being familiar with project manager responsibilities for effective project management

8/2/2019 Being Familiar with Project Manager Responsibilities for Effective Project Management

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Table of Contents

Title Page

Conforming to Project Management Life Cycle EnsuresSuccess

2

Knowing Project Manager Responsibilities for EffectiveManagement

4

Attain Success with Sequential Project Management Phases6

Integrated Project Management A Holistic Approach8

Run Your Business with an In-depth Project IntegrationManagement

10

Project Management 101 A Good Aproach to Project Scope12

Ensure Project Success with Comprehensive Project Scope

Management

14

Project Management Framework The Secret to SuccessfulBusiness Implementation

16

Set Specific Project Management Objectives to AchieveSpecific Outcomes

18

Project Management Processes Helpful Tools to AchieveObjectives

20
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Conforming to Project

Management Life Cycle

Ensures Success

Project management forms the

framework of planning, control

and analysis of an objective that will allow completion of a project within a

certain period of time. Project management life cycle refers to a logical

sequence of activities that must be undertaken to accomplish the project's

goals or objectives. Regardless of the extent of coverage, all projects go

through a series of stages from start until completion. Initiation, planning,

execution and closure are the stages of project management which are all

of significant value in finishing a project.

The initiation phase is the stage for laying down the scope of the project

together with the strategies to deliver the desired results. Since it is the

first stage, it should be done right otherwise, the whole project will not be

successful. The members of the project need to have a good

understanding of the environment they are working in. If there are

problems identified, they should be reported immediately so that they willbe addressed before the start of the project. In this stage, the project

manager is appointed and he in turn chooses the team members based on

their skill and capabilities.
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The second stage is planning, which includes detailed identification and

assignment of each task to the project members. This stage involves the

creation of a set of plans to serve as a guide through the execution and

closure phases of the project. During this phase, risk analysis and

definition of quality criteria is done for the successful completion of

products or services being handled. Involve your team in planning as this

will give you a chance to plan the project based on all the available

experience and creative ideas. The created plans will help you manage

time, quality, change and cost. It will also help you effectively manage your

staff and suppliers to ensure that you deliver the project on time.

The execution phase is usually the longest phase that consumes the most

energy and resources. During this phase, it is important to ensure that

project activities are properly executed and controlled. Planned solutions

are implemented to solve specific problems. Product design is created

based on a set of product requirement. Groups across the organization

become deeply involved in planning for the final testing, production andsupport.

Closure is the final stage. At this point, the project manager is tasked to

ensure that the project is properly completed. Written reports and reviews

are submitted. This phase involves handing over the products to your

customer, releasing staff and equipment, giving the documentation,

closeout of supplier contracts and formally closing the project.


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Understanding Project

Manager Responsibilities

for Effective ProjectManagement

A project is a sequence of tasks designed to produce a unique output.

Projects are coupled with constraints and risks regarding cost, time and

performance outcome. Project management is a well defined method of

planning, organizing and managing resources to produce specific project

goals and objectives within a certain time. The goal of project management

is to ensure completion of a task with a well defined purpose and strategy.

As such, it is a crucial factor in determining the success of an organization.

Project management involves a wide variety of techniques, also known as

project management tool box. Several management tools like businessplans, team building techniques, and scorecards are also commonly

included in the project management tool box.

A project manager plays a major role in managing projects to achieve

better productivity, ease of operation and a well focused marketing target.

There are different skills needed to manage a project smoothly. To

become an effective manager, a person must receive formal managementtraining to enable him to deal with any project related to architecture,

construction, telecommunications and other infrastructural projects. Project

managers are also needed in fields of design, services and sales. There
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are a lot of project manager responsibilities but simply put, he focuses

mainly on managing the projects he is assigned with.

The manager is accountable for both starting the project and finishing it

within the specified time. A good manager can be defined with five main

criteria like managerial, leadership, team management, communication and

ability to resolve problems that may arise. Project management is

associated with imparting duties and responsibilities to the members of the

team. Individuals who are aspiring to be a project manager have to learn to

be vigilant, develop a vision, make proactive decisions and understand the

training diversity.

A manager should have the ability to deliver the project with better success

rates. To ensure good team performance, the manager should be able to

lead everyone in his team and motivate them to perform beyond what is

expected of them. Project managers should make it a point to perform

efficiently and honestly even without supervision from higher authority.

A key responsibility of a project manager is to be able to maintain

confidentiality. Several projects are not properly implemented because the

secrecy of projects was not safeguarded by the manager, which can be

very costly. It is also the responsibility of the manager to establish

communication between the employees and the higher authority. He

should be the focal person when there is a need for a dialogue between

members of a firm or organization.

During emergencies or occurrence of an unexpected situation, the

manager should be able to present immediate solution for his team

members after all, he is expected to manage everything.
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Attain Success with

Sequential Project

Management Phases

In most activities that you do, there is

a sequence that you follow. There

are standard chronological steps that you perform in order to arrive at a

desired output. In baseball, for example, you cannot make a homerun

unless you hit the ball real good; there is no shortcut to a homerun.

Otherwise it is not considered as a point for your team. In the same way,

projects have to be carried out step by step to ensure accomplishment of

the goals set at the beginning.

In the accomplishment of a project, it is essential to follow these project

management phases:

1. Project initiation is the first phase, and it sets the course for the whole

project. During this stage, the group will understand the business need and

the purpose of the project by creating a business case. The business case

should describe the context of the business and define measurable goals

that the project aims to achieve.

In this phase you will identify the key sponsor of the project. He will be the

one to establish the charter to carry out the project, provide adequate funds

and remove roadblocks as they occur. This phase also includes appointing

the project team and identifying the key stakeholders who will be involved

during the entire project. To have a guide in the process of carrying out the
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project, it is expected that the project scope management be clearly

defined, stating, among others, what will and will not be delivered.

2. Project planning is the key stage that revolves around planning the

project's resources, finances and timeline. More work is done to determine

whether the proposed project will be of real benefit to the organization. If

the project is considered beneficial and it is approved, more detailed

planning ensues. During this stage, you will develop the project budget

and schedule. The budget should incorporate costs of resources

associated with the project activities. The business benefits, project

requirements, scope, governance and integrated project management

methodologies are agreed upon.

3. Project execution. After defining the scope of the project and finishing

the plan, it is time to execute. During this time, you implement the activities

according to your plan. There are a lot of factors to oversee during this

stage, such as quality of work, timeliness, potential issues and

communications with stakeholders to ensure that your project stays on

track.

4. Closing a project. This phase happens when you finalize all project

tasks and keep important documents for future reference. You will hand

over the project deliverables to the customer, close contracts with suppliers

and report to the sponsor the success of the project.


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Integrated Project

Management: A Holistic

Approach

Project Management is a complex

undertaking which involves

numerous stages and processes.

It must follow the project management phases from definition to justification

of the project, taking into account the delivery of benefits or profit for the

business.

Management is a necessary skill in the success of any business or

discipline. Standards are set to measure the success or failure of a

particular project. However, as time passes, there may be a need to raise

such standards in order to improve operating efficiency in the completion of

a project. Projects need to be delivered on time, accomplished within the

budget and at a high-quality standard to bring the needed benefit to the

organization.

Resource and budgetary constraints, together with the advancement of

technology, call for a holistic, broader, efficient administration and

leadership of projects. A comprehensive approach to project management

is very essential now more than ever, and this can be achieved through an

integrated project management approach.

Integrated project management or IPM is considered the corporate

governance that supports all efforts to optimize resources and achieve a

good level of efficiency and expected benefits in the implementation of a

project. It is concerned with human resource management, planning and
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transforming an investment idea into a physical reality to achieve value for

money.

IPM acknowledges that a lot of stakeholders are directly involved with the

management of a project, and that these stakeholders will invariably need

to know the status of a project. These stakeholders are the business

owners, customer, management, technical staff and the organization as a

whole. It is important to understand that different stakeholders need

different detailed data points depending on the specific roles they play.

In a traditional organizational structure, individual stakeholders are reported

to independently from separate data sources. This results in a

decentralization of data points and disconnection between the stakeholders

interrelationships. Each stakeholder is focused only on their individual

responsibility to the project, and a holistic approach is never established.

The project integration management approach, on the other hand, utilizes a

centralized data source. This approach collects and forecasts relevant

information oriented towards a project's schedule, cost, resource

requirements and accomplishments.

Unlike a non-integrated approach, IPM allows each stakeholder to

concentrate on how their responsibility will affect and are affected by the

actions, decisions and interests of the other stakeholders. Bottom line is

that the holistic approach provides insight rather than hindsight on both the

project and stakeholder levels. It helps prevent crisis management by

supporting innovative communication among the stakeholders and it also

presents timely, accurate and consistent data points for every stakeholder

at different levels.


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Run Your Business Well

through In-depth Project

Integration Management

Project Management is the process of

organizing the elements of a project,

whether the project is development of

a new product, a marketing campaign

or launching of a new service. A project is a planned undertaking that

produces a specific result.

Project integration management is a component of project management

that coordinates all aspects of the project. When project integration is

properly observed, it ensures that all the procedures in a project will run

smoothly. Integration management will produce a series of deliverables

which include project charter, preliminary project scope statement and

project plan. There are seven processes involved in integration

management:

The first process is the development of the project charter. The project

charter initiates the project and authorizes the project to progress. It also

states the project objectives and identifies the project manager.

The second process is the development of the preliminary scope statement

which defines what is and what is not part of the project. The scope

statement will list only the work involved with a specific project. It is a

narrative description of the products or services to be supplied by the

project and often indicates business boundaries, product requirements and

strategic alignment with the performing organization.
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Development of the project plan is the third process. Such a project plan

includes the project charter, definition of the project, objectives, project

schedule, budget and the resources required to finish the project, project

scope management plan and the initial risk assessment that might be

encountered in the implementation of the project.

The fourth process is the directing and monitoring of project execution.

This is the time when the project really gets underway. Particulars

produced during this phase include the final deliverable product.

The next process is the project work monitoring and control. During this

process, management change may be implemented. It should be noted

that requests for project change may be made within any of the project

management phases. It is important that these requests be monitored and

controlled; otherwise, the quality of the project may be compromised. A

team is usually tasked to oversee requests for change and the evaluation

or integration they entail.

The sixth process of project integration management is the control of

integrated change. This process involves reviewing all change requests,

approving changes and controlling changes to the deliverables.

Finally, closure of the project is necessary once it has been completed.

Closing the project means going over the processes, successes and

failures that were encountered in the project lifecycle. During this phase,

an enumeration of the lessons learned is written and submitted by the

project management team. Documents are then archived for future

references.
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Project Management

101 A Good

Approach to ProjectScope

An effective project manager

is described as someone

who has a clear vision of where to go and the ability to articulate it. In

general, project managers should have the qualities to empower people to

achieve goals and objectives. Managers should have good communication

skills to be able to negotiate effectively and use persuasion (when

necessary) to ensure the success of the team and the project. Through

effective communication, project managers are able to support individual

and team achievements. The project manager must also follow all project

management phases to ensure success.

An effective and efficient project manager must simultaneously manage the

four basic elements of a project: money, resources, time, and most

importantly, scope. All these elements are interconnected and each must

be managed effectively to arrive at the desired result. All must be

managed together and not treated as separate entities.

Resources refer to people, equipment and materials needed in carrying out

a project. Lack of project resources will be a constraint in the completion of

the project. Successful integrated project management (IPM) is a result of

resource scheduling, availability and optimization. Allocation of limited

resources is based on the priority given to each activity.
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The element of time management describes how to monitor and control

time spent within a project. You can control the amount of time it takes

staff to develop deliverables within a project. Time management involves

listing of the key steps taken to manage time, a process diagram showing

when those steps were taken and project duration.

The element of money talks about project cost, contingencies and profits.

The final element in project management 101 is the scope of the project.

The project scope defines what the project is supposed to accomplish and

the budget that was allocated to achieve the project objectives. Any

change in the scope of the project may entail a matching change in budget,

time and resources or a combination of the three.

Project scope involves the identification of your goals, objectives, tasks,

budget, resources and scheduling. It also outlines the parameters of the

project and identifies what is excluded. The scope must inform the

stakeholders exactly what product or service will be delivered, and identify

what initiated the request for a new product or service.

Scope changes occur in the form of scope creep piling up of small changes

that are manageable by themselves but can pose problems when they

aggregate. To facilitate the handling of these changes, you can form a

change team that will effectively control changes in the scope of the

project.

Indeed, a project manager cannot effectively learn to manage the

resources, time and money involved unless, of course, he himself actively

manages and defines the project scope.
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Ensure Project Success with

Comprehensive Project Scope

Management

The project scope is an important element to

understand in any project. Project planning

and budget allocations are anchored on this

understanding. The scope is the definition of

the processes that limit and control the work

included in the project. These processes

ensure that all the work and only the work

required to finish the project successfully are included. In order to be

effective, each process has a set of input and a set of output. Tools and

techniques are also employed to convert input into output. Since scope is

at the initiation stage of project management phases, it has a great bearing

in the overall outcome of a project.

A good project scope document defines the tasks to be performed as well

as results to be delivered. It specifies the date when deliverables are due

and at the same time lists the budget allocated for them. To be effective at

project scope management, you must learn to control what is and what is

not in the scope of the project. Failure to clearly define the scope of the

project will lead to wrong estimates for cost or time. Lack of

communication will result to frequent change in scope, which, in turn, willmean additional cost and disruption in the schedule of the project and

leading to losses.
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The main purpose of defining the scope is to have a clear description and

reach an agreement on the logical boundaries of the project. As such, there

will be more chances of project success as more and more aspects of the

project scope are defined. All this information can be derived thorough

analyses, design and testing models employed to determine which

processes are in scope and which are not. Other helpful information

includes types of financial, sales and employee data; human resources,

manufacturing and vendors available; and decision support, data entry and

management reporting.

It is important for the project manager and project team to realize that a

scope change may sometimes be called for to ensure good project result.

There is nothing wrong with scope change because, at times, clients

cannot fully identify every detail and feature that is required for the final

solution. Change is also necessary to cope with the changes in the trends

of business. Failing to accommodate change may lead to unfavorable

occurrences in the project implementation. Integrated project management,therefore, is needed to effectively address needed changes.

Every project necessitates the creation of a process to manage change.

The process should include identifying the change, determining the profit

value of a change, weighing its impact on the project and presenting the

information to the project sponsor for evaluation. Given the needed data,

the sponsor can then determine if the change should be included or not. Ifit is included, the sponsor should be made to understand the need for

additional budget, time to accommodate the change, as well as all the other

project plan deviations that it will entail.


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Project Management

Framework: The Secret to

Successful Business

ImplementationEvery company, big or small, has

its own way of completing its

projects. Although some projects

are completed smoothly without any major disruption, some projects never

have the chance to get off the ground. In all likelihood, the projects that

prove successful are those that followed a project management framework,

breaking the project into manageable stages.

Project management frameworkis a set of processes, tools and templates

designed to be used together to manage a project through its life cycle. In

simpler terms, it is how a project is managed from start to finish. Indeed,

the natural life cycle of a project begins even before it is started and

develops until it is finally completed. The framework identifies the natural

stages of a project into initiating, planning, executing, controlling and

closing stages.

The initial/initiating process includes notification of the intention to develop

a project proposal. Initiation brings together foundational documents to

define the project; business agreements, sponsorship and continuous

project governance. It is a critical part of a project because it ensures asuccessful project start-up and gives you a strong foundation in achieving

your project management objectives. Failure to perform these steps will

often result to a poorly managed project and one which, at best, can only

come up with mediocre results.
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The planning process is used to communicate the status of projects to the

project team. It consists of tasks, activities, dependencies and resources

required for the successful completion of the project. It is the role of the

project manager to create and maintain the project plan. A project plan is

beneficial because a well-written plan establishes goals. It is also used to

communicate to everyone so that they will know their specific functions, as

well as time frame in which the team must operate. Such a plan enables

you to evaluate the performance of a team as a whole.

The execution stage is where all the actual project work fall in. It is the

longest phase of a project life cycle and it involves measuring all of the

completed tasks. Work is assessed against the quality measure set by

stakeholders. Project management processes during this phase include;

keeping people informed about the progress of the project, monitoring the

environment, anticipating problems and taking the necessary action and

reviewing change requests with the project team.

Control processes ensure that all tasks assigned to the different phases of

the project were analyzed and have passed the project quality standards.

Its purpose is to measure project performance, compare actual

performance to the expected performance and fix any discrepancies

between them.

The closing process is the final step in a project cycle. All tasks must be

successfully finished according to plan. The project manager must

complete a project audit, hold final project meetings and submit all relevant

documents and have the report endorsed by the project sponsor.


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Set Specific Project Management

Objectives to Achieve Specific

Outcomes

As you come together to form a project team and

discuss objectives and deliverables, you have to

make sure that the project is moving forward.

This is accomplished by making sure you have

action plans and assignments throughout the

project. It is important that, as a team, you decide how you will measure

each objective and deliverable. This leads you to create progress

indicators that will be used for measuring work throughout the project.

Project Management is established to foresee possible problems, to plan,

organize and control activities so that a project is completed in the best

way, despite the risks and challenges. The element of risk and uncertainty

which is ever present in every endeavor means that the end result of a

project can never be foretold with absolute accuracy. In carrying out a

project, it is important to follow a project management framework.

Goals and objectives are statements that describe what the project will

accomplish. Objectives are concrete statements and should not be vague,

so that it can be evaluated at the completion of a project to see whether it

was achieved or not. The best guide in making an objective is the SMART

model which means that objective should be specific, measurable,

attainable, realistic and time-bound.

Project management objectives increase the chances of achieving a

specific outcome. Objectives should show how successful a project has
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been. While a project may have one major project objective, there may be

interim objectives in pursuit of the final objective.

From the agreed project requirements, you can establish the project

objectives. Objectives are traditionally stated in terms of time, cost and

quality as the project manager is constantly balancing budget, schedule

and quality in relation to the scope of the project.

Generally, there is only one objective related to time (completion date) and

one related to cost (budget objective) however, quality or functionality might

require several objectives.

Time. Actual project progress should match, if not exceed the planned

progress. All the pertinent stages of the project must take place no later

than the specified dates, to be able to complete the project on or before the

planned deadline. Time objective is extremely important because delayed

completion will jeopardize the whole project.

Budget. The project should operate and be completed without exceeding

the authorized expenditure. If funds run out before completion a project

might be abandoned altogether. If the budget is exhausted before project

completion, the money and effort invested in the project will be forfeited.

Performance and Quality. The end result of a project must coincide with

the purpose for which it was intended. For a time, quality was the

responsibility of the quality control department.

With the development of business strategies, however, effective project

management processes have come to recognize that quality management

is a task that must be shared by all staff.


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Project Management

Processes: Helpful

Tools to Achieve

Project Objectives

All projects require some level

of management. The bigger

and the more complex a project

is, the more there is a need for formal, structured and standard process.

Good project management practices during the early planning and project

concept phases help produce beneficial results. Too often, project failure is

the result of unrealistic targets (technical, cost or schedule targets) and

inadequate risk analysis and risk management.

Project management framework is a very important tool for the project

manager to successfully manage a project. By working in terms of stages,

the manager can ensure that the deliverables at the end of each stage

meet their purpose and that project team members are properly prepared

for the next stage.

Every project management process helps you manage a particular aspect

of a project from start until closure. It is a methodology for managing work

as a project and it is designed to be flexible to address the specific needs

of a project. Following are theproject management processes:

Quality management process helps you make sure that your deliverables

meet the requirements of your customer. This process allows you to

implement quality assurance and quality control techniques to monitor and
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heighten quality level within your project. You can set quality targets, make

quality reviews and carry out measures to improve the quality of your

deliverables.

The time management process enables you to monitor and control time

spent on a project. You can create a system for completing time sheets,

recording time sheet information and gaining an overall view of the status

of your project.

In the same manner, the cost management process assists you in

managing your project expenditure. It gives you an idea on how to

document your expenses through the use of expense forms. It also tells

you how to update your project plan with your expense information.

The change management process, on the other hand, helps you deal with

scope creep, one of the greatest risks in a project. Uncontrolled changes

can lead to delays, non-achievement of project management objectives,

overspending and poor quality of deliverables. This process is essential in

identifying project change as well as effective strategies in dealing with

these changes.

Risk management enables you to deal with the possible risks. This is

important because your success is determined by the way you manage

risks. Meanwhile, the issue management process helps you come up with

formal procedures for recording and resolving issues before they impact on

your delivery deadlines.

Communications management process enables you to communicate the

right message to the corresponding stakeholders at the right time. You can

use communications planning templates to inform stakeholders of the


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progress of the project at all times. All these can help in getting a project

done competently, but in the end, success rests in how well you use these

tools to your project's advantage.
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