Module 7 Project Management
Table of contents
1. Learning Outcomes
2. Project Management Definition
3. Benefits of Project Management
4. Project Management System
5. Five Phases of Project Management Lifecycle
6. Managing Multi-Project Overview
7. Roles and Responsibilities of a Project Manager
1. Learning Outcomes
The Learners are expected to:
1. Understand what is project management.
2. To understand what is the importance of project management
3. Explain the project management process
4. To understand what is multi-project management
5. To learn how to effectively manage a project
6. Identify the approaches used by project managers
7. Understand the benefits of project management
2. Project Management Definition
● The Project Management Institute defines project management as “the application of
knowledge, skills, tools, and techniques to project activities to meet the project
requirements.”
● In other words, project management is the process of getting a project completed from
start to finish.
● Some organizations have a full-time project manager who is responsible for managing
multiple projects inside the organization.
● Project managers appreciate working with people who have an understanding of the
basic principles of project management.
● These individuals are able to jump into the project management process faster and
provide additional support for the manager.
● If you are working for yourself or a small business, you may find that you need to
simultaneously manage the project as well as produce the work. Understanding the
project management process and knowing how to use and apply the tools will help you
effectively manage your projects.
3. Benefits of Project Management
The process focuses on what you are aiming to accomplish and helps create a roadmap to
getting you there as fast as possible. Client satisfaction is usually enhanced through this
process resulting in repeat business and recommendations.
Using project management processes and tools add value to the project and organization
through:
● Assessing task priority
● Looking ahead at what needs to be completed
● Planning with other involved parties
● Allocating responsibility
● Managing time and resources appropriately
● Strategic budgeting and financial management
● Creating repeatable processes for future use
4. Project Management System
5. Five Phases of Project Management Lifecycle
At the start of a project, the amount of planning and work required can seem overwhelming.
There may be dozens, or even hundreds of tasks that need to be completed at just the right time
and in just the right sequence.
Seasoned project managers know it is often easier to handle the details of a project and take
steps in the right order when you break the project down into phases. Dividing your project
management efforts into these five phases can help give your efforts structure and simplify
them into a series of logical and manageable steps.
1. Project Initiation
Initiation is the first phase of the project lifecycle. This is where the project’s value and feasibility
are measured. Project managers typically use two evaluation tools to decide whether or not to
pursue a project:
Business Case Document – This document justifies the need for the project, and it includes an
estimate of potential financial benefits.
Feasibility Study – This is an evaluation of the project’s goals, timeline and costs to determine if
the project should be executed. It balances the requirements of the project with available
resources to see if pursuing the project makes sense.
Teams abandon proposed projects that are labeled unprofitable and/or unfeasible. However,
projects that pass these two tests can be assigned to a project team or designated project
office.
2. Project Planning
Once the project receives the green light, it needs a solid plan to guide the team, as well as keep
them on time and on budget. A well-written project plan gives guidance for obtaining resources,
acquiring financing and procuring required materials. The project plan gives the team direction
for producing quality outputs, handling risk, creating acceptance, communicating benefits to
stakeholders and managing suppliers.
The project plan also prepares teams for the obstacles they might encounter over the course of
the project, and helps them understand the cost, scope and timeframe of the project.
3. Project Execution
This is the phase that is most commonly associated with project management. Execution is all
about building deliverables that satisfy the customer. Team leaders make this happen by
allocating resources and keeping team members focused on their assigned tasks.
Execution relies heavily on the planning phase. The work and efforts of the team during the
execution phase are derived from the project plan.
4. Project Monitoring and Control
Monitoring and control are sometimes combined with execution because they often occur at the
same time. As teams execute their project plan, they must constantly monitor their own
progress.
5. Project Closure
Teams close a project when they deliver the finished project to the customer, communicating
completion to stakeholders and releasing resources to other projects. This vital step in the
project lifecycle allows the team to evaluate and document the project and move on the next
one, using previous project mistakes and successes to build stronger processes and more
successful teams.
Although project management may seem overwhelming at times, breaking it down into these
five distinct cycles can help your team manage even the most complex projects and use time
and resources more wisely.
6. Managing Multi-Project Overview
7. Roles and Responsibilities of a Project Manager
Roles and Responsibilities of a Project Manager
● Activity and Resource Planning
● Organizing and Motivating a Project Team
● Controlling Time Management
● Cost Estimating and Developing the Budget
● Ensuring Customer Satisfaction
● Analyzing and Managing Project Risk
● Monitoring Progress
● Managing Reports and Necessary Documentation
● Activity and resource Planning
● Creating clear and concise plan
● Organizing and Motivating a Project Team
● Stimulating the team to reach their full potential
● Controlling Time Management
● Set realistic deadlines
● Cost Estimating and Developing the Budget
● Keeping the project within its budget
● Ensuring Customer Satisfaction
● To involve their clients in the project as much as possible
● Analyzing and Managing Project Risk
● To avoid risks or at least minimize the impact
● Monitoring Progress
● Clear vision and high hopes of producing the desired results
● Managing Reports and Necessary Documentation
● Comprehensive reports documenting that all projects were fulfilled