Project management skills training

1. Project Management Training: Understanding
Project Management Process
Abdihalim Osman Ibrahim,
MSc in Public Admin at Ondokuz Mayis University
Head of Foreign Trade Section
Department of Trade & Marketing

2. Session 1 # Objectives
• After completing session, trainees are able to:
– Define project and project management.
– Highlight constraints (limiting factors) in projects.
– Understand the ecosystem of project management.
– Analyse problems and objectives by using tree model of
analyses

3. • What is Project?
• What is Project Management?

4. What is a Project?
• A project is a series of tasks directed towards a
specific outcome/goal.
– Has beginning and an end.
– A Project has time, cost, quality and resource
constraints.
– Follows a planned, organized procedure.
– is unique .
– Has a manager responsible for its outcomes

5. What is a Project
Management?
• The art of organizing, leading, reporting and completing a project through
people
– A project is a planned undertaking
– A project manager is a person who causes things to happen
– Therefore, project management is causing a planned undertaking to
happen.

6. Group Exercise #1
• Trainees are divided in two groups
• Discussion question#1
– Write down three attributes of a good Project Manager
• Discussion question #2
– What are the real constraints (limiting factors) that exist
in your projects?
• Each group presents Answers.
• Time: 10 minutes

7. Project Manager attributes
• A Good Project Manager
– Takes ownership of the whole project
– Is proactive not reactive
– Adequately plans the project
– Is Authoritative (NOT Authoritarian)
– Is Decisive
– Is a Good Communicator
– Manages by data and facts not uniformed optimism
– Leads by example
– Has sound Judgement
– Is a Motivator
– Is Diplomatic
– Can Delegate

8. Project Constraints

9. Project Management ECOSYSTEM
• It’s influenced by factors existing in internal
and external environment.
• Factors influence project:
–Organization
–People
–Processes
–Technology and tools

10. Project Management ECOSYSTEM

11. Needs Assessment?
• Details on what currently existing and how shall be
processed are needed.
• Needs assessment is mechanism to develop details
on what gabs existed, why and how.
• It’s where project details are developed.

12. What is Need Assessment?
–A systematic process of asking questions,
comparing answers, and making informed
decisions about what to do next to improve
human (or organizational) conditions and
performance.
–Problems are translated to needs, needs are
translated to interventions.

13. Why Needs Assessment?
– To guide decision-making
– To provide justification for decisions before they are
made
– To provide a systemic perspective for decision-makers
– To allow for interdisciplinary solutions for complex
problems

14. Problem Tree
• Problem tree analysis helps to find solutions by
mapping out the anatomy of cause and effect
around an issue.
• Process:
– Identify the problem/Issue
– Present the causes of the real problem
– Elaborate the impacts

15. Problem Tree

16. Problem Tree

17. Session One: End

18. Session Two: Project Management
Life Cycle

19. Session Two Objectives
• After completing session one, trainees are able to:
– Understand project life cycle
– Be able to classify process groups, knowledge areas and
tasks
– Develop project charter
– Analyse stakeholders

20. Project Management Lifecycle
– Initiating
– Planning
– Executing
– Monitoring and Evaluation
– Closing

22. Knowledge Areas
– Project integration management
– Project Scope Management
– Project Time management
– Project Cost management
– Project quality management
– Project Human Resource Management
– Project Communication Management
– Project Risk Management
– Project Procurement Management
– Project Stakeholder Management

23. Initiating process
• Initiating process output:
– Project Charter
– Stakeholder analyses

24. Project Charter
• It is the first piece of document for the project.
• Is an overview of the project, the approach project will
take and all signatures needed to approve the project.
• Is project authorization document.
• It identifies formally project manager and the sponsor.
• It is a high level definition of the project.
• It gives overview of what is intended to do, how,
influencing factors etc..

25. Project Chart Components
– Project description/ scope statement
– Project Purpose
– Key assumptions, constraints and risk
– Project stakeholders
– Budget summary
– Project deliverables and milestones
– Benefit statement
– Approval

27. Stakeholder Analyses
• Stakeholders are the people or entities that can
influence the success and outcome of the project.
• A Stakeholder Register is a document that provides
information on the key stakeholders who will or can
influence the project.
• Analyses process:
– Stakeholder identification.
– Stakeholder analyses

28. Project Planning Process
• The Planning Process Group consists of those
processes performed to establish the total scope of
the effort, define and refine objectives, and
develop the course of action required to attain
those objectives."
• With in this process, you will be creating all of the
project documents that will enable you to deliver
project.

30. Project Execution Process
• Your project plans are worth nothing without an
effectively and efficiently coordinated execution.
• This phase is necessary to make sure project
deliverables and project objectives will meet
stakeholder expectations.

32. M & E Process
• Monitoring is the systematic process of collecting,
analyzing and using information to track a project’s
progress toward reaching its objectives and to guide
management decision.
• Monitoring usually focuses on processes, such as
when and where activities occur, who delivers them
and how many people or entities they reach.
• Monitoring is conducted after a project has begun and
continues throughout the project implementation
period.
• It can be divided in to two: Internal Vs external.

33. Evaluation
• Evaluation is a systematic and objective
assessment of ongoing or completed project. It
makes comparison of the outcomes of the project
with planned ones.
• The objective is to ascertain whether the project
has achieved its intended objectives.
• Mostly is done after project finished or +1 year.
• Is always done by external party.

34. Why do we need monitoring
• To analyze the current situation of the project.
• Identify problems and find solution
• Discover alternatives
• Keep project activities on schedule
• Formulate future goals and objectives
• Make decision about resources using.

35. Who does monitoring?
• Project manager
• Project staff
• Sponsoring agencies
• External bodies
When do we do monitoring?
• According to the desired schedule of project
implementation.
• Monthly/ quarterly/yearly/weekly.

36. What to Monitor?
• They are three basic
types of monitoring
commonly used in
projects:
• Management/Administrati
on
• Staff/ personnel
• Vehicsle
• Supplies
• Finance
• Project budget and
expenditure
• Salaries
• Cash flow analyses
• Project Activities
• Project input – budget,
equipment, key staff
needed.
• Activity results- project
output
• The way project is
managed

37. Closing project

38. End