Unit 6.

Project Management

Project Executing,
controlling, monitoring
and closing
 Cont…
1.1. Essential of project administration
• For a company executing projects either regularly or for
the first time it would be necessary for the chief executive
to issue what may be called project charter.
• Project charter encompasses –
– project scope,
– project goals
– name and authority delegated project manager,
– project reviewing authority and request co-operation of all
concerned in the execution of the project.

• An elaborate effort in this direction may produce what is

known as a project manual.
 Cont…
• To demonstrate the project manager’s authority
in a simplest and quickest way it is essential to
develop a proper organization chart.

• There are two systems for the management of

project and they are:

1. Project work system

2. Project control system
 Cont…
1. Project work system can be designed by
developing and preparing the following tools.

A. Project design
B. Work breakdown structure
C. Project execution plan
D. Project procedure manual etc.
 Cont…
A. Project design
• Project design is the first stage in the execution of the project.

• Project design is concerned with developing project

scheduling techniques and also drawing the schedule for
implementation of the project.

• This is more or less a time frame for each phase in the project
development.

• It includes major items of project implementation such as

finding of location, construction of building, procuring plant
and machinery and finally executing the production program.
 Cont…
B. Work breakdown structure (WBS)
WBS in short, is a technique which breaks down a work into its components and
at the same time establishes the connections between the components on the
lines of a family tree.
• The WBS represents a systematic and logical breakdown of the project into its
components parts.

c. Project Execution Plan (PEP)

• Project execution plan (PEP) refers to that exercise of matching the project
hardware and software with the executing agencies to that a viable work
system emerges.
PEP, in fact, includes four sub-plans. There are:
• Contracting plan
• Work packaging plan
• Organization plan
• Systems and procedure plan
 Cont…
Contracting plan
• At this phase of the project, the following issues must be examined:
• Which type of contract to choose,
• which type of reimbursement(repayment) to make,
• what conditions of contracts to stipulate(specify), and
• What payment terms to offer
Work Packaging Plan
• A work package in a project is the smallest division of work where it still
retains the characteristics of a project. This when a project is
progressively divided into systems and the system into subsystems, a
stage is ultimately reached where further division into components
will strip it of its multi-disciplinary character – the work at that stage
can be consideration these packages, grouping them or keeping them
as they are, in order to from viable contracts.
• Work packaging enables better organization and management of
projects. A work package or several work packages may be assigned to
one individual who could serve as a mini project manager.
 Cont…
Organization plan
• An owner has to choose his own arrangement depending
on the project size, location, complexity, work packages,
type and number of contacts.
• System and procedure plan
• A heavy emphasis has to be placed on routine system and
procedure so that no intervention is required in the day –
to-day operation of a system. There are at least seven
routine sub-system of project management for which
appropriate procedures can be conceived right at the start
of the project implementation. Those are: Contract mgt,
configuration mgt, time mgt, cost mgt, fund mgt, materials
mgt & communications mgt
 Project Executing

2. Project execution system

• Once these systems and procedures have been developed for
the project, it is the duty of the project administrator to set for
smooth take off. It requires proper project execution systems
which should be more concerned about external intervention
for survival than on its internal self-regulating capability.
• The external intervention will be of the following forms:
• Project direction
• Project co-ordination
• Project communication
• Project organization
• Project control
 PROJECT CONTROLLING,
MONITORING AND CLOSING
• Project control involves a regular comparison of
performance against targets, a search for the causes of
deviation and a commitment to check adverse variances.
Project control serves two major functions:
• It ensures regular monitoring of performance
• It motives project Personnel to strike for achieving projects
objectives steps in Projects Control.

There are two important steps in the project control;

• Establishment of controls (Ghantt chart, CPM, and PERT)
• On-going controlling activities using above controls.
 Cont…
It is nothing but controlling a project when it enters the production
period using the controls established during the initiation period.

Control during the production period involves four steps, there are

i. Setting targets for what should be achieved,

ii. Measuring of what is happening including anticipation of what
may happen.
iii. Comparison between what should happen and what is
happening or likely to happen.
iv. Taking corrective actions to make things happen, as they should
these four steps should fellow each other till the work is
completed.
 Cont…
Projected Control themes
• The Projects Control can be exercised on different
aspects. Such as:-
– on the progress of the activities
– on the performance of project activities
– on project Schedule
– on Projects Cost
 Cont…
• Problems of project Control
• Control of projects in practice tends to be ineffective.
There are three main reasons for poor control of projects
viz.,
i. Characteristics of the project- Largeness and
complexities, Maintenance of non-routine activities,
Co-ordination and communication problem.
ii. People Problems- Managers do not have required
experience & training lack of competence and inclination
to control projects.
iii. Poor control and information system: Delay in reporting
performance inappropriate level of detail unreliable
information.
 Cont…
• 6.2. Project closing process
• The last major phase of a project's life cycle is the close-out. Closing a
project should be a fairly routine process.
• Key elements
• The key elements to project close-out are:
• Accepting the project's products indicated by user sign-off
• Completing the Post Implementation Evaluation Report (PIER)
• Disbursing the resources—staff, facilities, and automated systems
• Conducting a lessons learned session
• Completing and archiving project records
• Recognizing outstanding achievement
• Celebrating project completion
• These activities are particularly important on large projects with extensive
records and resources.
• This is a critical and important step, as the user decides when the project is
completed. Acceptance is based upon the success criteria defined in the
very early concept and planning stages of the project. This acceptance
should be formal, meaning that user sign-offs should be obtained.
 Thank You
for Your Attention
and Discipline!!!