LECTURE THREE: INTRODUCTION TO PROJECT MANAGEMENT

A project is generally defined as an endeavor with a beginning and an end, undertaken in order to

achieve the desired goal. Projects are typically distinguished from routine operations or activities

in that they are often expected to achieve specific objectives within specific costs and timelines.

In addition, projects often involve the need for coordination among different stakeholders and the

need to allocate resources in an effective manner. The success or failure of a project can thus

have significant implications for an organization. As a result, project management has emerged

as a distinct field of study, with its own body of knowledge and best practices.

A project is a set of activities implemented in a logical order or sequence to achieve a well-

defined objective which usually addresses the needs of a people in a community locally or in a

specified place. A project has a definite start time and end time and is implemented within the

constraints of time, costs, scope and quality.

A project is a temporary endeavor, which is undertaken to create a unique product, service, or

result.

KEY PROJECT CONSTRAINTS/PARAMETERS:

Balancing the competing project constraints, which include, but are not limited to: Time, Scope,

Quality, Schedule, Budget, Resources, and Risks. Some project managers focus on only scope,

time, and cost constraints. These limitations are sometimes referred to as the triple constraint.

However, some project managers focus on the quadruple constraint, which adds “quality” as a

fourth constraint. However, to create a successful project, project managers must balance all

constraints, which are mentioned below:

Project Scope/Activities:

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  What work will be done as part of the project? and,

 What unique product, service or result does the customer or sponsor expect from the

project?

Project Time/Schedule:

 How long should it take to complete the project? and,

 What is the project’s schedule?

Project Cost/Budget:

 What should it cost to complete the project?

 What is the project’s budget? and,

 What resources are needed?

Project Quality/Standards:

 How well does the quality of the products or services need to be? and,

 What do we need to do, to satisfy the customer?

PROJECT MANAGEMENT

Management- It is the art of coordinating, directing, controlling, monitoring and measuring the

performance of a project

Project Management is defined as “the application of knowledge, skills, tools, and techniques,

which are required to achieve specific goals and meet specific success criteria”. All must be

expertly managed to deliver the on-time and on-budget results.

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Project management is the application of processes, methods, skills, knowledge and experience

to achieve specific project objectives according to the project acceptance criteria within agreed

parameters. Project management has final deliverables that are constrained to a finite timescale

and budget.

 Project management is therefore the planning and controlling of events that together

comprise the project.

 Project management aims to ensure the effective use of resources and delivery of the

project objectives on time and within cost constrains

 Project management can also be said to be the collection of management tools tailored to

maximize the success of a project

 Project management is therefore facilitating communication between the management,

the technical staff and the client’s satisfaction.

 Project management is the application of knowledge, skills, tools, and techniques to

project activities to achieve project requirements.

PROJECT MANAGER

A project manager is a professional who is responsible for planning, organizing, and controlling

the resources needed to complete a project. The PM is assigned by the organization to lead the

team, and that organization makes him responsible for achieving the project objectives.

CHARACTERISTICS OF A GOOD PROJECT MANAGER

1. Must possess leadership skills - To lead means to influence people toward a desired

value, the norms and establishes the atmosphere of the project and the way various

project activities are approached.

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2. Has Negotiation and Conflict Resolution Skills - The project manager must have a good

negotiation skill and the ability to feel for a situation. Should be able to ensure that

conflicts within the team members is resolved immediately and amicably.

3. Should avoid favoritism and extending undeserved favors on a section of employees

4. Should be able to negotiate the relationship between the project and its evaluation that is

able at the center of all the stake holder and respond to the concerns of all.

5. Exercise Interpersonal Skills - The project manager should be able to relate with other

stakeholders peacefully -Persons who put their emotions under control.

6. Should be a Change Agent - As a changed agent the project manager should insist on

accuracy and honesty instill a sense of urgency

7. Excellent Communication Skills-A project manager should be able to communicate

clearly in oral and written forms

8. Knowledgeable and Confident - project managers should be research-oriented people

with a high appetite for searching new knowledge -A person full of knowledge is a

confident person.

9. Innovative and Creative - Life is a game of strategies employed. A proper analysis of the

business environment has seen very small organization overtake giant organizations e.g

Equity Bank of Kenya. Innovative and creativity allows the Project Manager employ the

right strategies in re-engineering the product and service.

10. Excellent Time manager - Time management in projects is essential are critical since all

activities are scheduled alongside time, money, materials, and human resource. Lack of

management of time will definitely translate to a cost and time overrun This simply

means extra payment must be made for extra time taken therefore making the completion

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 of the project unachievable. At the basic level a project manager should be an example of

a time manager in regards of daily routines by taking the lead.

11. Should be relevantly dressed - Everybody forms an opinion of the character, the

personality, the temperament, occupation, of another person when they are wearing, their

posture, lifestyle and what they say. What one wears talks volume about them and

therefore project managers should be sensitive to the halo effect (the halo effect

influences how you think about others. It happens when you automatically make positive

assumptions or judgments about people based on something positive you notice-first

impression)

FUNCTIONS/ROLES OF A PROJECT MANAGER

Developing the Vision - A vision is a desired goal -Visions are usually developed to be

achieved within 3 years ,5years , or 10 years - He /she should have a sharp focus to vision and

draw others to it, ensure relevance , set objectives and remain inspirational .

Maintaining Commitments -Project Managers should communicate constantly the project

vision in order to rekindle the fire.

Be an Integrator - Project managers should coordinate activities, provide overall project system,

define the end, complete task definition and provide the performance criteria.

Should be a change agent -The world is quite dynamic and technology is fast changing. The

project manager should be quick or fast to adopt new ideas and skills that will propel the

organization into higher heights of performance

Should be a resource provider- project managers should provide the human resource, finance,

and infrastructure as well as define the resource requirement and management.

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Should manage conflict - should be able to anticipate bottle necks and problems and ensure

conflict resolutions.

RESPONSIBILITIES/ACTIVITIES OF A PROJECT MANAGER

1. Developing the Project Plan:

It includes identifying the milestones and deliverables for the project.

2. Assembling the Team:

Organize a team of individuals who will work on the project. This includes selecting the right

people for the job and ensuring that they have the necessary skills and knowledge to complete

the project.

3. Managing the Budget:

This includes ensuring that all expenses are accounted for and that there is enough money to

complete the project.

4. Tracking Progress:

On the project and reporting this information to stakeholders. This helps to ensure that the

project stays on track and that everyone is aware of its status.

5. Communicating with Stakeholders:

Throughout the duration of the project. This includes updates on progress, changes to the plan,

etc. It is important to keep stakeholders informed so that they can provide input and feedback as

needed.

6. Project Risk Management:

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Identifying and managing risks associated with the project. This includes assessing risks,

mitigation strategies, and contingency plans in case something does go wrong.

7. Project Completion:

Finally, once all objectives have been met and the project has been completed, it will be up to the

project manager to close out the project. This includes completing all documentation, archiving

files, thanking team members, etc.

CHARACTERISTICS OF A PROJECT

i. Should have a time frame - start time and end time

ii. Should have a fixed set of objectives that when achieved will have clearly seen benefits

iii. Should be flexible to allow changes

iv. Should be result oriented /productive

v. Requires teamwork and therefore diverse competencies from different disciplines should

be engaged e.g., Construction engineers, accountants and social scientists

vi. Should be planned to avoid risks and uncertainties

vii. Should be carried out through a series of interdependent tasks

viii. Execution of the project should be controlled. A project can create a product that can

either be a component of another item or an end item in itself.

ix. Should be a service or a capability to perform a service e.g., a business function that

supports production or distribution

x. Should be an improvement in the existing product or service lines e.g., Management

systems like Kaizen.

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 xi. Should be a result such as an outcome or a document e.g., a research project that

develops knowledge that can be used to determine a trend or benefits of existing or new

products.

TYPES OF PROJECTS

i. Civil and Construction Projects - These are projects which are implemented for

infrastructure improvement /development e.g., roads, buildings, waterways, airways,

Thika Super highway etc.

ii. Mining, Extraction and Quarrying Projects - These projects are focused to exploration of

natural resources in a given country such as minerals coal, in Kitui county, Oil in

Turkana, Stone in Ndarugo and Fluorspar in Kerio valley.

iii. Manufacturing Projects - Are projects focused on turning raw materials into new

materials e.g., steel industry, and clothing industry.

iv. Management processes projects - Projects focused on improving system and the

management processes e.g., computer technology, software, apps e.g., Mpesa, Internet,

and Mobile phones.

v. Research Projects - Are projects carried out by researchers and academicians focused at

providing an existing product or a total discovery on a new product e.g., drugs– medicine.

Examples of Project Management:

Projects can be large or small and involve one person or thousands of people. They can be done

in one day or take years to complete. Examples of project management include the following:

 A young couple hires a firm to design and build them a new house.

 A retail store manager works with employees to display a new clothing line.

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  A college campus upgrades its technology infrastructure to provide wireless Internet

access.

 A construction company designs and constructs a new office building for a client.

 A school implements new government standards for tracking student achievement.

 A pharmaceutical company launches a new drug

 A television network develops a system to allow viewers to vote for contestants and

provide other feedback on programs.

The automobile industry develops standards to streamline procurement

FEATURES THAT ARE COMMON IN PROJECTS

i. Clear goals - Projects are designed for a particular purpose

ii. Clear time frame - Projects are temporary endeavors with a definite start time and end

time.

iii. Limited resources - projects are implemented within the constraints of limited resources

iv. Clear scope - Projects have a planned schedule activities which is controlled

v. Clear quality specifications - projects are guided on the expected outcomes and expected

standards

vi. Unique products or services - Projects are expected to provide or produce a unique

product or a service.

PRINCIPLES OF PROJECT MANAGEMENT

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The completion of a project is a primary objective of a completion of a Project. Every project

that is started must be completed 100%. The following principals if observed will lead to

successful Project Management:

1. Commitment Principles: An equitable commitment between principles, resources and

project delivery team must exist before a viable project is realized, defined at the

beginning of a project as a basis of project management decision making and post

management evaluation.

2. Principle of Management: Policies and procedures that are effective must be put into

place. Projects need to be controlled and directed so that they can be achieved through the

cost standard and the budget.

3. Single Point response Principle: A single channel of communication must exist between

project sponsors, project managers and the project team for all decisions affecting the

scope.

4. Principle of Continuous Evaluation: Management must always provide an informed

supportive, continuous, monitoring and evaluation system to ensure that the project

delivery terms are adhered to

5. Principle of Strategy: Life is a game of strategy. Progressive people think outside the box,

employ innovation and creativity and are always willing to learn from past mistakes.

6. Principle of Sustainability: Projects benefits should be realized long after the projects

closure

IMPORTANCE OF PROJECT MANAGEMENT

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 i. To ensure proper utilization of available resources. Resources are never enough. Time is

one of the resources that is depletable and non-renewable. Money once spent also cannot

be recovered. These resources are managed in project management through scheduling

and leveling time and finances.

ii. To align goals to the strategic objectives of the organization /individuals. All projects are

designed, planned and implemented with the aim of achieving a predetermined goal. The

strategies that individuals and organizations employ is what makes a distinction in the

level of success. Strategies are to be adhered to with constituency and regular review.

iii. To ensure there is optimal return from the organization investment. Every organization

enters into an investment both profit and non- profit projects with the aim of attaining

returns

iv. To ensure timely achievements of the organization’s objectives. Every project has a

definite start time and end time. Objectives set for every project should be achieved at the

closure of the project.

v. To minimize and control risks. Risks are any occurrence that could cause the objective of

a project not be achieved as intended.

vi. To ensure right activities are carried out.

FACTORS THAT LEAD TO A SUCCESS OF A PROJECT

1. Formal governance and change approval guidelines

2. Accountability for projects results by implementers

3. Training in project management skills

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 4. Having measurement and feedback system

5. Formal priorities for requests and changes

6. Regular communications with stakeholders

7. Having a monitoring and evaluation system

DIFFERENCE BETWEEN A PROJECT AND A FUNCTIONAL OPERATION

There are many differences between projects and Functional operations.

Some differences are as follows:

i. Projects are unique and temporary, while operations are ongoing and permanent with a

repetitive output.

ii. Projects have a fixed budget, while operations have to earn a profit to run the business.

iii. Projects are executed to start a new business objective and terminated when it is

achieved, while operational work does not produce anything new and is ongoing.

iv. Projects create a unique product, service, or result, while operations produce the same

product, aim to earn a profit and keep the system running.

v. There are more risks in projects as they are usually done for the first time, while in

operations there are fewer risks as they are repeated many times.

vi. Projects are performance intensive while operations are efficiency intensive.

vii. Projects are managed through project management and operations require business

process management.

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