Unit 6: Project Management

Welcome to the unit on project management. In this unit, you will learn the difference between program management and project management. You will also be introduced to InsideNGO’s PMD Project Phase Model and the steps in the project management cycle. You will learn about essential skills in project management, including managing scope, time, resources, risk, justification, and communication.

Learning Objectives

Upon completion of this unit, you will be able to:

1. Compare and contrast program management and project management;
2. Identify the six phases of project management;
3. Explain the typical constraints that impact project management; and
4. Describe the skills required of a project manager.

Learning Activities

• Video: What Does a Project Manager Do? (10 min)

  Project management requires the application of leadership skills, the use and generation of data, and utilization of organizational tools. To begin this unit on project management, watch a video with Raleigh Watts (USA). In this video, Mr. Watts talks about the important components of managing a project.

  Instructions: Tap the video to play.
• Video: The Essentials of Project Management (17 min)

  Project management differs from program management. Programs are broader and often contain within them several “projects” that start and finish during the program’s life. A program has a goal or a mission, and the projects within it are aligned with that mission or goal. Watch a short lecture by Ann Downer (USA) on the essentials of project management. In this lecture Dr. Downer discusses the differences between project management and program management, describes the steps in the project management cycle, explains the typical constraints that can impact a project, and provides an overview of the skills needed for project management.

  Instructions: Tap the video to play.
• Self-Reflection: Constraints Triangle (15 min)

  Using the notion of the Constraints Triangle that Ann Downer presented, think about a project you have worked on recently or one from the past that is particularly memorable.

  In your journal, describe the scope of the project, the costs, and time constraints that were expected when it was planned. 

  • Did any of these three elements change during the life of the project? 
  • How did that impact the other elements? How did it impact quality?

  • In your opinion, which of the three constraints is the most difficult to deal with in your organization? Why?

   

  After you have written your response, tap the Compare Answer button to reveal additional information.

  Compare Answer

  The following are key points to remember when thinking about the constraints triangle (scope, cost, and time):

  • Scope: Your project scope should contain a list of deliverables that will be addressed by the project team, within a defined time frame. Your scope will look at the outcomes of the project that is being completed and help you define the path to completion. A successful project manager will know to manage both the scope of the project and any change in scope that can impact the time and cost of the project.
  • Cost: Budgets ensure that a project is developed or implemented below a defined cost ceiling. Remember, your scope and time are part of the cost algorithm. It is crucial for the project manager and the organization to have an estimated cost when starting a project.
  • Time: A project's activities can either take a shorter or longer amount of time than expected to complete. Completion of tasks depends on a number of factors (for example, number of people on the project, stakeholders, experience, skills, etc.). Time is a critical component to any project, and it is sometimes difficult to control. Failure to meet project deadlines can create adverse effects and, often, it can become the main reason for organizations to fail on completing a project.
• Video: Skills for Project Management (15 min)

  Project management requires special skills. Project managers must be able to manage time, resources, and risk. They must also be able to articulate or justify the project with stakeholders. Watch this interactive lecture, narrated by Ann Downer (USA), as she discusses each of these five main skills in more depth.

  Instructions: Tap the video to play.
• Reading: Step-by-Step: Workplans: A Program Management Tool (2 hours)

  The following reading is a self-study packet developed by the US Centers for Disease Control and Prevention (CDC) that is intended to guide you through the process of developing a workplan. The materials in this packet are organized so that you can focus on what is relevant to your learning needs. Designing a workplan is intended to make the job of managing your program more efficient and effective.

  Click here to open a PDF version of the reading. This PDF will open in a new screen. Click here to open a PDF version of the reading. This PDF will open in a new screen.

  Source: Step by Step: Step 2, Work plans: A Program Management Tool. United States Centers for Disease Control and Prevention. By René Lavinghouze MA and Kathleen Heiden RDH, MSPH.

• Activity: Analyze Your Workplan (30 min)

  Instructions: After reviewing the Step 2, Workplans document, think of a program or project you have worked on in the past.

  • In what ways was the workplan process successful? How did that impact the project?
  • What could have been improved in the workplan process? How did these issues impact the project?
  • In considering the following components, and the questions at the bottom of the Tip Sheets, how could you have improved these?
    • Developing goals (Tip Sheet #4)
    • Developing measures of success (Tip Sheet #5)
    • Writing effective objectives (Tip Sheet #6)
    • Developing appropriate activities that will assure you achieve your goals and objectives (Tip Sheet #7)
    • Using data to assess progress (Tip Sheet #8)
• Video: Lessons Learned (5 min)

  As a project manager, tensions can arise between the long-term priorities of an organization or program and the targeted priorities of a project. Sometimes an organizational push to expand a project to benefit a program can jeopardize the quality or shift the priorities of a project. Watch this short video with Raleigh Watts (USA) and Solmaz Shotorbani (USA). In this video, Mr. Watts and Ms. Shotobani share a story with you on project management and lessons they have learned as experienced project managers.

  Instructions: Tap to play the video.

  After watching the video, reflect in your journal on lessons learned by writing a story about a project you worked on where things did not go as planned.

  • How was the end result different from the planned result? 
  • How was the decision made about trade-offs (i.e., cost, scope, time or quality)? 
  • Who decided? 
  • How was communication handled about changes to the plan?

  Credit: University of Washington

  After watching the video, reflect in your journal on lessons learned by writing a story about a project you worked on where things did not go as planned.

  • How was the end result different from the planned result? 
  • How was the decision made about trade-offs (i.e., cost, scope, time or quality)? 
  • Who decided? 
  • How was communication handled about changes to the plan?
• Optional: Group Discussion (15 min)

  If you are taking this course with a partner or in a group setting, have a conversation about your leadership and management experience by discussing the following questions:

  • How useful is the Constraints Triangle to you in terms of helping you to manage projects and communicate with others about change?
  • How might you use it in the future to guide your work?
  • What skills do you feel you need to develop in project management?
  • How might you set about developing these?
• Quiz: Knowledge Assessment (15 min)

  Assess your knowledge about the concepts you learned on project management by answering five questions.

  Instructions: Tap the correct answer, then tap the Feedback button to reveal the correct answers and additional information.

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  1.True or False: Program management and project management are essentially the same thing.

  True

  False

  Feedback

  The correct answer is False. Project management and program management have some similarities, but they are not the same. Projects are a part of larger programs and are tied to particular budgets, deadlines, and scopes of work. Project management is the application of knowledge, skills, tools and techniques to project activities, to meet project requirements. In program management, you are coordinating and managing a group of related projects. Programs may include elements of related work outside scope of the discrete projects in the program.

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  2.Which of the following is NOT one of the four elements of the Constraints Triangle. Select the correct answer.

  A. Cost

  B. Stakeholders

  C. Quality

  D. Timing

  E. Scope

  Feedback

  The correct answer is B. Cost, timing, and scope are the three elements that make up the constraints triangle. The constraints triangle is used by managers to analyze what difficulties may arise when implementing a project. While quality is not part of the constraints triangle, it is the ultimate objective of every delivery item and project. Even with limited resources, quality should remain critical in every stage of the project.

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  3.You are a project manager and are told that rather than training the new employees on the four content areas you were given, now they want to include six more areas – which will be labor intensive to create from scratch. This is an example of which kind of constraint?

  A. Time

  B. Budget/resources

  C. Scope

  Feedback

  The correct answer is C. Remember, project scope refers to defining the objectives and the factors to be considered to make the project successful.

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  4.Which one of the six phases of project management is emphasized throughout the project’s lifetime.

  A. Identification and design

  B. Setup/initiation

  C. M&E and control

  D. Planning

  E. Implementation

  F. Transition

  Feedback

  The correct answer is C. A project will undergo all six stages during its life cycle. Project monitoring and control enable you to take the necessary measures so that the operation of the project continues to run smoothly.

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  5.Project managers manage all of the following aspects of a project. Match the term with the correct description.

  Try to detect these in advance, measure them, and assess their likelihood. -- Scope Time Resources Risk Justification Communication Managing the parameters of the project. -- Scope Time Resources Risk Justification Communication Identifying why the project is important to maintain motivation throughout the project. -- Scope Time Resources Risk Justification Communication You can use a Gantt Chart to help you manage this. -- Scope Time Resources Risk Justification Communication You will do this with staff, stakeholders, contractors, and funders. -- Scope Time Resources Risk Justification Communication Identifying why the project is important to maintain motivation throughout the project. -- Scope Time Resources Risk Justification Communication Feedback

  The correct answers are:

  • Scope: Managing the parameters of the project.
  • Time: You can use a Gantt Chart to help you manage this.
  • Resources: Ensuring you have enough finances, staff, and supplies to complete the project.
  • Risk: Try to detect these in advance, measure them, and assess their likelihood.
  • Justification: Identifying why the project is important to maintain motivation throughout the project.
  • Communication: You will do this with staff, stakeholders, contractors, and funders.

  Project management is often represented on the constraints triangle that was presented in this unit. A successful project manager will keep a balance between the triangle constraints so that the quality of the project is not compromised. There are many tools and techniques that are available to help you face the challenges related to the triangle constraints. A good project manager will use appropriate tools to execute the project successfully.

• Self-Reflection: Learning Action Plan (15 min)

  Putting your learning into action is essential to knowledge transfer, applying the knowledge you gained in this unit, and retaining that information in the future.

  Take a moment to reflect on what you’ve learned in this unit. After reflecting, in your journal, write:

  • Four things you learned in the unit.
  • Three things you will implement:
    • Today;
    • Six months from now; and
    • One year from now.
  • Two things that changed your perspective.
  • One thing you will ask for more help with.
• Reading: Conclusion (5 min)

  Project Management is a broad topic involving specific skills that individuals need to continually refine throughout their careers. In this unit, you learned the difference between program management and project management. You were introduced to InsideNGO’s PMD Project Phase Model and explored the typical constraints that can impact a project. You also learned about essential skills in project management, including: managing scope, time, resources, risk, justification, and communication.