Planning & Implementing of Project

CHAPTER NO : 2
Introduction
• " Project planning is a form of operational planning, whereby the
consecutive steps to implement the project activities are carefully
mapped out, based on a analysis of relevant information and linked to
the program in which the project takes place and to which it should
contribute.
• Essentially project planning involves establishing the scope, aims and
objectives of a project, the way in which the project will
be performed, the roles and responsibilities of those involved , and
the time and cost estimates.
 • Planning normally answers the question like
what, how, when and when.
• Planning is simply how to seek the balance
Continued... between project constraints to achieve the
set goal.
Continued...
• Project planning requires an in-depth analysis and structuring of the
following activities:

• Setting project goals

• Identifying project deliverables
• Creating project schedules
• Creating supporting plans
Objectives of Planning a Project
• The various complexities involved in the project are arranged in a
series of activities to overcome them.
• Renders estimation of the time and the resources required in each of
the activity involved in the project.
• Making adequate provision for the risk and uncertain events.
• Improvement in communication and the co- ordination.
• Prioritising the activities.
• Effective resource utilization.
Importance of Planning a Project
• It boosts project performance and success rates
• It saves money
• It improves team communication
• It ensures the best use of resources
• It makes it easy to track project goals and outcomes
• It improves employee retention
• Planning drives performance
Functions of Planning a Project
• Market Survey:
• Market survey, in a board sense is a commercial
survey for the suitability of business. It provides
necessary statistics helpful for forecasting and
planning a project. Before starting a business,
market survey is very essential to know about
what must be produced, how much be
produced, who are the purchasers and where
they are located, margin of profit, etc
CONTINUED..
• Project Capacity
• After conducting the market survey, capacity of the project
must be decided considering the amount of money which can
be invested for the particular type of product and how the
money can be arranged, i.e. by partnership, through banks,
financing corporations or shares.
• While deciding the capacity of the project, following are the
factors which should also be considered:
• i. Demand of the product in the market.
• ii. Whether the demand is regular or fluctuating
 Quantity of power, water, land and raw
material available.

iv. Type of business organization.

CONTINUED...
v. Nature of the product.

vi. Investment capacity.

CONTINUED..
• 3. Selection of Site
• When it has been decided to start a factory for
manufacturing a particular product, it is most important to
select a suitable site for it. While selecting the site
technical, commercial and financial aspects should
thoroughly be considered. Site should be selected in two
stages, in first stage general location for factory should be
decided and in second stage exact site should be selected in
this location.
Continued...
• 4. Plant Layout:
• For the construction of building for the factory and its
layout, several factors should be considered thoroughly.
• Some of the important considerations in this respect are:
• i. Whether single storey building will be more useful or a
multistory building.
 • ii. Provisions for future expansion.
• iii. Material movement is kept to
the minimum.
• iv. Flow of material should be along
Continued... straight line to minimise the
production delays.
• v. Flexibility for future changes.
Continued..
• Design and Drawing:
• Having been decided about the product to be
manufactured, it must be designed. The work of design
should be done very carefully by the experienced designer
considering all the relevant factors. After designing the
product, its detailed drawings are prepared so that no
doubt is left for future. Detailed specifications for raw
material and finished product should be decided carefully
along with the specification of the machines required for
their manufacture.
Continued...
• Material Requirement:
• The list of material required for
manufacture is prepared from the
drawings. This list is known as “Bill of
Material”. This bill passes through the
storekeeper, who makes the entries of
the material available in the store, but
in the starting of the project, it directly
passes to the purchase organization for
the procurement of material.
 • Operation Planning
• The work of planning department is to select the
best method of manufacturing, so that the wastage
of material, labour, machine and time can be
eliminated, to have more production with least
fatigue.
• This work is done in two phases, namely method
study and time study:
Continued... • i. Method Study:
• Method study is conducted to eliminate the
wastage due to ill-directed and inefficient motions.
In this study, work is divided into fundamental
elements and then these elements are studied
separately and in relation to one another, and then
develop a method of least wastage.
Continued..

• Time Study:
• Exact estimation of time is very essential for correct
pricing. Hence time study is required to be
performed to find out the correct manufacturing
time for the product. Time study is also helpful for
production scheduling, machine loading, budgeting
and cost control. Time study is performed on average
workers and on average machines for the method
finalized on the basis of method study.
Continued...
• Machine Loading:
• Number of machines to be installed in a plant should be
decided very carefully, as excess machines will lead to
machine idleness, and shortage of machine means difficulty
in achieving the target of production. While planning,
proper care should be taken to find out the machines time
for each operation as correct as possible, so that
arrangement for full utilization of machines can be made
and machine loading programmer is prepared accordingly
 • Sub-Contract Consideration:
• In the past (few decades ago), each and every
component of the product was manufactured in
the factory. But with the development of
technology and specialization, it is difficult to
manufacture all the components in the same
Continued.. factory, because specialized machines, plant and
skilled workers for each component cannot be
afforded by a single concern. The decision about
a particular item, whether to purchase or to
manufacture, is taken by planning department
after making a thorough study of the relative
merits and demerits
Planning steps

Identification and Project design and

Assessment of situation
prioritization development.

Plan for implementation,

monitoring and Proposal Development.
evaluation.
 • INPUTS IN PROJECT PLANNING.
• Project Charter.
• Concept Proposal.

• Processes of Project Planning.

Continued... • Assessment.
• Prioritization.
• Design of plan using various tools and
techniques.
Continued ...

Output of Project Planning.

Project Plan

( project requirements, project plan of action, project management,

plan implementation, plan monitoring and evaluation plan )
 Stakeholder Analysis ( Project team, scientific
community, leaders, community people,
beneficiaries) - project organization chart.

Study of legal framework.

Assessment of
Situation
Construct framework for situation analysis.

Baseline information collection and analysis (

secondary data review,surveys and
other formal and informal sources)
Developing A Project Report
Plan
• Collect requirements from key stakeholders
• Define the scope of the project
• Create a work breakdown structure.
• Define project activities
• Sequence project activities
• Estimate activity duration, costs, and resources.
• Assign resources to work packages and activities according
to skills and interests
Developing A Project Report Plan

• Build in contingencies
• Create a performance measurement baseline.
• Develop all subsidiary plans.
• Document everything
• Build a knowledge base.
 • The growth and recognition of project
management training have changed significantly
over the past few years, and these changes are
expected to continue and expand. And with the
rise of project management comes the need for a
Assessing the feasibility study.
• A feasibility study evaluates a project's or
feasibility of a system's practicality. As part of a feasibility study,
the objective and rational analysis of a potential
Project business or venture is conducted to determine its
strengths and weaknesses, potential
opportunities and threats, resources required to
carry out, and ultimate success prospects. Two
criteria should be considered when judging
feasibility: the required cost and expected value.
Continued..
• A feasibility study is a comprehensive evaluation of a proposed
project that evaluates all factors critical to its success in order to
assess its likelihood of success. Business success can be defined
primarily in terms of ROI, which is the amount of profits that will be
generated by the project.
Types of Feasibility Study

• A feasibility analysis evaluates the

project’s potential for success; therefore,
perceived objectivity is an essential factor
in the credibility of the study for potential
investors and lending institutions. There
are five types of feasibility study—
separate areas that a feasibility study
examines, described below.
 This assessment focuses on the technical
resources available to the organization. It
helps organizations determine whether the
technical resources meet capacity and
whether the technical team is capable of
• Technical converting the ideas into working systems.
Technical feasibility also involves the
Feasibility evaluation of the hardware, software, and
other technical requirements of the proposed
system. As an exaggerated example, an
organization wouldn’t want to try to put Star
Trek’s transporters in their building—currently,
this project is not technically feasible.
 • This assessment typically involves a cost/ benefits analysis
of the project, helping organizations determine the
Economic viability, cost, and benefits associated with a project before
financial resources are allocated. It also serves as an
Feasibility independent project assessment and enhances project
credibility—helping decision-makers determine the
positive economic benefits to the organization that the
proposed project will provide.
Legal Feasibility

• This assessment investigates whether any aspect of the

proposed project conflicts with legal requirements like
zoning laws, data protection acts or social media laws. Let’s
say an organization wants to construct a new office building
in a specific location. A feasibility study might reveal the
organization’s ideal location isn’t zoned for that type of
business. That organization has just saved considerable
time and effort by learning that their project was not
feasible right from the beginning.
Operational Feasibility

• This assessment involves undertaking a study to analyze

and determine whether—and how well—the organization’s
needs can be met by completing the project. Operational
feasibility studies also examine how a project plan satisfies
the requirements identified in the requirements analysis
phase of system development.
 • This assessment is the most important for project
success; after all, a project will fail if not completed
on time. In scheduling feasibility, an organization
estimates how much time the project will take to
complete.
• When these areas have all been examined, the
Scheduling feasibility analysis helps identify any constraints the
proposed project may face, including:
Feasibility • Internal Project Constraints: Technical, Technology,
Budget, Resource, etc.
• Internal Corporate Constraints: Financial, Marketing,
Export, etc.
• External Constraints: Logistics, Environment, Laws,
and Regulations, etc
 Improves project teams’ focus

Identifies new opportunities

Importance Provides valuable information for a “go/no-go” decision

of Narrows the business alternatives

Feasibility Identifies a valid reason to undertake the project

Study Enhances the success rate by evaluating multiple parameters

Aids decision-making on the project

Identifies reasons not to proceed

IDENTIFICATION & RISK
MANAGEMENT IN PM
• Project risk management is the process of identifying,
analyzing and responding to any risk that arises over the life
cycle of a project to help the project remain on track and
meet its goal. Risk management isn’t reactive only; it
should be part of the planning process to figure out the risk
that might happen in the project and how to control that
risk if it in fact occurs.
CONTINUED.....
• A risk is anything that could potentially impact your project’s timeline,
performance or budget. Risks are potentialities, and in a project
management context, if they become realities, they then become
classified as “issues” that must be addressed with a risk response
plan. So risk management, then, is the process of identifying,
categorizing, prioritizing and planning for risks before they become
issues.
• Risk management can mean different things on different types of
projects. On large-scale projects, risk management strategies might
include extensive detailed planning for each risk to ensure mitigation
strategies are in place if project issues arise. For smaller projects, risk
management might mean a simple, prioritized list of high, medium
and low priority risks
TYPES OF RISK
• Not all risk is created equally. Risk can be either positive or
negative, though most people assume risks are inherently
the latter. Where negative risk implies something unwanted
that has the potential to irreparably damage a
project, positive risks are opportunities that can affect the
project in beneficial ways.
• Negative risks are part of your risk management plan, just
as positive risks should be, but the difference is in
approach. You manage and account for known negative
risks to neuter their impact, but positive risks can also be
managed to take full advantage of them.
CONTINUED....
• There are many examples of positive risks in projects: you
could complete the project early; you could acquire more
customers than you accounted for; you could imagine how
a delay in shipping might open up a potential window for
better marketing opportunities, etc. It’s important to note,
though, that these definitions are not etched in stone.
Positive risk can quickly turn to negative risk and vice versa,
so you must be sure to plan for all eventualities with your
team.
6 Steps in the Risk
Management Process

Identify the Risk

Analyze the Risk
Prioritize Risks & Issues
Assign an Owner to the Risk
Respond to the Risk
Monitor the Risk
Managing Risk with Project Manager
What is Data?

• Data is a collection of a distinct unit of information. This

“data” is used in a variety of forms of text, numbers, media
and many more. Talking in terms of computing. Data is
basically information that can be translated into a particular
form for efficient movement and processing.
• Example: Name, age, weight, height, etc.
 What is a Database?

• The database is an organized collection

of structured data to make it easily
accessible, manageable and update. In
simple words, you can say, a database in
a place where the data is stored. The
best analogy is the library. The library
contains a huge collection of books of
different genres, here the library is
database and books are the data.
Managing Project and Setting
up Database
• Project management database (PM database) is a project
scope tool that helps capture, refine, prioritize, and track
all information on your project. It lets keep project data in
one place providing participants of your project with
instant access to tasks, schedules, to-do lists, timelines and
other project tools.
• Databases support good data access because: Large
volumes of data can be stored in one place. Multiple users
can read and modify the data at the same time. Databases
are searchable and sortable, so the data you need can be
found quick and easily.
Database Components

• Hardware
• This consists of a set of physical electronic devices such as I/O devices,
storage devices and many more. It also provides an interface between
computers and real-world systems.
• Software
• This is the set of programs that are used to control and manage the overall
Database. It also includes the DBMS software itself. The Operating System,
the network software being used to share the data among the users, the
application programs used to access data in the DBMS.
CONTINUED...
• Data
• Database Management System
collects, stores, processes, and
accesses data. The Database
holds both the actual or
operational data and the
metadata.
Continued....
• Procedure
• These are the rules and instructions on how to use the Database in
order to design and run the DBMS, to guide the users that operate
and manage it.
• Database Access Language
• It is used to access the data to and from the database. In order to
enter new data, updating, or retrieving requires data from databases.
You can write a set of appropriate commands in the database access
language, submit these to the DBMS, which then processes the data
and generates it, displays a set of results into a user-readable form.
Types of Databases

• There are a few types that are very important and popular.
• Relational Database
• Object-Oriented Database
• Distributed Database
• NoSQL Database
• Graph Database
• Cloud Database
• Centralization Database
• Operational Database
Database Management System
(DBMS)
• A Database Management System (DBMS) is a software that is used to
manage the Database. It receives instruction from a Database
Administrator (DBA) and accordingly instructs the system to make the
corresponding changes. These commands are used to load, retrieve or
modify existing data from the system.
• A database typically requires a comprehensive Database software
program known as a Database Management System (DBMS). A DBMS
basically serves as an interface between the database and its end-
users or programs, allowing users to retrieve, update, and manage
how the information is organized and optimized. A DBMS also
facilitates oversight and control of databases, enabling a variety of
administrative operations such as performance monitoring, tuning,
and backup and recovery.
 SQL
• Structured Query language SQL is pronounced as “S-Q-L” or
sometimes as “See-Quel” which is the standard language
for dealing with Relational Databases.
• It is effectively used to insert, search, update, delete,
modify database records. It doesn’t mean SQL cannot do
things beyond that. In fact, it can do a lot more other things
as well. SQL is regularly used not only by database
administrators but also by the developers to write data
integration scripts and data analysts.
 Effective Work
Schedules

• project schedule provides a general overview

of your project, including the timeline, project
tasks, dependencies, and assigned team
members. Essentially, a project schedule
should be able to tell you everything you need
to know about your project at first glance. By
outlining all the high-level details and
components of your project, you can track
project progress in real-time and ensure that
you’re on track for success.
7 steps to
create a
project
schedule
Continued....
• List each step or task.
• Take those milestones and deliverables you defined in the first step
and break them down into smaller tasks and subtasks to be sure all
bases are covered.
• Assign a team member responsible for each task.
• Decide who will take on each task and subtask, and be transparent
with deadlines. Remember that your colleagues likely have other
projects going on at the same time. Be mindful of their workload so
they don’t feel overloaded.
Continued...
1. Work backward to set due dates for
each task.
2. Figure out how long each task will take
to complete (its start and end date),
knowing that delays are inevitable.
Sequencing is important to consider as
well since certain tasks will need to be
finished before another can start.
Continued...
• Organize your project schedule in
one tool, and share it with your team.
• You’ve successfully built your project plan
and now it’s important to organize it in a
way that everyone involved can see and
work from it. Finding a tool that can help
you do both will be critical to your
success.
 • When considering the project management
What is process, project monitoring (also referred to as
“project monitoring and control”) comes as step
project four — following initiation, planning, and the
beginning of execution. Once the project
monitoring? execution begins, project monitoring also
commences. But, what exactly is project
monitoring?
Continued.....

• Project monitoring involves tracking a project’s metrics, progress, and

associated tasks to ensure everything is completed on time, on budget,
and according to project requirements and standards. Project monitoring
also includes recognizing and identifying roadblocks or issues that might
arise during the project’s execution, and taking action to rectify these
problems.
Why is project monitoring
important?

• Ensuring that tasks are being carried out according to

project requirements (quality control)
• Letting the PM make sure important deadlines are met
• Providing a thorough perspective on employee workload
and capacity
• Allowing for project changes or remedies in case of
problems
• Offering clear budget tracking and adherence
• Encouraging accountability from both team members and
stakeholders
 • Change management in project management is
the management of a change in resources,
process, and people involved in a project. A
Managing simple example of change management within
project management is if a team had 12 months
Change in to finish a project, but a month in, the timeline
Project was cut down to eight months.
• The team would then need to manage the
Management change and make sure the project is done on the
new timeline with all the resources necessary to
finish the project to the expected quality.
 • Project management and change management
do not always go hand in hand. While the two
Continued.... terms can combine under a single instance, there
is still a significant difference between project
management and change management.
 • Acknowledge and understand the need for
change: Change is unavoidable, but it is up to
change managers to ensure the changes go as
painlessly as possible, so everyone else can keep
doing their jobs.
Change
Management • Communicate the need and involve
people in developing the change –
People want to understand why things are
changing and how it will affect them,
which means communication is absolutely
vital in navigating changes.
 • Develop change plans – Precise and exact
plans should include your goals,
objectives, and performance
measurements so you can tell if the
change plan is on track or if more change
Change is coming.
Management • Implement change plans – Finally,
implementing change plans is a stressful
period, but change managers should be
there to reassure and support people as
the change takes place.