Details in Project Management

1. ROLES AND RESPONSIBILITIES
OF PROJECT MANAGER
PREPARED BY:
KANTI CHOUDHARY
PK COLLEGE

2. PROJECT
Unique process consisting of a set of coordinated and controlled activities with
start and finished dates, undertaken to achieve an objective conforming to
specific requirements, including constraints of time, cost, quality and resources.
A project is a temporary effort to create a unique product, service or result. A
project has a definite start and end. A project management plan is created by a
project manager.This plan requires a buy-in from all stakeholders.The plan should
be realistic, time-bound and achievable.
 Projects drive change and result in benefits.

3. STAGES OF PROJECT

4. PROJECT MANAGEMENT
Project : Converting a vision, a dream or a need to reality.
job that has a beginning and an end (Time)
 A specified outcome(Scope)
 At a stated level of Performance (Quality)
 At a budget(Costs).
Management : Management is the technique of understanding the problems,
needs and controlling the use of Resources, Cost,Time, Scope and Quality.

5. PROJECT MANAGEMENT (CONT.…
Project Management : Application of knowledge, skills , tools & techniques to
project activities in order to meet stakeholder needs & expectations from a
project.
Needs : stated part of the project
Expectations : unstated part of the project “Completion of Project on time within
Budget without comprising Quality”.

6. PHASES OF PROJECT MANAGEMENT
Planning
Scheduling
Controlling
Closing

7. PM KNOWLEDGE AREAS
Pm
knowledge
areas
1. Integration
2. Scope
3.Time
4. Cost
5.
Quality6. Human
resource
7.
communication
8.
Risk
9.
Procurement

8. PROJECT MANAGER
Project manager: “A project manager is like a doctor who leads the trauma
team and decides the course of action for a patient - both at the same
time. Without the right kind of authority to efficiently handle all the project
management issues, development teams can easily get into trouble.” -
Scott Berkun, the author of “MakingThings Happen”.
A project manager is a person who has the overall responsibility for the
successful initiation, planning, design, execution, monitoring, controlling
and closure of a project.

9. PROJECT MANAGER (CONT..
The project manager must have a combination of skills including an
ability to ask penetrating questions, detect unstated assumptions
and resolve conflicts, as well as more general management skills.
A project manager is a person who is responsible for making
decisions, both large and small.The project manager should make
sure they control risk and minimize uncertainty. Every decision the
project manager makes must directly benefit their project.

10. WHYYOUR PROJECT NEEDS PROJECT
MANAGER?
1
• Provide vision and direction- The project manager identifies the aims and vision of the project and gives it
purpose and direction.They also provide the point of contact for the project.They are responsible for all
communication between stakeholders, customers and the project team, which decreases confusion and
increases accuracy.
2
• Increase efficiency –The project manager works with the project team to define the tasks which need to be
undertaken in order to complete the project, and in what order they should occur.This ensures that they are
completed efficiently.
3
• Control scope –The scope of the project is comprised of what has to be delivered (the project deliverables)
and what work has to be done to deliver the project deliverables.The project manager will continually
address scope management throughout the life of the project by regular monitoring and controlling.This in
turn saves effort and cost.

11. 4
• Manage costs – Delivering on time and within budget are two constraints of any project.The project
manager controls not only monetary costs but also the people resources, both internal and external, and
the equipment costs as well.
5
• Manage time –Time is arguably the biggest challenge of any project.The project manager must control the
project schedule by examining milestones, key dates and the critical path throughout the project lifecycle.
6
• Schedule the work – the project manager ensures that all the project team members work on their tasks in
the appropriate order.This includes calculating the time a task takes and solving any problems which may
delay them making their deadlines.

12. 7
• Deal with potential risks – there is always a chance for potential risks in a project no matter how well planned. A project manager
will identify potential risks, assess the impact they may have and consequently make a plan to avoid or manage them.The aim of
risk management is to reduce the undesirable consequences (impact) to a project of a risk occurring.
8
• Administer procurement – if your project requires products and services from outside your organization, the project manager
manages these contracts and controls the terms of these contracts.
9 • Communicate with stakeholders – Once the project is up and running, it is crucial to communicate progress of the project to
both the project team and the stakeholders.The project manager communicates the goals and performance to business leaders
in a regularly scheduled report.
10 • Close the project – After the project has met the goals and expectations of the project customer, the project manager
documents and reviews the project phases with the stakeholders. Evaluation of the project is undertaken with lessons learned
duly noted for the next project.

13. 5 MAIN ROLES OF PROJECT MANAGER
Implement a project
management methodology
Plan the project
Execute the Plan
Project control
Close the project

14. WHAT DO PROJECT MANAGERS DO?
8 KEY ROLES AND RESPONSIBILITIES
1. Activity and resource planning
2. Organizing and motivating a project team
3. Controlling time management
4. Cost estimating and developing the budget
5. Ensuring customer satisfaction
6. Analyzing and managing project risk
7. Monitoring progress
8. Managing reports and necessary documentation

15. 1. ACTIVITY AND RESOURCE PLANNING
Planning is instrumental for meeting project deadlines, and many projects fail
due to poor planning. First and foremost, good project managers define the
project’s scope and determine available resources. Good project managers know
how to realistically set time estimates and evaluate the team or teams’
capabilities.
They then create a clear and concise plan to both execute the project and
monitor its progress. Projects are naturally unpredictable, so good project
managers know how to make adjustments along the way as needed before the
project reaches its final stages.

16. 2. ORGANIZING AND MOTIVATING A
PROJECTTEAM
Good project managers don’t get their teams bogged down with elaborate
spreadsheets, long checklists, and whiteboards. Instead, they put their teams
front and center.They develop clear, straightforward plans that stimulate their
teams to reach their full potential.They cut down on bureaucracy and steer their
teams down a clear path to the final goal.

17. 3. CONTROLLINGTIME MANAGEMENT
Clients usually judge a project’s success or failure on whether it has been
delivered on time.Therefore, meeting deadlines is non-negotiable. Good project
managers know how to set realistic deadlines, and how to communicate them
consistently to their teams.
They know how to effectively do the following:
 Define activity
 Sequence activity
 Estimate the duration of activity
 Develop a schedule
 Maintain a schedule

18. 4. COST ESTIMATING AND DEVELOPINGTHE
BUDGET
Good project managers know how to keep a project within its set budget. Even if
a project meets a client’s expectations and is delivered on time, it will still be a
failure if it goes wildly over-budget. Good project managers frequently review the
budget and plan ahead to avoid massive budget overruns.

19. 5. ENSURING CUSTOMER SATISFACTION
In the end, a project is only a success if the customer is happy. One of the key
responsibilities of every project manager is to minimize uncertainty, avoid any
unwanted surprises and involve their clients in the project as much as is
reasonably possible. Good project managers know how to maintain effective
communication and keep the company’s clients up-to-date.

20. 6. ANALYZING AND MANAGING PROJECT
RISK
The bigger the project is, the more likely there are to be hurdles and pitfalls that
weren’t part of the initial plan. Hiccups are inevitable, but good project managers
know how meticulously and almost intuitively, identify and evaluate potential
risks before the project begins.They know how to then avoid risks or at least
minimize their impact.

21. 7. MONITORING PROGRESS
During the initial stages, project managers and their teams have a clear vision
and high hopes of producing the desired result. However, the path to the finish
line is never without some bumps along the way.When things don’t go according
to a plan, a project manager needs to monitor and analyze both expenditures and
team performance and to always efficiently take corrective measures.

22. 8. MANAGING REPORTS AND NECESSARY
DOCUMENTATION
Finally, experienced project managers know how essential final reports and
proper documentation are. Good project managers can present comprehensive
reports documenting that all project requirements were fulfilled, as well as the
projects’ history, including what was done, who was involved, and what could be
done better in the future.

23. THE ROLE OFTHE PROJECT MANAGER
ENCOMPASSES MANY ACTIVITIES INCLUDING:
Planning and Defining Scope
Activity Planning and Sequencing
Resource Planning
Developing Schedules
Time Estimating
Cost Estimating
Developing a Budget
Documentation
Creating Charts and Schedules
Risk Analysis

24. Monitoring and Reporting Progress
Team Leadership
Strategic Influencing
Business Partnering
Working withVendors
Scalability, Interoperability and Portability Analysis
Controlling Quality
Benefits Realization

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

26. PROJECT MANAGER ATTRIBUTES
Leader and
manager
Facilitator,
coordinator
Communicator
Creditability:
Technical/
Administrative
Work under
pressure
Goal oriented Innovator Versatility
Knowledge
about
organization
Political
sensitivity
Conflict: sense,
confront,
resolve
Can deal with
stress, chaos,
ambiguity
Planning and
follow-
through
Ethical
dilemmas