CHAPTER 1:

INTRODUCTION TO
PROJECT MANAGEMENT
 CHAPTER 1: INTRODUCTION TO PROJECT
MANAGEMENT
1-DEFINITION OF A PROGRAM
2-DEFINITION OF A PROJECT
3-DEFINITION OF PROJECT MANAGEMENT
4-CONSTRAINTS OF PROJECT SUCCESS
5-SUCCESSFUL PROJECT MANAGEMENT FACTORS
6-BENEFITS OF PROJECT MANAGEMENT
7-PROJECT LIFE CYCLE
1- DEFINITION OF A PROGRAM
WHAT IS A PROGRAM?

WHAT ARE SOME DEFINITIONS OF A

PROGRAM ?
EXAMPLES:
1
2
3
 What is
What is a
a Program?
Program?
 Series of several projects
 Projects that strategically combined to achieve a common program
objective

 A program is a group of related projects managed in a coordinated

way; project portfolio management involves organizing and managing
projects and programs as a portfolio of investments.
2- DEFINITION OF A PROJECT
WHAT IS A PROJECT?

WHAT ARE SOME DEFINITIONS OF A

PROJECT ?
EXAMPLES:
1
2
3
4
 What is
What is a
a Project?
Project?
 A temporary endeavor to create a unique
product or service.

Temporary Has a distinct beginning and

ending.

Unique Doing something that has not

been done before.

 A temporary endeavor to accomplish a specific objective through a

unique set of interrelated tasks and the effective utilization of resources.
 Project=vehicle for delivering changes
 What is
What is a
a Project?
Project?
 activities aimed at bringing about clearly specific
objectives within a defined time-period and with a
defined budget
 Projects end when their objectives have been reached
or the project has been terminated
 Projects can be large or small and take a short or long
time to complete
 The cause-effect relationship between the planned
action and its desired effects
Activitie Outcom
Inputs Outputs Impact
s es
 Project vs.
Project vs. Operation
Operation

What is an operation ?
*Operations is work done to sustain the business
*
* A task that is ongoing and repetitive.

Ongoing Happens on a regular basis,

no specific ending or
beginning.
Repetitive
Nature of work remains the
same.
OPERATION EXAMPLES

• TRAFFIC DUTY
• BANK TRANSACTION
• UNIVERSITY CLASSES
 Types of
Types of Projects
Projects

 Business project (revenue-project)

 Development project (non-revenue project)

 PROJECT EXAMPLES
 CONSTRUCTING A BUILDING OR FACTORY
 CONDUCTING AN ELECTION
 DEVELOPING A NEW PRODUCT
 PLANNING A WEDDING
HOSTING A CONFERENCE/TRAINING/WORKSHOP
 PERFORMING A SERIES OF SURGERIES ON AN ACCIDENT
VICTIM
 REBUILDING A COMMUNE AFTER A NATURAL DISASTER
 HOSTING A DINNER
BUYING A PLOT OF LAND
BUILDING A HOUSE
HAVING A BABY
BUYING A FAMILY CAR
R&D PROJECT
 PROJECT AND PROGRAM MANAGERS

 Project managers work with project sponsors, a

project team, and other people involved in project to
meet project goals

 Program managers oversee programs and often act as

bosses for project managers.
 POSSIBLE ISSUES IN ALMOST EVERY PROJECT

1. Objectives not properly defined or project not

aligned
2. Lack of management support
3. Lack of stakeholders support
4. HR Management (roles and responsibilities)
5. Poor risk management
6. Poor M&E and communication system
7. Insufficient planning and coordination of
resources
8. Poor estimation of duration and cost (cost over
run..)
9. Poor commitment to the project by the team
 ESSENTIAL ELEMENTS FOR ANY
SUCCESSFUL PROJECT

1. Properly defined and aligned with vision, mission, goals and

objective of the organization
2. Achieved original purpose
3. Delivered as promised
4. Completed on time
5. Completed within the budget
6. Delivered quality
7. Met all stakeholders expectations
8. Maintains win-win relationships
3- DEFINITION OF PROJECT MANAGEMENT
 What is
What is Management?
Management?

 A process of setting and achieving goals through:

planning, organizing, directing and controlling;

 Utilizing human, financial and material resources.

 The art of getting things done through other

people
 What is
What is Project
Project Management?
Management?
 Project management is the application of knowledge, skills,
tools, and techniques to a broad range of activities in order to
meet the requirements of a particular project.

 Process of Planning the work and working the plan to

accomplish project objectives.
Planning the work => Establishing a plan
Working the plan => Implementing the plan.

 Project managers strive meet the triple constraint by

balancing project scope, time, and cost goals.
 Establishing a Plan

Implementing
Achieving Project

the Plan
Project
Project
Objectives Management
Management
Process
Process

Monitoring
Progress 20
 Functions of
Functions of Project
Project Management?
Management?
 Scoping-setting the boundaries of the project
 Planning-identifying the tasks required to complete the
project
 Estimating-identifying resources required to complete the
project
 Scheduling-developing a plan to complete the project
 Organizing-making sure members understand their roles
and responsibilities
 Directing-coordinating the project
 Controlling-monitoring progress
 PM TOOLS AND TECHNIQUES
 Project management tools and techniques assist project managers and
their teams in various aspects of project management.
Knowledge Areas Tools and Techniques
Integration management Stakeholders analysis, project management plans, project
management software, change requests, project review
committee, lessons-learned reports
Scope management Scope statements, work breakdown structures, scope
management plans, and scope change controls
Time management Gantt charts, critical part analysis, fast tracking, schedule
performance measurements
Cost management Financial management manual, accounting system or software,
financial reporting, internal and external auditing
Quality management Quality metrics or standards, checklists, quality control charts,
and statistical methods
Human resources HRMS, HR planning, ToRs, project team, and staff motivation
management techniques
Communication Internal and external communication systems, conflict management,
management communication media selection, status and progress reports,
SESSION 4-CONSTRAINTS OF PROJECT SUCCESS

It doesn’t matter how talented you are, if you

can’t manage your projects, then you will
struggle to achieve success.
 THE TRIPLE CONSTRAINTS OF PROJECT
MANAGEMENT

 Successful project
management means
meeting all three goals
(scope, time, and
cost)--and satisfying
the project’s sponsor
and/or customer!

 However, quality is
the quadruple
constraint.
5- SUCCESSFUL PROJECT MANAGEMENT
FACTORS
Successful Project
Successful Project Management
Management Factors
Factors

=> Scope of a Project

 All the work must be done in
order to satisfy the customer.
 Deliverables should meet the
acceptance criteria agreed upon
at the onset of the project

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Successful Project
Successful Project Management
Management Factors
Factors

=> Project Schedule

Time specifies when each
activity should start and
finish.
Specific time by which project
scope must be completed as
agreed upon.
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Successful Project
Successful Project Management
Management Factors
Factors

=> Cost of a Project

 The amount customer has agreed
to pay for acceptable project
deliverables.
 Includes an estimate of the costs
associated with the various
resources to be used for
accomplishing the project.
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Successful Project
Successful Project Management
Management Factors
Factors

=> Satisfaction of the

Customer
Objective of any project-
complete the scope within
budget by a certain time to
satisfy the customer.

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 Successful Project
Successful Project Management
Management Factors
Factors
= Complete the scope within budget by a certain time to
satisfy the customer.
= Project to be accomplished in a quality manner.
How???
How???
 Develop the plan before project starts.
 Include all the work tasks.
 Specify associated cost.
 Estimate time necessary to complete.
 Monitor the progress continuously.
 Rely on quality metrics or standards,
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6-BENEFITS OF PROJECT MANAGEMENT
 Benefits of Project
Management
 Having a satisfied customer:
May be you are the customer of your own project.
May be a business (contractor) being paid by a
customer.
 Great feeling of satisfaction to all involved in the
project.
 Completing the full project scope in a quality manner,
on time and within budget.
 Can help business or organizations meet their
strategic goals by standardizing processes, reducing
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7-PROJECT LIFE CYCLE
Project Life Cycle

34
 Project Life Cycle (PLC)

Identification

In general, the project

cycle can be explained in
terms of five phases, but
Preparation
Evaluation and
PLC will be developed or Formulation
modified based on
mandate and objectives of
each institutions
respectively. For Example:

Review and
Implementation
Approval
Project Life Cycle of ADB
World Bank Project Life Cycle

Country
Evaluatio Assistance
n (6) Strategy
(1)

Implemen
tation
Identificatio
and n (2)
Completio
n (5)
Preparatio
Impleme
n,
ntation
Appraisal
and
and Board
Supervisi
Approval
on (4)
(3)
EIF Project Cycle: tier 1 and tier2

Project
Monitoring and Identification and
Evaluation Formulation of
Proposal
ES and TFM
Implementation,
Project
Facilitation and Project cycle
Appraisal/
Supervision Assessment

Agreements and Project

Disbursement Approval
 EU Project Life Cycle
Planning

Evaluation Identification

Implementation Formulation

Financing
 Project Life Cycle
Effort
Identify Develop a Perform the Terminate
a Need proposed Project the Project
Solution

Time 40
 First Phase
First Phase

Identifying the Need

A need, problem or opportunity
identified by the customer.

 Developing a document – Request for

Proposal (RFP) by the customer.

 Proposals from individuals, team or

organizations are requested by the
customer. 41
 Second Phase
Second Phase
Developing a Proposed
Solution
 Developing technical and financial
proposal by contractor.
 Submission of proposal to the
customer.
 Proposal evaluation by the customer.
 Final selection of proposal by
customer.
 Negotiation and signing of contract. 42
 Third Phase
Third Phase
Implementing Proposed
Solution
 Project activation.
 Resource utilization.
 Monitoring and controlling of
project activities.
 Achievement of project objectives.

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 Final Phase
Final Phase

Terminating Project
 Project Handover.
 Confirmation on deliverables.
 Performance evaluation.
 Obtaining feedback from customer.
 Determining satisfaction and expectations
of customer.
 Obtaining feedback from project team for
improving performance in future.

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 Thanks!
Questions & Answers

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