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Lecture 3: Project Execution
and Monitoring Instructor:
Dr. Nesar Ahmad Wasi
Assistant Professor
Department of Information Systems
Faculty of Computer Science
Kabul University
Outline
Project Execution
Preparing & Performing
Monitoring & controlling project activities
Task of Monitoring and Controlling
Summary 1
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Objectives
To familiar the project execution;
To familiar with the project monitoring and controlling;
To familiar with the task of project execution;
To familiar with the task of monitoring and controlling process.
Lesson Outcome
At the end of this lecture, you will be able to:
Explain the project execution
Create RACI chart for project execution
Explain project monitoring and controlling process 2
Explain task of project monitoring and controlling process;
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Examining the executing processes
After intense work on a tight schedule, you submit your project plan the single
document that integrates and consolidates your project’s Scope Statement,
audience list, Work Breakdown Structure, Responsibility Assignment Matrix,
schedule, resource requirements, budget, and all subsidiary plans for providing
project support services for review and approval.
A few days later, your boss comes to you and says
Examining the executing processes….
I have some good news and some bad news. Which would you like to hear first?”
“Tell me the good news,” you respond.
“Your plan’s been approved.”
“So, what’s the bad news?” you ask. 3
“Now you have to do the project!”
Starting off your project correctly is key to ultimate success
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Project Execution
Managing large complex projects from beginning to end can be a challenge for
even the most seasoned project manager;
It is all about deliverables & outputs;
The Project Management Body of Knowledge (PMBOK) states – "The Executing
Process Group consists of those processes performed to complete the work
defined in the project management plan to satisfy the project specifications "
Preparing
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Preparing
Preparing to begin the project work involves the following tasks:
Assigning people to all project roles: Confirm the individuals who’ll perform the
project work, and negotiate agreements with them and their managers to assure
they’ll be available to work on the project team;
Responsibility Assignment Matrix in Project Management
A Responsibility Assignment Matrix (RAM) in project management, also known
as a RACI chart or RACI matrix.
RACI stands for Responsible, Accountable, Consulted, and Informed and
each letter corresponds to a team member. 5
A RACI matrix ensures all stakeholders know who is responsible for
completing a task or getting feedback on deliverables.
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RACI chart
Responsible: The person(s) completing the task
Accountable: The team member coordinating the actions, making decisions,
and delegating to those responsible for the task, one person per task
Consulted: The person(s) who will be communicated with regarding decisions and
tasks
Informed: The person(s) who will be updated during the project and
upon completion
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Example
A person may work on more than one project, and may have different roles in
each of them.
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Activity
Project Name: Smart City Network Infrastructure Project
To design, implement, and maintain a robust network infrastructure that
supports the integration of smart technologies, enhances urban connectivity,
and improves the overall quality of life for residents in the city
Your Task: Define Responsibility Assignment Matrix (RAM) for the Smart City
Network Infrastructure Project
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Preparing
Introducing team members to each other and to the project: Help people begin
developing interpersonal relationships with each other.
Help them appreciate the overall purpose of the project and how the different
parts will interact and support each other 7
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Preparing
Giving and explaining tasks to all team members
Describe to all team members what work they’re responsible for producing and
how the team members will coordinate their efforts.
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Preparing
Defining how the team will perform its essential functions: Decide how the team
will handle routine communications, make different project decisions, and resolve
conflicts.
Develop any procedures that may be required to guide performance of these 8
functions.
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Preparing
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Preparing
Setting up necessary tracking systems: Decide which system(s) and accounts
you’ll use to track schedules, work effort, and expenditures, and set them up.
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Preparing
Announcing the project to the organization: Let the project audiences know
that your project exists, what it will produce, and when it will begin and end.
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Performing
Finally, you get to perform the project work! The performing subgroup of the
executing processes includes the following tasks:
Doing the tasks: Perform the work that’s in your plan.
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Performing
Assuring quality: Continually confirm that work and results conform
to requirements and applicable standards and guidelines.
Managing the team: Assign tasks, review results, and resolve problems.
Developing the team: Provide needed training and mentoring to improve
team members’ skills.
Sharing information: Distribute information to appropriate project
audiences.
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Examining the monitoring and controlling processes
As the project progresses, you need to ensure that plans are being followed and
desired results are being achieved.
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Task of Monitoring and Controlling Process
Comparing performance with plans: Collect information on outcomes, schedule
achievements, and resource expenditures; identify deviations from your plan;
and develop corrective actions.
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Task of Monitoring and Controlling Process
Fixing problems that arise: Change tasks, schedules, or resources to bring
project performance back on track with the existing plan, or negotiate agreed-
upon changes to the plan itself.
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Task of Monitoring and Controlling Process
Keeping everyone informed: Tell project audiences about the team’s
achievements, project problems, and necessary revisions to the established
plan.
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Summary
Project execution
Project monitoring and controlling
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Activity
Development the following task for a project:
Giving tasks to all team members
Defining how the team will perform its essential functions
Setting up necessary tracking systems
Announce the project
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Thank You
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Questions?