INTERNATIONAL COLLEGE OF BUSINESS & TECHNOLOGY LTD

ASSIGNMENT BRIEF

PROGRAMME HND in Computing and Systems Development/ HND in Software Development

UNIT NO 8 UNIT TITLE Management of Projects

ASSIGNMENT NO 1 0f ASSIGNMENT Preparing a project plan to a selected project and

1 TITLE implementing the project plan to meet the objectives.
INDIVIDUAL/ individual WORD COUNT N/A
GROUP
STUDENT NAME/S Hussain Faheem STUDENT ID/S HND/COM/17/10

ASSESSOR Mr.Chinthaka Jayasekara INTERNAL Roshini Sembacuttiaratchy

VERIFIER
DATE SET 02/10/2015

SUBMISSION DATE 17-06-2016 SUBMITTED DATE 2016/06/17

RESUBMISSION RESUBMITTED
DATE DATE
FINAL GRADE ORIGINAL RESUBMISSION

UNIT OUTCOMES COVERED

LO 1: Understand the principles of project management
LO 2: Be able to plan a project in terms of organization and people.
LO 3: Be able to manage project processes and procedures.
AUTHENTICITY STATEMENT

I ,.......Hussain Faheem.................................. hereby confirm that this assignment is my own work and not
copied or plagiarized. All the sources, from which information has been obtained for this assignment, have
been referenced. I further confirm that I have read and understood the rules and regulations out plagiarism
and copying and agree to be bound by them.

LEARNER SIGNATURE: Faheem DATE: 2016/06/17

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Grading LO LO LO LO LO LO LO LO LO LO LO
opportunities 1.1 1.2 1.3 1.4 2.1 2.2 2.3 2.4 2.5 3.1 3.2
available/achieved
Original
Submission
Re submission

Grading LO LO LO
opportunities 3.3 3.4 3.5
available/achieved
Original
Submission
Re submission
Grading M1.1 M2.1 M2.3 M3.1 M3.3 D1.1 D1.3 D2.2 D2.3 D3.2
opportunities
available/achieved
Assessor Feedback
Original
Submission
Re submission

SIGNATURE: DATE:

Aim of the Module

The module ‘management of projects’ aims to provide students a basic understanding of project
management principles and procedure and to provide a knowledge in developing a project plan for a
small scale, real life project. The strength of the module is the opportunity given for students to be

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familiar with latest project management methodologies, tools and techniques. Also, variety of
documents which need to be produced in real life projects will be developed and discussed as a part of
the module. The module ‘management of projects’ provides a valuable learning experience for students
about leadership skills, management skills and technical skills required by a project manager to
manage an Information Systems project successfully.

Introduction to the assignment

Students are required to apply project management principles and procedures to the tasks given below
and produce a report demonstrating the details of the relevant projects.

Assignment Tasks

1. Discuss with examples, the importance of managing project constraints to the success of a project
(LO1.1)

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2. Briefly explain the tools and techniques which can be used to use in order to manage five project
management process groups successfully.(LO1.3)

3. Explain the project closing process and the documents which are required to prepare to bring a
project to an orderly end. (LO 1.4)

Tasks 4 to 10 need to be answered with relevant to the charity project your batch has started for
Employability and Professional Development module.

4. Compare at least two events that you plan to conduct as fund raising events. Conduct project
appraisals for the events to check their viability. (LO 1.2)
a. Conduct both financial and non-financial techniques to appraise the events. (M 1.1)

b. Select the most suitable event/s and justify the reason for the selection decision. (D 1.1)

5. Considers the key people involve in managing the charity project of employability and Professional
development module. Design a project organization chart which you think is most suitable for such
a team. Justify the reason for choosing the particular organization chart type for the chosen team.
(LO 2.1)

6. Identify and explain the roles and responsibilities you will be assigned to each team member
selected to carry out the project activities. (LO 2.2)

7. Develop a communication plan to elaborate how the team has planned to coordinate and
communicate project activities and information with the project stakeholders. (LO 2.3)

8. Prepare a Responsibility Assignment Matrix (RAM) indicating the responsibility of the team
members of the project for each activity. (LO 2.5)

9. Explain with justifications and reasons, the methods which are suitable to use to measure the project
performance of the project team. (LO 3.3)

10. Change is an unavoidable feature of any project. Explain the procedures and techniques which are
suitable to handle the changes of the selected project which may help the team to mitigate the
problems. (LO 3.4)

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Tasks 11 to 14 need to be answered with relevant to the Project Management assignment itself by
considering it as your project.

11. Prepare following project documents for your assignment. (LO 3.1)

a. Work Breakdown Structure (WBS)

b. Prioritized Risk List and risk response strategies.

12. (i) Develop an Activity – on- Node (A-O-N) diagram using the information given in the WBS
(Task 11 a)

(ii)Using Microsoft Project, prepare the Gantt chart to schedule the activities to ensure the on time
completion of the assignment. Add realistic durations and achievable milestones. (LO 3.2)
 Assignment Gantt chart should be realistic and reflect the management of the activities.
Furthermore, the challenges faced when trying to achieve the milestone need to be explained.
(D2.3)

13. Provide a 1500 word write-up explaining the leadership qualities which are critical for you to
become an effective leader to manage projects successfully. (LO 2.4)

a. Make sure the answer is self-reflective and discuss the qualities you already possess and the
qualities you need to improve in order to become an effective leader. (D3.2)

14. At the end of completion of your assignment (LO 3.5)

a. Are you successful? Has it proved that you have a sufficient knowledge to complete the
assignment? Discuss.

b. What would you suggest yourself as recommendations that may help you to complete the next
assignment (your project) better?

c. Make sure the discussion of part a) is critical (D 1.3)

Merit and Distinction Criteria to be achieved in the assignment (Except the ones linked with the
tasks)
 The project should be completed within the given constraints. i.e. on time submission of the
assignment is required. (M 2.1)

 The citations and referencing should be done strictly using Harvard system. (M2.3)

 The report format and structure should be according to the accepted report writing guidelines.
(M3.1)

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Instructions to the Students

1. Please fill all the required entries on assignment cover sheet (Student Name, Student Number,
Assessor’s name, Date submitted).
2. It is a MUST to maintain the word count specified (10% variation is acceptable). Not meeting the
criteria for word count can result a penalty.
3. Answers should be clear, specific and self - reflective.
4. DO NOT COPY answers from Internet instead, paraphrase and quote using proper ways.
5. In-text citation and referencing should be done using Harvard Referencing System.
6. Report need to be produced with academically accepted formatting guidelines.
a. Paper A4
b. Font size : Headings 14pt, Bold; Normal font 12pt
c. Font Face: Times New Roman or any other Serif Font face.
d. Page Layout
i. Margins Left 1.5”, right, bottom and top 1”
ii. Page numbering bottom, right
iii. Line spacing 1.5
e. Headings, Sub headings, figures and tables need to be numbered and labelled. If taken from
another source, citation should be given at the bottom of the figure/table.

7. Please note that institute has very strict regulations on unfair practice and failing to follow
regulations can result serious penalties. (refer to the student handbook for further details)

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GRADE DESCRIPTORS - This assignment provides opportunities to achieve a tick in all three merit
grade descriptors and all three distinction grade descriptors
Outcomes/Criteria for PASS
LO 1: Understand the principles of
project management.
1.1 Explain the principles of project
management
1.2 Discuss validity of projects with
particular emphasis on the criteria for
success/ failure.
1.3 Explore principles behind project
management principles and procedures.
1.4 Explain key elements involved in
terminating projects and conducting post –
project appraisals.
LO 2: Be able to plan a project in terms
of organization and people.
2.1 Plan the most appropriate organization
structure.
2.2 Discuss roles and responsibilities of
participants within a project.
2.3 Carry out the control and coordination
of the project.
Evidence Page
Written Report (Individual) –
proper examples and explanation
in meeting project constraints
Written Report (Individual)
Identify suitable potential event
and select the most suitable event
using appraisal methods.
Written Report (Individual)
Tools and techniques in managing
project management process
groups
Written Report (Individual)
Project closing and post
evaluation procedure
Evidence Page
Written Report: (Individual)
A suitable organization chart
developed for the project team
Written Report: (Individual)
Roles and responsibility of each
team member has been explained
with relevant to the project.
Written Report: (Group)
A good, comprehensive
communication plan has been
developed to elaborate the
methods of coordinating with the
project manager.
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2.4 Document project leadership
requirements and qualities
2.5 Plan and specify human resource and
requirement for a project.
LO 3: Be able to manage project processes
and procedures
3.1 Design the project organization with
reference to prepared project management
plans
3.2 Use project scheduling and cost control
techniques
3.3 Report methods used to measure project
performance.
3.4 Report project change control
procedures.
3.5 Discuss the outcomes of the project and
make recommendations
Individual essay
Self-reflective essay on leadership
qualities
Written Report: (Group)
A detailed Responsibility
Assignment Matrix has been
developed indicating the
responsibilities of the team
members for each activity
identified.
Evidence Page No
Written report: (Group)
Work breakdown Structure,
Risk list is relevant to the
project, accurate and detailed.
Written Report: (Group)
Schedule, cost and resource
estimates are accurate and
relevant.
Written Report: (Individual)
Realistic methods of project
performance have been
suggested.
Written report (Individual)
Explain the methods,
techniques which can be used to
control changes of the selected
project.
Written report (Individual)
Critical discussion of the
negative and positive outcomes
to the stakeholders and to you.
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Grade Descriptor for MERIT
M1 Identify and apply strategies
to find appropriate solutions
M1.1 effective judgments have been made
M2 Select / design appropriate
methods / techniques
Relevant theories and techniques
have been applied
M2.3 A range of sources of information
has been used
M3 Present and communicate
appropriate findings
M3.1 The appropriate structure and
approach has been used
M3.3 A range of methods of presentation
have been used and
technical language has been accurately
used
Evidence Page No
 Use combination of selection
techniques during project appraisal
(Financial and non-financial)
Recommend the most suitable
project to implement.
 Use appropriate Project Time
management techniques and meet
the constraints of the project (Time,
cost, scope and quality)
 Incorrect use of referencing and
citation may disqualify you
achieving M 2.3. (Use Harvard
referencing).
 Standard and appropriate report
format and comprehensive answers
for each task.
 Clear and logical flow of contents
when preparing the document and
maintain good academic writing
throughout the report.
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Grade Descriptor for Evidence Page No
DISTINCTION
D1 Use critical reflection to
evaluate own work and
justify valid conclusions
 Provide very strong justifications
D1.1 conclusions have been arrived at for project selection decision.
through synthesis of ideas and have been Provide a strong recommendation
justified to the identified issues.
D1.3 Self-criticism of approach has taken
place
 Critically discuss the outcomes of
the project selected.

D2 Take responsibility for

managing and organising
activities  Activities are properly managed
and realistic plan is suggested in the
D2.2 substantial activities, projects or Gantt chart.
investigations have been planned, managed
and organized.
D2.3 activities have been managed
D3 Demonstrate convergent /
lateral / creative thinking  Self-evaluation of leadership skills
have been done to decide the areas
D3.2 Self-Evaluation has taken place. which need to be improved to
become an effective leader.

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Acknowledgment

I would like to express my deepest appreciation to all those who provided me the ability to complete
this assignment successfully. Most of all, my deepest heartfelt gratitude goes to our lecturer
Mr.Chinthaka Jayasekara, who covered Management of Projects module under the HND program,
also guided us to prepare this assignment in a proper structure.

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Executive Summary
This is an assignment comes under Management of Projects module at HND in IT program. For the
completion of this assignment, students have to plan a fund raising activity and conduct a CSR project
(those are actually covered in a separate module called Employability and professional development)
and cover assignment tasks up to expected standards.
As the fund raising activity, IT M17 batch has developed a web based business directory &
collected funds through advertisements. Then for the CSR project, they’ve donated a family that was
in need of help by goods and capital. The relevant details & documents for the fund raising activity &
CSR project have been discussed under Employability and professional development module
assignment, there for they’ve not discussed much under this assignment. Basically in this assignment,
the fund raising & CSR activity have been considered as a single project & prepared relevant
documents, graphs, charts, etc… comes under project management.
For assignment task completion, the student has completed first three task of the assignment as
his own work discussing by order the importance of project management triple constrains, tools and
techniques which can be used to use in order to manage five project management process groups
successfully and under task 03 project closing steps have been effectively discussed. From task 04 to
10, the student has considered the CSR activity as a project and completed the tasks based on the
project. Under task 04, fund raising events have been compared. Under task 05, project organization
chart has been developed based on roles each student held when conducting CSR project. Further
under task 06, roles and responsibilities have been discussed based on organization chard developed
under task 05. Furthermore from task 07 to 10, the student has developed a communication plan,
Responsibility Assignment Matrix (RAM), discussed methods which are suitable to use to measure the
project performance and discussed procedures and techniques which are suitable to handle the changes
of the selected project. Then from task 11 to 15, the student has considered Management of Projects
assignment itself is a project and developed word breakdown structure, activity of node chard, Gantt
chart, etc... And also the student has provided an essay with word count no less than 1500 discussing
leadership skills with a critical reflection of himself as a leader. At last, the student has provided a
proper conclusion and a suggestions for the success of further assignments.

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Table of Contents
Acknowledgment.......................................................................................................................................i
Executive Summary..................................................................................................................................ii
Table of Contents.....................................................................................................................................iii
Table of Figures........................................................................................................................................v
List of Table.............................................................................................................................................vi
Introduction...............................................................................................................................................1
Task 01......................................................................................................................................................2
The basic principles of project management.........................................................................................2
Defining your objectives...................................................................................................................2
Understanding your constraints........................................................................................................2
Lifecycle............................................................................................................................................3
Scope , Time and Cost – Managing the Triple Constraint....................................................................3
Task 02......................................................................................................................................................5
Project management tools and techniques............................................................................................5
Tools......................................................................................................................................................7
Task 03......................................................................................................................................................9
How to measure success of project?...................................................................................................10
Task 4......................................................................................................................................................12
Two events for fund raising................................................................................................................12
Compare Two events...........................................................................................................................13
Select the most suitable event.............................................................................................................14
Task 05....................................................................................................................................................15
What is an organizational structure?...................................................................................................15
Organizational structure of project......................................................................................................16
Task 6......................................................................................................................................................17
Task 07....................................................................................................................................................18
Task 08....................................................................................................................................................19
Task 09....................................................................................................................................................20
Measuring project performance..........................................................................................................20
Performance evaluation techniques....................................................................................................20
Task 10....................................................................................................................................................22
Project Change Management..............................................................................................................22
Prosci 3-Phase Process....................................................................................................................23
Prosci ADKAR Model....................................................................................................................24
Task 11....................................................................................................................................................25
What is Work Breakdown Structure?..................................................................................................25
Risk management................................................................................................................................27
Recognizing Risk................................................................................................................................27
Prioritizing..........................................................................................................................................27
Identify............................................................................................................................................28
Measure Likelihood........................................................................................................................28
Assess Impact..................................................................................................................................28
Find the Overall Calculated Risk....................................................................................................28
Controlling & Mitigation................................................................................................................29
Risk management plan........................................................................................................................29
Task 12....................................................................................................................................................32
Task 13....................................................................................................................................................33
Leadership qualities............................................................................................................................33
Task 14....................................................................................................................................................37
Are you successful??...........................................................................................................................37
How to improve your Project management skills?.............................................................................38
Conclusion..............................................................................................................................................39
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Gantt chart...............................................................................................................................................40
Reference list...........................................................................................................................................41

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Table of Figures

Figure 1 - Triple Constraint.......................................................................................................................3

Figure 2 - Project management life cycle.................................................................................................5
Figure 3 - Organizational structure of project........................................................................................16
Figure 4 - Prosci ADKAR Model...........................................................................................................24
Figure 5 - Word Breakdown Structure of the Assignment......................................................................26
Figure 6 - Activity-on-node diagram for the assignment........................................................................32

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List of Tables

Table 1 - Compare Two events................................................................................................................13

Table 2 - Informations.............................................................................................................................18
Table 3 - Responsibility Assignment Matrix (RAM)..............................................................................19
Table 4 - Risk Management Plan............................................................................................................31

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Introduction
In its modern form, project management dates back to the early 1950s, although its roots go further
back to the latter years of the 19th century. As businesses realised the benefits of organising work
around projects - recognising the critical need to communicate and co-ordinate work across
departments and professions - a defined method of project management emerged. Many organisations
today don't employ full-time project managers. Indeed, it's common to pull together a project team to
meet a particular need, one that usually involves producing an end product or service that benefits the
organisation or effects change. The end result can be tangible or intangible. Getting to that end result,
successfully, is what project management is all about. At its core, then, project management centres on
the planning and control of everything involved in delivering the end result - and it's a process that
every person on a project team needs to embrace, understand and execute, no matter the experience
level.
Since in this assignment fund raising project and CSR activity will be discussed, it is worth
having an introduction over both of them too.
Fundraising or fund raising is the process of gathering voluntary contributions of money or
other resources, by requesting donations from individuals, businesses, charitable foundations, or
governmental agencies. Although fundraising typically refers to efforts to gather money for non-profit
organizations, it is sometimes used to refer to the identification and solicitation of investors or other
sources of capital for for-profit enterprises. Traditionally, fundraising consisted mostly of asking for
donations on the street or at people's doors, and this is experiencing very strong growth in the form of
face-to-face fundraising, but new forms of fundraising, such as online fundraising, have emerged in
recent years, though these are often based on older methods such as grassroots fundraising.
Corporate social responsibility, often abbreviated "CSR," is a corporation’s initiatives to assess
and take responsibility for the company's effects on environmental and social wellbeing. The term
generally applies to efforts that go beyond what may be required by regulators or environmental
protection groups. CSR may also be referred to as "corporate citizenship" and can involve incurring
short-term costs that do not provide an immediate financial benefit to the company, but instead
promote positive social and environmental change.

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Task 01

The basic principles of project management

While every project is unique in its own way, there are certain basics which define most project work.
These are:

 objectives
 constraints
 lifecycle

Every project takes place in its own specific context. A project may be stand-alone, part of a greater
body of work, or it could be one in a series of projects. It may bring together a project team a group of
people who have never worked together before or new roles to people. All of these factors need to be
identified and considered in order for a project to be completed successfully.

It's important to remember that the level of detail you need at the various project stages should remain
appropriate for the size and complexity of the project.

Defining your objectives

The main point of any project is to achieve specified goals and objectives. Once these objectives have
been fulfilled, the project is disbanded. In most cases the work will be handed over into normal
operations. It is therefore vital to any project that the goals and objectives required are clearly defined,
measurable and achievable. Without this, any project is likely to suffer from a lack of focus and an
increased chance of failure.

Once objectives have been established, they should be clearly communicated and agreed with all staff
and stakeholders on the project.

Understanding your constraints

A constraint is any factor which can limit or have an impact on a project.

Typical constraints are funding, the scope of the project, available resources and time. It is important to
understand what the constraints of any project are in order to clearly define the boundaries in which
project work must be done.

Projects which do not honour their constraints are often regarded as failures and tend to incur a
significant cost to their business.

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Lifecycle

Projects have a definite start and finish point within which their objectives need to be fulfilled. This is
known as the project lifecycle. While this is usually defined by a start and finish date, the lifecycle of a
project can also be defined by a finite resource such as money or a fixed amount of staff time available
to the project.

Any successful project will deliver its goals and objectives while honouring its constraints, and by
definition do so within the lifecycle of the project.

Scope , Time and Cost – Managing the Triple Constraint

Nearly anyone familiar with project management, even in a tangential fashion, has probably heard of
the famous ‘Triple Constraint’. (Also often referred to as the Project Management Triangle)

Figure 1 - Triple Constraint

Referring to the diagram to the right, the Triple Constraint basically demonstrates in pictorial fashion,
the key attributes that must be handled effectively for successful completion and closure of any
project. For thoroughness, the key attributes of the Triple Constraint are itemized as follows:

Time – This refers to the actual time required to produce a deliverable. Which in this case, would be
the end result of the project. Naturally, the amount of time required to produce the deliverable will be
directly related to the amount of requirements that are part of the end result (scope) along with the
amount of resources allocated to the project (cost).

Cost – This is the estimation of the amount of money that will be required to complete the project.
Cost itself encompasses various things, such as: resources, labor rates for contractors, risk estimates,

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bills of materials, et cetera. All aspects of the project that have a monetary component are made part of
the overall cost structure.

Scope – These are the functional elements that, when completed, make up the end deliverable for the
project. The scope itself is generally identified up front so as to give the project the best chance of
success. (Although scope can potentially change during the project life-cycle, a concept known as
‘scope creep’) Note that the common success measure for the scope aspect of a project is its inherent
quality upon delivery.

The major take-away from the Triple Constraint, being that it is a triangle, is that one cannot adjust or
alter one side of it without in effect, altering the other sides. So for example, if there is a request for a
scope change mid-way through the execution of the project, the other two attributes (cost and time)
will be affected in some manner. How much or how little is dictated by the nature and complexity of
the scope change. As an added example, if the schedule appears to be tight and the project manager
determines that the scoped requirements cannot be accomplished within the allotted time, both cost
AND time are affected.

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Task 02

Project management tools and techniques

For the management of projects, some tools and techniques are used. They are used in order to achieve
the success at the each project. Those tools and techniques minimize the disruption of routine business
activities with the help of one command of skills, resources and techniques which are used to realize
the project. The available resources, the type of project are the facts that must be consider in the term
of skills. As the skills are depends on them. Some times more changes must be taken to achieve the
project objectives while avoiding project failures. So it is essential to consider about project
management tools and techniques carefully.
When consider about project management life cycle it consists with five phases as below. So the tools
and techniques are discussed based on below life cycle.

Figure 2 - Project management life cycle

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Initiating the project
This is the first phase of life cycle. At here mainly the project objective or the need of project is
identified. So the required solutions or the responses are documented in this phase. Therefore
following techniques are used.
 Establishment of project initiation team to conduct activities
 Building strong relationship with the stakeholders
 Establishment of project initiation plan to achieve the goals and scope of the project
successfully
 Establishment of management procedures while developing team communication, reporting
procedures, project changing procedures, funding procedures so on
 Establishment of project management procedures and work book towards controlling the use of
tools throughout the project

Planning the project

At this phase the project solutions are developed further. And the necessary steps are decided or
planned at here. Actually the team identifies all the work to be done and those activities are list out
properly at this phase.
 Describe about the scope, alternatives and feasibility of the project towards understanding the
content and the complexity of the project
 Divide project in to some tasks. As an example WBS can be created to easier the progression of
tasks
 Creation of resource plan to estimate the resources and arrange them in a proper way
 Creation of a schedule to estimate the time required in each activity level at WBS. And also
helps to decide the start and the end of the project
 Development of a communication plan in order to continue the relationship within the
management, team members and the customers
 Determination of project standards and procedures to specify the production and testing of
various deliverables by the team
 Identification and accessing of risk
 Creating an estimated budget
 Developing a statement of work in order to list out the work to be done and expected outcome
of the project
 Creation of baseline project plan to provide an estimate of project tasks and resource
requirements

Above are some techniques that can be used at this phase.

Executing the project

At this phase the project plan is put in to motion and the activities of the project will be performed.
Following are techniques which can be used at here.

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  Execution of project baseline plan while performing activities, assigning resources, keeping the
project on schedule, and assuring the quality of project deliverables
 Monitoring of the progress of the project against the project baseline plan using Gantt chart,
PERT charts like things
 Managing changes to the plan
 Maintaining the work book of the project as a main source of project reports
 Communication of project status means the project plan should be shared within the whole
project team to have a better understanding about the project plan

Ending of the project

This is the last phase of the project. Actually this consider about releasing the final deliverables to the
customer, hand over project documentation and releasing the resourcess on.
 At here the project is closed down while finalizing project documentation. So the final review
of the project can be created clearly
 Conducting post project reviews to determines the project deliverable’s strengths, weaknesses
and the process of project management
 The final step is to ensure that the all contractual terms are met while closing the customer
contract

Tools
 Scope management

At here all the activities are managed in proper way. So for that WBS (Work Breakdown Structure)
called tool can be used. At here the complex project can be divided in to simpler manageable tasks.
Rather than that tools like scope change control or project scope statement can be used.
 Time management

At every project the time management is a major requirement. So in order to management of time a
special tool called Gantt chart can be used. It can used to estimate the time frame of completing the
whole project in an effective manner. Otherwise we can use some tools like PERT chart or critical path
analysis.
 Cost management

In cost management the budget is created for the project. As tools net present value, return of
investment, payback analysis will be used.
 Quality management

Ensuring whether the project satisfy the stated requirements are done under this quality management.
In order to do the quality management some tools can be used. Fishbone and Ishikawa diagram, quality
control chart and Six Sigma are some of them.

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  Human Resource management

The management of the people who are involved in this project is the major task of the HR
management. At here the people consider to have the effective use of human resource. So for that,
motivation techniques, responsibility assignment techniques, resource levelling like tools can be used.

 Communication management

Communication management means the involvement of generating, collecting, disseminating and

storing project information. For that some tools can be used. As examples project websites, status
reports, communication management plan etc.

 Risk management

In every project we have to face for the risks. So identifying, analysing and responding to those risks
are comes under this risk management. As tools responsibility/impact matrix, risk management plan
and top ten risk item tracking can be used.

 Integration management

Under integration management tools like project selection methods, project charter and project review
meeting can be used.

Task 03

Key areas to be consider at project closure

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Final phase of project management life cycle is project closure. At this phase mainly focus on
customers. It means the project team consider whether the expected outcome is delivered to the
customer or not. Further this is the end of the whole project. So we must consider about some key
areas. They are,
 Acceptance of deliverables

The most important key feature is this. At here the customers review project deliverables and check
whether that they are on accepted condition or not. At here we must consider about project scope, time,
costs so on. To have better message from customers the project must according to expected time frame
and the expected budget. Otherwise the response will be bad. So for that before offering output to the
customers members must test the project well.

 Finalizing lessons learned

Within the project the team has to face for lots of lessons. So they are finalized in this phase. At here
the lessons which are learned are properly documented and a questionnaire will be circulated to the
stakeholders for completion. Mainly those questionnaires are generate in order to have unbiased views,
critical success within project execution and the other facts related to the achievements. Therefore the
difficulties will easily define and the solutions for them need to be explained clearly. Anyway this will
be a greater advantage in handling more and more projects in future.

 Project report

At the end of the project it is essential to submit project report to the sponsors also. Actually this
document includes from beginning of the project to the end of the project. The essential topics which
are included in this document are project scope, objectives, plan and schedules. Not only that a
comparison of initial baseline schedule and the actual schedule also included. And also provide details
regards to changes, effects and more other things faced within the project. This will be a good
measurement to measure the effectiveness of the project.

Other than above releasing of resources used within the project also another important area.

9
How to measure success of project?
Once the project team finish the project the essential thing is to measure the success of that project.
There are many ways to look the success.
 Budget

This is a most important feature to define both scope and the success of the project. Not only that it
includes scheduling also. So in order to measure such success the team members must check whether
that why the project need such a budget, are there any more resources to bear the additional costs,
schedule delays like things, are there errors in budget calculation, are there is a contingency budget for
the project and are there more options to increase the budget if there is any change or delay in the
project so on.
 Timing

Timing is also an essential feature of a project. So to measure the success the team must look whether
the project is on time, why is that important to be finish on time, are there any issues at schedule delays
and it is need to be finish project on time than other aspects etc. After finding out answers for them it is
easy to measure the success.
 Scope

There are few ways to check whether the scope is being success. The project team must look whether
the project is on agreed scope, are there any penalties if the elements are not completed, if the team can
make changes at expansion of the scope and are there essential resources to work with expanded scope
so on.
 Quality

It is very difficult to have a project on less budget, high quality and shortest amount of time. But if the
project is on an acceptable quality it will affects for the project team in a better way. It will affects for
their future projects as they deliver a quality project to the society.

 Customer satisfaction

It is a good practise to measure the success on customer satisfaction. It is important to check whether
they are happy with the final output or not. If they have a positive feedback on the project it means the
project is succeeded.

10
  Project team satisfaction

This is also another way to measure usefulness of the project. As the project team is the major part
which involves with the project it is essential to have the satisfaction of them. Otherwise the project
usefulness will be raise down. They should be happy with their performance form the beginning to the
end.

 Personal or professional development

One final way to measuring project success is the looking of personal or professional development of
the members of the team with the project manager. At there individually we should consider whether
the skills are developed, have any opportunities arrived at the project, have any experience to be at a
project management designation one day so on. If the each member personally happy with their work
it also a positive mark for the project success.

Task 4

11
Two events for fund raising.
We select two fund raising events. First Project is T-Shirt Printing Project and Second Project is
Business Directory Website. Reach our fundraising goals with these project ideas.

T-Shirt Printing Project.

The t-shirt is a staple in casual wear and has been universally accepted by both men and women the
last few decades. Not only are they a classic piece of casual wear, but t-shirts are a blank canvas for
artists and entrepreneurs alike. Because of this, selling t-shirts online has become a popular business
choice. For many entrepreneurs, starting an online t-shirt brand is a great and inexpensive way to start
an online business.

With the growth in popularity of t-shirts businesses, there's no doubt we will be facing some stiff
competition. To break through, we will need to have designs people love, a brand people cherish and
quality people trust. In this guide we will go through the creation process for starting your own t-shirt
line and online store.

Business Directory Website.

Business directory Website will publish primarily to subscribe all kinds of business entities in Matara
District.
As a local business, attracting new customers can be a major challenge. Quickly disappearing are the
days when people go to the Yellow Pages to find local businesses. Today, people are turning to the
internet as a way to find trusted business recommendations.
One way local businesses can get found is through inclusion in online directories. Adding a listing to
these online directories is easy, but if you only list in a few, you're really missing a huge opportunity to
get found by online searchers.Every individual directory that you submit to is another chance to get
found online, so it's important to make sure you're listed in every directory possible.

A business directory is a website or printed listing of information which lists all businesses within
some category. Businesses can be categorized by business, location, activity, or size. Business may be
compiled either manually or through an automated online search software. Online yellow pages are a
type of business directory, as is the traditional phone book.
The details provided in a business directory varies from business to business. They may include the
business name, addresses, telephone numbers, location, type of service or products the business
provides, number of employees, the service region and any professional associations. Some directories
include a section for user reviews, comments, and feedback. Business directories in the past would
take a printed format but have recently been upgraded to websites due to the advent of the internet.

12
Compare Two events.

T-Shirt Printing Project Business Directory Website

The T shirt designing project allows users to Hosting And Domain cost only. No other cost.
design their own T-shirts as they want, select
quantity, pay and get their order delivered home.
But It’s low profit , because cost of materials.

Competition with other Sellers. No competition.

Need Best lot of Fashion Designing’s for the Need Graphic Designs for the one Website
T-Shirt. Interface.

High Risk , Because if it not sale we can’t reach Low Risk , Because No cost for the product.
our goal and loss our money .

Each colour is applied separately, making the cost No cost for the add advertisements , because
higher per additional colour. web developer can publish unlimited
advertisement in website.

Time consuming to set up and clean. If you spend one hour , 20 advertisement You can
add to website.

Heat transfer printing is performed using the aid No monthly rental.

of heat transfer paper. An image is printed with Rs:1000 for the 1 year advertisement
this paper and then this paper is placed for the t-
shirt.

Table 1 - Compare Two events.

Select the most suitable event

We select Most Suitable fundraising event. It’s Business Directory Website. Low Cost for the launch
website and high income. No competition because It’s Only one business application in matara district.
It’s IT Project , and we know Web Development. No cost for the add advertisements , because web
13
developer can publish unlimited advertisement in website but we charge Rs: 1000 for any business
Place add to the website. Low Risk , Because No cost for the product. We only need computer for the
Build website . This is the most suitable project for the fund raising IT HND students.

Many business directories offer complimentary listings in addition to the premium options. There are
many business directories and some of these have moved over to the internet and away from printed
format. Whilst not being search engines, business directories often have a search facility.

Task 05
What is an organizational structure?
“Organizational structure is a system used to define a hierarchy within an organization. It identifies
each job, its function and where it reports to within the organization” (Smallbusinees,2015)

14
An organizational chart (often called organization chart, org chart, organigram(me), or organogram) is
a diagram that shows the structure of an organization and the relationships and relative ranks of its
parts and positions/jobs. The term is also used for similar diagrams, for example ones showing the
different elements of a field of knowledge or a group of languages.

Actually this structure divides the responsibilities to each member of the project team. So this structure
helps to achieve the project goals, objectives while completing their own responsibilities. There are
few types of organizational structures. As,
 Functional organizational structure

At here the project team is divided according to the function.

 Divisional organizational structure

In this structure functional areas are divided according to divisions. It will be based on geographical
basis, product/service basis or any other reason.
 Matrix organizational structure

The matrix structure is designed based on both function and the product. At here teams are allocated to
complete tasks.

15
Organizational structure of project

Figure 3 - Organizational structure of project

Above organizational structure is designed considering function of the each member of the team. So it
is a functional organizational structure. As this is a small project with small number of team members
the functional structure is most suitable than other. Because both divisional and matrix are used at
complex projects. And also as the project team focuses on one product or one project. So the structure
is not matched with divisional or matrix. As this is a functional structure it is easy to control, reduce
work load, higher efficiency and easier staffing.

At here each member should be responsible for their tasks. Coordinator should coordinate the project,
designer should design the Website, analyser should analyse the project, promoter should promote the
website, selling team should collect the Advertisement while project manager control the whole
project. So the functional structure is suited more than others.

16
Task 6

Leader – Buddhi Harshana

 Provide the team with a vision of the project objectives.
 Motivate and inspire team members.
 Facilitate problem solving and collaboration.
 Ensure discussions and decisions lead toward closure.
 Help keep the team focused and on track.
 Provide guidance to the team.

Co-Leader- Dilshan Kasunjith

 Select group members
 Help to leader
 Provide guidance to the team.
 Build website

Secretory –Hasini Suresha, Navod Dilshan

 Typing and word processing
 Organizing project tasks
 Filling advertisement information
 Answer phone calls

Treasurer – Amila Eran

 Financial reporting.
 Financial planning and budgeting.
 General financial oversight.

Coordinator – Chamindu Chanaka

 Coordinating the project
 Effective preparation and delivery of all project events
 Taking responsibility for the effective flow of information between team members

Committee Members – Amila Abegunasekara, Thenuka Madushan, Hussain Faheem

 Raising Funds
 Give utmost support to the leader and other members

Task 07

17
 What Stake Holder How? (Format/ When? Who is
Information? Medium) Responsible?

Project Project Team Team meetings As needed Leader

Information Calls
Group chats
Project Risks  Project Team Meetings As needed Project team
 EPD module
lecturer
 CSR Aid
recipients
Advertisement  Project team Phone calls As needed Project team
information Customers Group chats
Website Project Team Meetings As needed Co-Leader
information
Budget  Project Team Meetings As needed Treasurer
information  EPD lecturer Group chats
Project Updates Leader Meetings As needed Project team

Table 2 - Informations

18
Task 08

Responsibility Assignment Matrix (RAM)

Create Collect Budget Handle Document Pass
website Advertisements Reporting team creation messages
Leader P P P R P
Co-Leader R P R
Treasurer R R R
Coordinator R
Secretory R R
Members R P
Table 3 - Responsibility Assignment Matrix (RAM)
R- Responsible
P - Performing
A – Accountable

19
Task 09

Measuring project performance

In every project it is essential to measure the project performance especially for the project manager.
Actually it allows project manager to identify the problems related to cost and schedule and take
immediate solutions for them. The measuring of such performance enables to build up the confidence
of the project team members also. Additionally it helps to identify the lower levels of the project and to
establish improvement for them. As well as it is important for measuring the organizational success
also.
Performance evaluation techniques
At here to measure the performance, it looks backwards, at the progress made against plans and then
after looks forwards to pay attention to the things what have to do. There are so many methods to
measure the performance of the project.
 Highlight report

This report is prepared by project manager on management stage progress for the institute purposes.
 Exception report

It is a description on exception situation and impact of it, options recommendation as well as impact of
it. This also a report created by the project manager.
 Milestone chart

The key plan and the actual milestones of the project will be shown by this milestone chart.
 S- curve

The graph which represents cumulative actual figures like cost or hours plotted against time. Form this
curve anyone can measure the performance by analysing the shape of the curve. If it is a curve with
cost and time, if there is an over cost than estimated budget or less cost than estimated budget it can be
clearly identified.

 Earned value management

This is also another technique to measure the scope, schedule as well as cost performance comparing
with plans. And also it can be done while comparing completed activities and their actual cost and the
time spend against their estimates on time and the cost. At here the project manager can calculate
schedule variance and also cost variance. So from that schedule performance index and the cost
performance index can be generates easily. Via those indexes the project manager will be able to check
the performance while considering if they are over budget/ under budget or on schedule or behind
schedule.

20
  Check point report

Checkpoint report is report prepared by each member to show the progress against the work package.
After generating, it submits to the project manager.

 Feedback

In order to have a report on the progress or the performance it is an essential to have a feedback from
the customers. So via the website or by conducting questionnaire or any other source, the team enables
to have feedback from them. Then after the project team can know, whether the output is on expected
demand or not. Actually it is also a good side to measure the project performance.

Task 10

21
Project Change Management
Managing uncontrolled and unexpected changes is one of top priority tasks on many large projects.
This might encompass scope changes, schedule changes, or resource or requirement changes.
According to Prosci's definition, “Change management is the set of tools, skills, processes, and
principles for dealing with the individuals' side of change to accomplish the required results of a
change project or initiative” (Prosci, 2012).
Changes are avoidable on most projects and these changes may positively or negatively impact the
project. Every change that adds to the project may create more risk. At some point refusing some
changes is necessary because trying to do that can cause one or more problems. For an example from
selected project, wasting more time on trying to change website design can delay the whole project.
Therefore, it is important to develop and follow a process to monitor and control changes. However, if
the project wants to be changed or need to be changed after the preparation stage, it will be more
expensive.

Failure to manage changes has definite impact and may result in a less than satisfactory solution
implementation. The uncontrolled expansion of project's objectives, scope, and requirements can cause
a downstream effect on resources, schedule, costs, risks, and quality of the solution to be delivered.
For an example, if getting supplies goes out of control and project team is unable to control it on time,
it can cause whole project may go out of control and bring back on track will cost more resources.
(Time, money, etc.) There are several consequences of failing to manage project changes. A number of
the essential consequences are,

 Unclear objectives.
If the project team has misunderstanding about what the association truly needs, it'll be hard to
decide how to succeed. Therefore, Team members should be informed what the outcome of the
project.

 Changed objectives.
Project objectives can be changed because of internal or external factors like economic recession.
Therefore, Project team should be prepared to face these kinds of changes.

 Poor Governance.
Poor governance can cause project failure. For an example as a result of poor governance of
project manager, Project team performs unfinished work for the project deliverables. Effective
project management governance is needed to make project successful. Therefore, Project should
have accurate governance structure.
 Budget and cost overruns.
22
 This can be happened because of inaccurate estimates. Insufficient cash means something will
eventually give. Ensure that the project have a separately funded financed plan line and have the
sponsor made mindful of checking problems early to take care of them.
 Lost or reduced resources (including human resources)
Requested service and project plan may not be able to complete with the insufficient project
resources. Therefore, a better method to determine project progress and accurate estimates is
needed to complete the project successfully.

Managing changes properly can gain many benefit like improved quality of the project deliverables,
increased stakeholders' satisfaction, etc. The key to understanding integrated change control is that to
compare current situation of actual work results against the plan, and then makes any changes needed
in order to confirm that the arrange and actual results are in harmony. Change control involves with
identifying, evaluating, and managing changes throughout the project life cycle. In view of Prosci's
research of the best and commonly applied change, they have made change management processes
which are Prosci Three Phase model and ADKAR Model that contains the fundamental elements of
project change management.

Prosci 3-Phase Process

Stage 1 – Preparing for change
• Define change management strategy
• Prepare change management team
• Develop sponsorship model

Stage 2 - Managing change

• Develop change management plans
• Take action and implement plans
Stage 3 - Reinforcing change
• Collect and analyze feedback
• Identify gaps and manage resistance
• Implement corrective actions and celebrate successes

23
Prosci ADKAR Model

Figure 4 - Prosci ADKAR Model

Important inputs to the integrated change control process include the work performance information,
project management plan, recommended preventive and corrective actions, requested changes,
and deliverables. Important output include approved corrective and preventive actions, approved and
rejected change requests, deliverables, and updates to the project management plan and project scope
statement

In brief, a project can only be achieved satisfactorily through an open to working relationship between
many individuals, with a wide range of individual or collective objectives and Having a well-
developed change control handle set up, before the changes happen, will have huge settlements and
better overall project results.

24
Task 11

What is Work Breakdown Structure?

A work breakdown structure (WBS) is a chart in which the critical work elements, called tasks, of a
project are illustrated to portray their relationships to each other and to the project as a whole. The
graphical nature of the WBS can help a project manager predict outcomes based on various scenarios,
which can ensure that optimum decisions are made about whether or not to adopt suggested procedures
or changes.
When creating a WBS, the project manager defines the key objectives first and then identifies
the tasks required to reach those goals. A WBS takes the form of a tree diagram with the "trunk" at the
top and the "branches" below. The primary requirement or objective is shown at the top, with
increasingly specific details shown as the observer reads down.
When completed, a well-structured WBS resembles a flowchart in which all elements are
logically connected, redundancy is avoided and no critical elements are left out. Elements can be
rendered as plain text or as text within boxes. The elements at the bottom of the diagram represent
tasks small enough to be easily understood and carried out. Interactions are shown as lines connecting
the elements. A change in one of the critical elements may affect one or more of the others. If
necessary, these lines can include arrowheads to indicate time progression or cause-and-effect.
A well-organized, detailed WBS can assist key personnel in the effective allocation of
resources, project budgeting, procurement management, scheduling, quality assurance, quality control,
risk management, product delivery and service oriented management. (Rouse, 2011)

25
Figure 5 - Word Breakdown Structure of the Assignment

26
Risk management
One of the biggest components in successfully managing your capital program is a strong risk
management plan. A project risk assessment is usually performed during project kickoff with all
stakeholders contributing to the list of risks because the earlier in the project you plan for certain
events, the lower the chances of the associated risks tend to be. In order to successfully mitigate risks,
they must be prioritized based on their overall effect on the project. If every item that poses a potential
risk to the project is considered high-priority, then the result is that nothing is a high priority because
everything is considered equal. The major keys to reducing the impact of any risk to a project are to
recognize, prioritize, and control.

Recognizing Risk
Any event, large or small, can be considered a risk to a project if there is a chance it will impact the
scope, schedule, or budget. It is important to examine all programs that are running concurrent with
your project as well as within the project itself for any effects they may have. Common ways that
project management veterans recognize potential future risks is to look into the past, starting with
lessons learned. The lessons learned list is usually comprised of items that may not have been
considered during the previous project planning but affected the outcome of that project in some way.
Remembering the effect these issues had on previous projects and preparing for similar outcomes will
keep you from repeating comparable missteps on project after project.
Accepting that despite the best laid plans, unforeseen conditions, design errors and omissions,
and owner scope revisions will occur is imperative during the risk recognition process. Experience
working with the different stakeholders on various types of project will enable the team to assess the
areas where this may happen. Force Majore events, though not occurring on every project, are also
occasions that must at least be considered while planning for project risk. Although typically
unpredictable and unlikely, adding these risks to the Risk Matrix can help address liability and
responsibility ahead of time rather than waiting for a risk to become an actuality.

Prioritizing
Since every project is unique, the priorities of certain risks will be different for every project. Three
simple steps can be used to create a project Risk Matrix in order prioritize risk events. It is imperative
that all stakeholders are involved in this process so all points of view are taken into account. In order
for risks to be properly mitigated, the matrix should be revisited and updated on a regular basis.

27
Identify
Similar to recognizing risk, listing every potential risk to the project is necessary before any
assessments can take place. Even events that have only a slight chance of occurring should be
considered when creating the beginnings of your Risk Matrix. For example, a lost time accident could
occur on any project but, with the proper safety precautions in place, it is rare. On the other hand,
change orders due to unforeseen conditions are almost inevitable on any project, but with the proper
precautions taking place by all parties the cost of these could be minimized.

Measure Likelihood
Each risk identified should be given a ranking based on the likelihood of them occurring. The scale for
this ranking is at the discretion of the project team, it could be 1-5 with 1 being unlikely and 5 being
likely, or it could be on a likelihood percentage basis. Using the examples discussed above, a lost time
accident while using a contractor with a stellar safety record would be ranked as a 1, while
encountering unforeseen conditions on a renovation without existing drawings would get a 5. Each risk
on the list should be weighed and discussed with the stakeholders.

Assess Impact
Using the same guidelines established when calculating likelihood, the project stakeholders should
next rank the impact of different risks. Continuing with our examples, a lost time accident could be
devastating to a project with little to no float and given a ranking of 5. However, if the project is not a
tightly scheduled one and has a lot of float, then this occurrence may only be given a 3. The impact
may also change throughout the project duration. A change order from an unforeseen condition may
not affect the project if found early when there is float in the schedule or contingencies are high,
ranking it at a 1, but as the project draws to a close that same change request may cause schedule
disruption or budget problems, making the impact more like a 4.

Find the Overall Calculated Risk

Depending on the scale used to measure likelihood and impact, a formula can be put together to
calculate the overall risk associated with a certain event. From there, the risks can be weighed low,
medium, and high so that the team can determine which risks are priorities. After the overall risk for
each event is calculated, stakeholders should look at the urgency of each kind of risk. If the majority
of the risks are shown as high, they should be revisited and re-ranked. If every risk on the project is
labeled high priority, then in essence you have just deprioritized all of them, because you won’t be able
to concentrate on every risk all the time- the entire point of the matrix is to demonstrate where to focus
mitigation efforts.

28
Controlling & Mitigation.
Many projects begin in an organized manner with a strong Risk Matrix, and as the day to day
management of the project carries on, it becomes harder to stay on top of this document. The failure to
update the Risk Matrix is the most common reason that some risks seem to arise out of nowhere at the
last minute. In order to have a successful risk management program, the Risk Matrix must be updated
and controlled on a regular basis. Priorities will shift, impacts will change, and new risks will arise. If
the Risk Matrix is consistently being evaluated, plans to mitigate the high likely high impact risks.
Mitigating the highest calculated risks does not completely deter them from occurring, but
establishes a workarounds and contingencies to lessen the overall impact to the project. Using the
examples discussed above, in order to mitigate the risk of a lost-time accident, you would ensure that
all parties are properly safety trained and have submitted their respective safety manuals. You would
also build your schedule to have little or no trade stacking in congested areas and continue regular
jobsite safety audits. In order to mitigate the risk of change orders resulting from unforeseen
conditions, you would have both the designer and contractor perform site surveys, have coordination
and shop drawing reviews, and have regular stakeholder meetings to discuss design issues. To lessen
the project impact should either of the above risk events occur, the project would ideally have float
built into the schedule as well as contingencies in the budget. (Root, 2015)

Risk management plan

A risk management plan is a document that a project manager prepares to foresee risks, estimate
impacts, and define responses to issues. It also contains a risk assessment matrix.

29
ID Risk Consequences Probability Impact Priority Mitigation
(%) (1-5) (1-10) response

01 Not being Assignment 10% 5 10 Completing

able to repeat the learning
complete outcomes
learning first.
outcomes
(LO)

02 Not being Not getting a 50% 4 7 Completing

able to Merit in the Merit
complete assignment criteria
Merit criteria successfully
03 Not being Not getting a 70% 3 6 Completing
able to Distinction in the
complete assignment Distinction
Distinction criteria
criteria properly
04 Technical Losing the 50% 5 10 Keeping a
error in the assignment backup of
computer the
assignment
05 Getting sick Not being able 50% 5 10 Staying
to complete healthy &
the assignment complete
the
assignment
early
06 Not being Assignment 50% 5 9 Uploading
able to repeat plus the
upload on penalty assignment
time because before
of a technical deadline
issue
07 Forgetting to Assignment 30% 4 8 Double
complete few repeat check the
assignment assignment
30
tasks before
submitting
Table 4 - Risk Management Plan

31
Task 12

Activity-on-node diagram for the assignment

Figure 6 - Activity-on-node diagram for the assignment

 Gantt chart and Gantt chart description will be attached at the end of this assignment

32
Task 13

Leadership qualities
It is common practice today that a project manager is assigned with the authority and responsibility to
manage a project in a constraining and ferociously competitive environment. The project manager
shall therefore undertake the functions of organization, planning, staffing, directing and controlling the
project to enable the management of the budget and work plan and all project management procedures
including scope management, issues management, risk management, and so on, to achieve the
objectives of the project within the requisite time frame and budget. A project manager is often by
default regarded as a project leader, playing a significant role in not merely managing but also leading
the project team to achieve the objectives of the project. Nevertheless, can a project manager naturally
be a leader? Are there distinctions between leadership and management? Research studies on
leadership and management indicate that they are essentially different entities although there are many
overlaps between them. What should a manager do and what should a leader do in a project
environment? How can a good harmony be attained to balance leadership and management in order to
deliver the success of a project which is, in the end, people’s accomplishment? To answer these
questions it is necessary to turn to fundamental principles underpinning the definition of leadership,
character traits and innate capabilities of a leader, relationship of project leadership and management
implemented in the life cycle of a project.
A leader is a person who guides or inspires others within an organization or community to
achieve a goal. Leadership development begins with the simple realization that you want to be a leader.
Life has many opportunities to press forward and take charge of a situation, or conversely, to shrink
into the background. In this case, project management will take on a different form than ordinary
management, since each project has its own characteristics and features. Chartered Institute of
Building (2008) defined project management as “the overall planning, control, co-ordination from
inception to completion aimed at meeting a client’s requirements and ensuring completion on time
within cost and required quality and standard. The management of a construction project has unique
features such as the relationship with the client and the inter-organization nature of the process.
The project manager is usually in the position of leading contributors over whom he has limited
authority. A significant outcome of this is that each contributor will be subject to leadership form of
both the project manager and the manager of his employer’s organization. Project managers will be
leading a group of mature, experienced professionals, consequently, his leadership will tend to be
democratic and rely on impulse and persuasion rather than authority. Project management is a
relatively new concept. In the 1950s, this is now widely used in all industries, both public and private.
Project management involves a methodological approach to planning and guiding project processes

33
from start to finish. It is further defined as a carefully planned and organized effort to accomplish a
specific one-time task, such as constructing a building or implementing a new computer system.
Project management requires developing a project plan, which includes defining project goals and
objectives, specifying tasks or how goals will be achieved, what resources are needed, and associating
budgets and timelines for completion. Projects require project management and effective project
management is important to all industries. In a broader form, project management is the planning,
control and co-ordination of a project from conception to completion (include commissioning) on
behalf of a client; the identification of the clients objectives in terms of utility, function, quality, time
and cost and the establishment of relationship between resources. It is also concerned with the
integration, monitoring and control of the contributors to the project and their output, and the
evaluation and selection of alternatives in pursuit of the client satisfaction with the project outcome.
Leadership is a quality hidden in the personality of a human being. Human personality is very
complex and it is very difficult to grade individuals according to one’s personality. Leadership, on the
other hand, depends on the organic structure of the personality which includes experience, skill,
responsibility, intelligence, power of organizing people and social interaction. Leadership is an
indispensable activity, which every leader has tap perform for directing the people, working under him.
It is the ability of the Leader to induce subordinates to work with confidence and zeal. In other words
“Leadership is the process by which a leader imaginatively directs, guides and influence the work of
others in choosing and attaining specified goals by mediating between the individuals and the
organization in such as manner, that both will obtain maximum satisfaction.
Some people have a misconception that only those people who are physically strong can
become good leaders, but this is not the fact. A leader may not be physically strong but he needs to be
mentally strong and firm in decisions. For example, Mahatma Gandhi, the Father of the Nation was the
greatest leader but he was active and had a firm desire to serve the Nation. He had the power of
organizing and uniting people and attracting people towards him by his speeches. This is the best
quality of a leader which he had in him. We can also say that, a person who can satisfy the basic
psychological needs of his followers can also be an effective leader. Leadership is a quality which
cannot be acquired by any person from the other but it can be acquired by self-determination of a
person. Leadership can best be called the personality of the very highest ability-whether in ruling,
thinking, imagining, innovation, warring, or religious influencing.
Leader can be classified according to their work. For example, those who are related to politics
are the political leader, those officers who are related to the profession of Army or Police are the
leaders of their respective fields. In fact leadership is the most important quality required in a political
leader and equally in Army and Police Officers because the future and security of the county lies in
their hands, so they should properly use their power and be always attentive so that any enemies
whether within or from outside country cannot cause any harm or damage to the Nation.

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 The most important quality which a leader should possess is intelligence and alertness. A leader
has to use his/her brain every time and also has to remain alert with eyes and ears open otherwise
he/she could easily be carried by any fraud or enemy. Many a times we see such situations around us,
where a person in trouble or problem doesn’t hesitate in blaming and embarrassing even his closest
friend to save himself, and also does not bother about his friends at all because the person has to get rid
of his problems anyhow. So, he just thinks about himself and his life, the life of other does not matter
to him much. Almost all of us are having one or more such close friends, so a leader should always
keep in mind that he should not trust even his closest friends more than required as it can create
problems for him.
The other qualities of a leader include impartiality, action-oriented approach and positive
attitude. A good leader should always be impartial towards all his followers, because the moment he
becomes partial, he no longer remains a leader as he loses the confidence of others. The duty of a
leader is to encourage and raise the standard of all his followers and not just a few of them, and he
should always remember his duty. Further, a leader should be action-oriented. A single leader cannot
do every work by himself, so he needs help of others for doing all his constructive works. A leader
should be effective enough towards himself and encourages everyone through his words to do
constructive work while walking on a right path so that everyone in this country can become aware of
his/her rights as well as duties and can provide his/her help in the development of the country. In our
country, the constitution has given us the right of democracy through which everyone whether a beggar
or the President has been given the right to choose a leader. Everyone wants his leader to be effective,
intelligent, active, and action-oriented who can encourages the masses and do the needful for his
people and his area.
A leader should also be an optimist having a positive attitude. He should not think negatively or
plan something showing negative attitude. A person who thinks or plans something’s showing his
negative attitude never be a Leader. A leader should always be courageous. He should have courage to
face the troubles or problems and solving the problems by himself in place of blaming and
embarrassing others. Cowards, who at the time of facing problems or troubles in their life try to blame
and embarrass others can never succeed in their life. Such person remain at the same place where they
stood in the beginning. To gain height and achieve something, one should come out of coward feelings,
jealousy and should become innovative, courageous, action-oriented and optimist. A good leader has
all these qualities in him. To elaborate further the qualities of a good leader there are three theories of
leadership and these are (a) trait theory (b) behavioral theory and (c) situation theory. The first
approach (trait theory) views leadership as a conglomeration of a set of personality traits. The older
tradition in these studies of leadership has been the search for a cluster of traits, attributes or other
types of individual difference, which see leaders apart from their followers or which distinguish
effective leaders from ineffective ones. A good leader, as it found more often, is a good teacher. Instead

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of bossing his followers or group members – a good leader always helps them through experience that
brings a changed mind and motive.
Finally, a good leader must be faithful to his group members and activities. This in turn, will result in
an atmosphere of assurance among the followers. Having faith in self abilities and the world around
him/her the leader gains inspiration and also inspires others in the process.

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Task 14

Are you successful??

As a Project Manager I was Learned how to Manage a Project Successfully. I was learned what
qualities are required to be a successful Project Management. Of course, each industry needs its own
domain knowledge but on top of this specific knowledge, the qualities that make someone a good
Project manager are more or less similar.

1. Good communication
This is the main and prerequisite skill. Without being able to communicate properly I can forget about
the rest. In all kind of management tasks the first and most common thing I do is communicating
needs, expectations and opinions to other people. If you don’t like working with people, you shouldn’t
become a manager. Moreover, you should be able to send correct messages to others and ensure that
they understand you. It is also very important what kind of power you use to persuade your views.
More about the way how to communicate you can find out reading “The 7 ground rules of
communication to became a good Project Manager“.

2. Good organization
This is the second most important skill. I have to be able to schedule, organize and follow own plan. It
also involves understanding the rules and processes in the company and among people, and predicting
what will happen and when.

3. Team building
A good Project manager should keep his team sealed. Competition inside the team is not beneficial for
the well being of its members. On the other hand, the competition between teams is very healthy and
stimulating. If one team member speeds up without helping the others leaving the rest behind, the
whole team is doomed to failure. A professional manager will easily notice these irregularities. I will
try to heal the situation by discussing it with his team and, above all, by listening to them. A healthy
and successful team relies on trust to large extent. If a Project manager systematically builds trust, the
team will feel more appreciated and committed.

4. Leadership
Listening to other coworkers’ problems is not sufficient. As a good Project manager has to solve them
and prove his commitment to the team goals. It’s also his responsibility to define goals together with
his team and assign the responsibility to team members in a clear manner. He has a clear vision in what
direction he wants the team to grow. He should ‘infect’ others with this vision and make them follow
the same direction.

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5. Dealing with changes
There are several Project managers who exactly know the whole working process. They are doing
things almost automatically. The true Project manager should be flexible and adaptable. He is able to
react quickly when facing any obstacles. Stress shouldn’t be a factor to prevent him from taking the
right decisions.

6. Domain knowledge
A good Project manager has to understand what kind of process he is managing. How his team
members are working. What kind of tasks they perform. This skill is not as important as the others but
without it, in some cases, the team and the Project manager will never work at full capacity, using the
whole potential due to lack of mutual understanding.

How to improve your Project management skills?

I think that each person has to follow his own path to reach the ultimate goal. We are all different.
Some of us communicate very well, but in stressful situations they can lose control. Others are great
leaders, they motivate teams but anyhow they fail due to the lack of organizational skills and common
sense.

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Conclusion

Project is a great responsibility and a great group work. Each and every group member has to give
their maximum effort in order to conduct a successful CSR project. First of all what is needed to do
planning a fund raising project in order to cover the estimated budget. For that IT M17 batch has
successfully developed an online business directory and raised the enough funds. And after that,
they’ve chosen donating a family with foods, educational needs and monitory aids as the CSR project.

No matter how good the project proposal and plan is, there are always problems in any project.
Following that, also has faced various problems. For getting rid of those problems, effective
communication theories were much helpful that were thought under Project Management Module

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Gantt chart

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