Managing Project Managing Project ExecutionExecution

Team Members

· 059744 MOHAMMED AYUBA BABA

· 007375 NEJDET INCE

· 030383 OSMAN KARSILI

· 059585 MOHAMMED SARKI

CONTENTS

Overview

Execution Plan

Monitoring

Managing Change

Communication and Documentation

Overview

The ultimate goal of directing and managing the project’s execution is to guide

the project to the ultimate goal of fulfilling and meeting the predetermined and

pre-set requirements that was set forth by the buyer at the onset of the

project. The act of directing and managing project execution can be conducted

only by the project leader, or sometimes assigned to individual team members

to manage individual components, or it may be conducted by the project team

as a whole.

EXECUTION PLAN

Various activities have been carried out (i.e MP

Communications, MP Scope, MP Scheduling, MP Resources,

MP Quality and MP Risk) for the project plan. Although,

they are seven main processes for the project plan

execution which includes;

Direct and manage project execution

Perform quality assurance

Acquire project team

Develop project team

Information distribution

Request seller responses

Select sellers

EXECUTION PLAN (CONT.)

Also, project plan execution requires inputs, tools

and techniques to get the project done. At the

end it produces results (outputs). For this we

have seven main inputs;

Inputs

Project management plan

Approved corrective actions

Approved preventive actions

Approved change requests

Approved defect repair

Validated defect repair

Administrative closure procedure

Tools & Techniques

Project management methodology

Project management information system

Outputs Deliverables

Requested changes

Implemented change requests

Implemented corrective actions

Implemented preventive actions

Implemented defect repair

Work performance information

PROJECT MONITORING

What do we mean by project monitoring? It means to keep a careful check of project activities over a period of time. 

Why should we monitor a project? •To work to its full potential, any kind of project needs to set out proposals and objectives.

•Then a monitoring system should be worked out to keep a check on all the various activities, including finances.

•This will help project staff to know how things are going, as well as giving early warning of possible problems and difficulties. 

HOW CAN a PROJECT be MONITORED? 

•Keep it simple Monitoring is meant to be a help to good project management and not a burden. 

•Objectives Work out clearly at the beginning the objectives of the project, including a budget of the likely cost (expenditure).  

Plan the activities what needs to be done when it should be done who will be involved in doing it what resources are needed to do it how long it will take to do how much it will cost.

• Monitoring Work out the most appropriate way of monitoring the work - again, keep it simple:- meetings- diaries- reports on progress- accounts, reports on finances.

Monitoring methods 

•Reports These do not have to be very long. Their purpose needs to be clear - to report on activities and achievements.Above is an example of the records kept by ASHA in India.They give a clear and helpful recordof exactly what has been achieved.They are short and to the point.This kind of report will help them infuture planning and would clearly inform theGovernment or a donor agency of what has takenplace.

SAMPLE REPORT

Objectives Outcome Evaluation

Consciousness raising 1Conduct 18 courses.(average size 18)

19 courses held: 10 for men, 9 for women.Total participants 332Average size 17.5Course Length 3 days

These courses are very effective in motivating group members. Groups have been transformed when members have received this training

Group managementDesign module.Conduct 11 courses.(average size 18)

Module designed.5 courses held.Total participants 63Average size 12.6Course length 3 days

Purpose of course was to provide training in keeping group records. Because so many members are illiterate, there were not sufficient members to join these courses. Instead, we are now teaching the subject at each group meeting.

Conduct 5 Child Literacy courses This program has been postponed We decided that this program should be done when whole villages have been mobilised. We are not at this stage yet.

DIERIES

•A helpful way of recording information would be to use one side of a note book for example, for daily or weekly plans.

•Keeping a work diary will help you also to evaluate your own work.

•What are you doing that is most helpful and brings effective results?

•Take time to ask people in the community about how they feel.

Finances

Donor agencies often transfer funds in quarterly or half yearly payments which may not fit in with the planned project expenses. Planning of expenditure may need to take this into account. Careful budgeting and planning will be of great help in this. 

Meetings

Confidence and trust are vital.  There is a possibility that monitoring may be seen as a way of checking up on people. It must be a joint effort that everyone is involved with in some way or another.

Use the Information! 

For monitoring to be a useful tool, the information that is collected must be used effectively in all sorts of ways:

Improve the timing of planned activities. Adjust budgets. Improve future planning and decision making. Indicate where future work is necessary. Inform other agencies of activities, to encourage

cooperation and publicity. Inform funding agencies of progress and future plans.

..ManagingManaging

- -Managing changing team membershipManaging changing team membership - -Managing role of third parties, like vendors and Managing role of third parties, like vendors and supplierssuppliers - -Enforcing ownership of tasksEnforcing ownership of tasks

Managing Change

Managing ChangeManaging Change (cont) (cont)

.Project changes.Change request processes must be in place.Not all accepted.Accepted changes can affect schedule/ budget and

deliverable

.Team changes.Project members will come and go.Plan for member turnover

© 2008 Prentice Hall

11-21

Monitoring Progress & Monitoring Progress & Managing ChangeManaging Change

Project Schedule Calendar

COMMUNICATION AND DOCUMENTATION

For proper project execution, communication and

documentation is necessary, there is need for two-way

communication for exchange of information, this can be

done by organizing meetings, conference calls, emails,

faxes, written reports etc.

Means of CommunicationMeeting

This is one of the most effective means of communication during project execution because it facilitates immediate feedback and enables people to give reports on their progress and difficulties and helps the project manage give vital information and updates about the project

Written Reports

This is another means of communicating during the project execution, this involves writing reports about the progress of the project and distributing it to various team memebers.

Project Management Information Systems

Information system help the project manager to gather the overall status of a project and help them determine the overall progress of the project, information systems help the project managers job a lot easier

Electronic Communication

This involves the use of various internet applications, with the use of online chat, audio and video conferencing, people can be in different geographical locations but still communicate with one another

Web-Based Solutions

This enables project managers update or report the status of the project, it can be accessed through web browsers,

DOCUMENTATION

This involves keeping records of project progress for various reasons as follows:

• Helps to trace decisions that were made and change of product

specification.• It can be used as part of legal defense in cause of

disagreement between buyers and suppliers.• Documentation of one project can be used as reference in

order to improve other projects.

CONCLUSION

In conclusion, the execution plan, monitoring, managing change,

communication and documentation are parts of managing project execution

which are vital for the successful completion of the execution stage of any

project, it helps the team members and project manager to fulfill the

requirements of this stage.