1. Project planning & control

3. 1. Arrange football stadiums and assess facilities

4. 2.Arrange plans for transportation and other infrastructure

5. 3.Arrange qualifying match

6. 4. Make sure enough facilities for visitors

7. 5. Make arrangements for practices

8. 6.Arrangements for accommodation and air transport

9. 7. Arrangements for inauguration

10. 8. Security arrangements

11. So what is a project?
Project is a group of activities having a fixed start, end, objectives and resources to use.
Projects are low volume and high variety activities.
Examples for projects:
Engineering/construction projects
Product launches
Movie making
Arranging emergency aid to earthquake or tsunami victims
Producing television programs
Constructing the tunnel
Designing an aircraft
Relocating a factory
refurbishing a hotel
Installing a new information system

12. Characteristics of different projects
All projects are having an objective.
All projects are unique.
All projects are ‘one-offs’, not repeated.
All projects are temporary in nature.
All projects are having complexity (having different tasks)
All projects must cope with uncertainty.

13. Difference between projects and programmes.
Projects have fixed start and end.
Programmes do not have a fixed start and end.
Managing projects in handling cost, quality and time.
Program management is about resource co-ordination

14. Typology of projects (types having same character )
Projects are having great amount of complexity & uncertainty.
The details of projects are subject to change.
So planning is difficult. Resources are committed, times may be agreed, but any change in objective or environmental conditions change all planning.
For example a political agreement between Vietnam and China, any problem in between changes all planning taken place before.

15. Oil and gas exploration
Complexity and uncertainty as project dimensions
High
Wedding
Product development
Oil and gas exploration
Basic research
Car plant
Airbus
Channel Tunnel
Euro project
Company audit
Advertising campaign
Antarctic expedition
Motorway
Thames Barrier
Military campaign
Oil tanker
Chemical plant
Airport
Uncertainty
Novel writing
Low
Individual
Group
Organization
Multi- organization
Nation
Multi-nation
Complexity
Low
High

16. Factors behind successful project management
Clearly defined goals – Mission or objective of the project must clear to everyone involved.
Competent project manager – A skilled project leader.
Top management support
Competent project team members
Sufficient resource allocation
Adequate communications channels
Control mechanisms
Feedback capabilities – possibilities for suggestions and review
Responsiveness to clients – users of projects are well-informed.
Troubleshooting mechanisms – procedure for tackling problems
Project staff continuity – involvement of project staff throughout period.

17. Responsibilities of a project manager
Project manager co-ordinate the effects of many people in different parts of the organization.
Project managers concerned with HR management.
Project managers should be capable of exchange of information with external and internal stakeholders.
Project managers responsible for equipment and resource allocation.

18. Characteristics of a project manager
Project manager should have the background and experience for the project.
Project manager should have leadership and strategic expertise.
Project manager should have technical expertise.
Should have interpersonal skills.
Should have managerial ability

19. Project planning and control process
There are 5 stages in project management as follows:

20. Stages in project management
Understanding the project environment
Stage 1
Project definition
Stage 2
Changes
Project planning
Stage 3
Corrective action
Project control
Stage 5
Technical execution
Stage 4

21. Stage -01 understanding the project environment
Project environment means all the factors that affect the project during the life.

22. Geo-social environment Geography National culture
The project environment consists of all the factors that can affect the project
Geo-social environment
Geography
National culture
Econo-political environment
Economy
Government
The project
Business environment
Customers
Competitors
Suppliers/ subcontractors
Internal environment
Company strategy
Resources
Other projects

23. Another way for understanding the environment is to consider the various ‘stakeholders’.
Stakeholders – individuals or groups who have an interest in the project process. Examples of stakeholders: 1.Government 2.Employees 3.Customers 4.Suppliers 5.Creditors 6.Community 7.Tradeunions 8.Owner

24. Managing stakeholders
Identify the stakeholders.
Prioritize the stakeholders.
Understand key stakeholders.
This can be done by understanding the power and interest of stakeholders. Some stakeholders are very powerful in decision making, resource arrangement, and some are having little interest in the same.

25. The stakeholder power–interest grid
High
Keep satisfied
Manage closely
Stakeholder power
Monitor
Keep informed
Low
Low
High
Stakeholder interest

26. Stage-02 Project definition
Define the project before the planning and executing process. There are three elements for defining the project: Define objectives Define the scope( what can be done, and what cannot be) Define the strategy – how to achieve the goal.

27. Stage -03 planning
Purpose of planning: 1.It determines the cost and duration. 2.It determines the resources, which will be needed. 3.It helps to allocate work and to monitor the progress. 4. It helps to assess the impact of any changes in the project.

28. How projects are planned or 5 steps for planning
Identify activities
Estimate time and resources
Identify relationships and dependencies I
Identify schedule constraints
Fix the schedule

29. Stages in the project planning process
Adjust as necessary
Identify the activities in the project
Estimate times and resources for the activities
Identify the relationships and dependencies between the activities
Identify time and resource schedule constraints
Fix the schedule for time and resources

30. Identify activities
Find out the different activities in the project.

31. Work breakdown structure
Serve breakfast in bed
Arrange tray
Produce buttered toast
Produce boiled egg in egg cup
Produce glass of orange drink
Obtain juice
Obtain glass
Produce boiled egg
Obtain egg cup
Produce toast
Obtain butter
Obtain plates and cutlery
Obtain tray
Obtain egg
Obtain water
Obtain bread

32. Estimates the times and resources for the activity
Figure out the time and resource requirements.

33. ‘Making breakfast’ – Maximizing toast quality
Time (mins) 1 2 3 4 5 6 7 8 9
Orange
Bread
Toast
Butter
Bed room
Water
Boil water
Boil egg
Tray 4 3
Staff required 2 1 1 2 3 4 5 6 7 8 9
Time (mins)

34. Identify relationship and dependencies
Connect activities in an order. For example when making a house the activities must be as follows: Make foundation Build the wall Build the roof Do flooring

35. ‘Making breakfast’ – Do activities at earliest time
Time (mins) 1 2 3 4 5 6 7 8 9
Orange
Activities requiring operator time
Bread
Toast
Butter
Bed room
Water
Boil water
Boil egg
Tray 4 3
Staff required 2 1 1 2 3 4 5 6 7 8 9
Time (mins)

36. Identify schedule constraints
Resource constraints
Time constraints

37. Stage 05- project control
Management of activities which take place during the execution of the project. It has three steps:
How to monitor the project?
How to assess the project?
How to intervene to make changes?

38. Project monitoring Check expenditure to date Supplier price changes
Amount of overtime
Technical changes
Inspection failures
Delays

39. Assessing project performance methods
Earned Value Control
Combine cost and time and check the progress of the project.
For example if the cost value of project $100, half of the work must be completed when the cost reaching $50.

40. Network planning
The techniques used to control complexity and time constraints are generally called network planning. Methods for network planning 1. Gantt Chart – showing project plan visually

41. Gantt chart
Project to design an information interface for a new sales knowledge management system in an insurance company
Activity
a Form and train user group
b Install systems
c Specify sales training
d Design initial screen interface
e Test interface in pilot area
f Modify interface 10 20 30 40 50 60
Time (days)

42. b. Critical Path Method
This method finding the longest activity in the project and finishing it first. So it shows the sequence or order in which activities must be undertaken. C. Programme evaluation and review technique.

43. CPM or Critical Path Method
Here we use two techniques
AOA (activity on arrow)
This method utilizes the arrows to show the order.
2.Activity on node or AON
Here activities are represented as boxes, and arrows are used to define the relationship between them.

44. Activities and network for simple decorating project
Immediate predecessors
Activity duration (days)
Activity
a Remove furniture None 1
b Prepare bedroom a 2
c Paint bedroom b 3
d Prepare kitchen a 1
e Paint kitchen d 2
f Replace furniture c, e 1
Prepare bedroom
Paint bedroom
Remove furniture
Replace furniture
Prepare kitchen
Paint kitchen

45. Activity on node (AON) network for simple decorating project
Remove furniture
Prepare kitchen
Paint kitchen
Prepare bedroom
Paint bedroom
Replace furniture

46. 2. Programme evaluation and review technique (PERT)
This method is mainly used in complex defense projects in U.S Navy. This is best when environment is uncertain. It recognizes the duration of activity(time), costs in a project. In this method each activity duration is estimated on optimistic, pessimistic basis.

47. 1.Crashing networks
Reduce the time spent on critical path(longest activity) to shorten the project. Crashing network make extra cost because: Overtime working Additional resources Sub-contracting

48. Computer assisted project management
Enterprise Project Management. Here computer based software programs are used for project planning and control.

49. Project portfolio analysis
Some of the elements integrated in Enterprise Project Management systems
Project modelling
Scenario planning
Forecasting
Risk management
Project planning
Critical activity analysis
Float calculation
Work order management
scheduling
Resource
Resource levelling
Resource availability
Skills scheduling
Integration
Project portfolio analysis
Multi-project analysis
Complex resource scheduling
Real-time reporting
Project control
Budgeting
Cost management
Earned value control
Communi-cation
Project portal
Web-based collaboration
Document management
notification