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Managing the Implementation of Development Projects

Course Overviewand Introduction

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Module 1

Understanding the Project and Project Management Session 1.1 Structure of the Course and the Module

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Instructional Objectives

The learner will be able to describe: The overall structure of the course and how it was

derived

The instructional approach used

The learning tools available to support the learner

The role and responsibilities of the learners in the course

The instructional objectives for Module 1

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Course Structure

Modules:

1. Understanding the Project and Project Management

2. Structuring the Project Organization

3. Building the Team

4. Analyzing the Project Context

5. Refining Objectives, Scope, and Other Project Parameters

6. Preparing the Work Breakdown Structure

7. Planning and Scheduling with the Critical Path Method

8. Getting Management Approval and Support

9. Designing Control and Reporting Systems (Time, Cost, Resources, and Scope (Performance and Quality))

10. Organizing Procurement

11. Executing and Controlling the Work

12. Terminating the Project

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Instructional Approach

Module 1. Understanding the Project and Project Management

Session 1. Understanding Project Management

Session 2. The Project Life Cycle (Exercise in Team Building)

Session 3. The Project Preparation and Analysis Process

Session 4. Understanding the Project Analysis Report

Lectures

Group Activities

Case Study

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Learning Tools

Module Outline• Module Overview• Module Instructional Objectives• On-the-Job Project Management Tasks• Sessions

Session Outline• Instructional Objectives• Optional Readings• Homework Assignments• Session Schedule

Self-Assessment Questions and Answers

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Module 1 OutlineOutline for Module 1Understanding the Project and Project Management

OverviewThis module introduces the concepts of a project, the project life cycle, and systematic project management. The module also describes the process of analyzing a project at the feasibility and design phases, examines the contents of a typical project analysis report, and discusses when a project manager should call for a reassessment of the analyses on which the project’s design is based.

. . .

Instructional Objectives1. At the end of the module, learners will be able to describe what is meant by a project, project management, the

project life cycle, and a systematic process of project management.

2. Given a Project Analysis Report (PAR), learners will be able to analyze its content and, using a worksheet, willbe able to summarize the key parameters of a project, including objectives, deliverables, budget, schedule, andorganizational relationships.

. . .

SessionsSession 1.1 Understanding Project ManagementSession 1.2 The Project Life Cycle (Exercise in Teambuilding)Session 1.3 The Project Preparation/Analysis ProcessSession 1.4 Understanding the Project Analysis Report

. . .

On-the-Job Tasks for the Project ManagerReview the existing project documentation (e.g., Project Analysis Report) to understand the project’s history.

Identify end-of-project objectives and deliverables.

. . .

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Module 1 Session 1.1 OutlineOutline for Session 1.1Understanding Project Management

Speaker:

Date and Time:

Instructional ObjectivesAt the end of this session the learner will be able to:

1. Describe what is meant by:

• A project

• Project management

• Project life cycle

2. Describe the World Bank Project Life Cycle and contrast it with a project life cyclethat a typical country might use.

3. Distinguish among the following: program, project, ongoing operational work.

. . .

Session ScheduleIntroduction to the course. 5 minutes

Lecture 1.1.1. Structure of the Course and the Module. 10 minutes

Introductions by participants. 20 minutes

Lecture 1.1.2. Understanding Project Management. 30 minutes

Discussion. 10 minutes

Activity 1.1.1. The World Bank Project Life Cycle (Reading from the ILO). 15 minutes

Discussion. 10 minutes

. . .

Class Handouts

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Self-Assessment Questions

Use to • Plan study• Test your knowledge• Guide your review of lecture content

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Learner’s Role and Responsibilities

• Plan your study• Ask questions• Participate in discussion• Participate in group work• Share your knowledge with others

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Administrative Arrangements• Meeting time(s)/dates:• Meeting place(s):• Break times:• Homework assignments:• Grading policy:• Location of washroom and other facilities:• Instructor office hours:• Special instructions:

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Summary and Look Ahead

Topics covered:• Course structure• Instructional approach• Learning tools• Learner’s role• Instructional objectives• (Module 1 and Session 1)• Administrative arrangements

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Coming Up and Looking Ahead

Session 1. Basic Terminology

Session 2. Working in a Group

Session 3. Understanding Project Analysis

Session 4. Analyzing a Project Analysis Report (PAR) Case Study

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Module 1

Understanding the Project and Project Management

Session 1.1a Understanding Projects and Project Management

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By the end of this session, the learner should be able to describe what is meant by:

A project

Project management

Project life cycle

Systematic management process

Instructional Objectives

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Discriminate between a program, a project, and ongoing operational work.

Describe the World Bank Project Life Cycle and contrast it with a project life cycle that a typical country might use.

Describe ten critical success factors in project management.

In addition, the learner should be able to match the terms on the session outline with their definitions.

Instructional Objectives (continued)

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What Is a Project?

Temporary, organized human endeavor to provide a solution to an identified need

Characteristics of a project: Seeks to accomplish specific objectives Produces deliverables (end items) Has a clear beginning and end Is unique Is bounded by schedule, budget, resources, performance,

and other requirements

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Program =

a group of related projects

Operations =

ongoing functional work

(never ending)

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Projects are a series of actions or processes.

A life cycle is a series of actions or processes that are sequentially organized and grouped into phases.

The process structure of a project is its life cycle.

Definition Design Implementation Termination

Time

The Project Life Cycle

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1. Project identification (Feasibility)

2. Project preparation (Design)

3. Project appraisal (Approval)

4. Negotiations

5. Project implementation and supervision

6. Evaluation of project (Ex Post)

World Bank’s Project Life Cycle

Identification(Feasibility)

Preparation(Design)

Appraisal(Approval)

Negotiation

Time

Implementation(Supervision)

Evaluation(Ex Post)

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Typical Project Life Cycle for a Country

PreparationIdentifcation Approval Financing Implementation Operations

Ex PostEvaluation

Phase orStage

Product orProcess orDeliverable

Decisionmaker

Pre-feasi-bilityStudy

ProjectProfilePreparedandBudgetforFeasi-bilityStudy

FeasibilityStudy/PreliminaryDesign

ProjectProposalforProjectFinancing

Donor Agreementincluded inCapital Budget

Final Design

Cons-truction

2

SectorMinistry

SectorMinistry,PlanningUnit andMinistryof Finance

SectorMinistry

Central PlanningUnit andMinistryof Finance

FinancingInstitution

SectorMinistry

SectorMinistry

1 3 4 5 6 7

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Phases and Subphases of the Project Life CycleConception Development Approval Implementation Termination

Planning Procurement Execution

Subphases of Subphases of Implementation PhaseImplementation Phase

Subphases of Subphases of Implementation PhaseImplementation Phase

Project approved

Plan approved

Contract signed

Construction finished

= Accomplishments or milestones

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Benefits of a Defined Project Life Cycle

Establishes a common framework for developing the project

Defines the system for managing projects, including phases and decision points

Provides a common language for the development process

Institutionalizes a management system

Improves communication, coordination, and control

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The use of resources to accomplish project objectives

Includes

Applying knowledge, competencies, and skills

Defining, planning, scheduling, and controlling

Leadership, communicating, and coordinating

Starting up and dissolving project teams

Balancing requirements, schedule, and resources

Being sensitive to people

Managing both deliverables and processes

What Is Project Management?

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Systematic Process for Managing Project Implementation 1. Understand the project 2. Structure the organization 3. Build the team 4. Analyze the context 5. Refine objectives, scope, and other project parameters 6. Prepare the work breakdown structure (WBS),

Responsibility Matrix, and Master Summary Schedule 7. Plan and schedule with critical path method (CPM) 8. Obtain management approval 9. Design control and reporting systems

(Time, Cost, Resources, and Scope (Performance and Quality))10. Organize procurement11. Execute and control the work12. Terminate the project

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Systematic Project Management

1. Understand the project Clarify problems and project objectives

2. Structure the organization Clarify organizational relationships and roles Recruit the team

3. Build the team Develop individuals into a cohesive team

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Systematic Project Management (continued)

4. Analyze the context

Determine the outside factors that might influence the project

Contemplate response

5. Refine objectives, scope, life cycle, organization, risks, schedule, resources, and budget

Review the PAR

Refine key parameters

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6. Prepare the work breakdown structure (WBS), Responsibility Matrix, and Master Summary Schedule Organize all project deliverables and components

hierarchically

7. Plan and schedule with critical path method (CPM) Prepare detailed activity-based schedule Identify dependencies Allocate resources to activities

8. Obtain management approval Present Project Implementation Plan to management

before start of execution subphase

Systematic Project Management (continued)

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9. Design control and reporting systems Prepare tracking and reporting systems for

scope changes, progress, and expenditures Operationalize systems

10. Organize procurement Prepare for letting and managing contracts Procure services, equipment, and works

Systematic Project Management (continued)

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11. Execute and control work Begin work on deliverables

Track and control progress

12. Terminate the project Disband the project team

Turn control over to operations personnel

Systematic Project Management (continued)

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1. Understand the project

2. Structure the organization

3. Build the team

4. Analyze the context

5. Refine objectives, scope, and other project parameters

6. Prepare the work breakdown structure (WBS), Responsibility Matrix, and Master Summary Schedule

7. Plan and schedule with critical path method (CPM)

8. Obtain management approval

9. Design control and reporting systems (Time, Cost, Resources, and Scope (Performance and Quality))

10. Organize procurement

11. Execute and control the work

12. Terminate the project

Systematic Process for Managing Project Implementation

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Summary

We have discussed:

Projects

Project Life Cycle

Project Management of the implementation phase

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Review Questions

What is a project?

What is project management?

How does project management differ from managing ongoing operations?

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What is the project life cycle?

What are the advantages of a well-defined life cycle?

Why do life cycles vary by organization and projects?

What is systematic project management, and what are its benefits?

Review Questions (continued)

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Failure to plan

is

planning to fail!

Remember. . .