Effective Communication Techniques

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Project Management Overview

• By Engr.Dr. Attaullah Shah
• By Engr.Dr.Attaullah Shah
• PhD ( Civil) Engg , MSc Engg ( Strs), BSc Engg (
  Gold Medalist),),
• MBA, MA ( Eco) MSc Envir Design, PGD Computer
  Sc.
• Tel [phone]
• E-mail pdaiou_at_yahoo.com.

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What is a Project?

• An adhoc endeavor to create a Unique Product or
  Service.
• A unique one time effort bound by cost, time and
  resources/technical performance ( CST) and has
  defined objectives to satisfy the customer needs.
  
• Project is an undertaking having definite
  objectives, and specific beginning and ending
  points, limited budgets, defined scope.
• Sum of certain activities and tasks required to
  be performed in a specified period of time with
  human and non-human resources for specified
  objectives.
• ( Is your training a project? )
• Project is a one time non-routine opportunity to
  develop a new product.
• To satisfy the customer to achieve the
  organizational objectives.
• To be completed with in
• Allocated budget.
• Scheduled Time.
• Approved Technical Performance.
• Approved and agreed Scope of Work.
• Without any change in the existing culture.

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Triple constraints
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The Project Management Knowledge Areas

• 1. Project Integration
• 2. Scope Management
• 3. Time Management
• 4. Cost Management
• 5. Quality Management
• 6. Human Resource Management
• 7. Communications Management
• 8. Risk Management
• 9. Procurement Management

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Project Life-Cycle

• Project Planning( Pre-Investment Studies)
• Project Opportunity Analysis ( Identification)
• Project Selection Problem analysis.
• Project Pre-feasibility studies.
• Project Feasibility Studies
• Preliminary Design
• Cost Estimation.
• Implementation ( Investment Phase)
• Detailed Design.
• Pre-qualification of bidders
• Tendering Negotiation
• Construction and developing the facility
• Test
• Deployment
• Operation
• Commissioning
• Maintenance.
• Up-keeping ( Preventive)
• Adoptive Maintenance ( Project Integration).

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What is management? The process of Planning,
Organizing, Staffing, controlling and leading.

• Project management
• The art of Directing and coordinating the human
  and non human
• Resources throughout the life of project by using
  modern
• Management techniques to achieve pre-determined
  objectives of
• scope, cost, time, quality and participants
  satisfaction.
• ( Project Management Institute America)
• Project management includes
• Project Appraisal
• ( Before Commencement of Project PC-I, PC-II).
• Project monitoring.
• ( During Execution of the Projects PC-III)
• Project Evaluation
• ( After Completion of the projects. PC-IV,PC-V)
  

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Different Forms used by Planning Commission of
Pakistan.  
PC-I Forms - Production Sectors -
Infrastructure Sectors - Social Sectors. PC-II
Form  Survey and Feasibility Studies. PC-III Form
PC-III (A) form for Physical Targets based
on PSDP Allocations Activity Chart. PC-III(B)
Monthly Progress Reporting. PC-IV Form  Project
Completion Report. PC-V Form Annual Performance
Report After Completion of Project
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Assessing Project Feasibility

• You need to calculate Nine categories of
  feasibility
• Economic
• Financial
• Operational Technical
• Schedule
• Legal and contractual
• Political
• Marketing
• Ethical
• Environmental

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Project Appraisal.

• Technical Analysis
• The analysis for determining the technical
  viability of the development project is based on
  the technical data and information given in the
  PC-I form as well as the earlier experience of
  carrying out similar projects.
• Institutional/Organizational/Managerial Analysis
• A whole range of issues in project preparation
  revolves around the overlapping institutional,
  organizational and managerial aspects of the
  project.
• Social Analysis
• Social analysis is undertaken to examine the
  aspects like employment opportunities and income
  distribution.

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• Commercial Analysis
• The commercial aspects of a project include the
  arrangements for marketing the output produced by
  the project and the arrangement for the supply of
  inputs needed to build and operate the project
• Financial Analysis
• Financial analysis involves assessment of
  financial impact, judgment of efficient resource
  use, assessment of incentives, provision of a
  sound financing plan, coordination of financial
  contribution and assessment of financial
  management competence.

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Assessing Economic Feasibility

• Determine Tangible Costs
• Can easily be measured in dollars
• Determine Tangible One-Time Costs
• Associated with project startup, initiation and
  development
• Includes
• System Development
• New hardware and software purchases
• User training
• Site preparation
• Data or system conversion

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Assessing Economic Feasibility

• Time value of money (TVM)
• Process of comparing present cash outlays to
  future expected returns
• Calculate net present value (NPV)
• Break even analysis
• When will project break even (costsbenefits)

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Assessing Economic Feasibility

• Determine Tangible Recurring Costs
• Associated with on-going use of system
• Includes
• Application software maintenance
• Incremental data storage expense
• New software and hardware releases
• Consumable supplies
• Determine Intangible Costs
• Cannot be easily measured in dollars
• Examples
• Loss of customer goodwill
• Loss of employee morale

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Assessing Economic Feasibility

• Determine Intangible Benefits
• Cannot be measured easily
• Examples
• Increased employee morale
• Competitive necessity
• More timely information
• Promotion of organizational learning and
  understanding

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Assessing Other Project Feasibility Concerns

• Remaining are specific intangible costs
• Operational Feasibility
• How likely is it that system can be used to meet
  desired objectives? (e.g., functional illiterate
  line workers make up 90 of production staffcan
  proposed system work at our facility?)
• Technical Feasibility
• Assessment of development organizations ability
  to construct a proposed system

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Assessing Other Project Feasibility Concerns

• Schedule Feasibility
• Assessment of timeframe and project completion
  dates with respect to organization constraints
  for affecting change
• Legal and Contractual Feasibility
• Assessment of legal and contractual ramifications
  of new system (e.g., does it violate the union
  contract?)

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Assessing Other Project Feasibility Concerns

• Political Feasibility
• Assessment of view of key stakeholders in
  organization toward proposed system (e.g., How
  will this affect morale? Will we see a worker
  slowdown in other areas?)
• Ethical Feasibility
• Are there issues that are inconsistent with
  corporate ethics and goals even if legal (e.g.,
  lots of e-waste?)
• With above analyses, firm can rank order project
  and determine if it should be done via
  prioritization

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Project Planning

• Networking
• The process of developing the logical sequence
  of activities involved in a project so that the
  project is completed in rational manner.
• Tools PERT, CPM, GERT, PDM
• Scheduling The process of allocating time and
  budgetary allocation to the project.
• Tools Bar charts, GANTT Charts, Line of Balance
  method, Project master schedule, Milestone
  charts.

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Predecessor and Successor Activities
1. Pre-feasibility A-
2. Concept clearance (where necessary) B A
3. Negotiation for foreign aid/loan (where necessary) C B
4. Preparation of PC-II D C
5. Feasibility E D
6. Project formulation/preparation of PC-I F E
7 . Processing/Scrutiny of the Project G F
8. Approval of the project by competent authority. H G
9 Project documents (work plan/ PERT/CPM) I H
10 Signing of foreign loan/aid agreement J B
11 Administrative approval K H
12 Allocation of funds/ADP (PLA) L H
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13 Release of fundsM   - Appoint of Project Director N   - Land Acquisition O- Simultaneous   - Creation of Posts and appointment of staff   - Appoint of consultant O    - Detailed design preparation R
14 Tendering S R
15 Evaluation of Tender T S
16 Award of Contract U T
17 Construction of Civil Works V U
18 Procurement of Machinery / other inputs W K / L / V
19 Installation of machinery / equipment X W
20 Commissioning / Completion YV X
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Project Control Cycle.
Monitoring
Collect the performance Data.
Establish the Standards
Feedback
Evaluation
Compare with the standards
Take the corrective actions
Resolve
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• Project Management Supervision
• The objective of any effort in project planning
  and analysis is to have a project that can be
  implemented to the benefit and socio-economic
  uplift of the society.
• The Project Director is appointed, staff of all
  categories arranged, the detailed designs got
  prepared, if need be, with the assistance of
  consultants, contractors pre-qualified and
  short-listed, tenders floated for civil works,
  equipment, and their installation, contracts
  awarded, all in timeliness with the objective of
  initiating the operations and getting them fully
  underway for achieving the goals envisaged
  without any time and cost over-run, in order that
  the economic benefits accrue according to the
  promises made in the scheme.
• For achievement of the stipulated targets and
  tangible returns, however, it is imperative to
  entrust the management and supervision of the
  project during the implementation stage to
  capable and competent hands of required
  qualifications, experience and calibers.

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Start Up Project

• Review lessons learned
• Establish key success criteria
• Plan the project
• Develop the Integrated Management Plan
• Review risks and opportunities
• Assemble the project team
• Launch the project. 

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Project Management Processes
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Plan Project - Gantt and Network Charts

• List all activities The contract is your guide!
• Activities should have defined deliveries and be
  a few weeks duration
• Estimate duration, level of effort and material
  spend for each activity
• Connect activities with minimum dependency logic
  can start at the end and work back to the start
• Keep plans simple e.g. use a hierarchy for more
  than 30 tasks
• Rolling plan on long projects add detail as you
  go
• Add resources to chart and level usage by
  adjusting the start time of non-critical tasks
• Review and baseline plans and budgets
• Determine critical path and sit on it!
• Use a planning tool to ease task of producing and
  keeping project plans and reports up to date

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Project Management Processes
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Monitor and Control

• Use this process regularly
• Update plans, actual costs, risks and
  opportunities, performance metrics
• Seek feedback from customer
• Review these internally with the project
• Review these with senior management

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Monitor and Control

• Update plan, look forward obtain an estimate to
  complete for each activity (not percentage
  completed)

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Project Evaluation Flowchart
Office/Historical Data Collection
Initial Site Visit
Primary Field Survey
Initial Data Analysis
Secondary Field Survey
Laboratory Materials Characterization
Secondary Data Analysis
Structural Capacity Analysis
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Some Funny Quotes of Project Managers

• As of tomorrow, employees will only be able to
  access the building using individual security
  cards. Pictures will be taken next Wednesday and
  employees will receive their cards in two weeks.
  What I need is a list of specific unknown
  problems we will encounter. E-mail is not to
  be used to pass on information or data. It should
  be used only to be used for company business.
  Turnover is good for the company, as it proves
  that we are doing a good job in training people.
  This project is so important, we can't let
  things that are more important interfere with it.
  Doing it right is no excuse for not meeting the
  schedule. No one will believe you solved this
  problem in one day! We've been working on it for
  months. Now, go act busy for a few weeks and I'll
  let you know when it's time to tell them

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