1. 1 Bölgesel Rekabet Edebilirlik Operasyonel Programı’nın Uygulanması için Kurumsal Kapasitenin Oluşturulmasına Yönelik Teknik Yardım Technical Assistance on Institutional Building for the Implementation of RCOP in Turkey This project is co-financed by the European Union and the Republic of Turkey

2. HOW DO YOU MANAGE A PROJECT?

3. This project is co-financed by the European Union and the Republic of Turkey 3 What is Project Management? Time Management Cost Management Human Resources Management Quality Management Stakeholder Management Risk Management Contract Management  Procurement Management  Dispute management Interface Management Target management

4. This project is co-financed by the European Union and the Republic of Turkey Time Management Is not only the accomplishment of the task on time, but managing the time for the benefit of project Should be implemented with a methodology and tools Uses techniques such as CPM, GANNT and PERT Carried out concurrently with the Human Resources and Cost Management

5. This project is co-financed by the European Union and the Republic of Turkey Time Management -Critical Path Method CPM or the Critical Path Method is a mathematics based algorithm for time management of the projects and it is one of the key elements of project management. It is a project management tool that collects all the relevant information that is necessary for the planning and supervision of a project within one plan and indicates duration and sequence of the necessary activities that should be completed and their relations with each other to accomplish the project. The Critical Path, is the longest duration path, which determines the shortest project completion period. It is currently used in various types of projects especially in investment projects, software development, engineering projects, plant management and maintenance. All the independent activity projects can make use of it.

6. This project is co-financed by the European Union and the Republic of Turkey Time Management Critical Path Method Developed by DuPont in 1957 First used in Chemical Industry It is used for plant maintenance during that period, but not for project management Then it is started to be used in all the complex projects

7. This project is co-financed by the European Union and the Republic of Turkey Task 1 2 days Task 2 Task 3 3 days 1 day Task 4 4 days Critical Path Method

8. This project is co-financed by the European Union and the Republic of Turkey Time Management -Advantages of the Critical Path Method Provides a graphical view of the project Predicts the time required to complete the project Determines which activities are critical to maintaining the schedule which are not For time management of the project Activities Durations Relationships Links Resources Should be specified and defined accurately

9. This project is co-financed by the European Union and the Republic of Turkey Gannt Diagram Developed by Henry Gannt It is a time and activity based diagram Schedules each activity Shows each activity clearly It is usually used as a tool of reporting instead of programming Static use may yield to only limited advantages It can be prepared and updated easily Since it does not indicate the relationships (If not complex) its use can be limited Its advantages are limited in Project management. It is mainly a supervision tool.

10. This project is co-financed by the European Union and the Republic of Turkey Time Management -Example

11. This project is co-financed by the European Union and the Republic of Turkey Program Evaluation and Review Technique (PERT) Activity and milestones are evaluated concurrently Includes activity relationships Dependencies are shown in the report in charts connected like a web Shows the critical path Optimist, the most probable and the pessimist paths are shown individually The expected path can be calculated and found out Duration = (Optimist duration + 4 x The most probable duration + Pessimist duration) / 6

12. This project is co-financed by the European Union and the Republic of Turkey Rule: Each activity in the chart is indicated with an arrow. Rule : Each activity should be defined with two individual nodes (start and finish). Rule : The following questions should be asked to understand the relationship of the activities: Which activities must come first before adding the necessary activity in the chart? Which activity must follow the activity which will be added in the chart? What other activities are dependent to the activity which will be added in the chart? Program Evaluation and Review Technique (PERT)

13. This project is co-financed by the European Union and the Republic of Turkey PERT Diagram

14. This project is co-financed by the European Union and the Republic of Turkey Source Diagrams Shows the contribution of each source for each activity as quality and quantity Shows necessary sources for each activity Proves whether the source durations are realistic for the realization of the project Determines overtime and overwork durations Provides equilibrium between the sources May help distribution and equilibrium of sources Avoids use of idle facilities

15. This project is co-financed by the European Union and the Republic of Turkey Advantages of Sound Time Management Work plans can be managed in a more rationalistic way for each time period The activities which should definitely be finished on time are determined beforehand The realistic completion date of the project may be calculated Source allocation can be carried out efficiently and effectively, so that waste sources and hidden unemployment become apparent Cost estimate will be realistic The effects of delays to the costs can be calculated Possibility and cost of the acceleration can be forecasted Human and leader controlled projects replace to source controlled projects Human resources management and cost management can be carried out successfully

16. This project is co-financed by the European Union and the Republic of Turkey Basic Rules of Sound Time Management Setting rational and realistic goals and targets Sensing the difference between the urgency and importance Determining the priorities Create time for planning Time based planning Recording the time spent Being able to say “No” Determining the biological working hours and implementing it Being able to do the right things and doing the job right To avoid delays splitting the work in performable small parts Avoiding perfectionism Designing the work place to simplify the tasks Combining the activities and design recreational activities Rewarding oneself

17. This project is co-financed by the European Union and the Republic of Turkey What is Project Management? Time Management Cost Management Human Resources Management Quality Management Stakeholder Management Risk Management Contract Management  Procurement Management  Dispute management Interface Management Target management

18. This project is co-financed by the European Union and the Republic of Turkey Cost Management Does not mean to implement a project on the lowest cost May be interpreted as to accomplish the project the pre-determined cost and at the highest benefit / cost ratio Uses the budget as an important data source and supplies input for techniques such as CPM and PERT Should be carried out concurrently with the Human Resources, Time and Contract Management

19. This project is co-financed by the European Union and the Republic of Turkey Human Resources Management Nothing related to herding. Can not be carried out by Shepherds. Do not assign tasks for people, but allocates sound people for tasks Software, hardware, working environment as well as psychology are important factors for sound HR Management Should be carried out concurrently with Cost and Time Management.

20. This project is co-financed by the European Union and the Republic of Turkey Quality Management Does not mean to perform a task at very high quality. It means completing a task in compliance with the pre-determined quality. Can be certified (or not) under ISO 9000 Uses the Quality Management System as one of the most important tools. Must include monitoring, recording, control, correction, corrective action and preventive measures.

21. This project is co-financed by the European Union and the Republic of Turkey Stakeholder Management Coordinates the communication with the Stakeholders and the participants and ensure stakeholder participation Initiates with Stakeholder analysis, continue with the involvement of the stakeholders in the project and ceases with stakeholder evaluation. Not follows the stakeholders. Acts proactively Includes Physical and IT techniques as well as sociological and psychological tools

22. This project is co-financed by the European Union and the Republic of Turkey Stakeholder Analysis WHO? Any person, group of persons, institutions, associations or firms that could become involved in the project, directly or indirectly, positively or negatively

23. This project is co-financed by the European Union and the Republic of Turkey Stakeholder Participation allows to formulate and/or to adjust the projects to the social, economic and political conditions; allows the obtaining of relevant information; reinforces the relevance of objectives in relation with needs; shows how stakeholders perceive reality ; reinforces the local capacities reinforces the civil society and the democratic processes.

24. This project is co-financed by the European Union and the Republic of Turkey Risk Management It does not mean to avoid risks, it is a tool to foresee the risks Risks and Probabilities should be determined beforehand. Risk action plans and scenarios should be prepared. Implemented as proactive or reactive measures

25. This project is co-financed by the European Union and the Republic of Turkey Interface (Integration) Management Perform coordination of the Project with the other ongoing projects. Like the Stakeholder Management it is not carried out within the boundaries of but at the boundaries. Closely related with the national, regional and local planning and is a tool of total cost management. Data flow and cooperation is a must for implementation.

26. This project is co-financed by the European Union and the Republic of Turkey Target Management Any successful management does not ensure that the work will necessarily hit the target. Vitally important for the planning projects and programmes Carried out by the Senior Project Management or the Program Management. Efficient implementation of monitoring and target evaluation is a must LFA is the most important management tool.

27. This project is co-financed by the European Union and the Republic of Turkey Questions and Discussions