UNIVERSITY OF DOUALA–IUT–PROJECT MANAGEMENT (Dr Emile Tawamba, 2016)

PROJECT MANAGEMENT
DEFINITIONS

PROJECT DEFINITION
A project is a unique process that consists of a set of coordinated activities.
controlled, with start and end dates, undertaken with the aim of achieving a
objective in accordance with specific requirements. It is one thing or a set of things that
we propose to do within a given time frame, utilizing human resources and
materials subject to budgeting, resulting in a set of deliverables.
DEFINITION OF PROJECT MANAGEMENT
Le Pilotage de projet, aussi appelée gestion de projet ou management de projet, est une
an approach aimed at structuring and ensuring the smooth progress of a project.
He translates all the activities of organization, management, coordination, and steering.
of a project. It requires the establishment of a project team. Project management will therefore
to provide the project team with the necessary decision-making tools in order to achieve
the project while respecting the constraints of cost, quality, and time.
Quality reflects the degree of response provided by the project to the initially expressed need, a
the project must satisfy the expressed need(s). Quality also refers to the notion of
performance and reliability.
THE PROJECT MANAGER
The project manager specifies, organizes, and plans the implementation of a project or a set.
of projects, from its design phase to its implementation relying on
internal or external resources.

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Role and purpose of management

Driving a project means taking all the necessary measures to ensure that the
the project achieves its objectives, particularly on four main axes:

the respect for the quality objectives of the deliverables;

meeting deadlines;
the respect of costs;
customer satisfaction

To optimize these four areas, the person in charge of orchestrating the project, the project manager,
notably implements various knowledge, skills, tools, and techniques.

Driving a project effectively means:

structurer et planifier;
manage the project;
manage the project team;

In summary, managing a project means planning, leading, and controlling.

THE OTHER ACTORS

The project is above all a human adventure, which mobilizes a set of stakeholders to
achieve a goal. Each actor takes on their own responsibility in the project: to plan,
conceive, develop, validate, test...

Among this group of actors, we can identify two essential entities of the organization:

The MOA, project owner: the client of the project (but not necessarily the user);
the MOE, mastery ofworkthe executing body of the project, represented by the head of
project

Project ownership and project management are the two essential components of a
project. A productive and effective collaboration must be established between these two bodies
in order to lead the project to success, even if the MOA/MOE dialogue is not always
simple, especially in computing... The relationship between the project owner (MOA) and the project manager (MOE) is (normally...) defined

by a contract, which specifies the commitments of each party. This contract is called the
specifications document.

Other components may be brought to 'gravitate' around the project or to be

affected by it. They are called the stakeholders of the project: they are particularly
future users of the work, financial institutions, the public...

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The project owner (MOA) - Client

Designates the entity responsible for the project, which defines the objective, the timeline, and the cost of the project. It is
the entity owning the project's result. A natural or legal person responsible for the
definition of objectives and investment decision. In the case of certain projects, the
The term MOA is replaced by client, order giver. The client can also be internal,
in the case of an internal project on an organizational or company scale.
The project manager (PM) - Producer
Designates the entity selected by the project owner to carry out the project under specific time constraints.
cost and time previously defined as part of a contract. The project manager is responsible for
technical choices during the execution of the project.
The project manager can subcontract part of the project to one or more companies. The project manager will be the
the sole interlocutor of the MOA.

The other stakeholders of the project are in interaction with the project management team or with the project owner, namely the ...

Partners can be companies, organizations, or consulting firms, subcontractors.

responsible for carrying out parts of the project, the suppliers, the administrations for obtaining
the necessary permits and in some cases grants and the organizations of
technical control for monitoring compliance with current standards and regulations

In summary, the use of project management tools serves as a support

essential for project management: MS-Project will be used throughout this course
as practical tools.

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 UNIVERSITY OF DOUALA - IUT - PROJECT MANAGEMENT (Dr. Emile Tawamba, 2016)

Getting Started with MS Project

Microsoft Project helps you create forecasts for projects and communicate them to.
other people (by email) and to manage the changes as they occur
produce.

The forecasts will allow us to plan certain details and determine what needs to be done.
to be accomplished, taking into account the following questions:
What to do? (Identify project tasks)
How long will it take to complete each task? (Determine the duration of the Tasks)
In what order should the Tasks be executed? (Determine the relationships between the
tasks
Who (or what) will execute each task or who will be responsible for it? (Identify the resources)
that you will use to complete the project)

Gathering this information before the project starts will accelerate and simplify.
the process of developing forecasts for your project.

I. Practical Work: Creation of a new project

Step A
To enter comments on the new forecast
1. Choose File Property Summary.
In the 'Comment' section, enter general comments about your project
3. Choose Project Project Information
4. In the 'Start Date' section, enter the date you want your project to start.
begins.

Step B
To enter tasks and their respective duration
1. Enter the names of the Tasks in the 'Task Name' field.
2. Enter the numbers representing the duration followed by the abbreviation of the desired unit of duration
(h => heure ; j => jour ; s => semaine)

Application exercise: Construction of a toilet for students

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Planning

What is planning?
Planning is the organization inthe timefrom the achievement of objectives in a field
precise, with different means implemented and over a specific duration (and specific steps).
The main characteristic of planning is [Link] can also
optimize elements and resources without using the notion of "time" or "duration".
Optimizing the number of boxes in a truck does not require the dimension of time,
a priori. But the notion of planning is inseparable from the notion of time.
Often sketched out by alist of things to do,it is then realized by a plan
responding in detail and concretely to the main operational aspects of the type
QQOQCC:Qui,Quoi,Où,Quand,Comment,Combien.

Description

The sought objectives

The way they will be reached
The roles et responsibilitiesof the different actors
The calendar
The estimation of the resources to be implemented and the costs
The modalities for monitoring and control.

Some planning tools

In order to carry out project planning, there are several essential tools for
achieve the objectives within a given timeframe. The challenge of planning is to be able to anticipate the

delay problems. The most commonly used in the industry is the diagram of
GANTT and the PERT method.

The GANTT chart allows for project planning and makes tracking simpler.
l’avancement. Cette méthode visuelle est efficace lorsqu’il s’agit de lister une vingtaine de tâches. Au-
beyond readability is compromised and it is appropriate to use the PERT method

d- Draw the Gantt chart

The coordinates of the graph show the tasks on the vertical axis and the duration (hours, days,
weeks, ...) on the x-axis.

Each row thus represents a task, and each column, a unit of time.
Each task is represented by a horizontal line, whose length is proportional to the
duration.
Draw each task, while representing the upstream constraint as you go.
When the last task is displayed, it is appropriate to follow the graph in reverse.
to determine the critical path.

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Example

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The PERT diagram

PERT (Program of Evaluation and Review Technique) is a method that consists of ordering
in the form of a network, several tasks that, due to their dependency and their chronology, contribute
all in obtaining a finished product. The PERT method is most often used for management of
important long-term projects.

The PERT diagram is composed of steps and tasks.:

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Example of making a pancake recipe

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Taking Control of MS Project (continued)

II. Practical Work 02: Creation of a new project

Step D
Once your Tasks are entered and set to Plan mode, you need to Sort them in a way
sequential
to estimate the time required for the completion of the project.
When you link one task to another, you establish a relationship between them and
specify a sequence of events.
You can link subordinate tasks to other subordinate tasks within a group.
then link summary tasks to other summary tasks. You can delete
a relationship between tasks at all times.
To create a relationship between tasks
1. Link the tasks in the Gantt table.
2. Click on the 'Link Tasks' button in the Standard toolbar. or Choose Edit
Link the tasks.
Repeat this Cache for the other tasks to link.
To remove a relationship between tasks
Select the Tasks for which you want to remove the link in the Gantt table.
2. Click on the 'Remove Link Tasks' button in the Standard toolbar. - [b]or[/b] -
Choose Edition Delete Link tasks.
Repeat this task for the other tasks to be deleted.
Step E
When you know the exact cost of the materials needed to carry out a task and
that you do not allocate any resources to it, enter a fixed cost. A fixed cost can
correspond to the cost of the materials for which you negotiated the purchase price.
To assign a fixed cost to a task
1. Select Gantt Chart View.
2. Choose Table Display, then choose Cost.
Enter the cost in the 'Fixed Cost' field of the table and then click 'OK'.
Practice: You can visualize your entire project. To do this, choose View
Zoom then select 'Project Set'

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 UNIVERSITY OF DOUALA - IUT - PROJECT MANAGEMENT (Dr. Emile Tawamba, 2016)

The initial planning

When the project planning is complete, as much as possible, and it is close

To begin, an initial schedule must be saved. Save the schedule.
initial steps like taking a photo of the project and does not prevent adding tasks or
other information about the project. As the project progresses, the data
actuals must be recorded in such a way that the plan can be updated and compared
to the initial planning. Adjustments to the plan should be made if necessary.

Comparing the updated schedule with the initial planning is a good habit, even if
a steering and reports on progress are not explicitly required. The data
provided by the initial planning gives useful indications for measuring the effectiveness of
plan for future projects.

At some point in the life of the project, you may want to record a new one.
initial planning because:

[Link]
you need it to make comparisons.

You have changed the project's objective or its schedule. The new plan is different.
from the original plan and you need to create a new initial scheduling for this part of the
project only.

To save an initial schedule, select Tracking from the menu

Then click Save the initial scheduling.
To clear an initial schedule, click Clear the schedule from the same
menu.

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 UNIVERSITY OF DOUALA - IUT - PROJECT MANAGEMENT (Dr. Emile Tawamba, 2016)

The project management cycle

Before actually starting the project and truly tracking progress, prepare yourself.
to compare the information as progress is made. You need to take a
photo of the project in its original state, which will represent the 'contract' between you and the clients
of the project. This photo is called Initial Planning.
Once the project is ready to start, 'record the initial planning'. Then, more
late, you will be able to compare the actual values with those of the reference database and thus
check that the project is still 'on track'.
Secondly, and before starting the work, make sure you are ready to gather.
the data. The team must have a way to inform you about the progress on
their objectives. You need to provide an effective means of communication to achieve these
data. You can use Microsoft Project Central, which brings together the features of
team work of Microsoft Project (by email), or manually.
Once the project has started, there are two basic levels to which you can follow the
Project: Duration-based management and work-based management.
You must update the project regularly. A typical update sequence
would include the following elements:
1. Enter what has been done so far. These are the actual facts, the hours that the
resources have actually been spent on the project tasks.
2. Enter an estimate of what remains to be done. What the resources have already done is
important, but what they have left to do may be even more important for a
correct estimation of the project forecasts.
3. Plan the remaining work. In fact, what has not yet been done remains to be done. You
You must plan all the remaining work to be done by a date in the future.
4. Modify the plan. Assess the situation, negotiate, and re-plan the project.
using the same techniques as when you created the project.
Herearethecontrolfieldsthatyoucanupdateduringtheprojectfollow-up:
Completed Actual Duration

% Completed Work Remaining Time

Real Work Real Start
Remaining Work Real End
Actual cost (Select the option 'actual costs are always
entered by Microsoft Project » from the dialog box
Tools/Options

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TP N°03: ORGANIZATION OF WORK TIME OF RESOURCES

After organizing the tasks of your project and assessing the time required for each of them,
you can think of the resources that will be necessary for their completion.
Before assigning resources to tasks, you need to create a list of all the
resources of your project. A list of resources includes:
The name of the resource corresponding to that of a person, equipment, or a group
of resources with the same type of qualifications, such as pilots.
The maximum number of resource units possessing the same type of qualifications
available for the resource.
To create a list of resources
1. Choose Resource Table Display.
2. Choose Table View, then select Entry.
3. In the column 'Resource Name', enter the name of a resource in a field
virgin.
4. If necessary, enter the number of available resource units for this resource in
the column "Capacity ailments."
5. Modify the default information in the other fields appropriately.
(standard costs can be calculated in different ways, h => hourly; j =>
daily; s => weekly and m => monthly
To assign a resource to a task
1. Choose Gantt Chart View.
2. Select a task from the Gantt chart.
3. Click on the 'Resource Allocation' button on the Standard toolbar. - [b]or[/b]
-
Choose Resource Allocation Insertion
4. In the 'Name' column, select the resource to assign to the task. (If you are using a
part-time resource, enter a decimal fraction in the 'Units' field
5. Choose the 'Assign' button and then 'Close'.

To reduce or increase the amount of work assigned to a resource

Go to Gantt Chart and work table display
Microsoft Project also schedules tasks using the information contained in the
project schedule, that is to say the default schedule of your forecasts. The schedule of
The project indicates regular working hours and standard non-working days, such as weekends.
ends and the holidays.

Definition of working hours and non-working days of a resource

1. Choose Tools Modify working time.
2. In the 'To' area, select the resource for which you want to modify the schedule.
3. In the calendar, select the days to modify.
4. Select the option 'Worked', 'Unworked', or 'Default'.
5. To change the working hours, enter the new hours in the 'From' and 'To' fields.
and choose 'OK'.

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Lab N°04: THE OVERUSE OF RESOURCES

When analyzing your forecasts, you may notice that one or more of your
resources are overused. It is important to address their usage early in the
planning process.

It is better to resolve these issues before the project is underway.

Yes
if you do not solve these issues, it is likely that your project will not be completed on time.
scheduled date.
An overuse of resources occurs when a number of working hours exceeds
number of available hours in the resource calendar is assigned to a resource on
a given period of time.

A. AUTOMATIC RESOLUTION
With Microsoft Project, you can automatically resolve resource over-allocations.
resources by conducting an audit.
The audit only delays certain tasks listed in your
forecasts until the resources allocated to them are no longer overused.
Note: Do not use automatic auditing if your forecasts are calculated from a
date of
Microsoft Project plans to start each task as late as possible.
1. Choose Resource Audit Tools.
2. Choose the button 'Audit now'

IV. PRINTING OF REPORTS AND USE OF DISPLAYS

In Microsoft Project, you can compare different strategies (by changing your
dates, your durations, your costs, your resources...) and make your planning as efficient as
possible. During your work on your forecasts, you can visualize the information
in several ways.
PERT Network Calendar
Gantt chart
Task Sheet
You have the option to display two different perspectives of your forecasts.
simultaneously
in order to obtain a greater level of detail.
Example:
• Display tasks in the upper pane (select a task) Choose Window
Split
Visualize the workload of the people assigned to this task.

A. PRINTING REPORTS To print a report

1. Choose Display Reports
2. Select the type of report to print.
3. Click on the 'Select' button.

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4. Click on the 'Print' button.

Assignment No. 05: USE OF DISPLAYS

The use of different displays allows you not only to visualize the information
contained in your project in different ways, but also to organize it, to anticipate the
tasks and resources, and to monitor its progress.
There are three basic types of displays to visualize a project's information:
A table display resembles a spreadsheet or an information table.
A graphic display or graph presents the information graphically.
A display sheet facilitates the entry of information related to tasks and resources.
specific.
To display a visual
5. Choose Display More displays.
6. Select the display to view.
7. Choose the 'Apply' button.
The Task Table display uses a table to show you the details and the
resources for each task.
You can use a filter to display a selection of information in the calendars such as
that the tasks using a particular resource.

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