PROJECT MANAGEMENT.pptx12345678901234467

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1. PROJECT MANAGEMENT

2. Introduction A project is a set of planned activities designed to achieve specific objectives within a given time frame and budget Project management is the discipline of planning, organizing, and managing resources to successfully complete specific goals and objectives within a defined time and budget. Project management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. Project management is a way to turn ideas into reality by organizing people, tasks, and timelines.

3. Introduction Project management is the process of leading the work of a team to achieve specific goals within a set timeframe, budget, and scope. It involves planning, organizing, executing, and controlling resources to bring about the successful completion of a project—which is a temporary effort with a clear beginning and end. The project life cycle is the series of stages a project goes through from start to finish. It provides a structured approach to project management, helping teams organize their work and ensure all critical steps are covered.

4. Phases of Project Management (Based on PMBOK – Project Management Body of Knowledge) Initiation (Starting the Project): Define what the project is and whether it’s worth pursuing. 2. Planning (Organizing the Work): Create a roadmap for how the project will be executed, monitored, and closed. 3. Execution (Doing the Work): Complete the work defined in the project plan.

5. Phases of Project Management (Based on PMBOK – Project Management Body of Knowledge) 4.Monitoring & Controlling: Ensure the project stays on track. Track ,review and regulate the projects progress and performance. 5. Closing Phase: finalize all project activities and formally close the project. To formally complete and close the project.

6. Benefits of Project Management 1. Improved planning and organization: A structured approach defines objectives, scope, timelines and resource allocation, while efficient use of resources reduces waste and optimizes productivity. 2. Enhanced communication: Helps with stakeholder engagement by having regular updates and reports to keep them informed, and defined roles and responsibilities foster better teamwork and accountability. 3. Increased efficiency: Project management streamlines processes for better decision making and execution, and it identifies risks early to allow for proactive mitigation, reducing delays and costs.

7. Benefits of Project Management 4. Higher quality deliverables: By focusing on goals and continuous monitoring and control, deliverables are more likely to meet quality standards and stakeholder expectations. Regular reviews and adaptations also improve the quality of work. 5. Better time management: Accurate estimation of timelines creates more realistic and effective schedules. 6. Cost control: Detailed budget and financial tracking keeps project within financial constraints.

8. A project plan A project plan is a formal, approved document that outlines how a project will be executed, monitored, and closed. It defines the project scope, objectives, timeline, resources, budget, risks, and communication strategies, serving as a roadmap to guide project implementation and control. A project plan is a formal, approved document that defines how the project is executed, monitored and controlled. Project planning is the process of defining the scope, objectives, tast , timelines, resources and procedures required to complete a project successfully.

9. Project planning it involves creating a roadmap that guides the execution and control of the project, helping ensure that goals are met on time and within budget.

10. Process of Project Planning The project planning process involves a series of structured steps to ensure that all aspects of the project are well thought out and aligned with the project's goals. 🔹 1. Define Project Objectives and Scope: identify what the project is expected to achieve. Or To clarify what the project aims to achieve and what is included (or excluded) in the work. 🔹 2. Identify Stakeholders and Requirements: determine who will be affected by the project. or To understand who is involved or affected by the project and gather their needs.

11. Process of Project Planning 🔹 3. Develop Work Breakdown Structure (WBS): To break the total work into manageable tasks. or break down the project into smaller, manageable tasks and sub tasks. 4. Create the Project Schedule; : arrange tasks in sequence. Or To establish the project timeline and milestones. 🔹 5. Estimate Resources and Budget; : To determine what and how much is needed (people, equipment,materials , money).

12. Process of Project Planning 6. Plan Risk Management; identify potential risk and their impacts To identify potential issues and develop strategies to deal with them. 7. Plan for Quality, Communication, and Procurement; : To ensure smooth project execution and stakeholder satisfaction.

13. Monitoring and Evaluation (M&E) Monitoring and Evaluation (M&E) are two distinct but complementary processes used in project and program management to ensure accountability, effectiveness, and continuous improvement. Here's a clear breakdown: 1. Monitoring; Monitoring is the continuous, systematic collection and analysis of information throughout the life of a project to track progress against plans and ensure activities are being implemented as intended. Key Features: Ongoing process (daily, weekly, monthly) Focuses on inputs, activities, and outputs Helps identify issues early so corrective action can be taken Usually internal (done by project staff)

14. Monitoring and Evaluation (M&E) Evaluation is the periodic assessment of a project’s relevance, effectiveness, efficiency, impact, and sustainability. It focuses on results and value achieved, often after a certain period or at the end of the project. Key Features: Periodic or one-time (mid-term, end-term, or post-project) Focuses on outcomes and impacts More in-depth than monitoring

15. Types of Evaluation: 1.Formative Evaluation; conducted during implementation to improve design 2. Summative Evaluation; conducted at the end to assess overall success 3. Impact Evaluation; assesses long-term effects and changes caused by the project

16. Importance of Project evaluation Project evaluation is the process of measuring the success of a project, program or portfolio. Importance of Project evaluation 1.Better Project Management: Project evaluation helps you easily find areas of improvement when it comes to managing your costs, tasks, resources and time. 2. Improves Team performance: Project evaluation allows you to keep track of your team’s performance and increases accountability. 3. Benefits Management: Accurate assessment of benefits generated by the project

17. Importance of Project evaluation 4. Better Project Planning: Helps you compare your project baseline against actual project performance for better planning and estimating. 5. Helps with Stakeholder Management: Having a good relationship with stakeholders is key to success as a project manager. Creating a project evaluation report is very important to keep them updated.

18. Teamwork Teamwork is the process of working collaboratively with a group of people in order to achieve a common goal or complete a task in the most effective and efficient way. It involves communication, cooperation, coordination, and mutual respect among members to leverage individual strengths and overcome challenges together. Teamwork is the process of coordinating individual skills and abilities toward accomplishing shared organizational goals. It emphasizes communication, cooperation, and mutual support among members.👉 Example: Managers encourage teamwork to improve efficiency and problem-solving.

19. Teamwork Teamwork is the collaborative effort of a group of people working together to achieve a common goal or objective.👉 Example: In a company, employees from different departments work as a team to complete a project successfully. Teamwork refers to the ability of individuals to work effectively and harmoniously with others by showing respect, trust, and willingness to share responsibilities.👉 Example: In a football team, players depend on each other’s strengths and communicate well to win matches.

20. Features of Effective Teamwork Common Goal Everyone works toward a shared objective. Clear Roles and Responsibilities Team members know their tasks and how they contribute to the whole. Open Communication Ideas, feedback, and concerns are shared respectfully and openly. Trust and Respect

21. Features of Effective Teamwork Members rely on each other’s skills and respect differences. Collaboration Team members support each other, solve problems together, and share successes and failures. Accountability Each person takes responsibility for their part of the work.

22. Stages of Team Development The stages of team development describe how a team forms, grows, and matures over time. This model, originally proposed by Bruce Tuckman in 1965, outlines five key stages: 1. Forming; This is the beginning stage where the team is just coming together. Characteristics: Members are polite, cautious, and unsure of roles Goals are unclear Leader plays a central role in guiding the team Trust and relationships are not yet established

23. Stages of Team Development 2. Storming; Conflicts and competition arise as individuals assert themselves. Characteristics: Disagreements about roles, responsibilities, or goals Personality clashes may occur Team may resist control or structure Power struggles or frustrations emerge

24. Stages of Team Development 🔹 3. Norming; The team starts to find harmony and work more cohesively. Characteristics: Clearer understanding of roles and expectations Improved communication and trust Team norms and values are established Members begin to support each other

25. Stages of Team Development 🔹 4. Performing; The team reaches peak performance and functions effectively as a unit. Characteristics: High trust, autonomy, and productivity Roles are flexible and team members support each other Focus is on achieving goals Minimal supervision is needed

26. Stages of Team Development 🔹 5. Adjourning (or Mourning); The project ends or the team disbands. Characteristics: Completion of tasks Mixed emotions: pride, sadness, or relief Members reflect on achievements and growth Planning for future projects or transitions

27. Benefits of Teamwork 1.Improves Problem-Solving and Creativity; Team members bring different skills, ideas, and perspectives, which leads to more creative solutions and better decision-making. 2.Enhances Productivity and Efficiency; By dividing tasks according to strengths, teams can complete work faster and more effectively than individuals working alone. 3. Promotes Learning and Skill Development; Team members learn from each other’s expertise, improving their own skills and knowledge. 4.Builds Strong Communication Skills; Working in a team requires clear communication, listening, and feedback, which improves interpersonal skills.

28. Benefits of Teamwork 5.Encourages Support and Motivation; Team members motivate and support each other, which can increase morale and reduce stress. 6. Improves Decision-Making; Collective input from multiple members ensures better-informed decisions and reduces the risk of errors. 7.Fosters Collaboration and Cooperation; Teamwork teaches collaboration, trust, and compromise, which are valuable in any organization. 8.Helps Achieve Complex Goals; Teams can tackle larger or more complex projects than an individual could manage alone

29. TOPIC 2 PROJECT SCHEDULING DIT 2

30. Project scheduling Project scheduling is the process of planning, organizing, and assigning time frames to different project tasks or activities to ensure the project is completed on time. Project scheduling is the process of converting a project plan into an operating timetable that directs the execution and monitoring of project activities. Project scheduling is a timetable that shows when and in what sequence project tasks will be carried out, using available resources efficiently.

31. Importance of project scheduling 1. Enhances Coordination and Communication; A schedule provides a clear roadmap for all team members, improving coordination and ensuring everyone knows their responsibilities and deadlines. 2.Facilitates Monitoring and Control; Managers can track progress against the schedule to identify delays early and take corrective action. 3. Enhance resource allocation; project scheduling allows managers to assign the right resources(people, equipment, budget) to the right tsk at the right time, avoiding under or over utilization.

32. Importance of project scheduling 4. Improves Accountability; Each team member’s roles and deadlines are clear, making it easier to hold individuals accountable for their tasks. 5. Enhances Decision Making; When issues arise, a schedule helps managers assess how changes will affect other tasks and the overall project timeline. 6. Reduces Risks;; Scheduling identifies potential bottlenecks and risks in advance, allowing for mitigation strategies. 7. Boosts Client and Stakeholder Confidence; A well-planned schedule shows professionalism and reliability, helping build trust with clients and stakeholders.

33. Main methods of project scheduling There are several methods of project scheduling, each designed to help managers plan, organize, and control project activities effectively. Here are the main methods of project scheduling explained clearly Gantt Chart Method Critical Path Method (CPM) PERT method (Program Evaluation and Review Technique)

34. 1. Gantt Chart Method; A Gantt Chart is a bar chart that shows project activities along a timeline. Each activity is represented by a horizontal bar whose length indicates its duration. It helps visualize start and finish dates, and track project progress. A Gantt Chart is a bar chart that shows the schedule of activities against time. The Gantt Chart method is a project management tool that displays project activities in a time-sequenced layout, allowing managers to track performance, identify overlaps, and ensure timely completion of tasks. Example: It helps project teams see which activities can run simultaneously and which must be completed before others begin

35. Benefits of Gantt Chart Method 1. Easy to Understand and Use; Gantt charts present information visually in a simple bar format, making it easy for anyone (even non-technical people) to understand project timelines. Example: You can quickly see which tasks are ongoing or completed. 2. Shows Clear Time Schedule; It provides a clear picture of start and finish dates for all project activities. This helps ensure that deadlines are not missed. 3. Helps Track Progress; You can easily monitor the current status of each activity and compare planned progress versus actual progress. For instance, shaded bars can show completed portions of each task.

36. Benefits of Gantt Chart Method 4. Highlights Overlaps and Dependencies; Gantt charts help identify tasks that are running at the same time or depend on each other. This makes coordination between teams easier. 5. Improves Communication and Coordination; It serves as a visual communication tool among team members and stakeholders, helping everyone stay aligned on project goals and timelines. 6. Aids in Resource Allocation; Managers can see when resources (people, machines, materials) will be needed for specific activities.

37. Limitations of Gantt Chart Method 1. Difficult to Manage Large Projects; When a project has too many tasks or dependencies, the Gantt chart becomes complex and cluttered, making it hard to read or update. 2. Does Not Show Detailed Dependencies Clearly; While it can show overlapping activities, it does not clearly display the logical relationships (like which task must finish before another starts) as CPM or PERT do.

38. Limitations of Gantt Chart Method 3. Time-Consuming to Update; For projects that change frequently, updating the Gantt chart manually can be time-consuming and confusing. 4. Does Not Show Uncertainty in Duration; Gantt charts assume that all task durations are fixed, so they cannot account for uncertainties or risks in activity time. 5. Limited in Analyzing Critical Path; The Gantt chart alone cannot easily identify which activities are critical (those that directly affect project completion time).

39. 2. Critical Path Method (CPM) The Critical Path Method (CPM) is a project scheduling technique used to identify the sequence of tasks that directly affect the project completion time. It helps in finding which activities are critical (cannot be delayed) and which are non-critical (can be delayed without affecting the project deadline). The Critical Path Method (CPM) is a project scheduling technique used to determine the longest sequence of dependent activities that must be completed on time for the entire project to be finished by its deadline.

40. 2.Critical Path Method (CPM) Critical Path Method is a project planning and control method that helps managers calculate the minimum project duration and identify activities that have no flexibility (zero float). It is used to monitor progress, allocate resources, and avoid project delays. Example: CPM helps project managers focus on tasks that directly affect project completion time.

41. Benefits of CPM 1. Identifies Critical Activities; CPM helps determine which activities are critical and cannot be delayed without affecting the project completion date. Example: Managers know which tasks require priority attention. 2. Determines Minimum Project Duration; By finding the longest path through the project network, CPM calculates the shortest possible completion time. 3. Improves Planning and Scheduling; Helps managers plan tasks in the correct sequence and allocate resources efficiently.

42. Benefits of CPM 4. Facilitates Monitoring and Control; CPM allows managers to track project progress and detect delays in critical activities early. 5. Supports Resource Allocation; Managers can focus resources on critical tasks, optimizing efficiency and reducing bottlenecks. 6. Assists in Decision Making; Provides clear insights for decisions like crashing the schedule or reallocating resources to meet deadlines.

43. Limitations of CPM 1. Assumes Fixed Activity Durations; CPM assumes task durations are known and constant, which may not account for uncertainties or risks. 2. Complexity in Large Projects; For projects with many activities and dependencies, the network diagram can become complicated and difficult to manage. 3. Does Not Handle Resource Constraints Automatically; CPM focuses on timing, not on resource availability, so additional planning is needed to avoid overloading resources.

44. Limitations of CPM 4. Requires Accurate Estimates; The accuracy of the critical path depends on precise activity duration estimates. Errors can lead to wrong conclusions. 5. Not Suitable for Projects with High Uncertainty; CPM works best for projects with well-defined tasks and predictable durations.

45. 3. PERT method (Program Evaluation and Review Technique) The PERT method (Program Evaluation and Review Technique) is a widely used project scheduling and management tool that helps plan, schedule, and control complex projects, especially when activity durations are uncertain. PERT is a network-based project scheduling technique that uses probabilistic time estimates to calculate the expected time for project completion. PERT is a project management technique used to plan, schedule, and control complex projects by analyzing the time required for each task and identifying the minimum time needed to complete the entire project.

46. 3. PERT method (Program Evaluation and Review Technique) The PERT Method (Program Evaluation and Review Technique) is a project scheduling tool used to plan, coordinate, and control complex projects. It helps managers estimate project duration, analyze activities, and identify the critical path — the sequence of tasks that determine the minimum time needed to complete a project. PERT is a statistical tool used in project management that focuses on estimating the time required to complete each task while considering uncertainty in activity durations

47. 3. PERT method (Program Evaluation and Review Technique) PERT is a technique that incorporates uncertainty in project scheduling by using three time estimates for each activity: Optimistic (O) – shortest time Most Likely (M) – normal time Pessimistic (P) – longest time It then calculates the expected time (TE) using a weighted formula: 𝑇𝐸= O + 4M + P 6 ​ : This helps in estimating realistic timelines for projects where exact task durations are unknown

48. Benefits of PERT 1.Handles Uncertainty in Task Durations; PERT uses optimistic, most likely, and pessimistic time estimates to calculate expected durations, making it ideal for projects where task times are uncertain. 2.Identifies Critical Activities; By determining the critical path, PERT helps managers focus on tasks that directly affect project completion. 3.Facilitates Risk Management; By analyzing variability in task durations, managers can anticipate potential delays and plan contingencies

49. Benefits of PERT 4. Helps Estimate Project Completion Time; Provides a realistic estimate of the earliest and latest possible completion dates, improving planning and decision-making. 5.Improves Planning and Scheduling; Visual network diagrams show task dependencies clearly, aiding in coordinating activities efficiently.

50. Limitations of PERT 1.Requires Accurate Time Estimates; The accuracy of PERT depends on reliable optimistic, most likely, and pessimistic time estimates.Poor estimates lead to inaccurate project schedules. 2.Can Be Complex for Large Projects; Creating and analyzing PERT networks for many activities can be time-consuming and complicated. 3.Assumes Independence of Activities; PERT assumes that the duration of one activity does not affect others, which may not always hold true in real projects.

51. Limitations of PERT 4.Does Not Automatically Consider Resource Constraints; PERT focuses on time and dependencies but does not account for availability of people, equipment, or materials. 5.Not Ideal for Small or Simple Projects; For straightforward projects with predictable tasks, simpler methods like Gantt charts may be more efficient.