Project Management

Project work

a) Students have the creative freedom to define the theme of the project.
b) The project must be defined within a company, NGO (SPSS) or within IPCA.
c) It is recommended, to gather quantitative data, and based on data,
improvement actions must be proposed, to devise an implementation plan using
MS Project.

Challenges for the development of project work

The challenge/theme/problem/motivation for action can focus on:
a) Human Resources Management - create an HR department; create a training
and development program for employees.
b) Strategic and financial management - defining a strategic plan for entering a
new market or internationalizing the company.
c) Marketing - creating a communication and marketing plan for a company's
products; customer satisfaction study.
d) Quality - analysis of production defects; analysis of complaints; analysis of
production waste; ISO 9001 quality certification; audit of compliance with ISO
9001 requirements.
e) Product or service development - proposing a product improvement or
differentiating element or even a new product.
f) Analysis of process performance indicators.
g) Analysis of data generated in production, and analysis of discrepancies
between what was planned and what was achieved.
h) Logistics - improving warehouse management.

Project structure
Students do not have to follow a specific project structure, each project is unique and
there must be flexibility in its definition and execution.

Guidelines for structuring the project

1. Define the challenge/project theme

1.1. Contact and get to know the work processes of an organization (you can focus
on Human Resources, Financial Management, Marketing, Sales,
Internationalization, Production, Logistics, Quality, Product Development,
Services or any other area of the organization).
1.2. Define the challenge/theme/problem/motivation for action together with the
organization. Always ask the organization if they can provide you quantitative
data for your analysis (project works will be confidential, just presented in the
class).
1.3. Deliverable: Organization identified, and challenge defined.

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2. Analyze the challenge, make a diagnose, characterizing the problem or

motivation for action:
2.1. What is the target of the challenge or what is the object of the problem or
system on which you want to intervene?
2.2. Where does the problem or stimulus for action occur?
2.3. The challenge arises at specific points in time? When does the problem
occur? (if applicable).
2.4. Who will benefit from solving the challenge? Who is affected by the problem?
What benefits will be generated for the project's target audience? The focus is
on creating value and utility by responding to the current or anticipated needs
and interests of the target audience.
2.5. Analyze the needs and motivations for action, identifying difficulties and
resistance to improve the situation.
2.6. Collect quantitative data, or make an interview, survey, or observe the context
of the problem to characterize the challenge. Process the data collected, using
descriptive or inferential statistics, or by creating a Dashboad in Excel or
Power BI.
2.7. Look for existing actions aimed at addressing a similar problem or stimulus.
2.8. You may want to carry out a cause-and-effect analysis, the causes leading to
a problem are generating what effects. In the classes you will learn about the
Ishikawa Cause-Effect Diagram, 8D method to address customer complaints,
and the probability-impact matrix and FMEA.
2.9. If valuable you can also make a PESTEL (Political, Economic, Social,
Technological, Environmental and Legal) analysis, or a SWOT analysis.
2.10. Deliverable: 1st part of the project concluded, the “Diagnosis”
characterizing the challenge and its relevance.

3. Formulate the alternatives of solution and make a project plan

3.1. Brainstorm ideas to respond to the challenge.
3.2. What are the possible alternatives of solution to meet the challenge?
3.2.1. What is the possible solution or solutions to address the problem or
motivation for action (discuss the alternatives comparing them)?
3.2.2. Select the best solution or improvement actions.
3.2.3. Is this solution or improvement actions feasible?
a) What difficulties could jeopardize obtaining or implementing the solution
or improvement actions? Are these risks acceptable?
b) Is the solution aligned with the organization's vision and mission?
• Trying to force a solution that doesn't fit within the framework of the
organization's strategy can be a losing battle, it will be difficult to find
compromises.
c) Does the organization have:
 Resources and equipment available and ready for use?

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 Previous similar work and experience?

 Available funds to support the project?
 People with skills to advance the project?
d) In case of a commercial solution, you might want to make a market
assessment or business plan, but that is out of the scope of this
curricular unit, although you can carry out that study if the challenge
your developing requires a market assessment or a business plan.
3.3. Define the main goal of your project.
3.4. Define specific objectives. Types of objectives:
a) Technical objectives (e.g. definition of functional and dimensional
properties),
b) Financial objectives (gains to be made),
c) Quality objectives (compliance with requirements and satisfaction),
d) Productivity objectives (efficiency),
e) Marketing, sales and communication objectives,
f) Other specific objectives to be achieved.
3.5. You may want to create a list o requirement that the end solution must comply
with (if your project is aimed at creating a new product, a list of requirements is
required)
What are the project requirements i.e. what functions or processes must the end
product/service have to satisfy business needs and expectations?
Aceptance Verification
ID Requirement* Priority
criteria** method***
1

3 ….
* Function or specification that the end product or service must possess.
** Most of the operational functions will have obvious performance parameters associated with
them such as speed, accuracy, endurance, and acceleration. Make sure you quantify the values
that you want to achieve that will be used as measures for acceptance and project success.
*** Tests to be done. How are you going to determine if the requirement has been achieved, by
observation, by testing its strength, speed, accuracy, endurance, acceleration, or by measuring
its dimensions, weight, or aesthetics, by using statistical tests to check reliability, etc..
As instruments to perform the verification, it can be used a ruler, caliper, multimeter, profile
projector, a 3D dimensional machine, etc..

3.6. Who are you project stakeholders?

The term stakeholder means someone that has a stake in the outcome of the project,
this includes the costumer, the departments affected by the project and the people who
work on project tasks
Keep in mind that you must coordinate with them in order to ensure adequate project
implementation.
Therefore, take the time to identify all the stakeholders involved, their relationship with
the project and how you will work with them throughout the project execution.

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Origin* Interest, Involvement**

ID Stakeholder (internal; expectations and (Active; Observations
external) requirements Passive)
1
2
3 …
* Internal – are part of the organization we are working for; External – people or organizations
that are not part of the organization we are working on.
** Active – they will act or actively participate in the project planning and/or execution; Passive,
they will not actively participate in the project planning and/or execution.

3.7. Devise an action plan, if you want to, you can apply the 5W2H technique (What,
Where, When, Who, Why, How and How-much).
3.8. Create in MS Project a detailed planning of the tasks to be carried out to
address the theme of your project (including, tasks duration and required resources
to get a budget for the project execution).
WBS
Objective or Task Duration Start date End date Responsible
ID

1 Obj.1 (or major task or project stage)

1.1. Task 1.1.
1.2. Task 1.2.
1.3. Task 1.3.
1.4. Milestone – Delivery of obj.1
2 Obj.2
2.1. Task 2.1.
2.2. Task 2.2.
2.3. Task 2.3.
2.4. Quality control tests
2.5. Milestone – Delivery of obj.2

3.9. Present the expected project deliverables (Deliverables are the products or
services accomplished and the documentation, packaging or other element or
module created by the project. Deliverables also include training elements required
to use the product/service, which must be produced. It can also include the bill of
materials, operational instructions, quality control instruction, handling instruction,
packaging instruction, information to be used for marketing purposes, specification
files, standard drawings, user guides, etc..
3.10. Create a mission statement for the project that responds to the challenge.
Example of a mission:
• Design an [object or service] for [purpose] to be used by [users or systems] in
[physical space and/or context]. The [project object or service] should have
[intended specification/requirement, x, y, z] to enable [conditions of operation and
use], to satisfy the [needs x, y z] of the [client/user/system x, y or z].

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3.11. Identify the main risks of your project and make a risk management plan (it may
include
a) A risk is a situation or event that might negatively or positively affect your
project.
b) Positively in the sense that the situation or event might be an opportunity to
seize.
c) What could go wrong or different than expected in your project and how would
you handle it?
d) Use the “risk evaluation matrix” to determine the risks level.
e) For the risks positioned in the red area, or with the highest level, you can use a
FMEA to analyze and define a plan to address the risk.
Level of What can be
ID Risk risk done to control Responsible Observations
(Prob. x Imp.) the risk?*
1
2
3
*can we mitigate, eliminate, circumscribe, live with it?

Risk evaluation matrix

5 Muito alta

4 Alta
---Probabilidade--->

3 Moderada

2 Baixa

1 Muito baixa

Muito baixa Baixo Moderado Alto Muito alto

1 2 3 4 5

-------------Impacto ----------->

3.12. Procurement (What resources does the project require?)

HUMAN RESOURCES

Who will be in your team and what will they be doing?

a)
A project is not always an individual endeavour.
b)
Probably other members will participate in the project.
c)
The organization might also partner and work with other organizations.
d)
Therefore, before the project begins it is important to define the roles (who does what)
and responsibilities (who decides what or is accountable for what) of each team
member.
e) Also, it is necessary to clarify who is the project manager, as this person will ensure that
all project processes are working smoothly together to get the defined deliverables and
results.
Finally, consider that you might need to hire additional people if the project requires specific
skills not found in your organization or requires additional human resources.
Questions to be considered when managing the people within the project:

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f) How are you going to recruit people for the project?

g) What type of contracts will be established?
h) What functions should be described?
i) What is the project structure of responsibilities (organigram)?
j) How will you evaluate the performance of the teams and people involved in the project?
k) What actions will be taken to keep teams and people motivated and identified with tasks
they have to perform?
l) What will be the people working hours?
m) How will people get paid?
n) What training sessions must be organized?

Human resources that will be involved in the project (People name) Starting date

IDENTIFICATION OF ORGANIZATIONS AND TEAMS THAT WILL WORK FOR THE

PROJECT
Origin
Organization and/or team, which
I (Internal to the Person
are going to participate in the Observations
D company or responsible
project
external)
1 Interna
2 Externa
3 …..

PROJECT TEAM DIRECTORY

Role Team
Reports
(Principais (Equipa
ID Name to e-mail Tel. Observations
funções no que
whom?
projeto) integra)
1
2
3

MATERIAL RESOURCES

Date where they must

Material resources required for the project
be available

RESOURCES TO BE PURCHASED

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Date
where
Resources to be purchased for the Cost they must Corresponding
Quantity
project (per unit) be WBS ID
available
for use

3.13. Deliverable: 2nd part of the project concluded, the “Project plan”.

4. Execute the project plan (if doable during the semester)

4.1. Design the solution (it may include the contextualization of the solution in the
company plant or factory layout).
4.2. Prototype the solutions (if applicable), this could be, for example, a mock-up
made from cardboard or low-cost materials that you may have access to (only if the
company provides you with the necessary materials).

SOLUTION SKETCH, LAYOUT OR PROTOTYPE (OPTIONAL)

If the project aims to create a physical product it is useful to make its drawing.
Depending on the solution you are designing different systems may be drawn to ensure that we
thought in all the systems that must be integrated into the product that to be built.
The following images are just an illustration of one possible end product.

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4.3. What support does the target audience need to implement the changes or the
solution?
4.4. Deliverable: Report on the implementation of the project proposals.

5. Present the project to the organization

6. Conclusion of project work

(Appreciation of the project developed and interaction with the company and the
student team)
Presentation of lessons learned:
a) What went well?
b) What did not go well?
c) What could have been done better?
d) Recommendations and future work.
What are the students' perspectives on the value of the project for their learning?
What is the company's perspective about the work developed by the students?
Deliverable: Final project

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