Project Management Unit 1

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Questions and Answers

What is project management seen as in terms of delivering products and services?

A costly overhead

A time-consuming obstacle

A powerful tool to deliver products and services on time, within budget and according to quality specifications (correct)

An unnecessary investment

Why do businesses and employees need to continually evolve and reinvent themselves?

To reduce costs

To stay ahead of the competition

To increase profits

To improve their methods of operation to remain abreast of rapidly changing business conditions (correct)

What is unique about projects?

They are the same as organisational processes

They differ vastly in scope, objectives, organisational settings, stakeholders, and fields of application (correct)

They are all similar in scope and objectives

They are only applicable in specific industries

What will be critical for the future?

Distinguishing project management as a core competence for both organisations and individuals Signup and view all the answers

What is the purpose of this unit?

To provide an overview of project management and set the scene for the theory and foundation principles Signup and view all the answers

What will be analysed at the conclusion of this unit?

The critical success factors of a project Signup and view all the answers

What is the primary objective of project management?

To meet project requirements Signup and view all the answers

What is a key characteristic of a project?

Has a specified life span Signup and view all the answers

What is the purpose of the project management triple constraint?

To balance project constraints Signup and view all the answers

What is a milestone in project management?

A task of zero duration Signup and view all the answers

What is a deliverable in project management?

A tangible or intangible project outcome Signup and view all the answers

What is the role of a project manager according to the Project Management Institute (PMI)?

To apply knowledge, skills, tools, and techniques Signup and view all the answers

What is the purpose of the Project Management Body of Knowledge (PMBOK)?

To provide project management guidelines Signup and view all the answers

What is a project charter?

A summary or detailed document that authorises the project Signup and view all the answers

What are the components of a project?

Milestones, activities, and deliverables Signup and view all the answers

What is the definition of project management according to Van der Waldt and Fox (2015)?

The means by which projects are managed and change is achieved Signup and view all the answers

What is the primary purpose of the PMBOK?

To promote a common vocabulary within the project management profession Signup and view all the answers

What are the three factors that projects are typically carried out under?

Cost, time, and scope Signup and view all the answers

What is the primary reason for classifying projects based on their characteristics?

To understand the level of uncertainty and risk involved Signup and view all the answers

What is the main difference between a manufacturing project and a research project?

The degree of new technology involved Signup and view all the answers

What is the purpose of the project hand-off method?

To ensure that each team assumes ownership of the project Signup and view all the answers

What is the primary goal of project management?

To balance the triple constraints Signup and view all the answers

What is the main characteristic of a new product development project?

High degree of uncertainty and risk Signup and view all the answers

What is the purpose of the triple constraints triangle?

To illustrate the relationship between cost, time, and scope Signup and view all the answers

What is the main difference between a construction project and a systems project?

The degree of new technology involved Signup and view all the answers

What is the primary benefit of using the PMBOK?

It promotes a common vocabulary within the project management profession Signup and view all the answers

What is the main objective of the South African Airways (SAA) Aircraft Procurement Programme?

To meet the company's strategic objectives Signup and view all the answers

What is the role of a Programme Manager in the SAA Aircraft Procurement Programme?

To oversee the entire programme Signup and view all the answers

What is a portfolio in the context of project management?

A collection of programmes and projects Signup and view all the answers

What is the main difference between a project and a programme?

The level of strategic focus Signup and view all the answers

What is the main benefit of generating energy from renewable sources in the local economy?

Money remains in the local economy Signup and view all the answers

What is the purpose of the EOS Program?

To promote the use of rooftop solar PV generation Signup and view all the answers

How much PV will be installed under the EOS contract?

500 kW Signup and view all the answers

What is the benefit of the Municipality getting first-hand experience in understanding the barriers to PV?

To test its own policies and practices Signup and view all the answers

What is an example of a programme under the SAA portfolio?

International Route Expansion Programme Signup and view all the answers

What is the main goal of the eThekwini Municipality in terms of renewable energy?

To increase the amount of locally produced renewable energy Signup and view all the answers

What is the primary aim of the project in the case study?

To provide opportunities for learning about photovoltaic installations for municipal officials and the public Signup and view all the answers

What is the project implementation timeframe for the case study?

2015/2016 municipal financial year Signup and view all the answers

What is the purpose of the EOS – Technical Assessment project?

To complete a detailed technical assessment of each building for PV systems Signup and view all the answers

What is the last stage of the project implementation outlined in the case study?

Learning and Outreach Signup and view all the answers

What is one of the critical success factors over the stages in the project life cycle, according to Pinto and Prescott (1988)?

Project Mission Signup and view all the answers

What is the benefit of the project in terms of reducing carbon emissions?

To reduce the carbon emissions of eThekwini Municipality Signup and view all the answers

What is the timeframe for the Project Scoping stage of the project?

Feb 2014 – April 2014 Signup and view all the answers

What is the purpose of the Consultants in the EOS – Technical Assessment project?

To carry out detailed designs for all PV systems and provide generation/yield forecasts and cost estimates Signup and view all the answers

What is one of the reasons why projects fail, according to page 12-14 of the prescribed book?

Lack of project mission Signup and view all the answers

What is the focus of the Learning and Outreach stage of the project?

Providing opportunities for learning about photovoltaic installations Signup and view all the answers

What is the primary purpose of Client Acceptance in project management?

To obtain client approval of completed project work Signup and view all the answers

What is the main benefit of using project management tools and techniques?

To deliver projects on time, within budget, and according to scope Signup and view all the answers

What is a critical factor in achieving a successful project?

Having a motivated team with high morale Signup and view all the answers

What is the purpose of Monitoring and Feedback in project management?

To provide comprehensive information during project implementation Signup and view all the answers

What is a common consequence of ineffective project management?

Waste of project resources Signup and view all the answers

What is the primary purpose of Communication in project management?

To provide an appropriate network and necessary data to all key actors Signup and view all the answers

What is the primary objective of a project?

To deliver a product or service on time and within budget Signup and view all the answers

What is a critical project success factor?

Top management support and project schedule plan Signup and view all the answers

What is the purpose of a project management tool such as a Gantt chart?

To simplify complex projects and track progress Signup and view all the answers

Why is it essential to have a flexible project plan?

To accommodate changes and variances in the project scope Signup and view all the answers

What is the primary reason why the hand-off method is not suitable for large and complex organizations?

It is not scalable and cannot handle complex product development Signup and view all the answers

What is the primary goal of a project in an organization?

To improve the operation of an organization Signup and view all the answers

What is the key difference between organizational processes and projects?

Organizational processes are ongoing, while projects have a definite beginning and end Signup and view all the answers

What is the purpose of a programme in an organization?

To coordinate the management of a group of related projects Signup and view all the answers

What is the primary characteristic of a project?

It is a temporary endeavour with a definite beginning and end Signup and view all the answers

What is the main difference between a project and project management?

A project is a task, while project management is the process of managing it Signup and view all the answers

What is the primary reason why a project manager is assigned to a project?

To manage a specific phase of the project development Signup and view all the answers

What is the goal of project management in an organization?

To ensure the project achieves its functional, quality, usability, and reliability requirements Signup and view all the answers

What is the primary benefit of a programme in an organization?

It bridges the gap between corporate strategy and projects Signup and view all the answers

What is the main difference between a project and an organizational process?

A project produces a unique output, while an organizational process produces a repetitive output Signup and view all the answers

Study Notes

Introduction to Project Management

Project management is a powerful tool to deliver products and services on time, within budget, and according to quality specifications.
It involves continually evolving and reinventing methods of operation to remain abreast of rapidly changing business conditions.

Defining a Project

A project is a series of activities and tasks with a specific objective to be completed within a specified timeframe, budget, and resources.
A project has a defined start and end date, consumes human and other resources, and is multi-functional.

Attributes of a Project

A project has an established objective.
It has a specified life span with a specified beginning and end.
It may involve something that has never been done previously.
It requires across-the-organisation participation and usually involves a group of people with different skill sets and strengths to achieve the desired outcome.
It has specific time, cost, and performance outcomes.

Components of a Project

Milestones: tasks of zero duration that show an important achievement in a project.
Activities: scheduled phases in a project plan with a distinct beginning and end.
Deliverables: tangible or intangible goods or services produced as a result of a project that are intended to be delivered to a customer.

Defining Project Management

Project management is the application of knowledge, skills, tools, and techniques to project activities to meet project requirements.
It involves utilising resources effectively by applying relevant management processes and functions.

Project Management Body of Knowledge (PMBOK)

Provides guidelines for managing individual projects and defines project management-related concepts.
Describes the project management process groups and its related processes, as well as the project life cycle and its stages.

Types of Projects

Can be classified based on their specific product or end-result, as well as factors such as size, duration, industrial sector, geographical location, complexity, and urgency.
Examples of project types include manufacturing, research, administrative, construction, systems, event, and new product development projects.

The Triple Constraint

Projects are carried out under certain constraints – traditionally, they are cost, time, and scope.
These three factors are represented as a triangle, and project managers must balance them to deliver projects successfully.

Organisational Processes and Projects

Organisational processes are ongoing, permanent, and have predefined work assignments.
Projects are temporary, have a definite beginning and end, and produce unique output or deliverables that improve or amend existing organisational processes.

Portfolios, Programmes, and Projects

A programme is a collection of interrelated projects working together to achieve a common objective.
A portfolio is a collection of projects, programmes, and other work grouped together and managed in a coordinated way to achieve strategic business objectives.
Portfolios deal with all projects in an organisation, while programmes and projects are subsets of portfolios.### Project Life Cycle
The project life cycle is a crucial framework for carrying out projects successfully

Critical Success Factors

Understanding why projects fail is important to ensure project success
10 critical success factors were identified by Pinto and Prescott (1988):
- Project Mission: Clear objectives and general direction
- Top Management Support: Provision of fundamental resources for successful project delivery
- Project Schedule Plan: Comprehensive description of individual tasks and timelines
- Client Consultation: Communicating with and paying attention to all impacted parties
- Personnel: Staffing, selection, training, and development of the necessary project team
- Technical Tasks: Availability of technology and expertise to complete specific technical requirements
- Client Acceptance: Getting acceptance of completed project work by the client
- Monitoring and Feedback: Provision of comprehensive information and results during project implementation
- Communication: Provision of an appropriate network and necessary data to all key actors
- Trouble Shooting: Ability to handle unexpected crises and deviations from the plan