PROJECT MANAGEMENT SKILLS UNIT-2 Project Administration 2.1 Essentials of Project Administration Project Administration focuses on two objectives. One is relieving the project team from the burden of project management's administrative responsibilities. The second objective is achieving schedule control. It views project management as a process control system. Once plans are ready and the project is executing, a feedback loop is provided in the form of clear, easy to understand status reports. DWE CBGAIAyAo ada evdgsne sheed seoHesoOags. aietsws ABFBUOD GBPS, wooVwONY Bedcadhood ocietuads sowdad, Oe@dsicd Aw@ha 20d. HIB evdfaad astwyosss, Dodogsrowa, AoHadead. aco etua Israadad, Bob Dobodeo BsdAoiwon Aetasd. oderudried AGswaet ada, cletadod wobrisiewd, cen, a,c, Oza egramateye Agob addiv dead’). w@S88a0b ana ead, wANAeD3. A project team A project team plays the vital role of designing and implementing a project. A project team consists of a specific group of individuals. The following are different types of a project teams. 1. Initial project team. Core project team. Full project team. 2. 3. 4, Project advisors. 5. Project stakeholders. 6. Process facilitators. Prepared by: https://harshasnmp.wordpress.com/1. Initial project team: The initial project team consists of specific people who initially conceive the idea of starting a project. The team members are responsible for the planning and execution of the project. One of the team members will be designated as the project manager. The project manager will be responsible for coordinating the activities amongst the team members. 2. Core project team: The core project team is a small group of people, typically 3 to 8 people who are ultimately responsible for designing and managing a project. This team consists of sponsor, client leader, expert and internal auditor. 3. Full project team: This team consists of complete group of people involved in designing, implementing, monitoring and controlling a project. This team includes managers, stakeholders, researchers and other key implementers of the project. 4, Project advisors: Project advisors are the people who are not in the project team, but finally to whom the team members can depend for honest feedback and counselling. Project advisor is a person who anchor the cause of the project. Prepared by: https://harshasnmp. wordpress.com/5, Project stakeholders: Project stakeholders are the individuals, groups or institutions who have aspecial interest in the natural resources of the project area. 6, Process facilitators: A process facilitator is a person who can help the project team through the planning process. The process facilitator understands the key elements of the process and has good facilitation skills. The advantages of effective team are listed below, 1. Clear objective of the project from the initiation to completion. 2. Good decision-making process, which speed up the activities. 3. Clear roles, responsibilities and leadership, without overlapping, ensure smooth progress. 4. Trust, co-operation, support and constructive conflict or feedback. 5. Individual and mutual accountability for performance results. ¢ é nes, Proper care is to be taken while forming a team. The appointment of team leader should be done after an in-depth analysis. While selecting project team members, the following items may be kept in mind. Prepared by: https://harshasnmp. wordpress.com/1. 2. . Knowledge of political, social and economic factors. . Knowledge/experience of stakeholders and their concerns. Experience in developing strategies. Experience in implementing strategies. Experience in communications and fund raising. Experience in budgeting and risk assessment. . Should understand the psychology of the team. sourieT, Project design is the first stage in the execution of the project. Project design is concerned with developing project scheduling techniques and implementation of the project. It includes finding of location, construction of buildings, procuring plant and machi Signi i. 2. > inery and finally execution the project. icance of Project design (Advantages): It gives a comprehensive idea about the entire project. It is a diagrammatic representation of the work plan designed to execute the project. The various activities of the project are explained in sequence to highlight the various phases of the project. It helps entrepreneurs in coordinating project activities. It serves as an effective tool of planning and implementation of a project. It helps managers to plan the project economically. Prepared by: https://harshasnmp. wordpress.com/Work breakdown structure, WBS Work breakdown structure, WBS in short, is a technique which breaks down a work into its components and at the same time establishes the connections between the components. Itis constructed by dividing the project into its major parts, with each of these being further divided into sub-parts. This is continued till a breakdown is done in terms of manageable units of work for which responsibility can be defined. The work breakdown structure defines what work is to be done in a detailed manner. To assign responsibility for the tasks to be done, the work breakdown structure has to be integrated with the project organisation structure. Work breakdown through the hardware approach is the only natural and permanent way of breaking work. Performance target, schedule, budget and accountability can similarly be fixed for any hardware element. Advantages of the work breakdown structure: 1. Effective planning by dividing the work into manageable elements which can be planned, budgeted, and controlled. 2. Assignment of responsibility for work elements to project personnel and outside agencies. 3. Development of control and information system. Prepared by: https://harshasnmp. wordpress.com/DUSTY omehoe Project Execution Plan The Project Execution Plan is the governing document that establishes the means to execute, monitor, and control projects. Project execution plan includes four sub-plans. These are: 1. Contracting Plan 2. Work packing Plan 3. Organization Plan 4. Systems and Procedure Plan aeTive Shee, ORF DTT, Contracting Plan This is the first step in the preparation of a project execution plan. To develop self- regulating systems, it is necessary to contract out those areas where the owner's company does not have inherent competence. Which type of contract to choose, which type of reimbursement to make, what conditions of contracts to stipulate, and what payment terms to offer, are the issues that must be examined during this phase of the project. 7 Prepared by: https://harshasnmp.wordpress.com/Work packing plan Awork package is a group of related tasks within a project. Because they look like projects themselves, they are often thought of as sub-projects within a larger project. Work packages are the smallest unit of work that a project can be broken down into when creating the Work Breakdown Structure (WBS). Organization Plan An Organization Plan is basically a “to do” list for an organization. It lists out the plan of work, programs, and organizational growth over a period of time, the tasks involved, who is responsible for them, and when they'll be done. Systems and procedure plan More importance has to be given to routine systems and procedure so that no intervention is required in the day-to-day operation of a system. There are at least seven routine sub-systems of project management for which appropriate procedures can be designed right at the start of the project implementation. These sub-systems are: 1. Contract management 2. Configuration management 3. Time management 4. Cost management 5. Fund management 6. Materials management Prepared by: https://harshasnmp.wordpress.com/7. Communication management ra Fat NEOTSONag Project procedure manual A project procedure manual is to be prepared in such a way that the interacting agencies are able to see their roles and mutual relationships in achieving the common goal. Preparation of a project procedure manual should start with each project management sub system. A system break-up has to be carried out on each sub-system to identify the need for procedure write-ups. While carrying out system break-up the question to be asked is what the system must achieve and what contributes to the effective functioning of each of the elements. The project procedure manual gives a complete picture about the system. The Project Diary is a summation of all of the daily activities on a project. This diary should be written so that it will represent the status of the project each day to anyone reviewing it in future years, A project manager would be holding several meetings with vendors, contractors etc, many decisions are taken in these meetings and many commitments are made. Information derived on these meetings; decisions taken have to be properly recorded in the project diary. Information noted in the diary will help to justify the decisions at Prepared by: https://harshasnmp.wordpress.com/later date. All project managers have to maintain project diaries, for effi management of project. SEN. G4 Yd OH chain dorivas, anrantienr Project Execution System The Project Execution System consists of the processes performed to complete the work defined in the project management plan to satisfy the project specifications. The successful execution and administration of project requires, direction, organization, co-ordination, communication and control all at the same time but in varying proportion. Project Direction Project Direction is the process of implementing and carrying out of those approved plans that are necessary to achieve objectives. Project Direction involves steps as follows. 1. Staffing — Seeing that a professional person is chosen for every position. 2. Training — Training individuals and groups on how to fulfil their duties and responsibilities. 3. Supervising — Giving day-to-day instructions, guidance and discipline as required so that they can fulfil their duties and responsibilities. 4. Delegating — Assigning work, responsibility, and authority so that others can make maximum utilization of their abilities. 10 Prepared by: https://harshasnmp.wordpress.com/5. Motivating — Encouraging others to put more effort into the successful completion of the projects. 6. Counselling — Solve the personal problems and holding private discussions about how he might do better work. 7. Coordinating — Bring synchronization between different activities. aye € § AH OhaAah ae Communications in a project For a successful direction a two-way communications system is essential. For that matter, the entire process of direction, co-ordination and control in a project revolves around communication. Communications has two dimensions physical and mental. Physical communication: Passing a memo, drawing, data, instruction, information, etc. are the physical aspects of communication, which can be easily achieved. Mental communication: Understanding the role expectation, empathy, language barriers, listening skills etc., are the mental aspects of communication which may create barriers in communication. Effective communication is often the foundation of successful projects. Good communication can unite team members and stakeholders to a project's strategy, objectives and budget. It can also enable everyone involved in the project to understand his or her roles, which may make them more likely to support the project. Without effective communication, projects can incur more risk and fail to meet desired u Prepared by: https://harshasnmp. wordpress.com/outcomes. Steps to be taken for effective communication: 1. 2 Make communication a priority Don’t assume you know everything Keep things positive Switch up the communication channels Keep updates timely and concise sD Project coordination Project coordination is the day-to-day management of tasks within thedepartment. The purpose of coordinating projects is to streamline the workflow of the tasks. A project manager informs employees about who is responsible for each sectionof a project and its deadlines. Co-ordination in a project is important because of the need for simultaneous working of number of activities. Therefore, one cannot proceed simply, with the execution of a project without proper co-ordination. Project Co-ordination Procedure: Co-ordination basically addresses itself to two aspects of work. 2 Prepared by: https://harshasnmp.wordpress.com/1. Physical aspect would refer to what work is to be done, how much work is to be done and who will do the work. 2. Timing aspect would refer to when the work will be done. SRS ery, In order to minimize time and cost over-runs during the implementation of a project it is necessary to study about the prerequisites for successful project implementation. Keeping checks on these prerequisites help to improve prospects of successful completion of projects. Pre-requisites for Successful Project Implementation are... 1. Adequate formulation. 2. Sound project organisation. 3. Proper implementation planning. 4. Advance action. 5. Timely availability of funds. 6. Effective monitoring. 1) Adequate Formulation: Often project formulation is deficient because of one or more of the following shortcomings. 1. Poor assessments of input requirements. 2. Improper field investigation. . Careless assessment of input requirements. . Improper methods used for estimating costs and benefits. . Flawed judgements because of lack of experience and expertise. 3. 4. 5. Omission of the project linkages. 6. 7. Undue hurry to get started. 13 Prepared by: https://harshasnmp.wordpress.com/2) Sound Project Organisation: A sound organisation for implementing the project is critical to its success. The characteristics of such an organisation are: 1. It is led by a competent leader who is accountable for the project performance. 2. The authority of the project leader and his team is corresponding with their responsibility. 3. Adequate attention is paid to the human side of the project. 4. Systems and methods are clearly defined. 5. Rewards and penalties to individuals are related to performance. 3) Proper Implementation Plan: Once the investment decision is taken, and during the formulation and appraisal process, it is necessary to do the detailed implementation planning before commencing the actual implementation. Such planning should involve following steps: 1. Develop a comprehensive time plan for various activities. 2. Estimate meticulously the resource requirements (manpower, materials, money, methods etc.) for each period to realise the time plan. 3. Define properly the inter-linkages between various activities of the project. 4, Specify cost standards. 4) Advance At When the project appears to be operational, advance action on the following activities may be initiated: 1. Acquisition of land, 2. Securing essential clearances, Identifying technical consultants, » Arranging for infrastructure facilities, Preliminary design and engineering, Calling of tenders. ay 5) Timely Availability of Funds: Once a project is approved, adequate funds must be made available to meet its requirements as per the plan of implementation. 14 Prepared by: https://harshasnmp. wordpress.com/6) Effective Monitoring: To keep a track on the progress of the project, a system of monitoring must be established. This helps in: 1. Anticipating deviations from the implementation plan. 2. Analysing emerging problems and resolving it at the earliest. 3. Taking corrective action. FBeesi 15, Prepared by: https://harshasnmp.wordpress.com/Questions: Remember: List the advantages of project design. What are the objectives of project administration? List the types of project team. What are the advantages of effective team? What are the advantages of the work breakdown structure? What is Project Execution Plan? What is Project Diary? Why it is essential? List the steps involved in Project Direction. pen ane wn List the pre-requisites for Successful Project Implementation. 10. What is work breakdown structure? 11. What do you mean by project execution plan? 12. List the steps to be taken for effective communication. Understanding: 16 Prepared by: https://harshasnmp.wordpress.com/aye wn Explain Work Breakdown Structure. Explain the significance of Project design. Explain the importance of project procedure manual. Describe the prerequisites for successful project implementation. Explain the different types of a project teams. Explain Project Execution Plan. wv Prepared by: https://harshasnmp. wordpress.com/