PROJECT MANAGEMENT 1

MR. MACASUBA
1-1
 Learning Objectives
1.1 Definition of Project Management,
1.2 Importance of management
1.3 Project management in business and IT contexts
1.4 The role of the Project Manager
1.5 Project lifecycle and phase

17–2
 Project Management
Definition of Project
PMBOK (Project Management Body of Knowledge) defines project as a
temporary endeavor undertaken to create a unique product or
service. Temporary means that every project has a definite end, and
Unique means that the product or service is different from all similar
products or services.
•A farmer taking up crop cultivation
•A company hiring fresh graduates
•A student pursuing MBA
The following are the important aspects of a project:
• Starting date
• Specific goals and conditions
• Defined responsibilities
• Budget
• Planning
• Fixed end date
•
 Project Management
Definition of Project Management
Project management is a methodical approach to planning and
guiding project processes from start to finish. It is the method of
planning the plan. It starts from project definitions and ends with
goal achievement.

It is also defined as the methods and disciplines used to define goals,

plan and monitor tasks and resources, identify and resolve issues, and
control costs and budgets for a specific project.
17–4
Project Characteristics
The various characteristics of the project are
Fixed set of objectives:
Tenure:
Team work:
Life cycle:
Made to order:
Single entity:
Multi-skilled staff:
Subcontracting:
Risk and uncertainty:
 Project Characteristics
1
Project
Initiation
Post
Implementati Project
on Review Definition

4 2
Project Project Project
Close out Communicatio Planning
n

Monitoring
Detailed
and Control
Planning
3
Project
Execution

Figure 1.1: A schematic diagram

of project life cycle 17–6
 Objectives of Project management
Scope: Scope means what are the expectations from you as a
project manager and your team.
Performance: A project is always expected to have a well defined
performance level.
Time: A successful project is the one which is completed within
the time limits perceived during the planning.
Cost: It is dependent on all the above objectives. Mathematically it
can be written as: Cost = f (P, T, S).
Another approach in defining the objectives is the SMART
approach.
Specific
Measurable
Attainable
Realistic
Time Limit
 1.5 Importance of Project Management
A good project management offers various techniques and guidelines
to manage employees and workloads.
What has led to increased usage of the concept of project
management in recent times?
Rapidly changing technologies: Technologies are changing very
fast, so all manufacturing as well as service organizations have to
cope up with technological changes, which provide a big scope for
project management.
High entropy of the system: Changes are very fast. So, energy levels
are high. To adapt to the fast changing world, no organization can
stick to old things or systems.
Squeezed life cycle of products: Product life cycle is squeezed to a
great extent with innovations taking place at a very rapid rate.
Globalization impact: All producers and service providers in the
present world are exposed globally. They need to modify their system
of operations to match the global practices, thus creating opportunity
for projects. 17–8
 1.5 Importance of Project Management
Budget Control: Keeps projects within financial limits, reducing
wastage. Better estimation of the actual costs involved in the
project helps in managing the budget of the organization.
Large organizations: They face problems of management of huge
workforce and work division, so they divide their work in projects
and create a team to accomplish the objectives in the form of
projects
Improving working conditions
If the projects are successful, the client will be more involved in
the projects. This helps in improving the working environment of
the organization, which in turn encourages the morale and
confidence of the project team.
Improving the product quality/Stakeholder Satisfaction:
Ensures alignment with stakeholder expectations and objectives.
The process of project management helps team members
understand the needs of customers. 17–9
 The role of the project manager
The project manager acts like the captain of a ship who has all
authorities and is responsible for making the ship reach the shore safely
in time or the project completed with its all scope in proper time and
within the cost limits.
Entrepreneur: The project manager may not be the owner or
entrepreneur himself, but has to play the role of an entrepreneur. He is
responsible for procurement of funds, facilities and people for the
project. He is accountable for failure and wins all credits in the situation
of success.
Decision maker: The project manager is the responsible for the
allocation of resources, defining project scope, managing the cost and
schedules as per the plans.
Communicator: The project manager is the central point of all
communications in a project. He acts like a communication hub or a
server.
17–10
 The role of the project manager
Change agents: The project manager brings about the changes and attempts to reduce
the opposing forces developed due to change process.
Motivator: No expedition is completed successfully without committed and
motivated crew members. The captain of the ship or project manager is responsible to
create motivation level of his team members and maintain it through ups and downs.
A project also goes through situations when it is as dark as blue moon and no success
is visualized. There are the times when the project manager’s major role is to bring
back the confidence of the team members in the project.
•That stimulates people for doing work
•That refrain the workforce from fatigue
Motivation:
Making them feel meaningful for the project
Making them feel that it will be helpful in boosting their career
Not allowing them getting confused or insecure
Removing misbalance between perceived and received rewards.

Foresighted and fire fighter: Risk is an inherent characteristic of any project. The
successful project manager foresees the risk or variations and plans the route to face
the possible deviations. In the situations when the unexpected is not seen and it
occurs, then the project manager leads the team to face the problem like fire fighter.
17–11
 Project lifecycle and phase
Project life cycle divides the sequence of operations of project in to different
phases. Regardless of scope or complexity, any project goes through a series of
stages during its life. Project activities must be grouped into phases to facilitate
project manager and his team to plan and organize various inputs effectively.
Stages of project life cycle:
1. Idea Generation (Concept Phase/project initiation phase)
Anyone who is planning to invest starts searching everywhere for new ideas. One
can start a new project by defining its objectives, scope, purpose and deliverables to
be produced. The basic processes of this initiation phase are
Project document
Project feasibility document
Project concept document
Project charter
 Project lifecycle and phase
2. Project planning phase
The purpose of the project planning phase is to:
• Determine project requirements
• Decide project cost and schedules
• Search for sources of all resources
The basic processes of the project planning phase are:
Defining the scope
Preparing the work breakdown structure
Role assignment
Project scheduling
Fund allocation
Other subsidiary processes in the planning stage are:
Risk management planning
Procurement planning
 Project lifecycle and phase
2. Project planning phase
In the planning stage, various steps are taken which includes:
•Final techno-economic feasibility of the project
•Basic engineering and process design
•Division of work/responsibilities
•Identify potential vendors and subcontractors
•Detailed engineering design
•Final estimation of the cost of the project
•Decision of capital structure and means of finance
•Final schedule of implementation (next phase
Ideally, all managers should be
leaders
Ideally, all managers should be
leaders
 Key Differences
Aspect Manager Leader

Focus Processes, systems, tasks People, vision, inspiration

Orientation Short-term goals Long-term goals

Empowering, influence-
Style Directive, control-oriented
driven

Enforces order and Encourages change and

Approach
stability growth

Technical and
Skills Interpersonal and visionary
organizational
Characteristics of Effective
Managers
Effective managers possess a productive work environment, team
leadership, and organizational goal achievement are all made
possible by the many traits that they posses. The following are
important traits:
1. Strong Communication Skills
2. Leadership
3. Decision-Making Ability
4. Emotional Intelligence
5. Problem-Solving Skills
6. Adaptability
7. Time Management
8. Goal-Oriented Approach
9. Technical Competence
10. Team Development
11. Accountability
12. Visionary Thinking
Characteristics of Effective Managers

Strong Communication Skills

•Ability to convey ideas clearly and listen actively.
•Provides constructive feedback and ensures transparency.
•Adapts communication style to suit different audiences.

Leadership
•Inspires and motivates team members.
•Leads by example and demonstrates integrity.
•Encourages collaboration and innovation.

Decision-Making Ability
•Makes informed decisions under pressure.
•Balances analysis with intuition.
•Involves the team in decisions when appropriate.
Characteristics of Effective Managers
Emotional Intelligence
•Understands and manages their own emotions.
•Demonstrates empathy and builds strong interpersonal
relationships.
•Resolves conflicts effectively.

Problem-Solving Skills
•Identifies issues quickly and develops practical solutions.
•Encourages creative thinking and collaborative problem-
solving.
•Anticipates potential challenges and prepares accordingly.

Adaptability
•Embraces change and adjusts to new situations.
•Encourages flexibility within the team.
•Maintains composure during uncertainty or crises.
© 2007 Prentice Hall, Inc. All rights
reserved. 17–21
Characteristics of Effective Managers
Time Management
•Prioritizes tasks effectively and delegates appropriately.
•Balances short-term demands with long-term goals.
•Ensures efficient use of resources

Goal-Oriented Approach
•Sets clear, measurable objectives for the team.
•Monitors progress and provides support to achieve targets.
•Celebrates successes and learns from setbacks.

Technical Competence
•Possesses a solid understanding of their industry and role-
specific knowledge.
•Keeps skills updated and encourages team members to do the
same.
•Leverages tools and technologies to enhance productivity.
Characteristics of Effective Managers
Team Development
•Identifies strengths and areas for growth in team members.
•Provides training, mentorship, and career development
opportunities.
•Creates a positive and inclusive work environment.

Accountability
•Takes responsibility for decisions and outcomes.
•Holds team members accountable for their performance.
•Promotes a culture of trust and ownership.

Visionary Thinking
•Aligns team efforts with organizational goals and long-term
vision.
•Anticipates trends and prepares the team for future
challenges.
•Encourages innovative ideas to drive growth and success.
 Where Female Managers Do Better: A
Scorecard

Source: R. Sharpe, “As Leaders, Women Rule,” BusinessWeek, November 20. 2000, p. 75.

© 2007 Prentice Hall, Inc. All rights

reserved. 17–24
 HOMEWORK
1. Watch “King Smurf” from YouTube, and
write a small essay about the message
given in it.

2. Due: 21-22 / 01 / 2025

Introduction to Management

The End

MR. MACASUBA
1-1