P ROJECT MANAGEMENT : AN INTRODUCTION Vijaya Bandyopadhyaya

T OPICS Project Jeevika & Projects Project Management phases Project Planning Planning tools PERT/ CPM Introduction to MS Project Project Monitoring & Control Conclusion 2

E VERYONE MANAGES PROJECTS Does your job require you to Finish assignments by a specific deadline? Do more than one task during the day? Get various tasks completed with limited resources? Get work done by other people? Do You know what the end result of your work will look like? Your seniors, colleagues or others involved change their mind in the middle about what to do, how to do it etc? 3

P ROJECT Unique process Consists of a set of coordinated and controlled activities with start and finish dates Undertaken to achieve an objective conforming to specific requirements Including the constraints of time, cost and resources (ISO 10006) 4

P ROJECT FEATURES Unique mission Transient Has a definite starting and ending point Can be broken into a series of smaller activities Time & cost of smaller activities can be estimated Relationships often exist between activities 5

P ROJECT CHALLENGES Variety of specialized work Sites in open, remote areas Far from corporate head office Operate under risk Time delays costly Speedy delivery of non-routine activities Involve social, organizational, technical & economic interactions 6

J EEVIKA & PROJECTS Bihar Rural Livelihoods Project Objective Improve rural livelihood options and works towards social and economic empowerment of the rural poor and women Programmes Institution and capacity building Social development Microfinance Livelihoods 7

J EEVIKA & PROJECTS Programme Institution and capacity building Activities Preparing roster of resource persons at the state, district, block and village level for different areas of CB. Designing modules for the different training programs with the community operations manual (COM) being the base document. Organizing key workshops including an introduction to the project and its approach for stakeholders at the state/district/block/panchayat levels and sensitization workshop targeting bankers/financial institutions/public sector/civil society/NGOs. 8

P ROJECT M ANAGEMENT Activities of planning, scheduling & controlling resources (people, equipment, material) to complete a project on time, within budget Decide What is to be achieved When it is to be achieved by What achieving it will cost 9

P ROJECT PARAMETERS Scope Quality Resource Completion time Cost 10

O PERATIONAL OBJECTIVES Complete the project on time or earlier Do not exceed the budget Meet the specifications to the satisfaction of the customer Stated objectives must be Simple Measurable Achievable Realistic Time-related 11

P ROJECT MANAGEMENT PHASES 1. Planning - set goals, break down activities, organize team 2. Scheduling - coordinate, sequence & manage activities; schedule people/ other resources and allocate to specific activities 3. Monitoring & controlling - monitor resources, costs & quality; revise plans & shift resources to meet time & cost demands 4. Closing - mission is achieved 12

P ROJECT PLANNING, SCHEDULING, & CONTROLLING BeforeStart of projectDuring projectTimelineproject 13

BeforeStart of projectDuring projectTimelineproject P ROJECT PLANNING, SCHEDULING, & CONTROLLING 14

BeforeStart of projectDuring projectTimelineproject P ROJECT PLANNING, SCHEDULING, & CONTROLLING 15

BeforeStart of projectDuring projectTimelineproject P ROJECT PLANNING, SCHEDULING, & CONTROLLING 16

PLANNING Scope management Identify what needs to be done HR planning Identify who does what Time planning Identify how long it will take to do everything Cost planning & budgeting Identify how much it will cost to get things done 17

PLANNING Quality assurance planning Identify how to ensure quality of service delivery Risk response planning Identify how to manage risks from unforeseen causes 18

I MPLEMENTATION PLANNING TOOLS Work Breakdown Structure (WBS) Flow charts Responsibility Assignment Matrix (RAM) Gantt Chart Network Diagram 19

I DENTIFY WHAT NEEDS TO BE DONE : SCOPE MANAGEMENT Start with major elements of work Break them systematically into smaller & smaller pieces Till each piece becomes a comfortable size to estimate, execute and monitor Understand dependencies How an activity is connected to other activities 20

W ORK BREAKDOWN STRUCTURE A graphical tool to answer ‘What must be done?’ First identify major tasks Break them down into smaller & smaller tasks Not too many levels Measurable in terms of cost, effort, resources & time Don’t worry about sequence of tasks Organizes all of the project work by placing elements of work into logical groupings Use it for scheduling & resource allocation 21

W ORK BREAKDOWN STRUCTURE : EXAMPLE Holiday Trip Arrange for home care Select SitePackGet requirements ResearchFamily meeting Make reservation Get guidebooks Talk to friends Check internet 22

L EVELS IN A WBS Program An interdependent set of projects with a common strategic purpose Early Childhood Care & Development (ECCD) program Project A home visiting program of parental education Task/ Activities Enroll parents Select & train staff Carry out visits Consume resources, finite length (time), expected cost Subtasks 23

W HY CREATE A WBS? Help identify every single element of work (activity) required to complete the project Provides easy-to-read graphical representation of work that can be reviewed for missing elements Underscores amount of work there really is Provides a convenient & logical structure for estimating the duration & cost of each activity Assigning responsibilities & resources to activities Help examine risks associated with the project 24

I DENTIFY DIMENSIONS OF WORK For each activity in WBS find Time Cost Scope Responsibility Resources Quality Relationship to other activities for use in future planning steps 25