PROFESSIONAL PRACTICE AND ETHICS

PROJECT MANAGEMENT

Dr. S.D Mayunga

CIVE 517 [email protected]
 Project Management
IMPORTANT DATES
9 Project Management Dr. S.D Mayunga
11/10/23

18/10/23 10 Tort Duties Prof. B. Parida

DCEC Mandate,
25/10/23 11 Corruption and Ethics in DCEC
the engineering sector

2/11/23 12 Project Cycle O. Ntsie

08/11/23 13 Test 2 Dr. S.D Mayunga

 Project management

This Lecture will cover:

Aspects of Project Management

Parties’ Responsibilities in Project Management

Project Management Plans

Aspects of Project Manager

Project Managers and their Responsibilities

 Project Management

At the end of this Lecture you will be able to:

Define/Describe the aspects of project
management
Identify Different Responsibilities of parties in
project management
Develop Project Management plans
Identify the Roles/Responsibilities of a Project
Manager
Identify principal aspects of project management
Identify project risks and ways to manage
 Project
What is a Project?: a series of /activities/ tasks which
need to be completed/accomplished to achieve a specific
outcome or goal.

 A project can be seen as a set of inputs and outputs

required to achieve a certain goal.

 A project can range from simple to complex

 Project
Every project has three main Aspects
1) Scope = combined
objectives and
requirement needed

2) Budget = resources to be used

3) Schedule = time of activities to be completed

Changing any one of these aspects will affect the others. In a project
Management it is important to always balance these three aspects
 Management
What is Management? = The process of planning,
organization, Controlling or directing of resources
to reach the planned goal effectively.

In professional terms:
it is a role/responsibility assigned to someone
 Management
Management is Administration and Coordination of
activities, resources to achieve a certain goal

Administration is:
Setting out the organization’s strategies

Coordinating is:
Leading staff to accomplish identified objectives
through the application of available resources.
Importance of Effective Management
 Helps in achieving organization goals: Effective
management provides a common direction towards
achieving the overall goals of an organisation.

 Increases efficiency: Efficiency reduces costs and

increases productivity of an organisation.

 Helps in achieving personal objectives: Effective

management increases commitment to achieve the
organisational goals.
 Project Management
Project Management: is the application of processes,
methods, skills, knowledge and experience to achieve/meet
or exceed stakeholder needs and expectations
Source: Project Management Institute

 There are different aspects of

project management,

 All these aspects involve

meeting/exceeding stakeholders
needs within given constraints
 Cost Estimates
There are two Main Issues on Project Management:

1) Maintaining budget and

2) Schedule control.

Cost estimates are critical for clients, so they are aware of the
financial commitment of the project and can assess the scope
and schedule accordingly
 Management
Who is a Manager? = a person who is responsible for
controlling or administering an organization or group of
employees

OR

A person who is responsible for supervising and

motivating employees and for directing the progress of an
organization.
 Management
A Manager:
is a role/responsibility represented within a hierarchy of
an organization.

A manager is a link between an executive and employees

working to execute activities and complete their goals.
 Management
Project + Manager = Project Manager (PM):
A person who is in-charge of the planning,
coordinating and execution of a certain project.

The Project Manager (PM) leader of a project

team, and needs to motivate all parties to ensure
successful delivery of the project Activities
 Management
Main Functions of a Manager:
1) Setting objectives =Setting and achieving objectives
2) Organizing=evaluate work, divide tasks and delegate to
staff
3) Motivating the team= Identifying individual skills to
handle different tasks
4) Devising systems of measurement= Set key
performance indicators to measure progress of the
project
5) Developing Staff = Invest in staff development
 The Project Manager
The PM must have strong skills in the following
areas:

Team management
Organized
Communication

The PM will identify and appoint team leaders in

various areas/sections, eg safety, quality
 The Project Manager
The Project Manager’s key responsibilities:

1)
I Delivering the project according to scope, schedule and budget
ii) Maintaining quality and other ethical conduct
iii) Ensuring all parties perform their roles and deliverables
iv) Ensuring all legal requirements are met
v) Maintaining client relationship and managing business aspects
vi) Ensuring clear and effective communication
vii) Ensuring their own effectiveness for the project duration
 Project Manager

Project managers are always appointed among

experienced engineers.
A different set of skills
Involvement in different projects
Potential for being transferred to different
types of projects
A wider range of responsibility
Change in dynamic with co-workers
Will often involve on training/experience in management to make a
successful transition. It’s not for everyone!
The Project Leadership

Leadership: Leadership is a set of behaviours

that can help people align with their collective
direction and execute strategic plans.

Project Leadership (PL): It is the art of steering a team

towards successfully implementation of a certain
project.
The Project Leadership

What is the difference between Project Management

and Project Leadership?

Differences: Project management is mainly focused

on coordinating a project while project leadership is
focused on overall success in the implementation of a
project.
 The Project Manager
The Project Leader (PL) must have strong skills in
the following areas:
Able to set vision.
Inspire people around him.
Good communicator
Able to create an environment for everyone to
excel.
Have critical thinking
focused and listener to the team
Project Execution Phases

In order to execute a project, there are 6-phases. Each

phase contains specific steps and detailed set of
procedures.

6 – Steps to execute a project:

i) Initiation
ii) Planning
iii) execution
iv) Controlling/documentation
v) Monitoring and control
vi) Closing
Project Execution Phases

In order to execute a project, there are 6-phases. Each

phase contains specific steps and detailed set of
procedures.
6 – phases / Steps to execute a project:
i) Initiation: Is the determination of the nature and scope
of the project. If this stage is not properly done well,
the project may fail to be implemented.
ii) Planning: After the initiation step, the project is planned to an
appropriate level of detail. Time, cost, and resources are to be
well planned to estimate the work needed and to effectively
manage risk during project implementation.
Project Execution Phases

In order to execute a project, there are 6-phases. Each

phase contains specific steps and detailed set of
procedures.

iii) Execution: here the implementation is to ensure that

the project deliverables are executed accordingly.

iv) Project documentation: Document everything executed

in a project. It is a key to success. Example; budget, scope,
effectiveness and time of each task must be documented.
Project Execution Phases

In order to execute a project, there are 5-phases. Each

phase contains specific steps and detailed set of
procedures.

v) Monitoring and Controlling: Observe project

implementation and identify problems in a timely manner
and look for solution/action to be taken

vi) Closing of the project: It includes

i) Project close: Finalize all activities
 Project Management
In order to achieve the above-mentioned key issues,
There are 10 (ten) Principal Aspects of Project Management
 Project Management
The 10 (ten) principal aspects of project management
1. Scope=be clear about the Objectives and
requirement of a project
2. Risks= identify risks and way to mitigate
3. Communication = communicate to all parties and listen
4. Integration = involve all parties
5. Budget = Work within the budget
6. Quality = at every stage check the quality of the
project
7. Procurement = Always abide with procurement
regulations
8. Stakeholders= involve all stakeholders at each stage
9. Time= always make sure that you accomplish
activities within the allocated time
10. Human resource= make sure all issues regarding human
resources are fulfilled
Parties Responsibilities in an
Engineering Project
There are three (3) parties involved in an
engineering project

1) Client 2) Designer 3. Contractor

Parties Responsibilities
in an Engineering Project
Responsibilities of a Client
Overall control of the project, they must set the operational criteria under
which the project will function.
The Client should specify:
Parameters for project scope – total cost, schedule,
milestones
Preferred level of involvement
The proposed review process
Levels of approval for budget and schedule changes
Company policies on safety, security and labour
 Parties Responsibilities in an
Engineering Project
Responsibility of a Designer
The designer can avoid confusion and misunderstanding with the client
and contractor by providing the number, type and details of:
Proposed design alternatives
Number, type, and amount of calculations
Number, type and amount of drawings
Detail specifications
Responsibility of a Contractor
The contractor should ensure that they:
Provided with resources to perform all work in accordance to the contract
Prepare regular budget, status, and quality reports
Develop accurate budget and schedule controls
 Project Teams
Project Team
 is a temporary team created to deliver a specific project
activities.
 It consists of multi-disciplinary team members which includes
representatives from the client (sometimes an appointed
agent), designer, and contractor
Key issues for the project team are:
Effective communications, including confirmation of
communications received
Working towards the same project goal
Effective teamwork which can lead to success for all parties
 Project Teams
Project Team is led by a Project Manager

 For the duration of the project, the team should report to the project manager
 Project Teams
Example of a Project Organization Structure

PROJECT MANAGER

CONSTRUCTION TESTING QUALITY

MANAGER MANAGER MANAGER

CONSTRUCTION TEST IT QUALITY PROCUREMENT

ENGINEER ENGINEER ENGINEER OFFICER SPECIALIST
 Project Management Plans
What is Project Management Plans?
Documents used to describe every phase, every activity
of a project.
Why do we need Project Management Plans?
To provide a comprehensive baseline of:
What to be achieved
How to be achieved
How will be reported
How will be communicated to stakeholders
 Project Management Plans
Once Design and Contract Documents are signed, a
project has a higher chance of success with an effective
Project Management Plan (PMP)
 The PMP is distributed to all parties, and it is a document,
that can be updated as the project progresses.
 Contents of Project Management Plans includes:
General project information (purpose, objective, approach)
Parties involved, contact details and contract information
Organizational structure
Scope of Work summary
Project Management Plans

Contents of Project Management Plans (continued):

Project schedule and budget
Communication plan
Project Health, Safety and Environment plan
Site map(s), emergency exits/points and contacts
Project quality plan, include QA overview

The PMP summarizes the most critical project information

in a single document, so that all parties can refer regularly
and have clarity on the most important aspects
 Project Management Plans
Key Components of Project Management Plans
It includes:
Initiation= secure resources and setting up communication to stakeholders

Planning = develop plans for cost, time, changes and risk issues

Execution = development updates and communication

Monitoring = checking the progress of the project

Controlling = take actions if there some changes

Closing = conclusion of the project

 Time Scheduling

Time Scheduling is critical in any project, as it can have

effects on: project cost, lost revenue, and project disruption

There are often contractual effects to late completion or late

delivery. Therefore, the estimates and agreed timelines are
important
 Project Parameters
There are four important Project Parameters:

 Time

 Budget

 Quantity

 Quality
 Project Parameters
There are four important project parameters:

 Time : project deadline is the most important

parameter in project management
Start and finish time must be considered

 Budget : be responsible for ensuring that the

budget is well spent do not overspend.
(i.e how much you can spend and for
what activities)
 Project Parameters

 Quantity: depending on the type of the

project, some projects do not have
quantity parameters

 Quality: project manager must be aware of

the quality parameters of the project.
Quality of the project depends on the
inputs (the raw materials used for the
project)
 Other Project Parameters

1) Percent complete (PC) = relationship between services

performed within a certain time /period and overall
performance of an activity.

2) Schedule Performance Index (SPI) = a measure of the

performance of the actual progress to the planned
activities:
 Other Project Parameters

3) Cost Performance Index (CPI)= measure of financial

Effectiveness of the project ( it shows the amount of work
completed for every unit of money spent in the project)
Calculating Other Project Parameters
1) Percent complete (PC) = relationship between services performed
within a certain time /period and overall performance of an activity.

Percentage complete (PC)=

2) Schedule Performance Index (SPI) = a measure of the

conformance of the actual progress to the planned progress:

Schedule Performance Index (SPI)=

Compares amount of work performed to the amount scheduled to a point
Calculating Other Project Parameters
3) Cost Performance Index (CPI)= measure of financial effectiveness
of the project ( it shows the amount of work completed for every unit
of money spent in the project)

Cost Performance Index (CPI)=

 Project Risks

A risk is any uncertain event or condition that

might affect the implementation of a project

But: Not all risks have negative impact.

Sources of Risks in a Project
Potential sources of risks in a project include the
following:
1) Technical
2) Cost
3) Schedule
4) Client
5) Contractual
6) Weather
7) Financial
8) Political
9) Environmental
10) People = risk of not finding the right people with the skills
needed for the project
 Project Risks
Before project implementation,
1) Ask your self: “What could go wrong while implementing this
project”
2) Think about the potential sources of risks
3) Use the following steps:
 Identify the potential risks
 Analyze the identified risks
 Evaluate the identified risks
 Describe the possible damage on each risk by grading
them
 Sources of Risks
Risk Management :

 Process of identifying, assessing and controlling

threats of a project.

 It also examines the relationship between risks and

their impacts they could cause of project goals.
 Risk Management

Risk management: It is a process of identifying potential

issues, their likelihood to happen, and their impact during
project implementation.
To manage risks, a risk matrix is used:
Impact Not likely Likely Very likely

Minimal impact 1x1 = 1 1x2 = 2 1x3 = 3

Average impact 1x2 = 2 2x2 = 4 2x3 = 6

Large impact 1x3 = 3 2x3 = 6 3x3 = 9

 Sources of Risks
The four phases of the Risk Management Process
include:

1) Risk Identification = perceive a potential problem with

sufficient detail to enable effective assessment of the risk to
support subsequent management decisions.

2) Risk Assessment (qualitative and quantitative)=carryout

qualitative risk assessment to estimate the probability of
occurrence and the potential impact of the risk
 Phases of Risks

3) Risk Containment = project parties must be responsible to

positive actions geared to the risk containment strategy

4) Risk Control =The project manager remains responsible for

monitoring the effect that the changes to the plan based on the
identified risk.
 Risks Monitoring
As risks are beyond the control of anybody: As a project Manager
your obligation is to keep monitoring these risks

Risk Monitoring Include:

1) Checking the trend of identified risks

2) Take quick corrective measures

3) Undertake preventive measures

4) Measure the effectiveness of the risk

5) Set aside a reserve/Emergency budget to deal with emerging

risks
 Risk Management

There are three Options for Risk Management

Not likely Likely Very likely
Minimal 1x1 = 1 1x2 = 2 1x3 = 3
impact
Average impact 1x2 = 2 2x2 = 4 2x3 = 6
Large impact 1x3 = 3 2x3 = 6 3x3 = 9

1) Avoid Take actions or use alternative strategies to ensure the

risk cannot occur
2) Mitigate Take actions to reduce the impact or likelihood of the
risk
Take no action, and accept consequence of risk should
3) Accept it occur
 PROFESSIONAL PRACTICE AND ETHICS
END PROJECT MANAGEMENT

Dr. S.D Mayunga

CIVE 517 [email protected]
Modified by Dr. S.D Mayunga 2020