SUBMITEED BY:

4708 SHAINA ANAND4709 POONAM4710 PRIYA4711 ANKITA- NISHA - MANPREET - HEENA MONGA

SUBMITEED TO:

COMPUTER-DEPARTMENT

SUBJECT OF THE SEMINAR

Project Management and Project Cycle Management

Content Of The SeminarWhat is a project?What is project management?How does project management benefit you?Project management tools and techniques?Project Life cycle phases?Time ManagementProject managerProject teamProject Report

Learning ObjectivesAfter this seminar participants will understand the basics of project management, know the role of project manager and principles of project cycle management

A ProjectProject is one time job that has defined starting and ending dates, a clearly specified objective , or scope of work to be performed on a predefined budget and usually a temporary organization that is dismembered once the project is completed.

Project ManagementProject management is about creating an environment and conditions in which a defined goal or objective can be achieved in a controlled manner by a team of people.

Benefits Of Project ManagementProject management was developed to save time by properly planning a project and considering all relevant factors which may affect its outcome

The benefits have been proven - it saves time and money - and generates a more successful outcome . if guidelines are followed

How Does Project Management Benefit You? You will have goal clarity Your resources will be coordinated Your risks will be identified and managed You will increase the possibilities of time savings You will increase the possibilities of cost savings You will increase the possibilities of achieving the agreed outcomeYou will increase the possibilities to deliver projects successfully

What Project Management Helps you To AchievePlan tasks in projectAvoid dependencies problemsReduce risksTrack progress accurately Organize project process and timelineImprove stakeholder - staff communicationImprove management of stakeholders expectationsComplete within budget and on time

Tools And Techniques For Project ManagementProject selection Techniques (a) Cost benefit analysis (b) Risk analysisProject execution Planning Techniques (a) WBS (b) PEPProject Scheduling & coordinating Techniques (a) Bar charts (b) Line of balance (LOB) (c) Networking Techniques (PERT/CPM) Project communication and clean up Techniques (a) Control room (b) computerized information system

The Triple ConstraintQualityTimeCost

Project Success FactorsStakeholder involvementExecutive management supportClear statement of requirementsProper planningRealistic expectationsSmaller project milestonesCompetent staffOwnershipClear vision and objectivesHard working and focused staff

Project Life Cycle Phase DEFINITIONProject has to pass through various phases so that it can be completed with in time , cost and quality factors to achieve the pre-defined goals. At a particular phase of project life depending upon the requirements of that phase appropriate attention has to be paid.

The Phases Are:-

Conception phaseDefinition PhasePlanning and Organising phaseImplementation PhaseClean-up Phase

ConceptionImplementation Planning & organising Clean upDefinitionThe Project Cycle

Life Cycle PrinciplesDecision making criteria defined at each phase

The phases in the cycle are progressive

Project identification part of structured feedback.

Time ManagementDefining project activitiesActivity schedulingCreate and controlling the project activities.

Time Management Grid

Sheet1

Urgency

ImportanceQuadrant 1Quadrant 2

Urgent and importantImportant but not urgent

"Firefighting""Quality time"

Quadrant 3Quadrant 4

Urgent but not importantNeither urgent nor important

"Distraction""Time wasting"

Sheet2

Sheet3

Project ManagerProject manager is responsible for coordinating and integrating activities across multiple , functional lines.

Role of a Project ManagerThe role of a project manager is affected by the one-shot nature of the projectThe role of a project manager is difficult when team members are still linked to their permanent work areasMembers may be assigned to several projects simultaneouslyManagers must rely on their communication skills and powers of persuasion

Project Manager AttributesLeader & managerFacilitator, coordinatorCommunicatorCredibility: Technical/ AdministrativeWork under pressureGoal-orientedInnovatorVersatilityKnowledgeable about the organizationPolitical sensitivityConflict: sense, confront, resolveCan deal with stress, chaos, ambiguityPlanning and follow-throughEthical dilemmas

Project Manager AttributesX

Project Manager DutiesReports to senior managementCommunicates with usersPlans and schedulesObtains and allocates resourcesControls risksManages peopleCoordinatesImplements quality assuranceControls the budgetDelivers results

Project TeamsDiversity of knowledge neededCross-functionalSelf-directedOften distributed (geographically)Start and end dates

Project Personnel SkillsTechnicalPoliticalProblem-oriented (vs. discipline-oriented)Goal-oriented Flexibility, adaptabilityHigh self-esteemcan handle failure, risk, uncertainty, unexpectedcan share blame and credit

Project ReportReport is a statement of results from someone on any matter to someone who wants to use that information.Structure of project report:-Title PageAcknowledgementContentsSummaryIntroductionMethodologyDiscussionReferencesBibliography

****is a unique set of coordinated activities, with a definite starting and finishing points, undertaken by an individual or organization to meet specific objectives within defined schedule, cost and performance parameters (British Standard 60971, 2000:2)

*Even though project management gives you set of tools to schedule and organize, there are many factors that need to be considered if projects are to be successful. It is not a magical solutionProject management does not do the work for you, but helps you to be specific and organized without losing the overview of what you are doing and why.

Importance of project managementWith limited resources, project management can be very important by:

Increasing productivityBoosting efficiencyMaking the most of every resource Making sure that deadlines are met

*Like with other things, experience can be a big factor. But just as with young people, if they have the guidance while they are developing their talents they are more likely to progress. In a way we can say that project management can guide people and help them to progress in their profession. *This is a list of favourable outcomes. But, just like when a contractor wants to build a house. it is not enough to bring the drawings and get the tools on location. He actually really has to do the work. The drawings guides him and the tools makes the labour easier for him. *

Project management success indicators

Project is completed within time, cost and quality requirementsWill make:Sponsor/beneficiary satisfiedMinimal scope or mutually agreed to scope changesNo adverse impact/interruption to regular work flow of the organizationNo change to the corporate culture*To increase the chances of positive outcome, project managers have to think about all of the factor that can influence positive outcome and the threat of failure, Tomorrow we will discuss and give you hands on practise on how to use set of tools that analyse different factors of outside- and internal elements that are useful for project management.* Project cycle management - PCM

PCM describes management activities and decision making procedures used during the life time of a project TasksRoles ResponsibilityKey documents Decisions options

The EC has adopted PCM as its primary set of project design and management tool based upon the Logical Framework Approach

We will have special lecture on the logframe matrix that is used to decide further activities (after we have done proper analysis)

*The cycle is generally divided in 5 phases:ProgrammingIdentificationFormulationImplementationEvaluation and audit

The project cycleFollows the life of a project from the initial idea through to its completionProvides a structure to ensure that stakeholders are consultedDefines key decisions, information requirements and responsibilities at each phase

Tomorrow we are going to talk about the tools that are used in the implementation-stage to analyse important factors that influence the project and stakeholders****If people are put in a project group, how do you make them work on the project as well as making them perform their normal duties as well?

Be flexible jet firm

Here it would be good to name an example from Sri Lanka e.g. How did you manage to work on the project of making this course?*Project manager has to be able to fulfil the needs and demands of the project*SpecialistDeep skillsNarrow scopePeer-RecognizedUnknown outside domain

GeneralistShallow skillsBroad scopeQuick responseRecognized in other Domains

VersatilistDeep skillsWide scope of rolesBroad experience recognized in other domains

*Whatever needs to be done, has to be done by a project manager, even though it involves him/her decide that some one else should do the actual work!*Last lecture was about teams and culture so there is no need of spending to much time on this slide.

The rule of thumb is, a group of many should be able to deliver more than one person, they can divide their work and be specialized in their fields, and the team should be more flexible regarding workload, time and knowledge.*It depends on the project when you select what kind of people are going to do the work on a project. But often you have to mix together specialists and versatileist, depending on the purpose of the project.

The most important is to get the people that can get the job done! This slides describes several favorable elements of a project personnel.