Asif kabani presentation diploma in project management week 5 management and communication of project, schedule, the work plan, project budget

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Asif Kabani presentation diploma in project management week 5 management and communication of project, schedule, the work plan, project budget

Asif Kabani presentation diploma in project management week 5 management and communication of project, schedule, the work plan, project budget

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  • 1. ―Working Efficiently and Accurately in Projects‖ Asif Kabani, Resource Person Email: kabani.asif@gmail.com
  • 2. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 3. Management Group and and Individual Communication Presentations of project Schedule and Plan Activity DevelopmentConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 4. Articles, Books, Calendar, Publication and report – Knowledge Bank Sweets and Good for Participants Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 5. Talk only one at Team time with Polite members permission speech and sit with body Group language Student Respect must come everyone and to class on have relevant time discussion Timely Mobile submission Phone on of Quiz and Silent AssignmentConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 6. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 7. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 8. Week 4 - Quiz and Assignments Week 4 - Group AssignmentConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 9. Use A 4 Sheet Make Activity plan of your group project, this should include 1. Activities 2. Responsibility 3. Contingency plan 4. Outputs 5. Duration in Gant Chart formatConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 10. ―Working Efficiently and Accurately in Projects‖ Asif Kabani, Resource Person Email: kabani.asif@gmail.com
  • 11. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 12. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 13. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 14. Project management is an art, and project management is also a science. It is a science, because it includes all aspects management knowledge. When it comes to project management, people naturally think of its eight major elements: scope, time, cost, quality, human resources, risk, procurement, communication. A successful project is closely related to all these factors. However, in the actual participation of project, we can find the factor which associated with most of the activities is the project stakeholders; project stakeholders generally include the customer or user, the project team, the project company’s managers and other major stakeholders. In the project management, time, cost, quality, human resources, risk, and procurement are related to communication.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 15. How to set up a successful project teams? How to play full potential of team in the project? How relationships with stakeholders are maturing? How they are in satisfaction? All these are communication management, and the project manager must master the skills.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 16. How to set up a successful project teams? How to play full potential of team in the project? How relationships with stakeholders are maturing? How they are in satisfaction? All these are communication management, and the project manager must master the skills.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 17. Communications management is the systematic planning, implementing, monitoring, and revision of all the channels of communication within an organization, and between organizations; it also includes the organization and dissemination of new communication directives connected with an organization, network, or communications technology. Aspects of communications management include developing corporate communication strategies, designing internal and external communications directives, and managing the flow of information, including online communication. New technology forces constant innovation on the part of communications managers.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 18. As a manager, one must take a contingency approach to communicating with their employees and communicate on a personal level. It’s the manager’s responsibility to determine if their employee’s personality falls with the project management plan.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 19. In project management, communication management must address the following questions Who will be What responsible information Who needs When is the What is the for needs to flow what information format of the transmitting in and out of information? needed? information? and the project? providing the information?Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 20. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 21. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 22. One simple and popular communications method is called the weekly reporting method: every employee composes an hard / e-mail report, once a week, including information on their activities in the preceding week, their plans for the following week, and any other information deemed relevant to the larger group, bearing in mind length considerations. Reports are sent to managers, who summarize and report to their own managers, eventually leading to an overall summary led by the Country Director / CEO which is then sent to the board of directors or executive committee. The CEO then sends the boards summary back down the ladder, where each manager can append an additional summary or note before referring it to their employees..Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 23. Eventually, each employee will receive a long e-mail, containing many or all of the above-mentioned summaries, from every level of management; reading the full result is rarely a requirement. Curious or ambitious employees are considered more likely to read the result; task-centered employees, however, are not.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 24.  Projects rely on effective communications - a project is no place for individuals to decide what, when and how, without reference to anyone else. We have already touched on this topic in related sections on Stakeholder Management and Reporting and Meetings.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 25. giving information to those who need it coordinating, stimulating and facilitating of action supporting change and influencing the attitudes and behaviour of stakeholder groups encouraging and facilitating feedback and two- way information flowConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 26. members of the Project Team and others directly involved in project activities members of the Project Board and others (e.g. Programme Manager/Office) involved in managing, steering, co-ordinating, controlling funds or involved in changing business processes the remainder of the organisation’s management and workforce (including end-users and anyone affected by the outputs from the project) external stakeholders such as students, suppliers, partners, funding bodies, regulatory bodies etc.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 27. what information needs to flow both into and out of the project? who needs what information? when will the information be required? in what format and by which channel will the information be provided? who will be responsible for ensuring the information is provided?Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 28. Collaboration is something that is less actively managed as a matter of routine but is an area that is of critical importance to the kinds of projects we undertake in the development sector.Connect: Asif Kabani Courtesy JISCSkype: kabaniasif | facebook: kabani.asif
  • 29. Deliverable/Description Type Target Delivery Method Delivery Who (Man/Mktg/ Info) Audience(s) Frequency Responsible? Status Reports Mandatory Sponsor Project Status Report template e-mailed Monthly Project manager Managers to audience. Steering committee Local Awareness-Building Sessions Info Local user Stand-up presentations. Schedule twice Lead analyst Inform people of the project and the community weekly until all deliverables that will impact them. users covered Remote Awareness-Building Sessions Info Remote user Webcast presentations. Hold sessions Lead analyst Inform people of the project and the community three times a deliverables that will impact them. week until all users covered Project Pins Marketing All users, Hand out to those that attend the Same frequency Terry Allen— Pins will be given out to all people customers, and awareness presentations. as awareness Project attending the awareness stakeholders sessions administrator Send pin in intercompany mail to those presentations to build enthusiasm that attend Webcasts. and brand image.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 30. ―Working Efficiently and Accurately in Projects‖ Asif Kabani, Resource Person Email: kabani.asif@gmail.com
  • 31. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 32. S/N Activity / Task Responsibility Output Duration S.Dt /E dateConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 33. WORK PLAN REVISION : 18 JANUARY 2010PROJECT TITLE:ORGANISATION:PROBLEM STATEMENT:PART I: NARRATIVEA. Role of organisationB. How does organisation anticipate implementing the projected proposal?PART II: WORKPLAN TABLEGOAL 1OBJECTIVE 1.1Output 1.1.1Indicator(s) 1.1.1Activities 1.1.1 (a) Focal Point Due Date Comment 1.1.1 (b) Focal Point Due Date CommentConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 34. A Gantt chart is a type of bar chart, developed by Henry Gantt, that illustrates aproject schedule. Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Terminal elements and summary elements comprise the work breakdown structure of the project. Some Gantt charts also show the dependency (i.e., precedence network) relationships between activities. Gantt charts can be used to show current schedule status using percent-complete shadings and a vertical "TODAY" line as shown here. Although now regarded as a common charting technique, Gantt charts were considered revolutionary when first introduced [citation needed]. In recognition of Henry Gantts contributions, the Henry Laurence Gantt Medal is awarded for distinguished achievement in management and in community service.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 35. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 36. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 37. http://www.youtube.com/watch?v=pUNxGz3txfU&feature=player_detailpageConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 38. Connect: Asif Kabani http://www.youtube.com/watch?v=uHAw5qjF16c&feature=player_detailpageSkype: kabaniasif | facebook: kabani.asif
  • 39. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 40. A budget (from old French bougette, purse) is a financial plan and a list of all planned expenses and revenues. It is a plan for saving, borrowing and spending. A budget is an important concept in microeconomics, which uses a budget line to illustrate the trade-offs between two or more goods. In other terms, a budget is an organizational plan stated in monetary terms.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 41. In summary, the purpose of budgeting is to: Provide a forecast of revenues and expenditures, that is, Enable the actual construct a model of how financial operation of the our business might business to be measured perform financially if against the forecast. certain strategies, events and plans are carried out.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 42. Budget helps to aid the planning of actual operations by forcing managers to consider how the conditions might change and what steps should be taken now and by encouraging managers to consider problems before they arise. It also helps co-ordinate the activities of the organization by compelling managers to examine relationships between their own operation and those of other departments. Other essentials of budget include: To communicate To motivate To evaluate plans to managers to To control the various strive to activities. performance responsibility achieve of managers center budget goals. managers.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 43. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 44. Use A 4 Sheet Make a list of 4 different kinds of Budget You know and made Explain them briefly In our own wordsConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 45. Your Own Budget  Personal or family budget Corporate budget Start-up budget (business/NGO/project) Event management budget Zero Base Budget (important) Government budgetConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 46. Production budget – an estimate of the number of units that must be Sales budget – an estimate of future manufactured to meet the sales goals. sales, often broken down into both units The production budget also estimates and dollars. It is used to create the various costs involved with company sales goals. manufacturing those units, including labor and material. Created by product oriented companies. Cash flow/cash budget – a prediction of future cash receipts and expenditures for a particular time period. It usually covers a period in the short term future. The cash flow budget helps the business determine when income will be sufficient to cover expenses and when the company will need to seek outside financing.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 47. Revenue budget – consists of Marketing budget – an estimate revenue receipts of government and of the funds needed for promotion, the expenditure met from these advertising, and public relations in revenues. Tax revenues are made order to market the product or up of taxes and other duties that service. the government levies. Project budget – a prediction of the costs associated with a particular company project. These Expenditure budget – includes costs include labor, materials, and spending data items. other related expenses. The project budget is often broken down into specific tasks, with task budgets assigned to each.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 48. Project budget – a prediction of the costs associated with a particular company project. These costs include labor, materials, and other related expenses. The project budget is often broken down into specific tasks, with task budgets assigned to each.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 49. Participatory budgeting is a process of democratic deliberation and decision-making, and a type of participatory democracy, in which ordinary people decide how to allocate part of a municipal or public budget. Participatory budgeting allows citizens to identify, discuss, and prioritize public spending projects, and gives them the power to make real decisions about how money is spent.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 50. Participatory budgeting generally involves several basic steps: 1) Community members identify spending priorities and select budget delegates 2) Budget delegates develop specific spending proposals, with help from experts 3) Community members vote on which proposals to fund 4) The city or institution implements the top proposalsConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 51. Various studies have suggested that participatory budgeting results in more equitable public spending, higher quality of life, increased satisfaction of basic needs, greater government transparency and accountability, increased levels of public participation (especially by marginalized or poorer residents), and democratic and citizenship learning.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 52. A World Bank paper suggests that participatory budgeting has led to direct improvements in facilities in Porto Alegre. For example, sewerand water connections increased from 75% of households in 1988 to 98% in 1997. The number of schools quadrupled since 1986. The high number of participants, after more than a decade, suggests that participatory budgeting encourages increasing citizen involvement, according to the paper. Also, Porto Alegre’s health and education budget increased from 13% (1985) to almost 40% (1996), and the share of the participatory budget in the total budget increased from 17% (1992) to 21% (1999).Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 53. Haiti Emergency Reliewf Res pons e Fund (ERRF) Revision: 18 jan 2010 PROJECT INITIAL BUDGE FORMAT T Duration Other Total Project Des cription Unit Cos t/Unit US D OCHA (month) Contribution Budget ContributionS TAFFExp atriate StaffLocal Staff S ub-TotalOPERATIONAL PROJECT COS T (including re ntal )CommunicationsOffice rentOffice sup p liesOthers (sp ecify ) S ub-TotalRELIE ITE F MSNFIFoodM edicinesMaterial S ub-TotalTRANS PORT AND S TORAGE COS TSVehicle rentalM aintenanceFuelFreightStorageOther (Sp ecify ) S ub-Total TOTAL Adminis trativ Cos t (Max. 7% of Total) eConnect: Asif Kabani GRAND TOTALSkype: kabaniasif | facebook: kabani.asif
  • 54. S/n Activity Qty Rate /per Amount unitConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 55. S/N Student Topic Date Time 1 Jamal Shah PMP and Price 2 12-Mar 5.30-.6.00 pm 2 Rehmat Wali Effective Project Communication 12-Mar 6:00-6:30 pm 3 Tavir Procurement Management 12-Mar 6:30-7:00 pm 4 Asif Abbas LFA + RBM 12-Mar 7:00-730 pm 5 Unaiza Time Management 13-Mar 5:30-6:00 pm 6 Sohail Consumer Awareness and Protection 13-Mar 6:00-6:30 pm 7 Tahir Financial Project Management + 13-Mar 6:30-7:00 pm Budget 8 Umm Project Planning and Design 14-Mar 5:30-6:00 pm 9 Lubna Human Resource in Project 14-Mar 6:00-6:30 pm Management 10 Haider MEAL – Monitoring, Evaluation, 14-Mar 6:30-7:00 pm Accountability and Learnings 11 Sheema Ali Funds, Grants and Donor Management 12 Hassan Gender and Risk Management in Project 13 Mujahid Wining Proposal (scope mgt) (p) 14 ShaistaConnect: Asif Kabani Leadership in Project (p)Skype: kabaniasif | facebook: kabani.asif
  • 56.  Participatory budgeting has been practiced in Porto Alegre since 1989.  The first full participatory budgeting process was developed in the city of Porto Alegre, Brazil, starting in 1989. Participatory budgeting was part of a number of innovative reform programs started in 1989 to overcome severe inequality in living standards amongst city residents. One third of the city’s residents lived in isolated slums at the city outskirts, lacking access to public amenities (water, sanitation, health care facilities, and schools).[2]  Participatory budgeting in Porto Alegre occurs annually, starting with a series of neighborhood, regional, and citywide assemblies, where residents and elected budget delegates identify spending priorities and vote on which priorities to implement.[3] Porto Alegre spends about 200 million dollars per year on construction and services, this money is subject to participatory budgeting. Annual spending on fixed expenses such as debt service and pensions, are not subject to public participation. Around fifty thousand residents of Porto Alegre now take part in the participatory budgeting process (compared to 1.5 million city inhabitants), with the number of participants growing year on year since 1989. Participants are from diverse economic and political backgrounds.[3]  The participatory budgeting cycle starts in January and assemblies across the city facilitate maximum participation and interaction. Each February there is instruction from city specialists in technical and system aspects of city budgeting. In March there are plenary assemblies in each of the citys 16 districts as well as assemblies dealing with such areas as transportation, health, education, sports, and economic development. These large meetings—with participation that can reach over 1,000—elect delegates to represent specific neighborhoods. The mayor and staff attend to respond to citizen concerns. In the following months delegates meet weekly or biweekly in each district to review technical project criteria and district needs. City department staff may participate according to their area of expertise. At a second regional plenary, regional delegates prioritize the districts demands and elect 42 councillors representing all districts and thematic areas to serve on the Municipal Council of the Budget. The main function of the Municipal Council of the Budget is to reconcile the demands of each district with available resources, and to propose and approve an overall municipal budget. The resulting budget is binding, though the city council can suggest, but not require changes. Only the Mayor may veto the budget, or remand it back to the Municipal Council of the Budget (this has never happened).[3]Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 57.  Download the document here  https://docs.google.com/open?id=0Bz6acFOaziYeZFc2d lVFNXVSNS16NlVUTHAxTFEtZwConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 58. ―Working Efficiently and Accurately in Projects‖ Asif Kabani, Resource Person Email: kabani.asif@gmail.com
  • 59. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 60.  Project Purpose Objectives that the project should achieve within the project duration  Overall Goal Direction that the project should take next  Outputs Strategies for achieving the Project Purpose  Activities Specific actions taken to produce Outputs  Important Assumptions Conditions important for project success, but that cannot be controlled by the projects. Whether these conditions develop or not is uncertain.Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 61.  Means of Verification /Objectively Verifiable Indicators (MOV/OVI) Standards for measuring project achievement.  Source of Information/data Data sources from which indicators are derived.  Inputs Personnel, materials, equipments, facilities and funds required by the project.  Preconditions Conditions that must be fulfilled before a project gets underwayConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 62. Narrative Means of Source of Important Summary Verification/ Information / Assumptions MOV/OVI Data Overall Goal Project Purpose Outputs Activities Inputs Pre-conditionsConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 63. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 64. Connect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 65. Members of Group must finish presentation in 5 minutes Submission of Question by each group on Flash Cards 5 minutes for Q&A Total Time for Presentation is 10 minutes 5 min presentation 5 min Q&A Participation by every member of the group is mustConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 66. Briefly review what was presented Identify ways to apply training Request feedback on training sessionConnect: Asif KabaniSkype: kabaniasif | facebook: kabani.asif
  • 67. ―Working Efficiently and Accurately in Projects‖ Asif Kabani Trainer/Resource Person Thank you