Project Management

1. Project Management By Prof.( Mrs.) B.O. Ker Director, Centre for Research Management, Benue State University

2. 1.0 Project Defined • Definitions A project: • is a Temporary endeavour with a beginning and an end • Creates a unique product, service or result • Is progressively elaborated and distinguishing characteristics of each unique project will be progressively detailed as the project is better understood • Is a time based activity • To be successful a project needs specific planning, organization and execution • A project has to fulfill its set aims and objectives within a limited period of time with limited fund, personnel and other resources.

3. Characteristics of a Project • A means to bring about change • Has a definite beginning and an end (once the project objectives or deliverables are achieved, the project ends), • Project objectives or deliverables should be SMART i.e.- • Specific • Measurable • Achievable • Realistic • Time-bound

4. Characteristics of a Project…. • Has high risks (could fail due to different factors acting independently or in combination). • Is about doing something new/ novel (which means new approaches and means of doing things have to be developed). • Human and material resources are always involved. • Time, Cost and quality are always constraints to varying degrees.

5. Project Management Defined • Project Management is: • The art of managing projects with the specific objectives of: • Ensuring that the project objectives are realized • Ensuring that projects are delivered on schedule • Ensuring that projects are delivered within budget. • The Application of knowledge, skills, tools and techniques to project objectives (activities) to meet stakeholders’ needs and expectations.

6. Why Project Management? • Because Project delivery is influenced by many factors, it is crucial to mange it. • Such management requires Technical and Managerial Skills, Tools, Clarity of concept and Resource Management (Resource comprises money , Man, machine and other Materials). • A project that lacks proper management comes out often with technical faults too major to be ignored. • Lack of proper management may lead to misuse of project funds resulting in inability to complete the project.

7. Project Management The “Triple Constraint” • The Project Manager / the researcher has certain constraints to battle with in delivering a project. These are referred to as “The Triple Constraint”. They include: • Scope Management • Cost Management • Time Management • Quality Assurance • Human Resource Management • Communication Management • Risk Management • Conflict Management among others. PROJECT CONSTRAINT TRIANGLE SCHEDULE SCOPE RESOURCES

8. The “Triple Constraint”….. • A change to a component of the Triple will usually affect other components. Therefore careful analysis of a move to make a change is necessary in order to assess the impact of the change to avoid negative effect on the project.

9. SCOPE • The scope involves the range of tasks required to accomplish programme goals. ( it constitutes the process to ensure that the project includes ONLY all the work required to complete the project successfully). • The scope is one of the three main elements that must be kept in balance in the project constraints triangle.

10. Resources These include: • The personnel • The equipment needed to achieve the aims of the project • These essential elements will create expenditure and are dependent on the project budget. • Funds given is fixed for the whole project period as well as the budget and availability of resources. • Any increase after budget approval and commencement of project will be taken care of by the applicant or a complementary funding elsewhere.

11. Project Schedule • Indicates the time and sequence of the various tasks as well as the total project duration. • While the time can be modified slightly according to varying needs, the funding can not (i.e. an extension of a few months for completing the outcomes of the project can be requested. * What we must note is that no project works exactly according to the initial plan. Successful project management is a process of continuous planning and revision as shown below

13. 3.0. Project Management Processes • Project Management Processes describe what you need to do to manage a project. • They Include: • Project Definition /Initiation- beginning the cycle • Project Planning • Project Execution – you do • Project Monitoring and control – you check and act • Project Closure – End the cycle

14. Project Definition/ Initiation • The success of a project depends on the clarity of its definition. • Project goals have to be clearly defined to specify what is hoped to be achieved on the completion of the project. • Project initiation processes formally start a new project or project phase. • The output of project initiation is The Project Charter or Project Initiation Document. The other output is Preliminary Scope Statement.

15. Project Initiation .. • The project initiation precedes the planning phase. • Its output should serve as basis for management to decide if the project should go ahead or not. • Where project initiation is not done properly, such projects experience high risk, extra cost, major corrections and at worse complete failure. • The Project Charter should answer to the 5Ws of which are What? Why?, How?, When?, Who? of the project.

16. Planning Process • This involves making a plan to manage the project. • It determines if the Project Charter can or cannot be done and how it will be achieved. • It gives a clearer definition to the Project Scope • Results in a Project Management Plan (PMP) • In the planning process everyone’s involvement is essential. • Input from stakeholders is essential • Review of related literature from previous projects, magazine articles, documentaries, etc are vital in planning the project at hand. • Planning process should be iterative (constantly reviewed).

17. Features of Planning Process • Work Break- down Structure (WBS) • Time Allocation • Critical Path Analysis • Resource allocation • Resource Leveling • Project Network Diagram • Time scheduling • Cost estimating • Risk Analysis

18. Project Execution • Refers to doing the tasks identified in the plan • Execution stage- the turning of theory into practice, the Project Management Plan is turned into reality. • All activities in the executive phase are geared towards achieving the project objectives or deliverables. • Review may be carried out if there is need in order to achieve desired quality.

19. In the Execution Stage.. • Involvement of the Project Leader/ Researcher/Manager and Project Team is core. • It calls for close Monitoring and Controlling which are key tasks that could make a project fail or succeed.

20. Tasks involved in Project Management • Planning the whole project • Organizing the project • Building and leading a team (if any) • Organizing and chairing meetings • Monitoring and evaluation • Administering and managing budget

21. Planning the Project • Project planning is an intergral part of the application to carryout a project. • The plan continues to be refined • Planning is therefore required throughout the life time of the project. • General aims and objectives have to be defined and translated into concrete outcomes, products, services and impacts • The major steps which lead to the development of the product(s) have to be packaged and timed in a work plan.

22. Work PlanProject OneThesis with timelines

23. Work Plan Project Two • The research is divided into three stages • The first stage involves; 1. Literature study 2. Study and analyze threats classification based on use/misuse case model 3. Model the interactions between threats, safeguards and assets on a detailed and realistic level. • The second stage involves: 1. Build safeguard ontology 2. Extend the ontology to a broader scope for general utilization in trustworthy systems

24. The third stage involves: 1. Integrate the ontology with risk analysis and management tools 2. Final thesis writing and publications I specifically chose the present institute of study because as at the time I applied there are projects on ground in my area of research interest.

25. Project Timeline and Tasks

26. Financial DetailsBudget Total estimated costs: (in Swiss francs - CHF) • Please give details of the "other" costs listed above, if any: Tuition & Fees ____________________ Accommodation & Subsistence CHF_3500_______________________ Travel _CHF2000_______________________ Books and Materials _CHF3000_______________________ Other* ________________________ Total costs: ==CHF8500====================== Amount requested from IFUW: ===CHF8500=====================

27. BUDGET B A. Equipment/Materials •                                                                            N            K • 1. Twenty five(25) Stalls @ N1,500 per month x 12      450,000.00                     • 2. Fifty(50) Inosan Plastic Chairs @ N1,550                  77,500.00 • 3. Twenty five(25) portable coolers @ N2,000                50,000.00 • 4. Twenty five (25) Ceiling fans @ N4,500                     112,500.00 •       Sub-total                                            =         690,000.00 • B.  Administration •  1. Registration of Cooperative Society with the  •    Corperate Affairs Commission                                150,000.00 • 2. Purchase of Accounting manuals/books                  20,000.00 • 3. Opening of individual women bank account and  •     bank account for the Cooperative Society                50,000.00 • 4. Transportation for Project Team to and from •    project site                                                           50,000.00 • 5. Honorarium for the Leader of the Women Group      20,000.00 •               Sub-total                                   =         290,000.00 • C. Others • 1. Final Report on the Project including video clips, pictures etc  50,000.00 • 2. Contingency                                             50,000.00 •                Sub-total                                      =   100,000.00 • D. Grand Total  =    A: 690,000 ,  B :+    290,000   C   +  100,000 =   1,080,000 /150= $7,200 

28. Organizing the Project • Organisation of the project is the realisation of the planning process-getting things going. • It involves specific tasks: -The different roles and responsibilities within the project should be allocated according to individual strengths and expertise. • -setting up and maintaining communication system, info & reporting system, managing critical phases

29. Organising and chairing meetings • Meetings play important part to successful project • Meetings are to be organised in a professional way. • Communication during meetings should be carefully planned. • Should take into account cultural dimensions if any.

30. Monitoring, Controlling and Evaluation • If quality is to be achieved permanent monitoring, controlling and Evaluation of the project are essential. • Tasks involve overseeing the project implementation process • Measuring performance vis-avis project management plan • Defect, correction, preventive actions, approving change and managing change are all carried out.

31. Administering and Managing the budget • Administrative workload, especially financial management must be handled carefully. • Considerable time and energy cab be saved if a transparent reporting system and clear agreement are introduced at the beginning of the project.

32. Benefits of Project Management • It saves time by properly planning the Project and considering all relevant factors which may affect its outcome • It saves money • It leads to a more successful outcome if guidelines are followed • You will enjoy goal clarity • Your resources will be coordinated • Risks will be identified along the line and managed.

33. Practical Exercises

34. Thank you