WERABE UNIVESITY

INSTITUTE OF TECHNOLOGY
DEPARTMENT OF INFORMATION TECH-
NOLOGY

COURSE TITTLE: PROJECT MANAGEMENT SYSTEM

NAME ID

1. MOHAMMED AHMED---------------------------------01250/14

2. AHMED CHENU-----------------------------------------00136/14

3. GACH DENG-----------------------------------------------0449/13X

4. AYMEN AMAN----------------------------------------------

SUBMITED TO: ZEKERYA .S

SUBMISSION DATE: Oct 17th2024
Werabe, Ethiopia
Contents
1. Project and project management..........................................................................................................3

2. Stage of project....................................................................................................................................4

3. Scope statement...................................................................................................................................5

4. Project Time Management...................................................................................................................7

5. Project Cost Management....................................................................................................................7

6. Project Quality Management...............................................................................................................7

7. Project Human Resources Management..............................................................................................8

8. Project Risk Management....................................................................................................................8

9. Project Communication Management.................................................................................................8

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1. Project and project management
Project and Project Management
Definition of a Project:
A project is a temporary endeavour undertaken to create a unique product, service, or result. It has a
defined beginning and end, specific objectives, and constraints such as time, cost, and resources. Pro-
jects can vary in size and complexity and can be found in various fields, including construction, in -
formation technology, research, and events.
Characteristics of a Project:
1. Temporary: Projects have a clear start and finish.
2. Unique Output Each project results in a unique product or service.
3. Defined Objectives: Projects aim to achieve specific goals and objectives.
4. Constraints: Projects operate under specific limitations such as time, budget, and resources.
Definition of Project Management:
Project management is the discipline of planning, executing, and closing projects. It involves applying
knowledge, skills, tools, and techniques to project activities to meet the project requirements.
Key Components of Project Management:
1. Project Initiation:
- Define the project’s purpose and scope.
- Identify stakeholders and their needs.
- Develop a project charter that outlines the objectives, stakeholders, and key deliverables.
2. Project Planning:
- Scope Management: Define what is included and excluded in the project.
- Time Management: Create a schedule that outlines the timeline for completing tasks and mile -
stones.
- Cost Management: Estimate costs and develop a budget.
- Quality Management: Determine quality standards and how they will be achieved.
- Risk Management: Identify potential risks and develop mitigation strategies.
- Communication Management: Plan how information will be communicated to stakeholders.
3. Project Execution:
- Implement the project plan by coordinating people and resources.
- Manage stakeholder engagement and communication.
- Ensure that the project deliverables meet quality standards.
4. Project Monitoring and Controlling:
- Track progress against the project plan.
- Identify any deviations and implement corrective actions.
- Manage changes to the project scope, schedule, and costs.

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5. Project Closing:
- Finalize all project activities and hand over deliverables.
- Conduct a project review to capture lessons learned.
- Release project resources and close contracts.
Tools and Techniques in Project Management:
- Gantt Charts: Visual representation of the project schedule.
- Critical Path Method (CPM): Identifies the longest sequence of dependent tasks and helps in
scheduling project activities.
- Work Breakdown Structure (WBS): Breaks the project into smaller, manageable components.
- Agile Methodology: A flexible approach that focuses on iterative development and stakeholder col-
laboration.
- Risk Assessment Matrix: A tool to evaluate and prioritize risks based on their impact and likeli-
hood.
Importance of Project Management:
- Ensures that projects are completed on time, within budget, and to the desired quality.
- Enhances team collaboration and communication.
- Increases stakeholder satisfaction by delivering expected outcomes.
- Improves resource management and allocation.

2. Stage of project
Projects typically go through several distinct stages, often referred to as the project life cycle. Here are
the main stages:
1. Initiation
- Objective: Define the project at a high level.
- Key Activities:
- Identify project stakeholders.
- Develop a project charter or proposal.
- Assess feasibility and alignment with organizational goals.
2. Planning
- Objective: Create a detailed roadmap for execution.
- Key Activities:
- Define project scope, objectives, and deliverables.
- Develop a project management plan, including schedules, budgets, and resource allocation.
- Identify risks and create a risk management plan.
3. Execution
- Objective: Carry out the project plan and create the deliverables.
- Key Activities:

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 - Coordinate resources and tasks.
- Communicate with stakeholders.
- Monitor team performance and quality of work.
4. Monitoring and Controlling
- Objective: Track project progress and performance.
- Key Activities:
- Measure project performance against the plan.
- Identify any deviations and implement corrective actions.
- Update stakeholders on progress and manage changes to the project.
5. Closing
- Objective: Finalize all project activities.
- Key Activities:
- Complete and hand over project deliverables.
- Conduct a project review to document lessons learned.
- Release project resources and formally close contracts.
Summary
Each stage plays a crucial role in ensuring project success, and effective management throughout
these stages helps achieve the desired outcomes while minimizing risks and inefficiencies.

3. Scope statement
A scope statement is a key document in project management that defines the boundaries and deliver-
ables of a project. It outlines what is included and excluded from the project, helping to set clear ex-
pectations for stakeholders and the project team. Here's a breakdown of its components and import-
ance:
Components of a Scope Statement

1. Project Objectives:
- Clear, measurable goals that the project aims to achieve.
2. Project Deliverables:
- Specific outputs or products that will be produced as part of the project.
3. Project Boundaries:
- What is included (in-scope) and what is not included (out-of-scope) in the project.
4. Assumptions:
- Conditions assumed to be true for the project planning and execution.
5. Constraints:
- Limitations that may affect the project, such as budget, resources, or time.
6. Stakeholders:

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 - Identification of key stakeholders and their roles in the project.
Importance of a Scope Statement
- Clarity: Provides a clear understanding of what the project entails, reducing ambiguity.
- Guidance: Acts as a reference point throughout the project to keep the team focused on the object-
ives.
- Scope Management: Helps prevent scope creep—uncontrolled changes or continuous growth in
project scope without adjustments to time, cost, and resources.
- Stakeholder Alignment: Ensures all stakeholders have a shared understanding of project goals and
deliverables, fostering alignment and support.
Example of a Scope Statement
Project Title: Website Redesign Project
Project Objectives:
- Improve user experience and increase site traffic by 20% within six months of launch.
Project Deliverables:
- Redesigned homepage, product pages, and contact form.
- User testing report.
- Finalized website style guide.
In-Scope:
- Redesign of existing pages and implementation of responsive design.
Out-of-Scope:
- Development of new features not included in the original site (e.g., e-commerce functionality).
Assumptions:
- All content will be provided by the marketing team within the agreed timeline.
Constraints:
- Budget limited to $50,000 and a project duration of four months.
By defining these elements clearly in a scope statement, project managers can effectively communic-
ate project expectations and manage execution more efficiently
4. Work Breakdown Structure
A Work Breakdown Structure (WBS) is a hierarchical decomposition of a project into smaller, more
manageable components. It breaks down the project's scope into deliverables and tasks, making it
easier to plan, execute, and monitor progress.
Key Features of WBS:
1. Hierarchical Structure: It organizes tasks in a tree-like format, starting from the main project goal
and breaking it down into sub-tasks.
2. Focus on Deliverables: Each level of the WBS represents a more detailed breakdown of project
deliverables.

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3. Improves Clarity: By visualizing the work required, teams can better understand project scope and
responsibilities.
4. Facilitates Planning: Helps in estimating time, costs, and resources required for each task.
5. Supports Tracking and Reporting: Provides a basis for progress tracking and reporting to stake-
holders.
Creating a WBS is often one of the first steps in project management, aiding in clear communication
and effective project execution.

4. Project Time Management

Definition: Involves processes to manage the timely completion of the project.
Key Components:
- Activity Definition: Identifying and documenting specific actions to be performed.
- Activity Sequencing: Determining the order of activities and establishing dependencies (e.g., finish-
to-start, start-to-start).
- Activity Duration Estimating: Estimating how long each activity will take.
- Schedule Development: Creating a project schedule that outlines when activities will occur.
- Schedule Control: Monitoring the status of the project to update project progress and manage
changes.
Tools/Techniques: Gantt charts, Critical Path Method (CPM), PERT analysis.

5. Project Cost Management

Definition: Focuses on planning and controlling the budget of a project.
Key Components:
- Cost Estimating: Forecasting the financial resources required for project activities.
- Cost Budgeting: Allocating the estimated costs to various project activities and establishing a
baseline.
- Cost Control: Monitoring project expenditures and performance to ensure that the project remains
within the approved budget.
Tools/Techniques: Earned Value Management (EVM), cost-benefit analysis, and various estimating
techniques (analogous, parametric, bottom-up).

6. Project Quality Management

Definition: Ensures that the project will satisfy the relevant quality standards and stakeholders' re-
quirements.
Key Components:
- Quality Planning: Identifying quality standards and determining how to achieve them.

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- Quality Assurance: Establishing a systematic process to evaluate and improve the project pro-
cesses.
- Quality Control: Monitoring specific project results to ensure they meet the required quality stand-
ards.
Tools/Techniques: Quality audits, control charts, Six Sigma methodologies, and testing techniques.

7. Project Human Resources Management

Definition: Involves organizing, managing, and leading the project team.
Key Components:
- Human Resource Planning: Identifying and documenting project roles, responsibilities, and re-
quired skills.
- Acquiring Project Team: Recruiting and onboarding team members.
- Developing Project Team: Fostering team skills, enhancing interpersonal relationships, and im-
proving team dynamics.
- Managing Project Team: Tracking team performance, providing feedback, and resolving conflicts.
Tools/Techniques: Responsibility assignment matrix (RAM), team-building exercises, and perform-
ance appraisals.

8. Project Risk Management

Definition: Focuses on identifying, analyzing, and responding to project risks.
Key Components:
- Risk Identification: Recognizing potential risks that could impact the project.
- Risk Analysis: Assessing the likelihood and impact of identified risks (qualitative and quant-
itative analysis).
- Risk Response Planning: Developing strategies to mitigate, transfer, accept, or avoid risks.
- Risk Monitoring and Control: Tracking identified risks, monitoring residual risks, and
identifying new risks.
Tools/Techniques: Risk registers, SWOT analysis, and risk assessment matrices.

9. Project Communication Management

Definition: Ensures timely and appropriate generation, collection, dissemination, and storage of pro-
ject information.
Key Components:
 Communication Planning: Determining the information and communica-
tion needs of stakeholders.

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  Information Distribution: Making relevant information available to stake-
holders in a timely manner.
 Performance Reporting: Collecting and distributing performance informa-
tion, including status reports and forecasts.
 Stakeholder Engagement: Managing stakeholder expectations and fostering
engagement throughout the project lifecycle.

Tools/Techniques: Communication management plans, status reports, meetings, and stakeholder ana-
lysis.
These knowledge areas collectively contribute to the successful management of projects, ensuring that
they are completed on time, within budget, and to the desired quality standards. Each area interacts
with and influences the others, making an integrated approach essential for effective project manage-
ment.