educ 114 project management

8/12/2019 Educ 114 Project Management

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Review

Planning- is the process of thinking about andorganizing the activities required to achieve adesired goal. Planning involves the creation andmaintenance of a plan. As such, planning is afundamental property of intelligent behavior. Thisthought process is essential to the creation andrefinement of a plan, or integration of it with other

plans; that is, it combines forecasting ofdevelopments with the preparation of scenarios ofhow to react to them.


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Problem How the corporate planning involve in project

management?

How importance of project management in planning a

project? How the project management cycle works out?

What are the advantages of project management?

Why is that the Project Manager is a complex role in

planning?


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Definition of Terms

Plan a total, comprehensive, long-range effort to attain a set of goalsby deciding upon one or mix of alternative strategies. ( 10-25 yrs.)

Program an immediate activity which breaks down the strategicdecision in a plan into different components or projects. ( 5 10 yrs. )

Project a specific and complex effort made up of interrelated taskperformed by various functional units, with well-defined objectives,schedule, and budget. ( 1- 3yrs. )

Task a short-term effort performed by one functional unit, whichwhen combined with other tasks, make up a project. ( 6 12 mos. )


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A Project

What is a project ?

Defined start and end, specific scope, cost and duration

A temporary endeavor undertaken to create a uniqueproduct, service or result

A series of activities aimed at bringing about clearly

specified objectives within a defined time period and with adefined budget


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A Project

Unique process Coordinated and controlled activities

Start and finish dates

To achieve an objective Specific requirements

Constraints of time, cost and resources


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PART I

The Context to Project Management:

Understanding Corporate Planning


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Integration of the Corporate Planning

Corporate planning can be defined as the process ofcoming up with long term business goals and objectivesand how they will be achieved in a business.

Corporate planning is a systematic approach toclarifying corporate objectives, strategic decision makingand checking progress toward objectives.


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Corporate planning is the context of project management; itsproper understanding will make interlocking relationshipsclearer when we focus on projects.

There are concrete and functional differences betweenthe concepts of project, program and plan. These three canbe processes at given period of time. For example, as aprocess, you can:

Plan a plan

Program a planProjecticize a programThe planning process is a continuous and never endingprocess. The results of planning such as in the form of aplan, a program or a project are interim and tentative in the

sense that these results always require constant updating andchange. The assumptions used in the planning processinevitably undergo revisions and trigger a chain reactionthroughout the stages or sequences of a plan.


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The Concept of Corporate Planning

1. Strategic or long-range planning. This made by topmanagement and senior divisional heads. The process involvesthe definition of a corporate mission or a desired future statefrom among a number of alternatives, and the making ofchoices among these alternatives.

2. Tactical or Developmental planning. This is made by operatingmanagement. It is intermediate in terms of scope and consistsof programs. Thus tactical planning elaborates the strategicdecisions made by top management into programs andprojects.

3. Annual Operating planning. This is made by all functionalunits within the strategic policies and guidelines mandated bytop management. A budgetary process specifies the activitiesrequired of each unit resulting in the next calendar yearallocation of financial resources.


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CORPORATE PLANNING PROCESS

StrategicPlanning

CorporatePlan

Planning forLong-range

Futures

TacticalPlanning

DevelopmentPrograms

Control ofCurrent

Operation

OperationalPlanning

Annual Planand Project

Management

Implementationof Plans,

Routine andSpecial


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PART II

Project Management


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Overview of the Project Management

In todays business environment, two factors havebecome common: change and complexity. The nature ofbusiness has incorporated these factors into oureveryday lives. We work in an environment of constantchange and increasing complexity, and must becompetitive, productive, customer-focused, andprofitable.


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Characteristics of Projects

A project has boundaries, so its extent is defined.

A project is a one-time effort, usually requiring finite

resources. There are distinct start and end dates for projects.

You know when you have reached the end of theproject.


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Project management

is the process and activity of planning, organizing,motivating, and controlling resources, proceduresand protocols to achieve specific goals in scientific ordaily problems.


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Role of the Project Manager

The person assigned by the performing organization tolead the team that is responsible for achieving theproject objectives.


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Project Success


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Project Failure


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Concept of Project Management

1. The Single point of integrative managementEach project has a single point of integrative responsibility:the Project Manager. Complex projects must be broken downinto can-do task. Such task are performed by members ofcontributing specialized functional department or

organization. If there is no specific Project manager, Thehighest level General Manager will perform the task.

2. Integrative planning and controlThe project manager may or may not personally perform the

planning and control work. However, he must always beinvolved in the overall planning and must give direction tothose who perform the detail work. He must understand andutilize the tools and the results to maintain the control of theproject.


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3.Multi-disciplinary skills and time boundedThe complexity of the projects demand a multitude offunctional specialists ranging from the engineer,certified public accountant, to a marketing practitioner,

lawyer and procurement officer, etc. depending on theproject. Team-work is critical as projects are timebounded. They are managed by teams on a temporarybasis, with starting and ending phases.


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Characteristics of Project1. Project are non-traditional, innovative processes for

development.The project manager works out independently from thenormal chain of command of the organization. He uses thefunctional departments or divisions but welds them togetherin united action for given targets. He thus negotiates with the

functional department directly, cutting across staff and lineheirarchies common in the classical organization.

2. Projects are complex efforts

A project produces specific results during a fixed schedulewithin an established budget. It cuts across organizationallines. It is unique endeavor, not completely repetitious of anyprevious efforts.


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3. A Project is the process of creating a specific result

A project is the entire process needed to produce a new product,new plant, new system, or other defined results. Both product thatis the result and the process comprise the project.

4. A project has life cycle

The project life cycle has an identifiable start and end points whichcan be related to time scale. A project passes through several

distinct phases as it matures. The life cycle includes all phases frompoint of inception to final termination and evaluation.

5. Projects need multi-disciplinary skills

A project is a complete operation by itself where the project

manager acts like a general manager, pooling various skills togetherin a united assault to achieve specific objectives within a budgetand timetable. This skills will vary according to the nature of theproject.


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Advantages of Project Management1. The advantages of using project management

Project commitments are made only to achievabletechnical, cost and schedule goals

Every project is planned, scheduled and controlled socommitments are in fact achieved.

2. The advantage of appointing a Project Manager Accountability is placed on one person for overall results

of the project

Assurance that decisions are made on the basis of overall

good of project Coordination of all functional contributors

Proper utilization of integrated planning and controlmethods and the information they produce


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3. The advantages of integrated planning and control of

all projectsAssurance that the activities of each functional area

are being planned and carried out to meet the overallneeds of project.

Assurance that the effects of favoring one project overanother are known, such as in resource allocation

Early identification of problems that may jeopardizethe success of the project


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Project Management CycleStage I Project Selection and Development

Conceiving/identifying alternative project ideas Selecting projects idea through concept paper or feasibility

study

Detailed project feasibility study

Approved by top management

Stage II Project Implementation

Activation through choice of project manager, staff andfunctional facilities

Design of project organization Detailed work plans

Coordinating, communicating, monitoring, controlling

Use of problem-solving and decision-making skills


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Stage III Project Termination and Evaluation

Phasing out or close-out of project

Evaluation

Stage IV Project Recycling Diffusion of lessons or outputs through case reports,

pilot-extension, etc.

Replanning of project if it is to be duplicated

elsewhere if institutionalized in parent organization

l


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Project Management Cycle

Stage I Project Selection andDevelopment

Conceiving/identifying alternativeproject ideas

Selecting projects idea throughconcept paper or feasibility study

Detailed project feasibility studyApproved by top management

Stage II Project Implementation

Activation through choice ofproject manager, staff andfunctional facilities

Design of project organization Detailed work plans Coordinating, communicating,

monitoring, controlling

Use of problem-solving anddecision-making skills

Stage III ProjectTermination andEvaluation

Phasing out or close-outof project

Evaluation

Stage IV Project Recycling

Diffusion of lessons oroutputs through case reports,pilot-extension, etc.

Replanning of project if it isto be duplicated elsewhere ifinstitutionalized in parent

organization


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Project Management Process


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Management MistakesMany Filipino school principals and university presidents especially from family-owned, religious-affiliated institutionsdemonstrate a number of management mistakes alsocommon with state university officials:

Short attention span the executive pays attention just forshort while. Then turns around and forgets about it

completely. Too much politics. Wrong Emphasis such as the politicians smile, not the

genuine attitude, and Filipinos are quick to spot thehypocrite and the actor from genuine article.

Rigor mortis if there are too many procedures, too manyrules, too much control, too much fear of mistakes, thenthe faculty and staff will not move or do anything andthings just float along.


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Conclusion

Corporate planning is total planning. It is a formal andsystematic process to ensure that long-range,intermediate and annual planning is carried outregularly within the organization. Programs amnd

projects that evolve out of these processes just havelogical and contributory linkages to the goals andobjectives of the corporate plan. In this way, topmanagement in collaboration with the senior and

functional managers can direct and control the futureof the organization as a whole organic system.


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RecommendationA very useful way of understanding project managementin operations is to examine its cycle. The cycle consists ofthe identifiable start and end points pegged to a time

scale or schedule of a project. It consist of a number ofoperational sequences which in reality are not clearlydefinable as black and white. A lot of areas slide intoeach cycle they pass from phase to phase. Thus a project

has a beginning and an end.

educ 114 project management

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