Project Management Rui Miguel Santos1
2 Teaching Blocks, 5 ModulesProject Design & Project Monitoring & Initiation EvaluationIntroduction to Project Evaluation Logic Models Planning Tools Project Monitoring Design Tools 2
2 Teaching Blocks, 5 Modules, 16 Topics 3
Hands-on-ApproachTeaching, Practising, Consolidating 4
Course Available on iTunes U iBook on PCM….Connect with the Author on LinkedIn 5
Teaching Block A Project Design & Initiation6
Modules 1.1. Introduction to Logic Models 1.2. Project Design 1.3. Decision Making Processes7
Module A.1 Introduction to Logic Models8
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.1: Project as a Logic Model - Results Chain 9
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.1: Project as a Logic Model - Terminology Alignment 10
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.2: Lifecycle - Public Investment Project 11
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.2: Lifecycle - Private Investment ProjectCO Closing theS Starting the Organising and Carrying Out Project Project Preparing the WorkT&STAFFINGProject Project Project Accepted Archived Project Management Deliverables DocumentsManagement CharterOutputs Plan TIME
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.2: Lifecycle - Private Investment ProjectInputs IdeaPhases Project Management Team Initial Intermediate FinalOutputs Charter Plan Acceptance Scope Baseline Approval Progress HandoverDeliverables Product
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.2: Lifecycle - Private Investment Project Management: Process GroupsStart Project Initiating Monitoring Closing End Project Processes Processes Processes Planning Processes Executing Processes
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.2: Lifecycle - Private Investment Project Management: Process Groups PROJECT Initiating Monitoring PCrolocesisnsges PROCESS Processes Processes OUTPUTS PPrloacnensinsegs LIFE CYCLE PErxoecceustsinegs PHASE PHASE PHASEInitiating Monitoring PCrolocesisnsges Initiating Monitoring PCrolocesisnsges Initiating Monitoring PCrolocesisnsgesProcesses Processes Processes Processes Processes Processes PPrloacnensinsegs PPrloacnensinsegs PPrloacnensinsegs PErxoecceustsinegs PErxoecceustsinegs PErxoecceustsinegs
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.3: Decision-Making Processes - Public and Private Investment Projects 16
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.3: Decision-Making Processes - Public and Private Investment Projects 17
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.3: Decision-Making Processes - Relevance the Political Attribute 18
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.3: Decision-Making Processes - Feasibility the Technical Attribute 19
Block A - Project Design & InitiationModule A.1: Introduction to Logic ModelsTopic A.1.3: Decision-Making Processes - Effectiveness the Managerial Attribute 20
Module A.2 Project Design21
Block A - Project Design & InitiationModule A.2: Project DesignTopic A.2.1: Stakeholders, Beneficiaries, Target Groups 22
Block A - Project Design & InitiationModule A.2: Project DesignTopic A.2.1: Stakeholders Analysis 23
Block A - Project Design & InitiationModule A.2: Project DesignTopic A.2.1: Stakeholders: Influence During Project Life Time 24
Block A - Project Design & InitiationModule A.2: Project DesignTopic A.2.2: Problem Analysis Effects Absence of Poor Sports Policy Absence of Information Making Information toCoaching Team ResearchersProblems to Poor Quality of Poor be Solved Performance Dissemination of Statistics StatisticsInadequate IT Inadequate Lack of Key Skills No Strategy to Inexistent Web Platforms Institutional on Performance Disseminate Platform Arrangements Statistics Issues Statistics Causes 25
Block A - Project Design & InitiationModule A.2: Project DesignTopic A.2.3: Results Chain EndsOverall Objective A Overall Objective B Overall Objective C Better Better Sports Information Information to Policy Making Available toEconomic Agents Researchers Sports Policy Research PolicyProblems Quality of StatisticsSolved Performance Widely Statistics Disseminated Outcome 1 Outcome 2Adequate IT Adequate Capacity Built Strategy to Web Platform Platforms Institutional on Key Skills on Disseminate Statistics Online Arrangements Trade StatisticsOutput 1.1 implemented Output 2.2 Output 1.2 Output 1.3 Output 2.2 Means 26
Module A.3 Project Planning27
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.1: Planning ActivitiesList Main Activities Define Expertise Allocate Tasks Among Team Breakdown Activities into Define MilestonesManageable Tasks Estimate Start-Up,Clarify Sequencies Duration andand Dependencies Completion of Activities 28
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.1: Planning Activities Main Task Sequence Dependency Start Completion Duration SkillsActivity T1.1.1.1 2 - M2 M3 25 Days IT Exp. Law Exp.A1.1.1 T1.1.1.2 3 T1.1.1.1 M3 M4 30 Days Procurement Exp. T1.1.1.3 1 - M1 M1 15 Days EconomistA1.1.2 29
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.1: Planning ActivitiesSequential Dependent Planning Unit TaskContinuous Independent 30
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.1: Planning Activities MAIN TASKS SEQUENCIES & START-UP ANDACTIVITIES DEPENDENCIES DURATION Prepare Contract Technical 1º 1 Month in Hardware Launch Tender January 2º Evaluate Offers 1 Week in 3º February Negotiate Contract 4º 2 Weeks in April 1 Week in AprilContractSoftware 31
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.1: Planning Activities MAIN TASKS EXPERTISEACTIVITIES Prepare 1 Engineer Contract Technical Hardware 1 Expert in Trade MILESTONE 1 Information Launch Tender 1 Expert in. Procurement Evaluate Offers MILESTONE 2 Negotiate Contract 32
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.1: Planning Activities ACTIVITIES JANUARY FEBRUARY MARCH APRIL MAY JUNE1. LIST MAIN ACTIVITIES WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK WEEK 1234123412341234123412341 Contract Hardware Supplier 5. DEFINE DURATION OF THE MAIN ACTIVITIES1.1 Prepare Technical Specifications 4. START-UP AND DURATION OF TASKS 6. DEFINE MILESTONES1.2 Launch Tender 2. BREAKDOWN ACTIVITIES1.3 Evaluate Offers INTO TASKS 1 PREPARATION OF OFFERS BY TENDERERS1.4 Negotiate Contract 3. DEFINE SEQUENCIES 22 Contract Software Supplier AND DEPENDENCIES2.1........................2.2........................2.3........................2.4........................2 Establish Project ManagementUnit2.1........................2.2........................2.3........................2.4........................ Milestone 33 1 LAUNCH TENDER 2 NEGOTIATE CONTRACT
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.2: Cost Scheduling & Budgeting Copy the List of Define Total CostActivities to a Resource Schedule Template Specify the resources Schedule Cost pernecessary to undertake Planning Period each activity Aggregate the cost Use each activity as a information into checklist to ensure that all inputs required under categories (salaries, that activity are providedallowances, equipment, 34
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.2: Cost Scheduling & Budgeting MAIN SPECIFY AGGREGATE SPECIFY UNITSACTIVITIES RESOURCES COSTS Person / Month Contract Fees Fees and Direct Calendar Day Hardware Expenses Month DSA Month Equipment and Office Materials Consumables Office SpaceContractSoftwareEstablish PMU 35
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.2: Cost Scheduling & Budgeting SPECIFY SPECIFY UNIT COST PER PLANNING PERIODQUANTITIES COST Engineer 1P/M= Prepare Tender € 20 000 1,5 P/M € 10 000 €0 Total CostExpert in Trade IS Day= € 45 600 € 5 700 1,5 P/M € 200 € 15 000 Month= Negotiate € 3 000 Procurement € 1 500 Contract € 1 900 0,5 P/M Month = DSA= € 400 15 D Office Space = 4M Consumables = 4M 36
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.2: Cost Scheduling & Budgeting 4. SPECIFY UNITS 5. DEFINE QUANTITIES PER 6. DEFINE UNIT COST 7. DEFINE COST PER PLANNING PERIOD PLANNING PERIODACTIVITIES / INPUTS UNIT UNIT TOTAL QUANTITIES PER PLANNING PERIOD COST COST PER PLANNING PERIOD 1. LIST MAIN ACTIVITIES JAN JUNE JAN JUNE FROM LFM FEB MARCH APRIL MAY FEB MARCH APRIL MAY1 Contract Hardware Supplier 8. DEFINE TOTAL COSTFEES AND DIRECT EXPENSES 3. AGGREGATE COSTS INTO CATEGORIESFees Person/Month 2 1,5 10!000!\" 20!000!\" 15!000!\" 35!000!\" Calendar Day 3!000!\" 2.SPECIFY INPUTSDaily Support Allowances 15 200!\" 3!000!\"EQUIPMENT AND MATERIALSOffice Space Month 1111 1!500!\" 1!500!\" 1!500!\" 1!500!\" 1!500!\" 6!000!\"Consumables Month 1111 400!\" 400!\" 400!\" 400!\" 400!\" 0!\" 1!600!\"2.4........................ 21!900!\" 1!900!\" 1!900!\" 19!900!\" 0!\" 0!\" 45!600!\"SUB-TOTAL COST2 Contract Software Supplier LAUNCH NEGOTIATE2.1........................ TENDER CONTRACT 21 900 \" 23 7002.2........................2.3........................2.4........................ 37
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.3: Action Document / Project Charter & Scope Statement Organisation’s Culture, PM Information System HR Pool Policies, Procedures, Enterprise / Standards, Institutional Guidelines, Lessons Environmental Factors Learned Statement of Work, Contract Organisation ProcessInputs Assets Project Sponsor / InitiatorProcess Identification / InitiationGroupOutputs Project Charter Preliminary Project Scope Statement
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.3: Action Document / Project Charter & Scope StatementDocument Issued by the Providing Sponsor / Initiator Authorisation to PM Apply Organisation Resources to Project Activities
Block A - Project Design & InitiationModule A.3: Project PlanningTopic A.3.3: Action Document / Project Charter & Scope Statement Narrative DescriptionObjectives Outputs Assumptions RisksCommon Understanding with Stakeholders
Teaching Block B Project Monitoring & Evaluation41
Modules 1.1. Monitoring Systems 1.2. Evaluation Systems42
Module B.1 Monitoring Systems43
Block B - Project Monitoring & EvaluationModule B.1: Monitoring SystemsMonitoring as a Type of Evaluation 44
Block B - Project Monitoring & EvaluationModule B.1: Monitoring SystemsMonitoring & Evaluation: Differences 45 of 98
Block B - Project Monitoring & EvaluationModule B.1: Monitoring SystemsThe Use of Monitoring Internal Management Steering Upward HorizontalAccountability Accountability Donors Partners Downward InternalAccountability Accountability Beneficiaries Staff Members External ManagementLearning & Understanding Cont4e6xt
Block B - Project Monitoring & EvaluationModule B.1: Monitoring SystemsThe Use of Monitoring, a Survey Internal Management SteeringConsiderably ImportantUpward Accountability Horizontal Donors Accountability Most Important Partners Downward InternalAccountability Accountability Beneficiaries Staff Members External ManagementLearning & Understanding Context Somewhat Important 47
Block B - Project Monitoring & EvaluationModule B.1: Monitoring SystemsTopic B.1.1: Assumptions - How to Select ThemYES Is the Assumption Important?Will it Hold True? NO Almost Certainly YES Exclude it from the analysis Possibly 48 Include as an Very Unlikely Assumption Redesign the project by Is it possible to adding Activities or Results; redesign the project inReformulate the Project Purpose order to influence if Necessary external factor? NO THE PROJECT MAY NOT BE FEASIBLE
Block B - Project Monitoring & EvaluationModule B.1: Monitoring SystemsTopic B.1.1: Assumptions - as a Vertical Logic 49
Block B - Project Monitoring & EvaluationModule B.1: Monitoring SystemsTopic B.1.1: Assumptions, Risks, Contingencies 50
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