d1 l5 project management
DESCRIPTION
Project managementTRANSCRIPT
![Page 1: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/1.jpg)
Project management and
project cycle management
Project Cycle Management-----
A short training course in project cycle management for subdivisions of MFAR in Sri Lanka
MFAR, ICEIDA and UNU-FTP
Icelandic International Development Agency (ICEIDA)
Iceland
United Nations University Fisheries Training Programme (UNU-FTP)
Iceland
Ministry of Fisheries and Aquatic Resources (DFAR)
Sri Lanka
![Page 2: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/2.jpg)
Content of the lecture
• What is a project?• How does project management benefit you?• Project cycle management (PCM)• PCM tools• Project managers
![Page 3: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/3.jpg)
Learning objectives
• After this lecture participants will understand the basics of project management, know the role of project manager and principles of project cycle management
![Page 4: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/4.jpg)
A project
• What is a project
– Defined start and end, specific scope, cost and duration
– A temporary endeavor undertaken to create a unique product, service or result
– A series of activities aimed at bringing about clearly specified objectives within a defined time period and with a defined budget
(EU Aid delivery methods)
![Page 5: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/5.jpg)
Benefits of project management
• Project 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
![Page 6: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/6.jpg)
How does project management benefit you?
• You will have goal clarity and measurement • 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 outcome• You will increase the possibilities to deliver projects
successfully
![Page 7: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/7.jpg)
Improved quality
• Decision-making routes and processes are clearly defined
• Deadlines, costs and resources are controlled systematically – All processes in the project management activity chain
are coordinated to ensure they remain in harmony with one another
• The result will help you to get:– more speed – greater flexibility – improved quality
![Page 8: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/8.jpg)
What project management helps you to achieve
• Plan tasks in project• Avoid dependencies problems• Reduce risks• Track progress accurately • Organize project process and timeline• Improve stakeholder - staff communication• Improve management of stakeholders’
expectations• Complete within budget and on time
![Page 9: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/9.jpg)
Project success factors
• Stakeholder involvement• Executive management support• Clear statement of requirements• Proper planning• Realistic expectations• Smaller project milestones• Competent staff• Ownership• Clear vision and objectives• Hard working and focused staff
![Page 10: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/10.jpg)
The triple constraint
Quality
Time
Cost
![Page 11: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/11.jpg)
Project Cycle Management (PCM)
• PCM
– Is a methodology for the preparation, implementation and evaluation of projects based on the principles of the logical framework approach
– It describes management activities and decision-making procedures used during the life cycle of a project (key tasks, roles and responsibilities, key documents and decision options)
![Page 12: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/12.jpg)
• Is useful in designing, implementing and monitoring a plan or a project
• A clear concise visual presentation of all the key components of a plan and a basis for monitoring
• It clarifies:– How the project will work– What it is going to achieve– What factors relate to its success– How progress will be measured
Project cycle management (PCM)
![Page 13: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/13.jpg)
Programming
Implementation Formulation
Evaluation Identification
Financing decision
Financing
decision
The project cycle
![Page 14: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/14.jpg)
The three PCM principles
• Decision making criteria defined at each phase
• The phases in the cycle are progressive
• Project identification part of structured feedback
![Page 15: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/15.jpg)
• PCM requires the active participation of key stakeholders and aims to promote local ownership
• PCM incorporates key assessment criteria into each stage of the project cycle
• PCM requires the production of good quality key documents in each phase to support decision making
PCM is result based
![Page 16: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/16.jpg)
PCM helps to ensure that
• Projects are part of the country policy objectives
• Projects are relevant to the real problems of target groups / beneficiaries– Clearly identified stakeholders (primary
target groups and final beneficiaries)• Projects are feasible (objectives are realistic)
– Clearly defined coordination, management, financing arrangements, monitoring and evaluation
• Benefits generated by projects are likely to be sustainable
![Page 17: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/17.jpg)
PCM tools
• The logical framework approach
• Quality assessment criteria
• Institutional capacity assessment
• Economic and financial analysis
• Promoting participatory approaches
![Page 18: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/18.jpg)
Time management
• Defining project activities• Activity scheduling• Create and controlling the
project activities
• An inch of time cannot be An inch of time cannot be bought for an inch of bought for an inch of gold."gold." - Chinese proverb - Chinese proverb
• An inch of time cannot be An inch of time cannot be bought for an inch of bought for an inch of gold."gold." - Chinese proverb - Chinese proverb
![Page 19: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/19.jpg)
There's an old joke when it comes to project management time:
'The first 90 percent of a project schedule takes 90 percent of the time. The last 10 percent takes the other 90 percent of the time'
Time management grid
Quadrant 1 Quadrant 2
Urgent and importantImportant but not
urgent
"Firefighting" "Quality time"
Quadrant 3 Quadrant 4
Urgent but not important Neither urgent nor
important
"Distraction" "Time wasting"
Urgency
Imp
ort
an
ce
![Page 20: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/20.jpg)
Managing the scope of the project
• Project scope management constitutes 'the processes to ensure that the project includes all of the work required, and only the work required, to complete the project successfully.‘
• Project scope has several purposes:
– It defines what work is needed to complete the project objectives
– It determines what is included in the project– It serves as a guide to determine what work is not
needed to complete the project objectives– It serves as a point of reference for what is not
included in the project
![Page 21: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/21.jpg)
Role of a project manager
• The role of a project manager is affected by the one-shot nature of the project
• The role of a project manager is difficult when team members are still linked to their permanent work areas– Members may be assigned to several projects
simultaneously
• Managers must rely on their communication skills and powers of persuasion
![Page 22: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/22.jpg)
Project manager attributes
• Leader & manager• Facilitator, coordinator• Communicator• Credibility: Technical/
Administrative• Work under pressure• Goal-oriented• Innovator• Versatilist
• Knowledgeable about the organization
• Political sensitivity• Conflict: sense,
confront, resolve• Can deal with stress,
chaos, ambiguity• Planning and follow-
through• Ethical dilemmas
![Page 23: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/23.jpg)
Project manager attributes
Specialist
Generalist
Versatilist X
![Page 24: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/24.jpg)
Project manager duties
• Reports to senior management• Communicates with users• Plans and schedules• Obtains and allocates resources• Controls risks• Manages people• Coordinates• Implements quality assurance• Controls the budget• Delivers results
![Page 25: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/25.jpg)
Project teams
• Diversity of knowledge needed• Cross-functional• Self-directed• Often ad-hoc or temporary• Often distributed (geographically)• Start and end dates
![Page 26: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/26.jpg)
Project personnel skills
• Technical• Political• Problem-oriented
– (vs. discipline-oriented)
• Goal-oriented • Flexibility, adaptability• High self-esteem
– can handle failure, risk, uncertainty, unexpected
– can share blame and credit
![Page 27: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/27.jpg)
Governmental projects
• Legal constraints on government projects – Laws, statutes, ordinances, directives, regulations,
budgets, and policies
• Accountability to the public – Accountable to legislative & judicial bodies,
interest groups, the press and the public
• Utilization of public resources– Objective is not higher ROI, but public good
![Page 28: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/28.jpg)
Project governance
• Risk planning– Balancing risk avoidance and risk acceptance
• Life cycle management– From concept to replacement
• Strategic change– Balancing the solution and the ability to utilize
• Value management– Adopting consistent processes, building in quality
and adding value
![Page 29: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/29.jpg)
Project management methodology scope
• What is a methodology– The way we do things around here !– Communication, consistency, understanding,
accountability
• Project management vs. other activities• This way project management uses the same
approach for all situations
![Page 30: D1 l5 project management](https://reader034.vdocument.in/reader034/viewer/2022051314/557c684bd8b42a64778b54a2/html5/thumbnails/30.jpg)
References
• British Standard 60971, 2000:2• European Commission (2004). Project Cycle
Management Guidelines. Downloaded 1st March from:http://ec.europa.eu/europeaid/qsm/documents/pcm_manual_2004_en.pdf