Project Management
By
Prof.( Mrs.) B.O. Ker
Director, Centre for Research Management,
Benue State University
1.0 Project Defined
 Definitions
A project:
• is a Temporary endeavour with a beginning and an end
• Creates a unique product, service or result
• Is progressively elaborated and distinguishing
characteristics of each unique project will be
progressively detailed as the project is better understood
• Is a time based activity
 To be successful a project needs specific planning,
organization and execution
 A project has to fulfill its set aims and objectives within a
limited period of time with limited fund, personnel and
other resources.
2
Characteristics of a Project
• A means to bring about change
• Has a definite beginning and an end (once the
project objectives or deliverables are achieved,
the project ends),
• Project objectives or deliverables should be
SMART i.e.–
–
–
–
–
Specific
Measurable
Achievable
Realistic
Time-bound
3
Characteristics of a Project….
• Has high risks (could fail due to different factors
acting independently or in combination).
• Is about doing something new/ novel (which
means new approaches and means of doing
things have to be developed).
• Human and material resources are always
involved.
• Time, Cost and quality are always constraints to
varying degrees.
4
Project Management Defined

•
Project Management is:
The art of managing projects with the specific
objectives of:
–
Ensuring that the project objectives are
realized
– Ensuring that projects are delivered on
schedule
– Ensuring that projects are delivered within
budget.
• The Application of knowledge, skills, tools
and techniques to project objectives
(activities) to meet stakeholders’ needs and
expectations.
5
 Why Project Management?
•
•
•
•
Because Project delivery is influenced by
many factors, it is crucial to mange it.
Such management requires Technical and
Managerial Skills, Tools, Clarity of concept and
Resource Management (Resource comprises
money , Man, machine and other Materials).
A project that lacks proper management
comes out often with technical faults too major
to be ignored.
Lack of proper management may lead to
misuse of project funds resulting in inability to
complete the project.
6
Project Management
The “Triple Constraint”

The Project Manager / the researcher has certain
constraints to battle with in delivering a project. These
are referred to as “The Triple Constraint”. They include:
–
–
–
–
–
–
–
–
Scope Management
Cost Management
Time Management
Quality Assurance
Human Resource Management
Communication Management
Risk Management
Conflict Management among others.
RESOURCES
PROJECT CONSTRAINT TRIANGLE
7
The “Triple Constraint”…..
 A change to a component of the Triple
will usually affect other components.
Therefore careful analysis of a move to
make a change is necessary in order to
assess the impact of the change to avoid
negative effect on the project.
8
SCOPE
• The scope involves the range of tasks
required to accomplish programme goals. ( it
constitutes the process to ensure that the
project includes ONLY all the work required
to complete the project successfully).
• The scope is one of the three main elements
that must be kept in balance in the project
constraints triangle.
9
 Resources
These include:
• The personnel
• The equipment needed to achieve the aims of the
project
• These essential elements will create expenditure
and are dependent on the project budget.
• Funds given is fixed for the whole project period as
well as the budget and availability of resources.
• Any increase after budget approval and
commencement of project will be taken care of by
the applicant or a complementary funding
elsewhere.
10
• Project Schedule
– Indicates the time and sequence of the
various tasks as well as the total project
duration.
– While the time can be modified slightly
according to varying needs, the funding can
not (i.e. an extension of a few months for
completing the outcomes of the project can be
requested.
* What we must note is that no project works
exactly according to the initial plan.
Successful project management is a process
of continuous planning and revision as shown11
below
Defining Aims
Planning
Controlling
Deciding
Implementing
12
3.0. Project Management
Processes
• Project Management Processes describe what
you need to do to manage a project.
• They Include:
–
–
–
–
–
Project Definition /Initiation- beginning the cycle
Project Planning
Project Execution – you do
Project Monitoring and control – you check and act
Project Closure – End the cycle
13
Project Definition/ Initiation
• The success of a project depends on the clarity
of its definition.
• Project goals have to be clearly defined to
specify what is hoped to be achieved on the
completion of the project.
• Project initiation processes formally start a new
project or project phase.
• The output of project initiation is The Project
Charter or Project Initiation Document. The other
output is Preliminary Scope Statement.
14
Project Initiation ..
• The project initiation precedes the planning
phase.
• Its output should serve as basis for management
to decide if the project should go ahead or not.
• Where project initiation is not done properly,
such projects experience high risk, extra cost,
major corrections and at worse complete failure.
• The Project Charter should answer to the 5Ws of
which are What? Why?, How?, When?, Who? of
the project.
15
Planning Process
• This involves making a plan to manage the project.
• It determines if the Project Charter can or cannot be
done and how it will be achieved.
• It gives a clearer definition to the Project Scope
• Results in a Project Management Plan (PMP)
• In the planning process everyone’s involvement is
essential.
• Input from stakeholders is essential
• Review of related literature from previous projects,
magazine articles, documentaries, etc are vital in
planning the project at hand.
• Planning process should be iterative (constantly
reviewed).
16
Features of Planning Process
•
•
•
•
•
•
•
•
•
Work Break- down Structure (WBS)
Time Allocation
Critical Path Analysis
Resource allocation
Resource Leveling
Project Network Diagram
Time scheduling
Cost estimating
Risk Analysis
17
Project Execution
• Refers to doing the tasks identified in the plan
• Execution stage- the turning of theory into
practice, the Project Management Plan is turned
into reality.
• All activities in the executive phase are geared
towards achieving the project objectives or
deliverables.
• Review may be carried out if there is need in
order to achieve desired quality.
18
In the Execution Stage..
• Involvement of the Project Leader/
Researcher/Manager and Project Team is
core.
• It calls for close Monitoring and Controlling
which are key tasks that could make a
project fail or succeed.
19
Tasks involved in Project
Management
•
•
•
•
•
•
Planning the whole project
Organizing the project
Building and leading a team (if any)
Organizing and chairing meetings
Monitoring and evaluation
Administering and managing budget
20
Planning the Project
• Project planning is an intergral part of the
application to carryout a project.
• The plan continues to be refined
• Planning is therefore required throughout the life
time of the project.
• General aims and objectives have to be defined
and translated into concrete outcomes, products,
services and impacts
• The major steps which lead to the development
of the product(s) have to be packaged and timed
in a work plan.
21
Work Plan
Project One
Thesis with timelines
Following is a
Introduction: I will write this after finishing the chapters below to discuss
sketch of the intro: the intellectuals’ contexts, issues of translated texts etc.
Chapter 1
:
‘Exile’ and Intellectual Practice: 1st year ,I argued that Said’s ‘exile’ is
paradoxical, because with the pain of exile comes the pleasure of a critical
intellect that ‘speaks truth to power’.
Chapter 2
:
‘Exile’ as Resistance: year 2, Here I analysed how the convergences and
divergences of Mahfouz, Darwish and Saadawi’s ‘exilic’ thoughts created
diverse resistances.
Chapter 3
:
Writing as an ‘Exilic’ ‘Home’: year 3, I will accomplish this chapter that asks
if ‘writing’ is the shelter where the ‘exile’ flies ‘after the last sky’, to borrow
a phrase from Darwish.
Chapter 4
:
‘Exile’ in the Context of Post-colonialism/Post-modernism:
year 4, I will conclude the thesis by including this chapter. Here I will
ascertain if the discourse of the ‘exile’ is part of post-colonialism and
examine what relationship the ‘exile’ forms with post-modernism and
cultural studies.
22
Work Plan
Project Two
The research is divided into three stages
• The first stage involves;
1. Literature study
2. Study and analyze threats classification based on
use/misuse case model
3. Model the interactions between threats, safeguards
and assets on a detailed and realistic level.
• The second stage involves:
1. Build safeguard ontology
2. Extend the ontology to a broader scope for general
utilization in trustworthy systems
23
• The third stage involves:
1. Integrate the ontology with risk analysis
and management tools
2. Final thesis writing and publications I
specifically chose the present institute of
study because as at the time I applied
there are projects on ground in my area of
research interest.
24
Project Timeline and Tasks
Task – Week
April
May
June
July
August
Number
1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
1) Correction of
deficiencies in
database
2) Classification
of functional
groups
3) Data analysis
and interpretation
4) Manuscript
writing
5) Manuscript
revision
6) Manuscript
submission
25
Financial Details
Budget
Total estimated costs: (in Swiss francs - CHF)
Tuition & Fees ____________________
Accommodation & Subsistence CHF_3500_______________________
Travel _CHF2000_______________________
Books and Materials _CHF3000_______________________
Other* ________________________
Total costs: ==CHF8500======================
Amount requested from IFUW: ===CHF8500=====================
•
Please give details of the "other" costs listed above, if any:
26
BUDGET B
A.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Equipment/Materials
1.
2.
3.
4.
B.
1.
2.
3.
4.
5.
C.
1.
2.
D.
N
K
Twenty five(25) Stalls @ N1,500 per month x 12
450,000.00
Fifty(50) Inosan Plastic Chairs @ N1,550
77,500.00
Twenty five(25) portable coolers @ N2,000
50,000.00
Twenty five (25) Ceiling fans @ N4,500
112,500.00
Sub-total
=
690,000.00
Administration
Registration of Cooperative Society with the
Corperate Affairs Commission
150,000.00
Purchase of Accounting manuals/books
20,000.00
Opening of individual women bank account and
bank account for the Cooperative Society
50,000.00
Transportation for Project Team to and from
project site
50,000.00
Honorarium for the Leader of the Women Group
20,000.00
Sub-total
=
290,000.00
Others
Final Report on the Project including video clips, pictures etc 50,000.00
Contingency
50,000.00
Sub-total
= 100,000.00
Grand Total = A: 690,000 , B :+ 290,000 C + 100,000 = 1,080,000 /150= $7,200
Organizing the Project
• Organisation of the project is the realisation
of the planning process-getting things going.
• It involves specific tasks:
-The different roles and responsibilities
within the project should be allocated
according to individual strengths and
expertise.
• -setting up and maintaining communication
system, info & reporting system, managing
critical phases
28
Organising and chairing
meetings
• Meetings play important part to successful
project
• Meetings are to be organised in a
professional way.
• Communication during meetings should be
carefully planned.
• Should take into account cultural
dimensions if any.
29
Monitoring, Controlling and
Evaluation
• If quality is to be achieved permanent
monitoring, controlling and Evaluation of
the project are essential.
– Tasks involve overseeing the project
implementation process
– Measuring performance vis-avis project
management plan
– Defect, correction, preventive actions,
approving change and managing change are
all carried out.
30
Administering and Managing the
budget
• Administrative workload, especially
financial management must be handled
carefully.
• Considerable time and energy cab be
saved if a transparent reporting system
and clear agreement are introduced at the
beginning of the project.
31
Benefits of Project Management
• It saves time by properly planning the
Project and considering all relevant factors
which may affect its outcome
• It saves money
• It leads to a more successful outcome if
guidelines are followed
• You will enjoy goal clarity
• Your resources will be coordinated
• Risks will be identified along the line and
managed.
32
Practical Exercises
33
Thank you
34