Project management and project cycle management

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Project management and project cycle management
Project Cycle Management ----- A short training
course in project cycle management for
subdivisions of MFAR in Sri Lanka MFAR, ICEIDA
and UNU-FTP
United Nations University Fisheries Training
Programme (UNU-FTP) Iceland
Icelandic International Development Agency
(ICEIDA) Iceland
Ministry of Fisheries and Aquatic Resources
(DFAR) Sri Lanka
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Content of the lecture

• What is a project?
• How does project management benefit you?
• Project cycle management (PCM)
• PCM tools
• Project managers

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Learning objectives

• After this lecture participants will understand
  the basics of project management, know the role
  of project manager and principles of project
  cycle management

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A project

• What is a project
• Defined start and end, specific scope, cost and
  duration
• A temporary endeavor undertaken to create a
  unique product, service or result
• A series of activities aimed at bringing about
  clearly specified objectives within a defined
  time period and with a defined budget
• (EU Aid delivery methods)

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Benefits of project management

• Project management was developed to save time by
  properly planning a project and considering all
  relevant factors which may affect its outcome
• The benefits have been proven - it saves time and
  money - and generates a more successful outcome
  . if guidelines are followed

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How does project management benefit you?

• You will have goal clarity and measurement
• Your resources will be coordinated
• Your risks will be identified and managed
• You will increase the possibilities of time
  savings
• You will increase the possibilities of cost
  savings
• You will increase the possibilities of achieving
  the agreed outcome
• You will increase the possibilities to deliver
  projects successfully

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Improved quality

• Decision-making routes and processes are clearly
  defined
• Deadlines, costs and resources are controlled
  systematically
• All processes in the project management activity
  chain are coordinated to ensure they remain in
  harmony with one another
• The result will help you to get
• more speed
• greater flexibility
• improved quality

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What project management helps you to achieve

• Plan tasks in project
• Avoid dependencies problems
• Reduce risks
• Track progress accurately
• Organize project process and timeline
• Improve stakeholder - staff communication
• Improve management of stakeholders expectations
• Complete within budget and on time

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Project success factors

• Stakeholder involvement
• Executive management support
• Clear statement of requirements
• Proper planning
• Realistic expectations
• Smaller project milestones
• Competent staff
• Ownership
• Clear vision and objectives
• Hard working and focused staff

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The triple constraint
Time
Cost
Quality
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Project Cycle Management (PCM)

• PCM
• Is a methodology for the preparation,
  implementation and evaluation of projects based
  on the principles of the logical framework
  approach
• It describes management activities and
  decision-making procedures used during the life
  cycle of a project (key tasks, roles and
  responsibilities, key documents and decision
  options)

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Project cycle management (PCM)

• Is useful in designing, implementing and
  monitoring a plan or a project
• A clear concise visual presentation of all the
  key components of a plan and a basis for
  monitoring
• It clarifies
• How the project will work
• What it is going to achieve
• What factors relate to its success
• How progress will be measured

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The project cycle
Programming
Evaluation
Identification
Financing decision
Implementation
Formulation
Financing decision
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The three PCM principles

• Decision making criteria defined at each phase
• The phases in the cycle are progressive
• Project identification part of structured feedback

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PCM is result based

• PCM requires the active participation of key
  stakeholders and aims to promote local ownership
• PCM incorporates key assessment criteria into
  each stage of the project cycle
• PCM requires the production of good quality key
  documents in each phase to support decision making

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PCM helps to ensure that

• Projects are part of the country policy
  objectives
• Projects are relevant to the real problems of
  target groups / beneficiaries
• Clearly identified stakeholders (primary target
  groups and final beneficiaries)
• Projects are feasible (objectives are realistic)
• Clearly defined coordination, management,
  financing arrangements, monitoring and evaluation
  
• Benefits generated by projects are likely to be
  sustainable

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PCM tools

• The logical framework approach
• Quality assessment criteria
• Institutional capacity assessment
• Economic and financial analysis
• Promoting participatory approaches

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Time management

• Defining project activities
• Activity scheduling
• Create and controlling the project activities

• An inch of time cannot be bought for an inch of
  gold." - Chinese proverb

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Time management grid

• There's an old joke when it comes to project
  management time
• 'The first 90 percent of a project schedule
  takes 90 percent of the time. The last 10 percent
  takes the other 90 percent of the time'

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Managing the scope of the project

• Project scope management constitutes 'the
  processes to ensure that the project includes all
  of the work required, and only the work required,
  to complete the project successfully.
• Project scope has several purposes
• It defines what work is needed to complete the
  project objectives
• It determines what is included in the project
• It serves as a guide to determine what work is
  not needed to complete the project objectives
• It serves as a point of reference for what is not
  included in the project

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Role of a project manager

• The role of a project manager is affected by the
  one-shot nature of the project
• The role of a project manager is difficult when
  team members are still linked to their permanent
  work areas
• Members may be assigned to several projects
  simultaneously
• Managers must rely on their communication skills
  and powers of persuasion

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Project manager attributes

• Leader manager
• Facilitator, coordinator
• Communicator
• Credibility Technical/Administrative
• Work under pressure
• Goal-oriented
• Innovator
• Versatilist

• Knowledgeable about the organization
• Political sensitivity
• Conflict sense, confront, resolve
• Can deal with stress, chaos, ambiguity
• Planning and follow-through
• Ethical dilemmas

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Project manager attributes
X
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Project manager duties

• Reports to senior management
• Communicates with users
• Plans and schedules
• Obtains and allocates resources
• Controls risks
• Manages people
• Coordinates
• Implements quality assurance
• Controls the budget
• Delivers results

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Project teams

• Diversity of knowledge needed
• Cross-functional
• Self-directed
• Often ad-hoc or temporary
• Often distributed (geographically)
• Start and end dates

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Project personnel skills

• Technical
• Political
• Problem-oriented
• (vs. discipline-oriented)
• Goal-oriented
• Flexibility, adaptability
• High self-esteem
• can handle failure, risk, uncertainty, unexpected
• can share blame and credit

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Governmental projects

• Legal constraints on government projects
• Laws, statutes, ordinances, directives,
  regulations, budgets, and policies
• Accountability to the public
• Accountable to legislative judicial bodies,
  interest groups, the press and the public
• Utilization of public resources
• Objective is not higher ROI, but public good

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Project governance

• Risk planning
• Balancing risk avoidance and risk acceptance
• Life cycle management
• From concept to replacement
• Strategic change
• Balancing the solution and the ability to utilize
• Value management
• Adopting consistent processes, building in
  quality and adding value

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Project management methodology scope

• What is a methodology
• The way we do things around here !
• Communication, consistency, understanding,
  accountability
• Project management vs. other activities
• This way project management uses the same
  approach for all situations

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References

• British Standard 60971, 20002
• European Commission (2004). Project Cycle
  Management Guidelines. Downloaded 1st March
  fromhttp//ec.europa.eu/europeaid/qsm/documents/p
  cm_manual_2004_en.pdf