just Scheduling

One of the misconceptions about project management is just that it pertains to scheduling.
Even though one of the components of project management is scheduling, there are many aspects
that one’s needs to consider such as strategy, plans, execution, as well as logistics.

It’s Boring

It may view by some that project management is boring and can interfere only in what we
call “real work”. However, in reality, is that without it, all works are not worth it or no value at all.
Despite the fact that one’s done something beautiful, it will be meaningless if the output will never
be in line with customer wants and expectation.

It Takes Too Long

Another one view of project management is taking too much time to do. It may be true in
some ways, if you are looking at the traditional way of project management. However, the need for
balancing between the sciences of project management which pertains to what you are told you
should do from the art of project management as pertains on what you actually need to do.
It’s Too Hard

The other misconception about project management is that it is too hard to do. Some of the
reason for some to assume that project management is hard because of some complicated
management tools that needs to be used and because of too many paper works that need to be
done.

Aside from the misconception given, there are concepts that misinterpretation on Project
management.

1. Project Management is not personal efficiency. Most of project manager tend to think that
it is a personal productivity by doing the to-do-list needed in the project. However, there
should be a clear line between what you need to do personally and what are the needed to
do in a project.

2. Project Management is not people management. Despite the fact that in project
management, people management is one area. However, it is two different things. People
are more complex than an average project that someone is handling.

3. Project Management is not operation or service management. The different tasks of

operation or service management are very much different from what you are doing in a
project.

Importance of Project Management

There are various reasons why project management is importance. These are the following
reason why some of administrators use project management:

1. To have a clear, focus, and lay down objectives – without an efficient project management,
team may be deem don’t know about what is the project is all about. When project
members know when, and where to focus and what will be the objective of the project, it
can give the team a progression without any confusion or chaos.

2. Project Management gives realistic planning – you can deliver a project when you have a
clear plan and what will be expected from you. On the other hand, without proper planning
or without planning at all, it may give you vague budget, unrealistic deadline as well as too
much expectation.

3. Project management gives the organization maximum resources utilization – in any type of
task, inefficient utilization of resources can cause much to the organization. With the used of
proper project management methodology, can give you realization on how to use your
resources properly. It can give you a good advantage in any aspects of a project.

4. Project management can minimize or mitigate risk – oftentimes we use to focus on the
strategies and tactics in executing plans but we often fail the concept of risk that potentially
can misalign all our plans. With a good project manager and project plans, one can step
ahead with risk and threats that may rise.

5. Project management can ensure quality control – Despite the fact that we are working with
enormous pressure of deadlines, expectations, budgets and compliances as well as control
of quality project management is important in order to identify, manage, as well as control
the quality of whatever output that needs to be done.

Project Management Knowledge Areas

 According to Project Management Institute (PMI) who published the Project Management Body
of Knowledge (PMBOK) there were nine (9) areas of knowledge that project managers should know
and familiarized with. These are:

1. Project Integration Management – this ensure that all coordination from planning,
execution, and controlling the project must be exercised. As the term implies, integration of
all tasks must be integrated as well as coordinate to all members of the project in order to
meet the desire outcomes.

2. Project Scope Management – any changes from the project scope can ruin the project as a
whole. This portion entails the authorizing the job, developing the statement of scope that
will ensure that boundaries are defined, dividing the task into a manageable works as one of
the components of deliverables, verification of task that has been accomplished, and also
the control on the changes of scope with proper procedure in place.

3. Project Time Management – it ensure that all works are into places or in schedule.
Generally, this pertains to the development of schedule that can be met, then there’s a need
for controlling in order for the scheduled task to happen.

4. Project Cost Management – it involves cost estimation on the resources or budgeting which
includes people, materials, equipment, and other areas in the project.

5. Project Quality Management – it is important that quality of the project must be taken into
consideration. There’s no meaning at all if a project will be finished on time yet the quality
suffered. In this area, project manager must look at quality assurance and quality control.

6. Project Human Resources Management – it is often unnoticed by project manager to

identify what the people need in the project. In this area, it involves the definition of project
team member’s roles as well as their responsibility. It also require as to whom they are going
to report. Most importantly, it is important to acquire the best people that will execute the
project.

7. Project Communications Management – as implies with its area, it involves planning,

executing and controlling of distribution of information about the project. This information
comprises of the status of the project, as well as the project accomplishment. It is also
important that all changes about the project and delay must be relayed to the team or those
stakeholders that might be affected by these changes.

8. Project Risk Management – it is a systematic way of identifying, calculating, analyzing, and

responding to any risk that one may encounter in a particular project. It is a way of
minimizing the uncertainties and maximizing the positive events to the project objectives.

9. Project Procurement Management – in this area, logistics is very important. It is the process
of procuring necessary goods and services or materials that are needed in particular
projects. It involves the decision of what must be procured, issuances of bids and contracts,
vendor selection, and closing them after the project has been done.

The Role of Project Manager

The primary obligation of a project manager is to ensure that all works for the project will be
executed according to plan, budget, and scope as well. They ensure that works will be finished on
time within the agreed quality and level of performance. There are misconceptions that project
managers do the majority of works; however, they are the one whose primary responsibility is to
manage the whole project. Project manager must understand the organizations’ mission statement,
after which the project manager must see to it that all the plans and execution of the project are
within the mission of the organization. It is important that the interests of the organization are being
met.
Skills of a Project Manager

As a project manager, one must take note of different skills in order to be an effective project
manager. These are the skills in order to ace project.

1. Leadership Skills
2. Communication Skills
3. Planning Skills
4. Time Management Skills

Let us look at the importance of these following skills

Leadership Skills – leadership is one of the most important traits that one’s manager should have in
order to have a good management skill in a project. One should have a right vision in order for the
leader to bring his member to the right direction. It is important also that a project manager can
guide them, inspire, and motivating his members.

Communication Skills – without proper communication or miscommunication about the project it

may lead to chaos and failure to a project. Proper communication plays also a big role in project
management. It is important for the project manager to ensure that all members and stakeholders
are well aware of their tasks as well as the accomplishments and progression that is happening
about the project.

Planning Skills – as a project manager, planning and organizing tasks of the members and
stakeholders is in the proper order, most significantly, to the right person. It is a golden skills that
one know how to identify and foresee the risk that may arise in a project and how to prepare to
mitigate and minimize this occurrences, and on how formulate strategies.

Time Management Skills – it is not just about scheduling of task. It means that project manager is
making sure that every task is plotted and identifies the urgency and prioritization of the same.
Project manager understand the difference between what is important and what is urgent.

Out of these four skills the most important and first skill that one’s project manager has is
Leadership. But everything must be in coordination.

Biggest Trap for Project Manager

In spite of the fact that project manager (PM) normally do managerial task, there are instances that
PM’s are doing technical works aside from its managerial task. These two must also be in balance to
avoid any conflicts.

Initiating the Project

One of the first them in project management is to initiate the project. The purpose of
initiating the plan is to set up the project in order to achieve its success. It is indeed important for
the project management as it may implies chaotic scene if undone or incorrectly done. At the
beginning of the project you will be forming customers’ contract which informing them what should
be done, how it will be done, and when it will be done.

Formal and Informal Contract

Formal Contract It is a piece of paper you sign in the presence of someone which includes all
the written statement and agreement of both parties. On the other hand, Informal Contract pertains
to the assumed understanding of both parties.
 At the very beginning, initiating can give you the best chance on defining what success is. In
this phase, you are able to identify the success criteria and the key elements that need to be
conveyed for the project to be up-and-coming.

Process of Initiating

The process of project initiation is simple. Project manager should gather the following
information:

1. Why there’s a need for the project to happen.

2. What should be delivered and how it will be delivered.
3. Who are going to deliver the project or who are involved with it.
4. When will be the project to be delivered.

After all of these are being answered, gather some inputs from the stakeholders but make sure
to have the following:

1. Summarized the Why, what, when, who and how on the project initiation document.
2. There’s a need to review everything in the project initiation document together with the
project board and key project stakeholders to come up with an agreement.

3. After all the consultation and agreement with the stakeholders and project board, ensure to
have a meeting to pronounce the start, share what have transpired in the consultation and
what are the details in the project initiation document. Proceed with the planning along with
the project management team, key stakeholders and project management board.

Different Initiation Tool and Best Practices

There are a lot of tools and best practices to be use that will help to ease this phase of the
project management.

Project Initiation Document (PID) – it is the document where you are able to get the summarized
agreement of one party to another. You can also see the summary of what, where, who, why and
how the project will be delivered. It also includes some criteria such as assumptions, constraints as
well as the success criteria. It is important to understand that PID is not a contract; PID should be
concise and short as compare with contract.

Project Initiation Document has a different section which will need to be address during the first
phase of the project. These are the following section:

1. Business Need (Why)

2. Project Objective (What)
3. Project Deliverables (How)
4. Project Timeline (When)
5. Project Organization (Who)

Kick-off Meeting

It is important to practice this stage of initiation. In this meeting you have the opportunity to
bring all the key players of the project which is also the signal that a particular project will be
starting.

Planning the Project

 After the initiation stage or phase of the project, the second thing to do is to plan for the
project. In this phase, you will understand the importance of planning, the different aspects, tools
and technique in order to have a smooth project management.

Importance of Planning

Some of people are not focusing on planning and tend to think that planning is just a waste of
time. There are many reasons why planning is important:

1. Better understanding of the project.

2. To know the best approach on how to handle the project.
3. To have a better communication for both the team member as well as the customers on
different approaches of the plan to be executed.
4. To help on getting the work done and tracking the progress of the project.
5. Most importantly, it will provide right direction of the project.

Traditionally, planning is pertaining to what task and how to execute this. If the planning will be
on a task-based approached it will not give us the high point of the project or the progress of it. It is
hard to measure. Task-based planning literally can just give you the list of things to do or what we
can to-do-list of the project. So to speak, instead of planning the task, it should be the deliverables.

Task versus Deliverables

When we say task it is the job you are busy doing, for instance building, designing, and
creating. On the other hand, deliverables are the actual end-products of your project whether it’s
tangible of intangible outputs. It is more likely task is to lay the foundation; and deliverables are the
foundation itself.

How to Make a Plan

There are six steps that you need to consider in making a plan:

1. Evaluate the project and breaking down into deliverables.

2. Identify needs and dependencies.
3. Estimate how long each parts will take to work with.
4. There’s a need for any contingency
5. Consider any risk that may arise
6. Exemplify the plan into format that the project management team, other stakeholders, and
the board will comprehend and follow.

Evaluation the project and breaking down into deliverables

The first task you need to do is to evaluate the project and breaking down it into deliverables
that is small and sufficient in achieving it and measuring it.

Identifying needs and dependencies

The next step is to identify the dependencies. It is the process of identifying whether one
deliverables depends on another deliverables. Many of us are doing one deliverables after another
due to the restriction of resources or even the number of people who are working on a project. For
instance, if you are the only one who will be doing a project, you may end up doing one task after
another. Identifying dependencies can give you a glimpse on any mishaps on your first break down.
It is easily can be drawn or connected by an arrow on your list of deliverables that identifies what
deliverables heralds another.
Estimating Time on each parts of deliverables

It is important to know how much time needed to accomplished one deliverables to

another. It is important to estimate the time of deliverables in order to know how long these
deliverables will be processed. It can also create an initial project scheduling. It is a golden rule in
project management that the person who will actually undertake the work should be the one to do
the estimation.

Adding Contingency

Contingency pertains to the extra time that will be added on the estimation in order to cover
up unexpected occurrences or event. In this way you will be having enough time if you have some
delays on the scheduled plotted on the planning.

Considering any risks that may arise

Risk management is considered to be part of the planning stage, where we need to identify any
occurrences that may affect the whole process of the project. These risks can be in the form of
internal and external risk. There are ways or steps in risk management such as:

1. Risk Identification
2. Rate the risk if it is likely to happen and also the severity of the risk.
3. Choosing risk that needs to be plan.
4. Making plans in order to deal with this risk.

Assessing Project Risk

It is important to ensure that we assess the risk of the following aspects of the project such as:

1. Schedule
2. Budget
3. Project Quality
4. Customer Satisfaction

Representing the Plan

After all the steps are already been done, it is the time that you represent the plan. It is
important to reiterate that planning is not scheduling. Scheduling pertains to the timing that specific
deliverables are needed to be done and planning encompasses everything in a project. Moreover,
project plan comprises the following:

1. Deliverables and milestone

2. Schedule
3. Assumption and Constraints
4. Risk management plan

Tools and Best Practices in Planning the Project

There are tools and best practices that you need to consider in this phase of the project.

Work Breakdown Structure (WBS)

It is the representation of the scope of the project. It encompasses the whole scope,
structure and hierarchy and deliverables of the project. WBS does not show the sequence, in which
the work should be performing, it is determined once the schedule has been developed.

A good example of work breakdown is when you want to clean your room.
 Get Vacuum out
of the Closet
Clean Curtain
Connect hose and
plug
Vacuum Carpet
Push around the
room
Pick up toys and
Clean the Room
clothes
Empty the bag

Wash the walls

Dust the furniture

Figure 3.4 Work Breakdown Structure of Cleaning the Room

The Gantt Chart

It is a diagram developed by Henry Gantt that is notational for the many. It is a bar chart that
represents the particular project schedule. Normally it is the list plotted on the left side with specific
bar representing the whole duration of a particular task in the right side.

Figure 3.5 Sample Gantt Chart (Source: www.teamgantt.com)

Plan Reviews

It is more on best practices than tool. It is where you set up a meeting in order to review the
project plan with those people involved with the project per se. it consists of taking people keep on
track about the project and their involvement at the high point of the project. Without plan reviews,
it might be difficult for some stakeholders and board to catch up with the milestone as well as the
progression of the project. It may lead to confusion and misunderstanding.

Executing the Project

This phase of the project deals with the actual work to be done or executing in creating a
particular product or services.

Ownership of the Deliverables

It is important that there are members of the team that have the sense of ownership when it
comes to executing the project. There should be an individual that is responsible and accountable in
making things possible and executing the plans that you has created.

Linkage to Personal Productivity

 In the previous chapter we have discussed the fundamentals of productivity. In this phase of
the project you are giving the idea to the person on the responsibility as well as the accountability of
the deliverables wherein you can measure their personal productivity.

Tools and Best Practices in Executing the Project

There are numerous tools and practices that you may consider that also can help you for the
smooth execution of the project.

Adding Ownership to the Existing Plans

After you have formulated the plans, all you need to do is to add some ownership, wherein
you have to identify the key person who is responsible and accountable in executing some areas or
deliverables of the project.

Stand-up Meetings

As the term implies, this is a meeting wherein the responsible person will be standing up and
discuss the progress of the deliverables assign to them. This way, all are on track on the progression
of the project and no one is left behind. It is also one way of identifying the some issues or if there
are overlapping of works between people.

Controlling the Project

In this phase, you are identifying if you are on track, the progress of the project, as well as
the adaptation of any changes that may arise.

The most important question you need to ask is “Are you on track”? it is important for the
project management team to know if all the deliverable are on time, if it is not on time, what are the
possible remedies that you need to do? Are you doing something to address it?

Measuring Deliverables

In this stage, it can simply say the measuring deliverables is just asking if the work has been
done. However, it is important that the project team and the customer have the same definition of
work done. For instance, if you are working on a website, team member might have the definition of
done as “all information has been encoded” on the other hand, the customer think that done is
“encoded, it has been tested as well as it is ready for use”.

Measuring Everything such as Time, Quality and Cost

After you have already measures the deliverables, it is much equal for you to measure other
factors such as the time, quality and cost.

There are also measurements of different areas where you can see the progress as well as the
resources used in the given project.

1. Scoped Delivered – are all deliverables are completed?

2. Time Spend versus Time Planned – after the scopes were completed, are we on time? Are
we late or ahead of the planned time?
 3. Budget used to date – it is important to see if the entire budget was used on the half of the
scope or after all the scopes has been done.

Risks in the Project

If you are not on track, might as well look back on the possible risk you have identified in
your planning. These risks might already materialize that’s why there are some delays or mishaps on
the project. It is important that you have drawn a risk management plan in order to mitigate or
minimize any anticipated risks that may occur. As stated in PMBOK Project Risk Management is a
process of identifying, analyzing and responding to any risks and how are you going to monitor and
control this risks.

There are six-step in Processing Project Risk Management. These are:

1. Make a list – making a list of potential risks or uncertainty is important in this process. If you
fail to identify these risks, you might end up unprepared for it.

2. Determining the probability of it occurrence –in this step you are likely to identify the
probability of the risk occurrence.

3. Determining the negative impact of this risk occurrence – it will help you to understand the
severity of the risk and able for you to prioritize how much time and effort should be done in
order to resolve it.

4. Prevention or Mitigation of Risk – Some risk can be prevented, or even mitigated, however
some of risks are can also be accepted. If the risk is already been identified, it is important
have a mitigation plan, but you need to consider the cost of the program you are applying to
a particular risk. The cost of your program might be higher than the amount of losses that
you may incur.

5. Considering Contingency – it is different in preventing risk. Risk prevention is when you

already identify the risk and try to prevent it. Contingency planning however pertains to
taking action once any risks occur.

6. Establishing the Activation Point – once possible risks become a reality, project manager
must take into consideration in using the contingency.

Creating Reserves

Comprehensive risk plan can be conceded if you aren’t able to establish reserves. This makes
you prepare or act upon the implementation of risk plan; it can give you time and resources in order
to execute it. There are two reserves that you need to consider.

1. Contingency Reserve – it is the time and budget that is allocated in the project specifically
for those identified risk.

2. Management Reserve – it is the allocation of time and resources for those risks that are not
predictable. It is a way of enabling the organization to act upon unknown risk.

Risk Management Tools

There are numerous tools that you need to consider in risk management. These are:

1. Risk Management Information System – it is a computer-based system that allows project

manager to store, update as well as analyze risk data in order to predict, attempt in
controlling those risks and minimize the losses in the future.
 2. Risk Management Intranets – it is a private internet network that limits the audience or
access on data.

3. Risk Maps or Risk Matrix – these are grids with the details of possibility or potential risk that
may occur. It also listed the frequency as well as the severity of risks that the organization
may face.

4. Value at Risk (VAR) Analysis – it is the process of analyzing the worse possible losses that is
likely to occur in given period of time.

5. Catastrophe Model – it is a model that is computer-based that identify the amount of losses
in the event of a catastrophe.

Project Scheduling

As mentioned in the previous discussion, in the planning stage we have discussed the Gantt
chart where it can be seen the list of tasks and timeline of the project. In the late 1950s and early
60s there were two methods that have been developed to address some issues about Gantt Chart as
well as to develop the way project manager schedule the entire deliverables. These are Critical Path
Method (CPM) and Program Evaluation and Review Technique (PERT).

Critical Path Method

It is a step-by-step project management technique that identifies activities on a critical path. It is

an approached for project scheduling that breaks the project on several deliverable. There are
different advantages of this method such as:

1. It identifies the most important tasks;

2. It helps to reduce timelines; and
3. It helps to compare the actual from what is plan.

Figure 3.6 Sample Critical Path Method

(Source: www.smartsheet.com)

Program Evaluation and Review Technique (PERT) Chart

PERT is a methodology that is the same with Critical Path Method. It enhances the
scheduling, organizing as well as the coordination of a certain projects. It was developed by US Navy
in the 1950s in order manage their missile program. It represents a network diagram with numerous
nodes that connect the entire tasks on a particular project.
 Figure 3.7 PERT Diagram
(Source: www.searcsoftwarequality.techtarget.com)
Closing the Project

The final stage or phase of the project management is closing it. In this phase, we are able
to identify that ones’ project has been delivered or has been done.

Identifying when it is done

Knowing when the project is done is very important, after the second phase of the project
which is planning, executing, and monitoring and control. Once the entire deliverables are done, is it
safe to say that the project is done? It is important that you look back on how you first draw the
project. The first phase of the project which is initiating must be reviewed. Try to look back at the
Project Initiation Document (PID) where all the scope, timeline, as well as budget was drawn. These
are success criteria that need to be considered in closing the project.

Attaining Customer Settlement

As a project manager, you can’t just state that the project is done. It is more likely is closed if the
customer was satisfied on the output of the project. At the end of the day, the customer has their
final say about the project. Once both parties are agreed upon the final outcome of the project, it is
safe to say that the project was actually closed. However, there are three scenarios that may arise
upon the completion of the deliverable.

1. Total Success – meaning all are in place and both parties agreed upon the outcome of the
project.

2. Compromise – the project delivered most of the important elements, however the
satisfaction of the customer is not within 100%. Most likely there are areas that need to
revisit in order to attain its total success.

3. Total Disconnect – project management team may think that they already have delivered
the needed by the customer; however, the customer may feel differently or either they will
think that you have broken the contract with them.

Closing the project encompasses four steps such as review, agreement, completeness and
celebration.

Review

Reviewing the project is the first step which also presenting the product, processes as well as the
task delivered. This review encompasses in the initiating phase, planning, executing, monitoring and
controlling phase of the project. It is important that you have answered the following question:

1. Has the project come in and/or within budget

 2. Has the project been delivered timely
3. Has the project was delivered within the scope given
4. Has the project comes with the required standard and quality

Agree

The second step is to have agreement on both parties that the project is officially closed. In
this step, documentation is important and administrative task and reconciliation of the budget and
expenses.

Complete

The third step is to ensure the completeness of the deliverables agreed upon by both parties
when review was made.

Celebrate

It is also important for the project management team to celebrate the completeness of the
project.

Tools and Best Practices in Closing the Project

There are numerous tools and practices that you need to consider in closing the project. These are:

1. Project Review Meeting – the review and closing stage of the project there should be a
review meeting wherein all stakeholders are present in order to know the particular
contribution of different members in the project. It should be based on account of different
members of the project.

2. Project Sign-off – formal sign off must be done in a project. It is very important if you have
contractual relationship with the customer. All documents and papers must be delivered
which is in reference with the Project Initiation Document.

3. Customer Feedback – it is more on the opinion of the customer about the delivered project
you may also want to ask some key points in the project that will be beneficial in the next
upcoming project that you will be handling.

In summary, project management has its three phases which includes initiation (first phase),
planning, execution, monitoring and control (second phase), and the last is closing the project (third
phase). In addition project manager should embodied different skills which is the most important is
people skills or leadership skill. Moreover, in any project comes with possible risk occurrences that
one must take in to consideration in order to minimize any losses in the future.

CHAPTER QUIZ NO. THREE

INTRODUCTION TO PROJECT MANAGEMENT

 NAME DATE
SECTION SCORE

PART 1. IDENTIFICATION
Instruction. Identify the following by writing the correct answer in the space provided.

_____________________1. It is define as an application of knowledge, skills, tools, and techniques

to project activities to meet the project requirements. It is also an integration of five (5) project
management process group such as initiating, planning, executing, monitoring and controlling, and
closing.

_____________________2. It is the phase of a certain project which aims to set the project itself for
success. There are various number of activities connected with this. One of these is creating project
charter which mean is what to be done in meeting the requirements of the customer

_____________________3. A phase of project life cycle which pertains to the implementation of the
project plan, what should be done, as well as the technical works of the project.

_____________________4. The most important phase of the project. This is where you answer,
who, what, where, when, how much, and how long.

_____________________5. This ensures that all coordination from planning, execution, and
controlling the project must be exercised. As the term implies, integration of all tasks must be
integrated as well as coordinate to all members of the project in order to meet the desire outcomes.

____________________6. This portion entails the authorizing the job, developing the statement of
scope that will ensure that boundaries are defined, dividing the task into a manageable works as one
of the components of deliverables, verification of task that has been accomplished, and also the
control on the changes of scope with proper procedure in place.

____________________7. It is important that quality of the project must be taken into

consideration. There’s no meaning at all if a project will be finished on time yet the quality suffered.
In this area, project manager must look at quality assurance and quality control.

____________________8. It is often unnoticed by project manager to identify what the people need
in the project. In this area, it involves the definition of project team member’s roles as well as their
responsibility. It also require as to whom they are going to report. Most importantly, it is important
to acquire the best people that will execute the project.

____________________9. As implies with its area, it involves planning, executing and controlling of
distribution of information about the project. This information comprises of the status of the project,
as well as the project accomplishment. It is also important that all changes about the project and
delay must be relayed to the team or those stakeholders that might be affected by these changes.

____________________10. It is a systematic way of identifying, calculating, analyzing, and

responding to any risk that one may encounter in a particular project. It is a way of minimizing the
uncertainties and maximizing the positive events to the project objectives.
 PART 2. EXPLAINING CONCEPT

Instruction: Explain the following concept briefly

1. Role of Project Manager

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________

2. Risk Management

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________

3. Work Breakdown Structure

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________

4. Critical Path Method

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________

5. Program Evaluation and Review Technique

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________

PART 3. ESSAY

Instructions. Answer the following guide questions in 5-6 sentences.

1. What are the misconceptions about Project Management?

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________

2. What are the importance of Project Management

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________

3. Explain the Difference between tasks and deliverables.

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________

4. Why do you think people skills or leadership is more important than other skills?

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________
 5. When do we consider the project has been done and ready to be closed?

__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________