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Paper by Professor Omar Hasan Kasule Sr.
LEARNING OBJECTIVES:
Learn conceptual and practical aspects of project planning
OUTLINES:
BACKGROUND READING
Feasibility study is basis for appraisal
What is a project?:
Stages / life cycle of a project:
Hard and soft projects
Feasibility study
Project Planning: definition
Advantages of project planning:
Components of a project plan:
Project Director
Identifying project objectives
Project Team
Stakeholders
Scope of work statement
Project tasks
Key stages
Budgeting
Milestones
Human resource allocation
Establish control procedures
Creativity
Review:
DISCUSSION
Check-list of project director responsibilities
Comparing traditional with matrix project structures
BACKGROUND READING
INSTRUCTIONS: THE DISCUSSION LEADER OR THE MEMBERS (IN TURNS) WILL PRESENT THE MAIN POINTS IN THE BACKGROUND READING SECTIONS PRE-ASSIGNED THE PREVIOUS WEEK
Overview: This chapter deals with project proposals, their appraisal and determination whether they should be accepted for implementation or not.
Feasibility study is basis for appraisal
What is a project?: A project is a group of activities carried out with clearly defined time and cost to reach specific objectives. A project is not routine or part of the day-to-day operations
Stages / life cycle of a project:
Conception based on research, perceived need / problem
Feasibility study: includes fact finding, alternative approaches, economic evaluation, sources of finance, effect on current operations, and project assumptions
Project planning
Implementation
Termination
Evaluation
Hard and soft projects: A hard project starts off with a clear plan and objectives and all details worked out in advance. A soft project starts only with general and vague objectives and concrete details are developed as you go along
Feasibility study: Review feasibility study and update information and assumptions
Project Planning: definition: Project planning is a type of operational planning
Advantages of project planning:
Reduce risk
Clarify objectives
Set standards for performance
Set up structure for implementation
Set up a control system
Components of a project plan:
Objectives
Methodology
Scheduling
Budget
Organizational structure
Procedures for control
Procedures for communication
Performance standards
Project Director:
A project director must be appointed very early in the life of the project and should participate in the planning process
Terms of reference and authority for the director should be defined.
A list of specific responsibilities should be drawn up for the director including: planning, organizing, directing, and controlling.
The project director must have the following leadership qualities: team leader, motivator, negotiator etc.
Some large projects must have a project steering committee in addition to the director
Identifying project objectives: Project objectives must be specific, measurable, achievable, realistic, and time bound
Project Team: Set up project team, explain project to them and make sure they understand. You may use a traditional hierarchical system or matrix system (skills matrix). Make sure that you balance personalities.
Stakeholders: Identify internal and external stakeholders, analyze their open and hidden agendas, plan how to manage them. Define the project stage that concerns every stake holder must be identified.
Scope of work statement: Scope of work statement describing the work to be performed including specifications
Project tasks: Brain-storm to identify project tasks and group them as key stages of the project
Key stages: Order key stages in a logical order taking into account any dependencies. Assign duration to each stage. Break down key stages into several levels of detail. Develop an operational plan for each key stage allowing for contingencies.
Budgeting: Avoid the following mistakes in budgeting: inaccurate scope of work statement, lack of standards, wrong work schedules, inaccurate time estimates, ignoring inflation
Milestones:
Determine project milestones (start, end, and duration of each stage) and represent on a chart or graphically making sure you allow for float time.
CPM is a project network diagram on which you can identify the critical path that determines the shortest time in which the project can be completed and also the total project time. Critical activities have zero float time
A Gantt chart can show the critical path, the milestones, responsible persons, review meetings. Project time should be converted to calendar time
Human resource allocation: Plan human resource allocation by day and assign tasks to individuals by name. A linear responsibility chart shows the task, who is responsible, and the estimated time.
Establish control procedures
Creativity: You should not plan to the last detail. Leave room for creativity of the implementors
Review: The plan must be updated continuously during implementation.
DISCUSSION:
CHECK-LIST OF PROJECT DIRECTOR RESPONSIBILITIES
PLANNING
PROJECT PLAN
PROJECT SCHEDULE
PROJECT BUDGET
COST CONTROL PROCEDURES
PROJECT CONTROL PROCEDURES
SPECIFICATIONS AND STANDARDS
ORGANIZING
ORGANIZATIONAL STRUCTURE AND CHART
JOB DESCRIPTIONS FOR PROJECT TEAM MEMBERS
HIRE PROJECT TEAM MEMBERS
PLAN RESOURCES
DIRECTING
PROCEDURES FOR PROBLEM SOLVING
PROCEDURES FOR DECISION MAKING
MAINTAIN TEAM MORALE
CONFLICT RESOLUTION
CONTROLLING
MAKE SURE OBJECTIVES ARE ACHIEVED
MAKE SURE PLANS AND SPECIFICATIONS ARE FOLLOWED
PROJECT PROGRESS/STATUS REPORTS
COMPARING TRADITIONAL WITH MATRIX PROJECT STRUCTURES
Indicate (yes/no) for each criterion below comparing traditional and matrix project structures
ITEM TRADITIONAL MATRIX
------------------------------------- - --------- -------
CONTROL IS TIGHT
CONTROL IS EFFECTIVE
AUTHORITY IS WELL DEFINED
REPETITIVE REPORTING TO SEVERAL BOSSES
RESPONSIBILITIES WELL DEFINED
PROJECT LEADERSHIP IS CLEAR
COMMUNICATION CHANNELS EFFICIENT
COMMUNICATION ON PERSONAL BASIS
VERTICAL COMMUNICATION
CONFLICT BETWEEN PROJECTS LIKELY
HORIZONTAL COMMUNICATION
RESOURCE UTILIZATION EFFICIENT
RESOURCE ALLOCATION FLEXIBLE
COST EFFECTIVE
PRIORITIZATION EASY
CHANGE OF PRIORITIES NOT COMMUNICATED
TEAM WORK IS EASY
COST CONTROL IS EASY
CRISIS INTERVENTION IS EASY