1. Project Management
1.1.
What is the Project Management
Project management is about using specific knowledge, skills, tools, and techniques to deliver
something of value to people. Developing software to improve business processes, constructing a
building, disaster relief efforts, expanding sales into a new geographic market, these are all
examples of projects (PMI, 2020).
1.2.
Importance of project management
Project success depends on having a project manager to take the initiative and keep everyone on
the same page because projects are frequently complex and include several stakeholders.
In fact, according to PMI research, companies that use any kind of project management
technique do better in terms of sticking to a budget, keeping to a timeline, and achieving scope,
quality standards, and anticipated benefits (Lucid Chart, 2019).
2. Project Life Cycle
The project life cycle is the series of stages through which the project progresses. The number of
phases and the sequence of the cycle may vary depending on the company and the type of project
undertaken. However, within the framework of a project, they must have definite beginning and
end points, and they are limited by time. The life cycle provides a baseline of the actions that
need to be performed on the project, regardless of the specific work involved (Project Business
Technology Resources, 2020).
2.1.
The phases of the project management life cycle
The project life cycle usually consists of the following four phases.
-
Project Initiation
-
Project Planning
-
Project Execution
-
Project Closure
Figure 1 project life cycle 4 pashes
(Miller, 2020)
2.1.1. Project Initiation
This marks the project's beginning. A feasibility study, defining the scope, identifying
deliverables, identifying project stakeholders, developing a business case, developing a statement
of work, and possibly establishing initial costs, a price range, and a timeline for the work to be
done are just a few of the many sub-activities that may be involved (Project Business
Technology Resources, 2020).
Project management steps for the initiation phase.
-
Undertaking a feasibility study.
-
Identifying scope.
-
Identifying project stakeholders.
-
Developing a business case.
-
Developing a statement of work.
2.1.2. Project Planning
The project enters the planning stage once the beginning phase is approved. In this phase, a
project plan must be created that details the activities, timeline, available resources, and project
constraints. In this stage, the project budget is also developed. At this stage, risk should also be
anticipated and assessed, along with any necessary mitigation strategies (Project Business
Technology Resources, 2020).
Project management steps for the planning phase.
-
Create a project plan.
-
Create workflow diagrams.
-
Estimate budget to create a financial plan.
-
Gathering resources.
-
Anticipate risks to wipe – out quality roadblocks.
-
Conduct a kickoff meeting.
2.1.3. Project Execution
The task is completed during this stage. Task owners get to work, and the project manager makes
sure everything gets done on time and smoothly. This phase includes a significant amount of
monitoring and controlling (managing the work and finances), as problems will inevitably
develop and necessitate swift fixes as the project moves forward (Project Business Technology
Resources, 2020).
Project management steps for execution phase.
-
Create subtasks to maintain the workflow.
-
Delegate tasks.
-
Communicate to maintain transparency.
-
Run quality control process.
-
Manage budget.
2.1.4. Project Closure
The project is concluded once the team has finished all the tasks and the project owner has
verified that all deliverables have been finished. Any paperwork is given to the project owner
and, if necessary, an ongoing maintenance company. The project's performance is then examined
to see whether the project's objectives were achieved (tasks completed, on time and on budget).
(Project Business Technology Resources, 2020).
Project management steps for closure phase.
-
Analyzing project performance
-
Evaluate team performance
-
Document everything you’ve learned
-
Allocate remaining resources
3. Factors to be considered when complying a project
management plan
3.1.
Importance of considering these factors
3.2.
Positive and negative effect of conducting in project with a
consideration of the factors
4. Project management tools their users
To help an individual or team efficiently organize and manage their projects and activities,
project management tools have been created. Project management software and other project
management tools that you can buy or even use for free online are typically referred to as PM
tools (WRIKE, 2019).
4.1.
Users of project management tools
There is something in this list for everyone because each of these project management tools
offers something unique.
-
Click up
-
Wrike
-
Asana
-
Trello
-
Work zone
-
Proof Hub
-
Merister task
-
Monday.com
-
Teamwork
-
Podio
4.2.
Benefits of project management tools
Ease Of Use & Accessibility
Project Management Software Provide Better
Task Delegation
Web Based Project Management Systems
Are Great Project Communication Tools
Real Time Team Collaboration
A plain interface and easy-to-use design help
teams quickly adopt simple project
management software, which is normally
meant to get you started on your team's work
right immediately.
Working with a virtual staff will primarily
help you with the heavy lifting so you can
focus on the more lucrative activities for the
expansion of your firm.
You will be able to assign work to the
appropriate employees more easily if you use
a project management tool. With all
communication channels going through one
system, you can rapidly set tasks (even while
you're on the move) and your team members
will pick them up. When task priorities and
deadlines are clearly stated, task management
also aids in team members' understanding of
their respective roles and duties.
Additionally, each team member will have
access to the relevant information and be
aware of who to contact if they have any
questions or issues thanks to the system's role
assignments.
Since communication can make or break
anything, managing virtual teams is one of
the toughest communication problems for
project managers. The following is an
important finding from Capterra's Project
Management User Research Project
respondents:
The benefit of using virtual project
management services is that they make it
clear who will be responsible for what tasks.
By explicitly defining each team member's
responsibilities within the project, you can
get your virtual teams to collaborate. By
exchanging documents, deadlines, and
project status updates, project management
software enables your virtual team to work
Project Progress Tracking
Standardized Processes
An Online Project Management Tool Keeps
You Organized
A Great Onboarding Tool
5. Roles in project management
together on projects. This boosts team
productivity and enables real-time problemsolving.
It's crucial to keep track of how a project is
coming along. A project management tool
can assist project managers and business
owners in keeping track of the project's
development in one location because they
value being kept informed.
In many ways, project management
technologies make your business run
automatically. They aid in the documentation
of recurring actions that you and your team
carry out on a daily, weekly, or irregular
basis. These chores can range from email
checking to website upkeep, social media
maintenance, appointment scheduling, and
inventory tracking.
As it does not provide you with the correct
process your team need, tracking emails for
tasks and documents pertinent to your project
can become pretty hectic. Your virtual team
can operate more productively since they
have access to the same information in one
location thanks to task management software,
which can act as a single database for all
your project data. The fact that some tools
contain commenting and messaging
functionality means that this unified system
can also enhance team member collaboration.
It can be difficult to bring a virtual assistant
up to speed on all the specifics of your
ongoing tasks when you recruit one to join
your team who already has a lot of
experience. A web-based project
management application can be utilized in
this situation to onboard any new team
member.
(Turley, 2022)
(IO4PM - International Organization for Project Management, n.d.)
The right individuals must be involved in a project under your management to achieve its goals,
and they must be aware of their respective responsibilities. What each person performs is broken
down below.
Sponsor
The sponsor removes organizational barriers and advocates for the initiative at the highest levels
of the business. She ought to be able to influence decisions, give resources as needed, and
communicate clearly with the CEO and important stakeholders. She must also bear responsibility
for the success of the project; in other words, she must have "skin in the game."
Project Manager
The project manager identifies the main issue to be solved and decides how to approach it,
including the project's goals and scope as well as the actions that would produce the intended
outcomes. This is done with input from the sponsor and stakeholders. Then, he organizes and
schedules work, supervises day-to-day operations, and keeps track of progress until he assesses
performance, completes the project, and records the lessons learned. The sponsor grants the
project manager authority. He is much like a traditional manager in that he must:
-
Provide a framework for the project’s activities
-
Identify needed resources
-
Negotiate with higher authorities
-
Ensures professional interaction between the project team members and other
stakeholders
-
Coordinates interactions between the project and key stakeholders
-
Selects appropriate processes for the project
Team
The team is a collection of individuals who will finish the project's work. The group could
support,
-
Identify and involve stakeholders
-
Identify requirements
-
Identify constraints and assumptions
-
Create the WBS
-
Decompose work packages for which they are responsible into schedule activities
-
Help identify dependencies between activities
-
Provide time and cost estimates
-
Participate in risk management process
-
Comply with quality and communications plan
-
Help enforce ground rules
Team Leader
A team leader for large projects who is directly responsible to the project manager may be used.
The project manager handles both responsibilities in small projects. It is impossible for the team
leader to act like the boss and still reap the rewards of teamwork. He must instead take on the
following significant roles:
-
Initiator. Rather than tell people what to do, the leader draws attention to actions that
must be taken for team goals to be met.
-
Model. He uses his own behavior to shape others’ performance—by starting meetings on
time, for example, and following through on between meeting assignments. Leaders often
rely heavily on this tactic, since they typically cannot use promotions, compensation, or
threats of dismissal to influence team members.
-
Negotiator. He gets what he needs from resource providers by framing the project as
mutually beneficial.
-
Listener. He gathers from the environment signal of impending trouble, employee
discontent, and opportunities for gain.
-
Coach. He finds ways to help team members maximize their potential and achieve
agreed-upon goals. Coaching opportunities are abundant within teams because the skills
members eventually need are often ones they don’t already have.
Team Member
Any project's membership is its genuine driving force and its true center of gravity. It is crucial
to get the correct people together because of this.
5.1. Skills required for the role of in the project planning
Project management skills
A combination of talents called project management abilities are required to start, plan, and carry
out a project. Project managers frequently oversee a team of workers who must cooperate to
accomplish a particular objective. Hard talents, soft skills, and personality qualities are all
included in the category of project management skills.
Example of project management skills
A project manager oversees planning and carrying out the project. Additionally, they oversee
leading and inspiring a team, controlling stakeholder expectations, and keeping corporate leaders
and stakeholders updated on the project's progress. Skills in project management include:
Leadership
Project management requires a strong sense of
leadership. They give the manager the capacity
to organize, inspire, and foster an environment
in which a team can successfully share ideas,
develop a plan, and finish the project.
Risk Management
Any major undertaking carries some risk. The
ability to take on risk and see the big picture
can help a smart project manager identify
problems before they become serious ones. A
good project manager will be able to assess and
manage the risks. Risk management begins
during the planning step to identify potential
difficulties that could develop throughout the
process.
Problem solving
Problems arise regardless of how much
planning a project manager does or how skilled
their team is. A crucial project management
ability that facilitates these resolutions is
problem-solving. The manager will gather data
and develop a plan of action that benefits all
stakeholders. To solve a problem quickly, it's
crucial to use an organized approach.
Negotiation skills
It needs negotiation skills to get anything done
in a project. It's possible that you'll need to
haggle over a vendor's price or the
stakeholders' expectations vs what the team is
capable of. Diplomacy is a crucial component
of negotiation because it allows you to
respectfully push back when necessary while
still giving the impression that everyone
involved is receiving what they want.
Technical skills
You must be aware of the software and project
management tools used in every project. Since
technology is always developing, as soon as
you become accustomed with one tool, a new
one will be available. It will be simpler to
change and adapt to new systems if you are
tech-savvy. It would be beneficial if you
additionally followed the most recent
communication technologies. More frequently
than email, online messaging platforms like
Slack make it simpler for the entire team to
connect in real-time.
Communication
Any leader, including a project manager, needs
to be able to communicate effectively.
Throughout the projects, they will need to
communicate with a variety of groups of
individuals, including clients, vendors, team
members, and other managers both inside and
outside of their organization. Project managers
must be able to communicate effectively to
exchange ideas and resolve problems that arise.
Time management
Each task inside a project has a deadline, and
every project has one as well. For the project to
proceed smoothly and on schedule, the project
manager must possess exceptional time
management skills. Making a schedule and
ensuring that everyone on the team is working
to fulfill deadlines throughout the entire
process are frequently the responsibility of the
project manager.
(Glassdoor Team, 2021).
Section B
1. Introduction
1.1.
Company introduction
ESOFT Metro Campus is a private sector educational institute or college located in Colombo, Sri
Lanka. It offers academic and professional qualifications in Computing, Business &
Management, Engineering, Hospitality and English. Dr. Dayan Rajapakse is Founder ESOFT
Group. Established in the year 2000, the company today has 40 branches nationwide (ESOFT
Metro Campus, n.d.).
1.1.1. Vision of the company
“To emerge as the most sought-after education and training partner in the region by making a
meaningful contribution towards building a knowledgeable society.” (ESOFT Metro Campus,
n.d.)
1.1.2. Mission of the company
“Leverage our affiliations and partnerships to empower the youth to shape their lives and create
futures for themselves by providing recognized, affordable and up-to-date knowledge.” (ESOFT
Metro Campus, n.d.).
1.2.
Background of the research
The most significant investigations that have been undertaken to date are briefly summarized in
the research background, which is presented in chronological sequence. The section of the
opening chapter devoted to research background may also be titled "Background of the Study."
A brief explanation of the main theories and models connected to the study problem should be
included in the research background.
To highlight historical advancements in the study field, you might specifically discuss significant
theories and models connected to your research problem in a chronological manner when writing
research background. You must show how your research links to previous work in the field of
study while writing research background.
The literature review is written after the research backdrop. As a result, after choosing a research
area and before developing the research's goals and objectives, the literature review must be the
first and the most time-consuming stage of the research process. After deciding on a study topic,
a literature review is conducted to determine any gaps in the field (Research-Methodology, n.d.).
1.3.
Purpose of the research
Researchers are continuously looking for new ways to comprehend the world and how things
work with the ultimate objective of improving our lives, from weather forecasts to the discovery
of medications.
Discovering what is known, what is unknown, and what we might further develop is the goal of
research. This allows scientists to create novel hypotheses, concepts, and solutions that influence
society and our way of life (DiscoverPhDs, 2020).
There are three primary objectives for research:
-
Exploratory
Exploratory research is the initial investigation into a situation that has not yet been precisely
described. Exploratory research does not seek to solve the problem directly; rather, it seeks to
better understand the nature of the issue at hand. This makes it possible for us to eventually carry
out more extensive research.
-
Descriptive
By describing a problem or phenomenon in terms of its traits and population, descriptive
research contributes to our understanding of it. Research that is descriptive concentrates on the
"how" and "what," but not the "why."
-
Explanatory
Explanatory research, also known as casual research, is carried out to identify cause-and-effect
relationships and to ascertain how variables interact. Explanatory research frequently relies on
experiments since it focuses on the "why" of research topics.
1.4.
Objective of the research
The goals of your research study are outlined in the research objectives. They should direct each
phase of the study procedure, including the data collection, argument construction, and
conclusion development.
Although they might change a little as your research develops, your research objectives should
always be consistent with the actual research you conducted and the substance of your article
(Ryan, 2022).
Example for Research objectives
To assess the relationship between sedentary habits and muscle atrophy among the participants.
To determine the impact of dietary factors, particularly protein consumption, on the muscular
health of the participants.
To determine the effect of physical activity on the participants’ muscular health.
1.5.
Aim of the research
It is common practice to distinguish between research aims and objectives.
A research aim is often a broad assertion outlining the overall objective of your research study. It
should follow your problem statement and come before your research goals.
The exact focus and methodology of your project are indicated by your research objectives,
which are more detailed than your research purpose. Even though you just have one research
goal, you probably have multiple objectives (Ryan, 2022).
1.6.
Factors of project management plan related to the project
1.6.1. Scope
You may prevent scope creep by using a scope management plan. The project will be mapped
out in a scope management plan, which will assist it stay within or very nearly inside the scope
that was initially defined. Through careful resource management, the project will be completed
on schedule, under budget, and to the standards demanded by stakeholders.
Don't forget that the scope management plan can be incorporated into your project management
plan. You should include the procedures that will be followed to complete the project, as well as
how they will be managed and tracked, in the scope management plan (AIPM, n.d.).
1.6.2. Deliverable
The quantifiable items or services that must be offered upon project completion are referred to as
"deliverables" in project management terminology. Deliverables may be physical or abstract in
nature. For instance, a deliverable in a project aimed at modernizing a company's technology
may be the purchase of twelve new PCs.
The construction of a computer program targeted at increasing a company's accounts receivable
computational efficiency, on the other hand, might be referred to as a deliverable for a software
project (Bloomenthal, 2019).
1.6.3. Risk
A project risk is a hazard that could happen or not during the project. Contrary to what we
typically associate with the word "risk," a project risk could either have a positive or negative
impact on the progress of the project's goals.
Imagine that the upcoming summer is exceptionally warm and sunny. This would probably be a
risk that had a benefit for a group of people working on a project to introduce a new ice cream
treat. The opposite would likely be true for a team organizing the first Summer Ice Sculpting
Championships (teamwork, 2022.)
Finding project risks is the first step in risk management in project management.
There is no way to account for every potential project risk, therefore we must concentrate on
identifying the most significant ones through a few crucial study axes. These consist of:
-
Stakeholders can be questioned to learn about dangers that have impacted the team's or
organization's past efforts.
-
Utilize a situational analysis framework, such as PESTEL, to identify external threats
(Political, Economic, Social, Technological, Environmental, Legal).
-
Examine your project planning records to find the project's inherent risks.
1.6.4. Communication
An agreement between project collaborators and stakeholders that specifies what information
will be provided when and how is known as a project communication plan. This written guide
should contain information such as progress updates, task-related queries, and meeting
information. To the greatest extent practicable, team communications are to be clarified and
streamlined
1.6.5. Quality
A project quality plan, which is a part of the project management plan, specifies the instruments,
jobs, and procedures that the project team must use and carry out in order to meet quality
standards. It outlines how to manage and validate the quality of a project and its anticipated
outcomes throughout the project phases and offers direction on the project's quality requirement
larger projects might require a stand-alone quality planning document (The Motley Fool, 2022)
1.6.6. Resources
1.7.
Initial project planning
1.7.1. Work Breakdown Structure (WBS)
WBS is described as "a deliverable-oriented hierarchical decomposition of the work to be
completed by the project team to meet the project objectives and create the needed deliverables"
in the PMBOK® Guide—Third Edition of the Project Management Institute. It organizes and
specifies the project's overall scope. Each declining level represents a more thorough explanation
of how the project will be carried out. The work packages are broken down from the WBS. Both
internal and external deliverables are included in the hierarchy's deliverables orientation (Organ
and Bottorff, 2022).
(Organ and Bottorff, 2022)
1.8.
Business case
A business case is a tool to advocate and ensure that an investment is justified in terms of the
strategic direction of the organization and the benefits it will bring. It generally provides context,
benefits, costs, and a range of options for key decision makers and funders It can also describe
how success will be measured to ensure promised improvements are achieved.
It is crucial that any business model or proposal created supports the larger goals of the parent
company. It is also important to consult with key stakeholders such as budget holders and learn
about the plan early on and give them the opportunity to comment and provide input Announcing
the plan early can help mitigate the possibility that the plan will be rejected outright
However, making a business case for preserving any material at an early stage does not
guarantee that it will be accepted Although there is no surefire pattern, some or all of the
following steps may be helpful if your program is rejected Within an organization, there may be
established procedures and policies regarding the production and presentation of the business
case, which must be followed Communicating the business plan early can help identify themes
or areas that may cause problems when the plan is officially presented (Super User, 2011).
(Association for Project Management, 2019)
1.8.1. Cost
The business case typically considers not only the cost of setting up a digital preservation
solution, but also the total cost, including the costs of project/program management and other
activities undertaken to support the implementation, such as training and advocacy. However,
digital preservation costs are often the most critical factor (Super User, 2011).
1.8.2. Benefit
Costs and hazards are related to benefits as well (see Risk and change management). Risks turn
become benefits when they are reduced. Any digital material must be utilized once it has been
purchased. The applications for which digital content is used are advantageous to those users. An
organization must comprehend both the advantages and disadvantages of digital resources if it is
to understand expenses. Through the creation of business strategies, benefits can be utilized to
defend costs. Benefits that do not readily lend themselves to quantitative form make measuring
benefits particularly difficult. To analyze both qualitative and quantitative results and present the
differences made, a combination of methodologies will frequently be needed. To support
organizations, A KRDS Benefits Framework and a Benefits Analysis Toolkit were developed as
part of the Keeping Research Data Safe project (KRDS, 2011). These are designed to assist
institutions in identifying the entire spectrum of advantages from management and preservation
of research data and to succinctly explain them to various stakeholders (e.g., when developing
business cases or advocacy). Other sorts of digital materials can also benefit from digital
preservation thanks to the toolbox (Super User, 2011).
(Super User, 2011)
1.8.3. Cost / Benefits Analyst
A cost-benefit analysis is a systematic process that businesses use to analyze which decisions to
make and which to forgo. The cost-benefit analyst sums the potential rewards expected from a
situation or action and then subtracts the total costs associated with taking that action. Some
consultants or analysts also build models to assign a dollar value on intangible items, such as the
benefits and costs associated with living in a certain town.

A cost-benefit analysis is the process used to measure the benefits of a decision or acting
minus the costs associated with taking that action.

A cost-benefit analysis involves measurable financial metrics such as revenue earned, or
costs saved because of the decision to pursue a project.

A cost-benefit analysis can also include intangible benefits and costs or effects from a
decision such as employees morale and customer satisfaction.

More complex cost-benefit analysis may incorporate sensitivity analysis, discounting of
cashflows, and what-if scenario analysis for multiple options.

All else being equal, an analysis that results in more benefits than costs will generally be
a favorable project for the company to undertake.
What is research approach
The method chosen by the researcher to gather, examine, and interpret data is known as a
research methodology. There are three types of research methods: mixed, qualitative, and
quantitative.
In quantitative research, numerical data are gathered and analyzed to characterize, explain,
forecast, or control relevant occurrences. Numerical data processing is a challenging task that
requires a systematic approach. Deductive reasoning is used in quantitative research.
The goal of qualitative research is to better understand a particular phenomenon of interest by
gathering, analyzing, and interpreting extensive narrative and visual evidence. Qualitative
research aims to understand phenomena as they naturally occur by simultaneously examining a
variety of its facets. This strategy employs inductive reasoning (Study.com, 2022).
Qualitative research
To better comprehend ideas, opinions, or experiences, qualitative research entails gathering and
evaluating non-numerical data (such as text, video, or audio). It can be utilized to uncover
intricate details about a situation or to spark fresh study concepts.
Quantitative research, which involves gathering and analyzing numerical data for statistical
analysis, is the antithesis of qualitative research.
The humanities and social sciences frequently employ qualitative research in fields like
anthropology, sociology, education, the health sciences, history, etc. (Bhandari, 2020).
Qualitative research methods
Each research strategy calls for the use of one or more techniques for gathering data. Some of the
most popular qualitative techniques are as follows:
Observations: recording what you have seen, heard, or encountered in detailed field notes.
Interviews: personally, asking people questions in one-on-one conversations.
Focus groups: asking questions and generating discussion among a group of people.
Surveys: distributing questionnaires with open-ended questions.
Secondary research: collecting existing data in the form of texts, images, audio, or video
recordings, etc.
Quantitative research
The process of gathering and interpreting numerical data is known as quantitative research. It can
be used to identify trends and averages, formulate hypotheses, examine causality, and extrapolate
findings to larger populations.
Comparative study, which gathers and examines non-numerical data, is known as quantitative
research (e.g., text, video, or audio).
The natural and social sciences, including biology, chemistry, psychology, economics, sociology,
and marketing, frequently use quantitative research (Bhandari, 2020).
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