project execution

1. PROJECT
EXECUTION
SESSION FOUR

2. PROJECT
EXECUTION
Project Execution is the third phase of the project management lifecycle.
In this phase, the project plan is put into action, and the project team works
towards achieving the project objectives.
The project manager's role is to ensure that the project is executed
according to plan and that any changes to the plan are properly managed
it is crucial for the project manager to monitor and control the project's
progress, ensuring that it remains on track and within budget while meeting
the quality standards set out in the plan.
The project manager is also responsible for managing risks, changes,
issues, and communication with stakeholders to ensure the project's
success.
Here are the key activities involved in the Project Execution phase:

3. BUILDING
DELIVERABLES
The project manager should also establish clear expectations and deadlines
for team members and provide regular feedback on their work.
The project manager needs to ensure that team members have the
resources and support they need to complete their tasks, such as tools,
equipment, and training.
To build deliverables effectively, the project team needs to be coordinated
and managed by the project manager.
The deliverables should meet the quality standards and requirements
specified in the project plan.
During the project execution phase, one of the key activities is to build
deliverables. Building deliverables involves creating the product, service, or
result that the project was initiated to achieve.

4. The building of deliverables should be tracked using project management tools
such as Gantt charts, progress reports, and performance metrics.
This allows the project manager to monitor the progress of each task and
identify any potential issues or delays early on.
The project manager should encourage open communication and collaboration
among team members to ensure that they work together effectively and
complete their tasks on time.
Overall, building deliverables is a critical activity during the project execution
phase as it represents the tangible output of the project.
The project manager should ensure that the deliverables meet the quality
standards and are completed on time and within budget.

5. Monitor and
Control
The main activities involved in this phase are:
During this phase, the project manager and team
members monitor the project's progress, identify
variances or deviations from the project plan, and take
corrective actions to bring the project back on track.
The "Monitor and Control" phase is a crucial part of
project execution.

6. Activities of monitoring and control during
project execution
1. Monitor project
progress:
The project manager
tracks the project's
progress against the
project plan and
identifies any deviations
or risks that might
impact the project's
success.
2. Evaluate project
performance:
The project manager
evaluates the project's
performance in terms
of time, cost, scope,
quality, and
stakeholder
satisfaction.
3. Take corrective
actions:
Based on the project
performance evaluation,
the project manager
takes corrective actions
to address any deviations
or risks identified during
the monitoring process.
This might involve
revising the project plan,
adjusting resource
allocation, or redefining
project goals.

7. 4. Update project
documentation:
The project manager updates
the project documentation to
reflect any changes made during
the "Monitor and Control" phase.
This includes revising the project
plan, risk management plan,
and other relevant documents.
5. Communicate with
stakeholders:
The project manager
communicates project progress,
issues, and risks with
stakeholders to ensure that
everyone is informed about the
project's status.
6. Report project
status:
The project manager prepares
project status reports and
presents them to stakeholders,
including the project sponsor,
steering committee, and other
relevant parties.

8. Perform Time Management
Project Time Management is a
crucial aspect of project
management that involves
planning, scheduling,
monitoring, and controlling the
time required to complete a
project successfully.
In the Project Execution Phase,
project managers need to
implement the Time
Management plan to ensure
that the project is completed
on time, within budget, and
meeting the expected quality
standards.

9. The key processes and techniques involved in
Time Management in Project Execution
Phase.
1. Define Project Activities
The first step in Project Time Management is to define
project activities.
This involves breaking down the project deliverables into
smaller, manageable tasks that can be scheduled and
assigned to team members.
The project manager should work with the project team to
identify all the tasks required to complete the project and
ensure that they are included in the project schedule.

10. 2. Develop Project
Schedule
Once the project activities
have been identified, the
next step is to develop the
project schedule.
The project schedule is a
timeline that outlines
when each task will be
completed and how long it
will take.
It also includes any
dependencies between
tasks, which means that
some tasks cannot be
started until others are
completed.
The project manager
should use project
management software to
create the project schedule
and ensure that it is
realistic and achievable.
3. Assign Resources
In this step, the project
manager needs to assign
resources to each task in
the project schedule.
This includes determining
the number of team
members required to
complete each task, their
skill sets, and availability.

11. 4. Monitor and Control
Project Schedule
Once the project schedule has been
developed and resources have been
assigned, the project manager needs
to monitor and control the project
schedule.
This involves tracking the
progress of each task and
comparing it to the planned
schedule.
This could involve re-assigning
resources, adjusting the project
schedule, or making changes to
the project plan.
5. Use Project Management
Software
To manage the project
schedule effectively, project
management software can
be used.

12. Project cost management
is a crucial aspect of project management that involves planning,
estimating, budgeting, financing, funding, managing, and
controlling project costs.
It is essential to ensure that the project is executed within the
approved budget and that the project objectives are met.
Project cost management in the project execution phase has
following significant activities

13. a. Review the Project Budget:
•The project manager should review the project budget and ensure that it
is accurate and up-to-date.
•The budget should include all the expenses that are necessary to
complete the project successfully.
•The project manager should also ensure that the budget is aligned with
the project plan and the project scope
b. Monitor Project Costs:
•The project manager should monitor project costs throughout the
project execution phase to ensure that the project is within the approved
budget.
•This involves tracking actual costs against the planned costs and
adjusting where necessary.
•The project manager should also identify and address any cost overruns
or potential cost overruns as soon as they are identified

14. C. Update Cost Estimates:
During the project execution phase, the project manager should update the cost
estimates regularly to ensure that they remain accurate.
This involves reviewing the project plan and adjusting based on actual costs, changes
in scope, or other factors that may impact project costs.
It is also essential to communicate any changes in cost estimates to stakeholders.
D. Control Project Costs:
The project manager should implement strategies to control project costs during the
project execution phase.
This involves identifying and managing risks that could impact project costs,
implementing cost-saving measures where possible, and ensuring that project
resources are utilized efficiently.

15. E. Manage Vendor Contracts
■ If the project involves working with vendors, the project
manager should manage the vendor contracts carefully to
ensure that project costs are managed effectively.
■ This involves negotiating favorable terms and conditions,
monitoring vendor performance, and managing any
changes to the scope of work or contract terms.
F. Communicate with Stakeholders
■ Throughout the project execution phase, the project
manager should communicate regularly with stakeholders
to keep them informed about project costs.
■ This involves providing regular status updates, sharing
cost reports, and addressing any questions or concerns
that stakeholders may have about project costs.

16. Project quality management
Project quality management
is the process of ensuring
that a project meets its
intended objectives and that
its outcomes meet or exceed
the expectations of
stakeholders.
It is a critical aspect of
project management, and it
involves a range of activities
and processes to ensure that
project deliverables are of
high quality.
The project execution phase
is the stage in the project life
cycle where the project plan
is put into action, and the
project team works to
complete the project
objectives.
During this phase, it is
essential to maintain a focus
on project quality
management to ensure that
the project is completed
successfully.
The following are some of
the key activities involved in
project quality management
during the project execution
phase:

17. 1. Quality planning:
This involves identifying the
quality standards that will be
used to measure project
performance and determine
the quality objectives that
must be met.
This includes creating a
quality management plan,
which outlines how quality
will be monitored and
managed throughout the
project.
2. Quality assurance:
This involves ensuring that
the project is being executed
in accordance with the
quality management plan.
This includes conducting
audits and reviews to verify
that quality requirements are
being met and taking
corrective action when
necessary.
3. Quality control:
This involves monitoring the
project's progress to ensure
that the project deliverables
are meeting the quality
standards established in the
quality management plan.
This includes conducting
inspections and testing to
identify any defects or issues
that need to be addressed.

18. •Changes to the project scope, timeline, or budget can
impact project quality.
•It is therefore essential to manage changes carefully to
ensure that the project quality objectives are not
compromised.
4. Change management:
•Project risks can impact project quality.
•It is therefore essential to manage risks proactively to
mitigate their impact on project quality.
5. Risk management:

19. Effective project quality management during the project
execution phase:
1. Involve
stakeholders in
quality planning:
Stakeholders
should be
involved in the
development of
the quality
management
plan to ensure
that their
expectations are
being met.
2. Use
data to inform
decision-making:
Data should be
used to monitor
and measure
project quality,
and to make
informed
decisions about
corrective action.
3. Maintain
open
communication:
Open
communication
between project
team members,
stakeholders,
and sponsors is
essential to
identify and
address quality
issues promptly.
4. Use
quality metrics:
Use metrics to
measure project
quality and
identify areas for
improvement.
5. Conduct
Conduct regular
reviews:
Conduct regular
reviews of
project quality to
ensure that the
project is on
track and that
quality
objectives are
being met.

20. Perform
Change
Management
Change is inevitable in every project, regardless of
its nature or scope.
As a project manager, one of your primary
responsibilities is to manage change effectively to
ensure that your project is successful.
Change management is a structured process that
helps you identify, document, approve, and control
changes that affect the project's scope, schedule,
or budget.
The steps involved in performing change
management in project execution are:

21. Step 1: Identify Change Requests.
• The first step in change management is to
identify all change requests that affect the
project's scope, schedule, or budget.
• Change requests can come from a variety of
sources, including stakeholders, team
members, or external factors.
• As a project manager, it's your responsibility to
evaluate each change request to determine its
impact on the project's objectives and
constraints.
1
Step 2: Document Change Requests
•Once you've identified a change request, the
next step is to document it in detail.
•This documentation should include information
such as the reason for the change, the proposed
solution, the estimated impact on the project's
objectives, and any associated risks or issues.
•By documenting each change request, you can
ensure that all stakeholders are aware of the
proposed changes and can make informed
decisions about whether to approve or reject
them.
2

22. Step 3: Review Change Requests
• After documenting each change
request, it's important to review them
with the project team and relevant
stakeholders.
• During this review, you should evaluate
the proposed changes against the
project's objectives and constraints to
determine if they align with the
project's goals.
Step 4: Approve or Reject Change
Requests
•Based on the review, you should either
approve or reject each change request.
•If you approve a change request, you
should update the project plan, schedule,
and budget accordingly.
•If you reject a change request, you should
document the reasons for the rejection
and communicate them to the relevant
stakeholders.

23. 5. Implement Changes
• After approving a change request, the
next step is to implement the changes.
• This may involve updating the project
plan, schedule, or budget, as well as
communicating the changes to the
project team and relevant
stakeholders.
• It's important to ensure that all
changes are implemented in a timely
and effective manner to minimize any
potential impact on the project's
objectives and constraints.
6. Monitor Changes
• Once changes have been
implemented, it's important to monitor
their impact on the project's objectives
and constraints.
• This monitoring should be ongoing
throughout the project's lifecycle to
ensure that any changes are
sustainable and have not introduced
any new risks or issues.
• If any issues arise as a result of the
changes, it's important to take
corrective action as necessary.

24. Perform
Risk and
Issue
Management
By following the following steps, you can
implement an effective project risk management
plan that can help you identify, assess, and
mitigate potential risks to your project.
Implementing a project risk management plan
involves a series of steps that can help identify,
assess, and mitigate potential risks to your
project.

25. 1. Identify the
Risks
Identify all possible risks that
could affect your project by
brainstorming with your
team, stakeholders, or
industry experts.
Document these risks in a
risk register or spreadsheet.
Consider all aspects of the
project such as timelines,
budget, scope, quality,
resources, and
communication.
2. Assess the
Risks:
Once you have identified the
risks, assess the probability
of each risk occurring and its
potential impact on your
project.
Use a risk matrix to prioritize
the risks based on their
severity.
3. Plan for Risk
Mitigation
Develop a mitigation plan for
each risk.
This should include a detailed
description of how you will
address the risk, who will be
responsible for handling it,
and what resources you will
need to mitigate it.
Consider alternative solutions
to reduce the likelihood or
impact of each risk.

26. 4. Implement
the plan
• Once you have
developed the risk
mitigation plan,
implement it.
• Ensure that
everyone on the
team is aware of
the risks, their
impact, and the
mitigation plan.
5. Monitor
and Control
Risks
• Continuously monitor
the identified risks and
update the risk register
accordingly.
• Evaluate the
effectiveness of your
mitigation plan and
adjust it if necessary.
Communicate any
changes to your
stakeholders.
6. Respond to
Risks
•If a risk does occur,
respond to it
according to your
mitigation plan.
•Ensure that the
response is prompt
and effective.
7. Learn from
the Risks
• Finally, evaluate the
overall effectiveness of
your risk management
plan and identify any
areas for improvement.
• Use this information to
refine your risk
management
processes and improve
future projects.

27. ■ Some steps to follow when implementing risk plan:
1. Assign Responsibilities:
■ Clearly define who will be responsible for implementing each
aspect of the risk mitigation plan.
■ This should include team members, stakeholders, and external
parties if necessary. Assign roles and responsibilities to ensure
that everyone understands their part in mitigating risks.
2. Communicate the Plan:
■ Once you have identified the risks and developed a mitigation
plan, communicate the plan to all stakeholders.
■ Ensure that everyone understands the risks, their impact, and
the mitigation plan.
■ Make sure that everyone is aware of the contingency plans and
alternative solutions in case the risk materializes.

28. 3. Monitor Progress:
■ Regularly monitor the progress of the risk mitigation plan.
■ Check that the team is taking the necessary steps to mitigate risks and that the
plan is working as intended.
■ Ensure that any changes to the plan are communicated to the team and
stakeholders.
4. Implement Contingency Plans:
■ If a risk materializes despite your mitigation efforts, implement your
contingency plans.
■ These plans should be documented in the risk register and should include the
steps to be taken if the risk occurs.
■ Ensure that the team is aware of the contingency plans and knows what to do if
the risk occurs.
5. Review and Adjust the Plan:
■ Regularly review the risk mitigation plan and adjust it as necessary.
■ This may involve adding new risks, updating the probability or impact of
existing risks, or modifying the mitigation strategies.
■ Ensure that any changes to the plan are communicated to the team and
stakeholders.

29. Performing issue management
■ Performing issue management is an important aspect of project management that
involves identifying, tracking, and resolving issues that arise during the project
lifecycle. Here are the key steps to perform issue management:
1. Identify Issues
■ Monitor the project closely to identify issues as they arise.
■ This can be done through regular meetings with the project team and
stakeholders, status reports, and by reviewing project documentation.
■ Be sure to document each issue as it is identified.
2. Evaluate Issues
■ Once an issue has been identified, evaluate its impact on the project.
■ Determine the severity of the issue and how it will affect the project's timeline,
budget, scope, and quality.
3. Develop an Action Plan
■ Develop an action plan to resolve the issue.
■ This should include a clear description of the issue, the steps that will be taken to
resolve it, who is responsible for resolving it, and a timeline for completion.

30. 4. Implement the Action Plan
■ Once the action plan has been developed, implement it.
■ Ensure that everyone involved is aware of the issue, the action plan, and their
responsibilities.
■ Monitor progress and adjust the plan as needed.
5. Monitor Progress
■ Regularly monitor progress to ensure that the issue is being resolved according to the
action plan.
■ This may involve holding regular meetings with the project team and stakeholders,
reviewing project documentation, and tracking progress against the action plan.
6. Resolve the Issue
■ Once the issue has been resolved, document the outcome and the steps taken to
resolve it.
■ This documentation can be used to identify similar issues in the future and to improve
the project management process.
7. Communicate the Outcome
■ Communicate the outcome of the issue to the project team and stakeholders.
■ This should include a description of the issue, the steps taken to resolve it, and the
impact on the project.

31. Performing procurement management
Performing procurement
management is an important
aspect of project execution that
involves acquiring goods and
services needed to complete the
project.
Here are the key steps to
perform procurement
management:
1. Plan Procurements
Develop a procurement
management plan that outlines
the procurement process,
procurement schedule, and
procurement budget.
This plan should also include the
selection criteria for vendors, the
procurement methods to be
used, and the roles and
responsibilities of the project
team members involved in
procurement.
2. Conduct Procurements:
Once the procurement plan is
developed, solicit bids or
proposals from vendors who
meet the selection criteria.
This can be done through a
formal request for proposal
(RFP) or a request for quotation
(RFQ). Evaluate the bids or
proposals using the selection
criteria and select the vendor
who best meets the project
needs.

32. 3. Administer
Procurements
Once the vendor is selected,
create a contract or purchase
order that clearly outlines the
terms and conditions of the
procurement.
This should include the scope
of work, project deliverables,
payment terms, and a
schedule for completion.
Monitor the vendor's
performance to ensure that
they are meeting the terms of
the contract.
4. Close Procurements
Once the procurement is
complete, verify that all goods
and services have been
received and that the vendor
has been paid according to the
terms of the contract.
Document the procurement
process and the results in the
project documentation.
This documentation can be
used to evaluate the
procurement process for future
projects.
5. Manage Procurement
Risks:
Identify and manage
procurement risks that may
affect the procurement
process.
This can include risks related
to vendor selection, contract
negotiations, or performance
issues.
Develop risk management
strategies and contingency
plans to minimize the impact
of procurement risks on the
project.

33. Performing acceptance management
Performing acceptance
management is an important
step in project execution that
involves obtaining formal
acceptance of the project
deliverables from
stakeholders.
Here are the key steps to
perform acceptance
management:
1. Define Acceptance
Criteria
The first step is to define the
acceptance criteria for the
project deliverables.
This should be done early in
the project lifecycle, and the
criteria should be agreed upon
with the stakeholders.
The acceptance criteria should
be specific, measurable,
achievable, relevant, and time-
bound (SMART).
2. Develop Acceptance
Plan
Develop an acceptance plan
that outlines the steps that will
be taken to obtain acceptance
of the deliverables.
The plan should include the
acceptance criteria, who will
be responsible for accepting
the deliverables, and the
process for obtaining
acceptance.

34. 3. Conduct
Acceptance
Testing:
Perform acceptance testing
to ensure that the project
deliverables meet the
acceptance criteria.
This may involve testing,
reviewing, and verifying that
the deliverables meet the
agreed-upon requirements.
Acceptance testing should
be conducted by the
stakeholders responsible for
accepting the deliverables.
4. Document
Acceptance
Document acceptance of the
project deliverables.
This should include a formal
sign-off by the stakeholders
responsible for accepting the
deliverables.
Ensure that the acceptance
documentation is stored in a
central location for future
reference.
5. Manage Change
Requests
During acceptance testing,
stakeholders may identify
changes or additional
requirements that were not
included in the original
scope.
These change requests
should be managed through
the project's change control
process.
Ensure that any changes to
the project deliverables are
documented, agreed upon,
and implemented with
stakeholder approval.
6. Closeout the
Project
Once acceptance has been
obtained for all project
deliverables, closeout the
project.
Ensure that all project
documentation is complete,
and that any final reports or
project deliverables have
been distributed to the
appropriate stakeholders.

35. Perform Communications Plan
Implementing the communication plan is a critical step in ensuring
effective communication throughout the project.
Here are the key steps to implement the communication plan:
•1. Communicate the Plan
Communicate the communication plan to all stakeholders involved in the
project.
This may include project team members, sponsors, customers, suppliers,
and other stakeholders.
Ensure that everyone is aware of the communication channels, frequency,
and types of information to be communicated.

36. 2. Assign
Communication
Responsibilities
Assign communication
responsibilities to project
team members.
Identify who will be
responsible for
communicating with each
stakeholder and what
information needs to be
communicated.
3. Set
Communication
Expectations
Set communication
expectations with
stakeholders.
Clarify what they can
expect in terms of
communication frequency,
level of detail, and the
communication channels
that will be used.
4. Update
Stakeholders
Regularly
Update stakeholders
regularly according to the
communication plan.
This may involve sending
regular project updates,
communicating risks and
issues, and sharing project
milestones.
5. Monitor
Communication
Monitor communication to
ensure that stakeholders
are receiving the
necessary information.
Address any
communication
breakdowns or
misunderstandings that
arise.
6. Adjust the Plan
as Needed:
Adjust the communication
plan as needed based on
stakeholder feedback,
changes to the project, or
changes in stakeholder
needs.
This may involve changing
the frequency or type of
communication, or
adjusting the
communication channels.

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