Unit1: Project Management

Project Management
Unit 1
Syllabus
Introduction: Projects, Project Management, Objectives and Importance of Project Management. Tools and
Techniques for Project Management, Project Team, Roles and Responsibilities of Project Manager,
Determinants of Project Success. Project Life Cycle: Phases of Project Life Cycle, Classification of Projects.
Generation and Screening of Project Ideas: Generation of Ideas, Monitoring the Environment, Preliminary
Screening.

Topics covered
 Project Management- Definition, objectives, Importance
 Tools & Techniques
 Roles & responsibilities of Project Manager
 Generation of ideas, Monitoring the Environment, Preliminary screening
Project Management
Project management is the use of tools, knowledge, processes, and competencies to ensure a project’s
successful completion. Projects are time-bound endeavours that aim to produce value through products,
services, or results that fulfill its objectives and success parameters.
Project management is the process of leading the work of a team to achieve all project goals within the
given constraints. Project management is the process of conceptualising, planning, implementing and
reviewing the progress of any goal or task.
It is process of initiating, planning, scheduling, executing, monitoring, and controlling various elements of a
temporary endeavour to produce goods, services, and desired results within time.
Project management is different from other forms of management because of its time-bound nature.
Management is an ongoing activity, whereas project management is only done within the duration of a
project.

Objectives of Project Management

Project management is the process of applying professional expertise, resources, tools and strategies to
ensure that the organisation meets the project objectives in the most efficient way. Project management
usually focuses on a few core objectives and accordingly decides processes, budgets, and key performance
indicators of success.
 Meeting all project goals successfully: To ensure the success of project goals, management and
organisation of resources, time, talent and workflows is necessary. Planning and optimisation
constitute an essential part of project management.
 Providing guidance and supervision to team members: Teams working on a project may require
supervision to accomplish tasks, change strategy or maintain quality. Project management ensures a
structure of hierarchy and accountability that facilitates guidance and support to all team members. 
 Facilitating communication and collaboration: Seamless communication and collaboration are
integral to the success of any project or team. Project management enables regular meetings,

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discussions, feedback sessions, client approvals and exchange of ideas to ensure that everyone is
working towards the same goals with no wastage of time or effort.
 Following all safety processes and protocols: Certain projects, like that in food production plants
or at construction sites, may require stringent adherence to strict safety protocols and processes.
Project management accounts for such reviews and safety checks to ensure the quality and safety of
the team members and the end product.
 Optimising budget and resources: Project management is an attempt to use the allocated budget
and resources in the most efficient manner. This allows organisations to save costs, maximise the
return and ensure that there are no leakages in the system.
 Reviewing and course-correcting timely: All projects and plans require updates and changes
during the implementation phase. Project management help ensure that there are assessments, quality
checks and reviews throughout the project implementation so that changes can take place quickly,
effectively and without disruption.
In short, objectives of project management are:
 Understand the business requirements of a project.
 Understand the benefits of delivering a project in terms of possible future profits, risk reduction or
process improvement.
 Establish and agree exactly what a project is going to accomplish.
 Get sign-off from the business and other key stakeholders on what the project is going to do.
 Agree the scope, timescales, cost and quality of a project
Functions of Project Management:
Functions of project management are the activities and tasks that a project manager performs to plan,
execute, monitor and control, and close a project. Some of the most common functions of project
management are:

 Project integration: This function involves coordinating and integrating all the aspects of a project,
such as scope, schedule, cost, quality, resources, risk, communication, and stakeholders. Project
integration also includes developing a project charter, a project management plan, and a project
closure report.
 Strategic planning: This function involves defining the vision, mission, goals, and objectives of a
project, as well as aligning them with the organizational strategy and stakeholder
expectations. Strategic planning also includes conducting a feasibility study, a SWOT analysis, and a
risk assessment.
 Resource allocation: This function involves estimating and allocating the human, material,
financial, and technological resources needed to complete a project. Resource allocation also
includes creating a project budget, a work breakdown structure, and a resource management plan..
 Scope management: This function involves defining and documenting the project deliverables,
features, functions, tasks, deadlines, and costs. Scope management also includes creating a scope
statement, a scope baseline, and a change control process.
 Quality management: This function involves ensuring that the project deliverables meet the quality
standards and requirements specified by the stakeholders. Quality management also includes creating
a quality management plan, conducting quality assurance and quality control activities, and
implementing quality improvement measures.
 Time management: This function involves estimating and scheduling the duration and sequence of
the project activities. Time management also includes creating a project schedule, a milestone list,
and a critical path analysis.

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 Cost management: This function involves estimating and controlling the expenses incurred by the
project. Cost management also includes creating a cost baseline, a cost performance index, and a cost
variance analysis.
 Risk management: This function involves identifying and analyzing the potential threats and
opportunities that may affect the project. Risk management also includes creating a risk register, a
risk response plan, and a risk monitoring and control process.
 Human resource management: This function involves acquiring and managing the people who
work on the project. Human resource management also includes creating a human resource plan, a
responsibility assignment matrix, and a team development plan.
 Contract management: This function involves procuring and administering the contracts with
external vendors or suppliers who provide goods or services for the project. Contract management
also includes creating a procurement plan, a contract statement of work, and a contract closure
process.
 Communication management: This function involves planning and executing the exchange of
information among the project stakeholders. Communication management also includes creating a
communication plan, a stakeholder register, and a communication matrix.

Importance of Project Management

Project management is important for organizations because it helps them achieve their goals and objectives
in a systematic and efficient way. Some of the benefits of project management are:

 It improves quality: Project management helps teams ensure that the project deliverables meet the
quality standards and expectations of the stakeholders. By using quality management tools and
techniques, such as quality planning, quality assurance, quality control, and quality improvement,
teams can monitor and improve the quality of their work throughout the project life cycle.
 It minimizes risks: Project management helps teams identify and analyze the potential threats and
opportunities that may affect the project outcome. By using risk management tools and techniques,
such as risk identification, risk assessment, risk response, and risk monitoring and control, teams can
mitigate or avoid the negative impacts of risks and exploit or enhance the positive impacts of
opportunities.
 It boosts productivity: Project management helps teams plan, execute, monitor, and control their
work in a structured and organized way. By using project management tools and techniques, such as
work breakdown structure, project schedule, critical path analysis, milestone list, and performance
indicators, teams can optimize their time, resources, and costs and deliver the project on time and
within budget.
 It enhances collaboration: Project management helps teams communicate and coordinate
effectively with each other and with the stakeholders. By using communication management tools
and techniques, such as communication plan, stakeholder register, communication matrix, project
status reports, and feedback mechanisms, teams can share information, resolve issues, and build trust
and rapport.
 It supports innovation: Project management helps teams foster a culture of creativity and problem-
solving. By using project management tools and techniques, such as brainstorming, prototyping,
testing, and iteration, teams can generate new ideas, experiment with different solutions, learn from
failures, and improve their products or services.

These are some of the reasons why project management is important for organizations. Project management
can help organizations deliver successful projects that meet their strategic goals and satisfy their customers.

Techniques of Project Management:

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These techniques of project management act as the secret recipe of your project, ensuring that you stay on
track and lead better project outcomes.
1. Classic Technique
The classic technique is excellent for small projects and teams. You plan, create, and assign tasks that help
achieve project objectives. You can also prioritize tasks as per importance or urgency.
Correctly allocating resources to the right tasks becomes crucial as each resource comes with its unique set
of expertise. When allocated to the right task, the resource is more likely to excel and deliver tasks with
better results plus sooner than expected.
This crystal-clear workflow enables a shared understanding of the project path, leading to better project
processes and better project results.
How to Use: Allocate the right resources to the right task: It’s crucial to allocate resources to the right task.
Mismatch of skills and task requirements will lead to unintended project results and delayed tasks.
2. Work Breakdown Structure (WBS)
The work breakdown structure technique helps break the overall work into simpler, more manageable pieces
of work. It makes approaching a given task easier, enabling faster and a better project outcomes.
There are 2 types of Work Breakdown Structures:
a. Deliverable-based
This approach executes projects keeping in mind the final project deliverables. The entire project workflow
is created to accomplish these deliverables by the desired timeline.
B. Phase-based
This approach consists of five phases. Each phase has a different set of deliverables which must be
completed one phase at a time.
How to Use:
Breakdown tasks carefully: Simplify otherwise complicated tasks by breaking them into attainable tasks.
Such bite-sized tasks ensure that specific results are achieved more accurately and on time.
3. Gantt Chart
Gantt charts are undeniably one of the most popular project management techniques. They help visualize
projects and gain a clear overview of how the project is moving forward.
A tool that displays an ideal Gantt chart helps keep track of project progress and analyze if it is in alignment
with the expected project goals.
A Gantt chart helps bring transparency throughout the development process across teams and projects. It is
one of the easiest ways to graphically represent your projects and keep everyone on the same page with how
the project is progressing.
How to Use:
Setup your Gantt chart: Create tasks. Assign resources to them. Define their deadline. Your project tasks
will reflect on the left side while all other task information will reflect on the right. Also, you may set
dependencies for better team coordination.

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4. PERT
PERT stands for program evaluation and review technique.
It’s obvious that the more time you take to complete a project, the more the project will cost. Thus, it
becomes a necessity to break down the project and evaluate the project estimates and consequences timely.
A PERT’s graphical chart uses circles or rectangles, called nodes, to represent key project milestones. These
are linked to represent their order of completion. It displays the sequence of tasks to be completed one after
the other. It also displays tasks that are independent of each other and are scheduled to be executed at the
same time. These are called parallel tasks.
The chart also defines an “Optimistic time”, representing the shortest duration to complete a project, and a
“Pessimistic time”, representing the longest duration to complete a project.
How to Use:
Define clear milestones: Clearly define key milestones inside numbered circles or rectangles. Let arrows
indicate the path of project completion right from the start.
Define target project duration: Estimate the best possible timeframe that you can complete the project in.
5. Critical Path Method
Critical Path Method (CPM) is a technique that helps schedule project activities accurately by estimating the
shortest path to accomplish a project.
The technique involves identifying the activities that lie on the critical path. This refers to activities that are
dependent on other activities to be started. Thus, you must complete certain activities in order to start the
activities lying on the critical path. This helps determine the best possible route to complete a project on
time.
Remember, activities on the critical path are not the most important activities of a project. They are merely
dependent on other activities to be completed in order for them to be started.
How to Use:
Estimate tasks and dependencies: Once you have the project scope laid out, determine the tasks that are
dependent on other tasks in order to move ahead in the project. These are tasks that lie on the critical path
and must be accomplished first.
6. Agile Project Management
Agile project management is an effective way to manage complex and fast-evolving projects. It is your best
bet to adapt and execute projects within the specified time frame without a hitch.
It incorporates changes and feedback at each stage of project execution, demanding continuous improvement
proactively.
It equips you with a better ability to respond to changes without impacting the expected quality of the
project. It ensures that team collaboration is made stronger and processes are streamlined throughout
the project’s life cycle.
How to Use:
Be flexible: Be ready to incorporate changes at any time of the project. Create project stages such that its
framework can be revised and adjusted smoothly.

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7. Kanban
Kanban is a project management technique that helps visualize the workflow with cards and columns.
It helps keep track of project tasks and analyze overall project progress within seconds. This offers increased
project visibility and enhanced team performance, leading to desired project results.
In Kanban, every task is represented by a separate card within the columns. It helps you to closely monitor
task progress, ensuring timely project execution.
Kanban offers solid project visualization and easy task traceability with continuous improvement, making it
one of the most preferred project management techniques by agile teams.
How to Use:
Create a task list: Determine the project tasks and activities right from project initiation to its closure.
Divide tasks as per stage of completion: Once you have the task list in front of you, divide these tasks into
categories based on where these stand in terms of completion.
8. Waterfall/ Linear
Waterfall or linear methodology involves tasks that flow in a sequence, in a chronological pattern, like a
waterfall. In this, you cannot begin a phase until the previous one is completed.
Also, the technique does not allow you to return to a previous phase. However, if you absolutely wish to
revisit a specific phase, you have to start the project again from the first phase. As a result, it becomes
crucial to outline project requirements and create a well-analysed plan that ensures a smooth-flowing
project.
It follows a definite project path, sticking to a fixed schedule throughout a project’s life cycle.
Moreover, the project cost and timeline can be clearly defined once the project requirements are specified.
a. Requirement gathering
Project requirements are clearly outlined after a feasibility analysis, leaving no room for project
discrepancies. With this, a Requirements Understanding Document (RUD) is created.
b. System design
Here, the hardware and software requirements such as programming language and user interface are
outlined.
c. Implementation
The planning is implemented here. It follows a strict path as defined in the project plan.
d. Verification
The codes are sent for testing here to check for bugs and any other flaws, enabling quality assurance.
e. Deployment
Here, the code is deployed into the user’s system. This may also involve training to familiarize users with
the deployment.
f. Maintenance

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This stage involves providing support to the user if they encounter any bugs or errors while using the
deployed product.
How to Use:
Planning is key: The secret to mastering this technique is strategic planning. If you have aced planning, you
have aced the project delivery. So, map out the project requirements and create a step-by-step plan that has
weighed in all possible turns and deviations that a project may take. For this, it is best to break each task into
subtasks and allocate resources and deadlines accordingly.
Moving on to the next stage: Since you cannot revisit a previous stage unless restarting the entire project,
ensure that you move on to the next stage after thorough analysis of achieving the set goals in a specific
stage.
9. Scrum
Scrum is an agile project management methodology. It is suitable for projects with ever-evolving project
requirements. Also, it is suitable for executing complex projects easily.
It provides an adaptive solution for managing projects for better and faster project output.
Scrum provides a framework for working in sprints. These sprints are of not more than two weeks and
consist of a specific project deliverable that must be accomplished within the time frame.
Scrum is ideal for complex projects that demand frequent changes throughout a project’s life cycle.
How to Use:
Hold effective meetings: Your daily meetings should address tasks and possible roadblocks proactively.
Plan upcoming sprints effectively: Focus on the outcomes. Go over backlog items. Plan your sprints such
that the sprint plan is clear on achieving set goals proactively.
10. Extreme Project Management
Extreme project management is ideal for managing very complex or uncertain projects that can’t be
executed with a well-defined workflow at its initiation. This may involve making dynamic changes to the
project and its workflow such as allocating a new budget, assigning more resources, or creating a new
workflow strategy in the middle of a phase.
Such a project does not define a clear project goal, making managing projects easier as you progress through
the project. Thus, it is a flexible project management technique that steps away from traditional project
management technique to lead projects with high complexity.
How to Use:
Plan each stage of the project: Since changes are dynamic in nature, it makes sense to make short-term
plans. This makes it easier to incorporate changes as you move along the project.
11. Critical Chain Technique
Critical Chain Technique is the updated version of the Critical Path Method. It compensates for the
shortcomings of CPM, enabling a smoother project run.
In Critical Chain Technique, you use a buffer to enable project success. These may be a project buffer, a
feeding buffer, or a resource buffer.

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 A project buffer is kept between the last task of a project and the project deadline. Any delay during
project tasks will consume this time period without delaying the project.
 A feeding buffer is estimated the same way as a project buffer. It is kept between the last task and
the project deadline, but on the non-critical chain.
 A resource buffer is kept to be utilized if the need arises during project execution. This is kept to
avoid last-minute grapple to avail required resources timely.
How to Use:
Planning buffers: Plan your project buffers such that they are able to act as cushions if deadlines are
delayed and resources fall short. Keep adequate buffer for achieving set goals as on time and as required.
12. Rational Unified Process (RUP)
Rational Unified Process (RUP), also known as Unified Process Model, is an object-oriented model.
Created by Rational corporation and designed using Unified Modelling Language, it is included in IBM
Rational Method Composer product.
The RUP technique divides the workflow of a project into five phases, namely, modelling, analysis and
design, implementation, testing, and deployment. This involves identifying the project scope, evaluating the
plan, executing the project, and releasing the project to the users. Also, it involves checking the final
deliverables for desired quality, ensuring project success.
How to Use:
Identify scope: Identify accurate project cost and duration. Leave no room for uncertainty or estimations to
be carried out in future.
Perform detailed evaluation: To eliminate any risks, perform a detailed evaluation of the development
plan. Check for potential project derailment causes or discrepancies, if any.
Tools of Project Management:
1. Project Management Software:
 Microsoft Project: A comprehensive project management software that helps with project
planning, scheduling, resource allocation, and tracking.
 JIRA: A popular tool used for agile project management, issue tracking, and collaboration.
 Trello: A flexible and visual project management tool based on boards, lists, and cards to
track tasks and workflows.
 Asana: A versatile project management tool that enables teams to manage projects, tasks, and
deadlines effectively.
 Basecamp: A centralized platform for project management, team communication, and
document sharing.
 Monday.com: A visual project management tool with customizable workflows, task tracking,
and collaboration features.
 Smartsheet: A spreadsheet-based project management tool that allows for task tracking,
resource management, and project collaboration.
 Wrike: A cloud-based project management and collaboration tool with features like task
management, Gantt charts, and real-time collaboration.
2. Communication and Collaboration Tools:
 Email and instant messaging platforms: Tools like Gmail, Outlook, and Slack facilitate
communication among project team members.

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 Video conferencing tools: Platforms like Zoom, Microsoft Teams, and Google Meet enable
remote team meetings and virtual collaboration.
 Online document sharing and version control: Tools such as Google Drive, Dropbox, and
SharePoint allow for easy document sharing and collaboration.
 Collaboration platforms: Tools like Slack, Microsoft Teams, and Atlassian Confluence
provide a centralized space for team communication, file sharing, and collaboration.
 Virtual whiteboarding and brainstorming tools: Platforms like Miro, Lucid chart, and
Concept board enable collaborative brainstorming, diagramming, and visual planning.
3. Risk Management Tools:
 Risk Register: A document or software tool used to identify, assess, and track project risks,
along with their probability, impact, and mitigation strategies.
 Risk Assessment Matrix: A visual tool that helps prioritize risks based on their likelihood and
severity.
 Decision Trees: A graphical representation of decision-making under uncertainty, considering
different project outcomes and associated risks.
 Monte Carlo Simulation: A statistical technique used to analyse the impact of uncertain
variables on project schedules, costs, or outcomes.
4. Gantt Charts and Network Diagrams:
 Gantt Charts: Bar charts that visually represent project tasks, their durations, dependencies,
and milestones.
 Network Diagrams (PERT/CPM): Graphical representations of project activities, their
sequence, and dependencies, often using nodes and arrows to illustrate the project's critical
path and overall timeline.
5. Quality Management Tools:
 Control Charts: Graphical tools that monitor and display process performance over time,
enabling identification of trends, variations, and quality control.
 Ishikawa (Fishbone) Diagram: A visual tool used to identify potential causes contributing to a
specific problem or quality issue.
 Pareto Analysis: A technique that helps prioritize problems or causes based on their
frequency or impact using a bar chart.
 Histograms: Graphical representations that illustrate the distribution of a set of data, often
used for quality control purposes.

Roles & Responsibility of Project Manager

Project Managers are generally responsible for the completion of a company’s most important projects, and
as such, they need to have excellent leadership skills, coordination abilities, and motivational skills.

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Defining project goals and objectives

Developing a project plan and timeline

Managing project resources

Assigning tasks and responsibilities to team members

Monitoring and tracking project progress

Identifying and managing project risks

Communicating project status to stakeholders

Managing project budgets and finances

Ensuring quality standards and customer satisfaction

Leading and motivating the project team

Resolving conflicts and issues

Managing changes and expectations

Evaluating and reporting project results

Learning from feedback and lessons learned

Improving project management skills and knowledge

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1. Defining Project Goals and Objectives
Initiating a project requires defining its goals and objectives. This entails working with stakeholders to
establish the project’s aim, range and expected results. The project manager is also responsible for
identifying any limitations or hazards that may affect the project’s triumph.
After setting the project goals and objectives, the project manager must relay them effectively to the team
and make sure that everyone comprehends the project’s aim and scope. This will help to synchronize
everyone’s endeavors toward attaining the projected results.
It is vital for the project manager also to create a set of quantifiable objectives that can be employed to
monitor progress and guarantee success. These objectives should be SMART (specific, measurable,
achievable, relevant, and time-bound) to ensure that the project stays on course and achieves its intended
outcomes.
2. Developing a Project Plan and Timeline
Creating a comprehensive project plan and schedule is a crucial obligation of a project manager. This entails
designing a blueprint that defines the project’s extent, schedule, and financial plan. Additionally, the project
plan should specify the duties and accountabilities of each team member, as well as the communication
channels to be employed.
The project manager must guarantee that the project plan is practical and feasible, accounting for any
limitations or hazards that could jeopardize the project’s triumph. The plan should also be regularly
evaluated and modified to ensure that it stays in harmony with the organization’s overall strategy.
An efficient project plan should also take into account any interdependencies between tasks and recognize
important path items that could affect the project’s schedule. The project manager should persistently
supervise progress against the plan and adapt as necessary to keep the project on course.
3. Managing Project Resources
Overseeing project resources is one of the roles of a project manager. This entails guaranteeing that the
essential instruments, gear, and personnel are accessible to finish the project on schedule and within the
designated budget. Additionally, the project manager needs to monitor expenses and modify the budget
accordingly to prevent overruns.
Efficient resource management demands the project manager to be proactive and strategic. The project
manager must anticipate potential resource limitations and determine solutions before they turn into issues.
This may comprise bargaining with suppliers, reallocating resources, or discovering new ways to fill
resource gaps.
The project manager must also ensure that the team is working competently and effectively. This might
involve recognizing and addressing any performance concerns, providing training and support as necessary,
and making certain that team members are communicating with each other proficiently.
4. Assigning Tasks and Responsibilities to Team Members
It is essential to the accomplishment of any undertaking. This entails being aware of each team member’s
abilities and talents and assigning duties appropriately. The project manager must also make sure that every
team member is aware of their roles and duties and has the tools they need to finish the tasks they have been
given.
The ability to handle team dynamics and distribute workload efficiently is one of the crucial roles of a
project manager to possess. This might entail haggling with team members to divide up duties according to

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their availability, knowledge, and interests. To avoid burnout, the project manager must also make sure that
the team members’ workloads are spread evenly.
5. Monitoring and Tracking Project Progress
To ensure that the project remains on course and attains its goals, it is essential to oversee and supervise the
advancement of the project. Setting up a mechanism to monitor project progress in comparison to the plan,
spotting any discrepancies or deviations, and taking remedial action as required are all part of this process.
To keep stakeholders updated on the project’s status, the project manager must establish a regular reporting
cycle. Regular team meetings, status updates, and progress reports may be part of this. Inadequate resources
or missed deadlines are only two examples of potential obstacles that the project manager must be able to
spot and resolve.
6. Identifying and Managing Project Risks
Identifying and managing project risks is a critical responsibility of a project manager. This involves
identifying potential risks that could impact the project’s success, assessing the likelihood and impact of
each risk, and developing a plan to mitigate or manage each risk.
Effective risk management requires the project manager to be proactive and forward-thinking. This may
involve conducting risk assessments regularly, communicating risk management strategies to stakeholders,
and identifying contingency plans to address potential risks.
7. Communicating Project Status to Stakeholders
Keeping stakeholders up to date on the project’s status is one of the project manager’s most crucial
responsibilities. This entails delivering regular progress updates, noting any difficulties or challenges, and
communicating any adjustments to the project’s schedule or plan.
To foster effective communication, the project manager must be open and helpful. In order to accomplish
this, it may be necessary to establish regular channels of communication with stakeholders, plan status
update meetings, and provide accurate and timely information.
Additionally, the project manager must be able to control stakeholder expectations and keep them informed
of any changes or deviations from the initial project plan. Effective communication may increase
stakeholder trust and confidence while ensuring the project’s success of the establishment, thereby reducing
the chance of project failure.
8. Managing Project Budgets and Finances
Managing the project’s budget and money is one of a project leader’s primary responsibilities. To create a
financial plan for the project, which includes calculating costs and expenses for every project undertaking,
the project leader should collaborate closely with the finance team.
The project manager must monitor expenses and ensure that the project stays within the budget after the
financial plan has been set. This calls for the project manager to possess a solid understanding of financial
management concepts, including forecasting, variance analysis, and budgeting. The project manager must be
able to spot any budget inconsistencies and implement any necessary corrective action.
To competently handle project budgets and finances, the project leader must be able to prioritize spending
and bargain with suppliers and vendors to ensure that the project remains within the budget. The project
leader must also be able to communicate the budget status to stakeholders and provide accurate and prompt
financial reports.
9. Ensuring Project Quality and Compliance
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As a manager of a project, one of your primary responsibilities is to guarantee the excellence and adherence
of the project. To achieve this, you must devise an all-encompassing plan for quality management that
delineates the project’s quality prerequisites and sets up quality control procedures to ensure their fulfilment.
To identify potential quality concerns and execute the necessary corrective measures, it is crucial that the
project manager collaborates closely with the team members. Additionally, the project manager is
responsible for ensuring that the project aligns with all relevant laws and regulations. To ensure regulatory
conformity, the project manager must possess a deep comprehension of the regulations and work closely
with compliance experts.
Moreover, the project manager must have the ability to manage and alleviate any quality-associated risks
that could imperil the success of the project. This involves monitoring the project for quality issues and
taking appropriate corrective measures to address them.
10. Troubleshooting and Problem-solving
The project manager’s proficiency in resolving issues that may arise in the project is of utmost importance.
It necessitates the project manager to possess exceptional critical and analytical thinking skills, as well as the
capability to come up with innovative solutions to tackle intricate problems.
It is the project manager’s duty to identify possible problems and devise suitable remedies. It may require
working closely with team members to explore potential solutions and putting them into effect promptly to
avoid any further complications.
The project manager must be adaptable and capable of quick thinking to resolve problem-solving in project
management. In order to guarantee the triumph of the project, the project manager must be capable of
identifying alternative options and be willing to take calculated risks.
11. Leading Project Team Meetings
As a manager in charge of a project, one of your main duties is to preside over team meetings. These
gatherings serve as a platform to discuss the project’s advancement, resolve any problems, and identify
potential risks. The manager must prepare the meeting’s agenda, ensure all key stakeholders are present, and
lead the conversation to keep everyone on task.
Besides setting the agenda, the manager must ensure that everyone has an opportunity to express themselves
and contribute. This requires excellent communication and facilitation abilities, as well as the capacity to
handle varying perspectives and viewpoints. The manager must also be able to make decisions and delegate
tasks during the meeting to ensure the project remains on course.
The manager should have a thorough understanding of the project’s objectives and goals in order to properly
lead team meetings. They should also have a complete understanding of the project’s schedule and resource
needs. The manager must also inform the team of any alterations or difficulties and provide regular updates
on the status of the project.
12. Facilitating Team Collaboration and Communication
Promoting team communication and cooperation is a critical duty of the project leader. This entails
establishing open lines of communication between team members and stakeholders. Also, it entails
encouragement and a collaborative work environment that fosters creativity and teamwork.
The project manager should encourage team members to express their thoughts and offer comments in order
to foster cooperation and communication. The project manager should also be reachable to respond to
inquiries and provide assistance as and when needed. Consistent employee training programs and team-
building activities may also help to encourage cooperation and teamwork.
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Having effective communication is essential for project management success. The project manager should
create open lines of communication. He must make sure that everyone is aware of their responsibilities.
Checking in with team members on a regular basis can assist in ensuring that everyone is on a single page
and that any issues are dealt with right away.
13. Managing Project Documentation
Careful project documentation management is necessary for effective project lifecycle. Project papers,
including project charters, plans, schedules, and budgets, must be created and maintained by the project
manager. These documents serve as the project’s structure and ensure that everyone is striving towards the
same objectives.
Project papers must be accurate, current, and simple for team members and stakeholders to access, according
to the project manager. Excellent planning and attention to detail are required. For managing project papers
and ensuring that all participants have access to the information they require, project management
software and tools can be helpful.
Effective documentation management also involves regular communication with team members and
stakeholders to ensure that everyone is aware of any changes or updates to project documents. The project
manager must also ensure that project documentation is compliant with any applicable regulations and
industry standards.
14. Managing Project Scope and Changes
One of your main duties as a project manager is to monitor project scope and changes. It’s crucial to
precisely define the project’s scope at the outset by outlining the deliverables, goals, and objectives. Once
the project’s scope has been established, it is critical to keep track of its development and make sure it
doesn’t go outside of it.
It is, however, usual for modifications to happen throughout a project, and it is your responsibility as the
project manager to manage those changes successfully. This entails evaluating the effects of modifications
on the project’s scope, schedule, and budget, as well as informing the team and stakeholders of those
changes. To ensure that modifications may be made without endangering the project’s success, you might
also need to negotiate with stakeholders and team members.
Establishing a structured change control procedure is crucial for managing scope and modifications
successfully. The procedures needed to change the project scope should be outlined in this procedure, along
with who has to be included in the decision-making process. You may lower the chance of scope creep and
make sure that changes are managed well by putting in place a proper change control methodology.
15. Ensuring Project Closure and Evaluation
The project management process must include ensuring project completion and evaluation. To make sure
that all goals have been achieved, all deliverables have been finished, and all stakeholders are happy, a
project must be officially closed out.
It’s crucial to have a formal project closing plan in place to guarantee a seamless project closure. This plan
should detail the procedures for wrapping up the project. It includes making sure all deliverables have been
finished, confirming that all project objectives have been accomplished, and completing a final project
review. A review of the project’s performance, lessons learned, and suggestions for future initiatives should
all be outlined in the project review.

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Generation of Ideas
Generation of ideas in project management is the process of creating, developing and communicating
abstract, concrete or visual ideas that can be used to solve problems or seize opportunities in a project. It is
an important part of the innovation process and can help to improve the efficiency, quality and outcomes of
a project. Idea generation is described as the process of creating, developing and communicating abstract,
concrete or visual ideas.
It’s the front-end part of the idea management funnel and it focuses on coming up with possible solutions to
perceived or actual problems and opportunities.
The tools and techniques that can be used for generating ideas in project management are:

 Idea Challenge: A method of soliciting ideas from a large group of people, such as employees,
customers or stakeholders, by posing a specific question or problem and inviting them to submit their
solutions.
 SCAMPER Technique: A creative thinking technique that involves asking seven questions to
modify an existing idea or product: Substitute, Combine, Adapt, Modify, Put to another use,
Eliminate and Reverse.
 Opposite Thinking: A technique that involves challenging assumptions and conventional wisdom
by asking what if the opposite of a statement or idea was true.
 Brainstorm Cards: A tool that consists of cards with different words, images or prompts that can be
used to stimulate new associations and perspectives during a brainstorming session
 Analogy Thinking: A technique that involves finding similarities between two different domains or
contexts and transferring ideas or solutions from one to another
 Delphi technique: The Delphi method is a technique for idea generation and decision making that
involves a panel of experts who answer a series of questions or surveys anonymously and then
receive feedback on their responses from a facilitator. The process is repeated until the experts reach
a consensus or agreement on the topic. It can help generate diverse and creative ideas from different
perspectives and backgrounds, as well as reduce bias and conflict among the experts
 Mind Mapping: Mind mapping can turn out to be another successful method in generating ideas. It
can be done by diagrammatically representing the task of the concept. A non-linear graphical layout
can represent it. Or it can be said that brain-mapping is a screenplay in which one central character
that has a leading role is placed between the map, while the elements that link to it must be centred
around the movie.
 The Story Boarding Method: It is a method in which the ideas or the concepts are placed to look
like that of a cartoon strip. Then a story is being developed from it. Ideas are being taken from every
colleague, and then a sticky note is then being passed on aboard.

Sources of ideas

There are many sources of ideas for project management that can help you identify and define a project goal,
scope, deliverables and methodology. Some of these sources are:

 Trade fairs and exhibitions: These events can showcase the latest trends, innovations and best
practices in various industries and domains. You can get inspired by seeing what others are doing
and how they are solving problems or creating value.
 Studying Government plans and guidelines: These documents can provide insights into the current
and future needs, priorities and challenges of the public sector and society at large. You can align
your project with the national or regional goals and policies and leverage the available resources and
support.

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 Suggestion of financial institutions and development agencies: These organizations can offer
funding, guidance and expertise for projects that have social, environmental or economic
impact. You can explore their criteria, expectations and opportunities for collaboration.
 Investigating local materials and resources: These factors can influence the feasibility, cost and
sustainability of your project. You can assess the availability, quality and suitability of the materials
and resources you need for your project and how they can affect your project outcomes.
 Analysing performance of existing industries: These data can help you identify the gaps, problems
and opportunities in the current market or sector. You can benchmark your project against the best
practices, standards and customer needs of the existing industries and look for ways to improve or
innovate.
 Analysing social and economic trends: These patterns can reveal the changing needs, preferences
and behaviours of your target audience or stakeholders. You can anticipate the future demand,
challenges and risks for your project and design solutions that are relevant, timely and adaptable. 

Sources of ideas for project management are non-exhaustive as it depends on specific context, domain and
interest.
Steps in Idea Generation
Thomas Alva Edison developed a systematic method of idea generation that includes a series of effective
steps. Thomas Edison put forward the following steps:
1. Enabling: The search for the right field of innovation
2. Defining: Develop search queries and specify search paths
3. Inspiring: Search for thoughts and stimuli from other areas
4. Selecting: Generate and evaluate ideas
5. Optimizing: From the initial idea to the mature concept
6. Nurturing: Enrich ideas with various implementation strategies
Monitoring the Environment

Monitoring the environment in project management means observing and analysing the internal and external
factors that affect a project’s progress and outcome. These factors may include the project’s goals, resources,
stakeholders, competition, regulations, market conditions, and so on

Monitoring the environment in project management is important for several reasons. It can help project
managers to:

 Identify potential risks and opportunities early enough to take corrective action
 Adjust their plans and strategies to suit the changing environment
 Track progress and evaluate performance
 Communicate effectively with stakeholders and ensure that their expectations are met

Steps involved in monitoring the environment in project management are:

 Identify the key factors that are likely to affect the project’s outcome
 Collect relevant data that will help in monitoring the project environment
 Analyse the data to identify trends, patterns, and potential risks and opportunities
 Evaluate project performance against the planned objectives and milestones
 Adjust plans and strategies based on the findings of the data analysis

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Factors affecting monitoring the environment in project management

Some factors that can affect monitoring the environment in project management are:

 Organizational factors: These include the organizational structure, culture, governance, policies,
procedures, and processes that influence how a project is planned, executed, monitored, and
controlled. For example, the reporting structure, communication channels, decision-making
authority, and resource allocation can affect how a project manager monitors the project
environment.
 Technological factors: These include the availability and quality of the hardware, software, tools,
and systems that are used to collect, store, analyse, and report environmental data. For example, the
reliability, security, compatibility, and accessibility of the technology can affect how a project
manager monitors the project environment.
 Human factors: These include the skills, knowledge, experience, attitudes, and behaviours of the
project team members and other stakeholders who are involved in or affected by the project
environment. For example, the competence, motivation, collaboration, and feedback of the human
resources can affect how a project manager monitors the project environment.
 External factors: These include the political, economic, social, legal, ethical, and environmental
factors that are outside the control of the project organization but can impact the project
environment. For example, the market conditions, competition, regulations, customer needs, and
public opinion can affect how a project manager monitors the project environment.

Preliminary screening: Preliminary screening is a process of evaluating and filtering ideas or candidates
based on certain criteria or requirements. The purpose of preliminary screening is to identify the most
promising or suitable options and reject the ones that do not meet the standards.
Preliminary screening can be used for various purposes, such as:

 Project management: Preliminary screening can help select the best project ideas from a pool of
alternatives based on factors such as feasibility, compatibility, marketability, and profitability. 
 Recruitment: Preliminary screening can help shortlist the best candidates from a large number of
applicants based on factors such as qualifications, skills, experience, and personality.
 Market research: Preliminary screening can help identify the most attractive country markets from
a list of potential ones based on factors such as size, growth, competition, and regulation.

Preliminary screening can be done using various methods, such as:

 Checklists: Checklists are lists of criteria or questions that are used to evaluate and compare
different options. Checklists can be simple or complex, depending on the purpose and scope of the
screening.
 Scoring models: Scoring models are numerical methods that assign weights and scores to different
criteria or factors and then calculate the total score for each option. Scoring models can help rank the
options in order of preference or importance.
 Tests: Tests are assessments or examinations that measure the knowledge, skills, abilities, or
personality of candidates or ideas. Tests can be written, oral, practical, or online, depending on the
type and level of screening.

For further explanation, refer Generation and Screening of a project idea - BBA|mantra (bbamantra.com)

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