The document discusses the basics of project management including defining a project, describing the different phases and roles of team members, and explaining the purpose of administration in supporting a project manager. It outlines the responsibilities of a project administrator in tasks like scheduling meetings, compiling documentation, and freeing up the project manager's time, and how the different phases of a project impact the administration requirements. The document also provides exercises for students to demonstrate their understanding of project management fundamentals.

2.  Define a project and explain the different types of
project
 Describe the different phases of a project
 Explain the purpose and importance of
administration
 Identify and describe the different responsibilities of
the project team
 Explain the role, responsibilities and value of a project
administrator
 Explain how the project administrator supports the
project manager
 Explain how project admin can contribute to success
of project
 Describe how different phases of a project impact on
the administration requirements

3.  Show Introduction to Project
Management video

4.  What is a project? List at least six factors
that indicate that projects are different
from normal operational activities
 Write down 8 different project types and
examples for each
 Write down the 9 PMBOK areas with a
brief explanation
 Write a paragraph describing project
management

5.  Decide what has to be done
 How it must be done
 Do it, and then,
 Hand it over to the client

6.  Write down the phases of a project

7.  Show simple approach to project
management

8.  Project admin is inputting project
parameters into project management
software, scheduling meetings, issuing
minutes, compiling and expediting all
documentation and deliverables for
project
 Project administrator frees the project
manager from time spent on generating
and updating status reports

9.  Collect the correct data through the
administration process to support the
project manager in effective planning and
control
 Appoint the correct people for collecting
and analysing the data via the
communication and administration process
 Reporting by using the correct report
formats, reporting schedules and reporting
channels

10.  The system must be flexible so that it can react
to and report unforeseen circumstances.
 It should be cost effective; this is achieved by
using standardised documents.
 It must be useful to support the project’s real
needs.
 It must operate in a timely manner in order to
facilitate immediate corrective action.
 It must be simple and user friendly so that all
the participants can operate it.
 The system must be easy to maintain.

11. Individual Exercise
Draw a mind map/flowchart of the seventeen
steps of the project administration process (pages
22 – 26 module manual). Ensure that inputs and
outputs to each stage are identified and that a
brief description of each stage is included.
You have 1 hour to complete the task. Must be
handed in at the end of the lecture. A3 paper is
provided for the drawing. Put your name and
student number on the back.

12. Individual Task
Using the table on page 28, 29 & 30 of the
module manual write a job description for a
project administrator. A template for this
purpose will be given to you. Make sure that
all sections are completed. You will need to
consider the role and its responsibilities, the
preferred skills required of a candidate and
the education and qualification requirements

13. Initiation
› Business case
› Feasibility study
› Project charter

14. Planning
› Project plan
› Resource plan
› Quality plan
› Risk plan
› Communication plan

15. Execution
› Time management
› Cost management
› Change management
› Risk management
› Issue management

16. Closure
› Closeout report
› Post project review

17. YCALL CASE STUDY
DATES OF SUBMISSION
ITEM UNIT DATE OF COMMENTS
SUBMISSION
Workbook stage 1 – The Project Brief 1 10/08/2012 ICE task 2
The Project Brief
Workbook stage 2 – The Project Brief 24/08/2012 ICE task 2
Communications 11
Matrix and questions
Workbook stage 3 – Planning 07/09/2012 ICE task 2
questions
Workbook stage 4 – Making it happen 25/09/2012 ICE task 3
questions
Workbook stage 5 – Crises 05/10/2012 ICE task 3
questions
Workbook stage 6 - Handover 19/10/2012 ICE task 3
questions
Workbook stage 7 - Evaluation 02/11/2012 ICE task 3
evaluation
Portfolio 09/11/2012
1. Copies of each item must be provided by the submission date
2. Upon completion of all tasks they must be compiled in a portfolio, with a cover
sheet. Name and student number must be on the cover sheet
3. As indicated in the table above successful completion of relevant items will
mean successful completion of the indicated ICE tasks – so IT IS VERY
IMPORTANT TO SUBMIT ON TIME.

18. Group discussion: You have been appointed as
project administrator for a student body that is
organising an international conference on the
merits of computer based learning. Divide into
your groups and using the steps in the project
administration process to guide you (Par 3.3 of
your manual), discuss and document all
relevant aspects of steps 1 to 3.