Session four- project execution.pptx
- 2. PROJECT EXECUTION Project Execution is the third phase of the project management lifecycle. In this phase, the project plan is put into action, and the project team works towards achieving the project objectives. The project manager's role is to ensure that the project is executed according to plan and that any changes to the plan are properly managed it is crucial for the project manager to monitor and control the project's progress, ensuring that it remains on track and within budget while meeting the quality standards set out in the plan. The project manager is also responsible for managing risks, changes, issues, and communication with stakeholders to ensure the project's success. Here are the key activities involved in the Project Execution phase:
- 3. BUILDING DELIVERABLES The project manager should also establish clear expectations and deadlines for team members and provide regular feedback on their work. The project manager needs to ensure that team members have the resources and support they need to complete their tasks, such as tools, equipment, and training. To build deliverables effectively, the project team needs to be coordinated and managed by the project manager. The deliverables should meet the quality standards and requirements specified in the project plan. During the project execution phase, one of the key activities is to build deliverables. Building deliverables involves creating the product, service, or result that the project was initiated to achieve.
- 4. The building of deliverables should be tracked using project management tools such as Gantt charts, progress reports, and performance metrics. This allows the project manager to monitor the progress of each task and identify any potential issues or delays early on. The project manager should encourage open communication and collaboration among team members to ensure that they work together effectively and complete their tasks on time. Overall, building deliverables is a critical activity during the project execution phase as it represents the tangible output of the project. The project manager should ensure that the deliverables meet the quality standards and are completed on time and within budget.
- 5. Monitor and Control The main activities involved in this phase are: During this phase, the project manager and team members monitor the project's progress, identify variances or deviations from the project plan, and take corrective actions to bring the project back on track. The "Monitor and Control" phase is a crucial part of project execution.
- 6. Activities of monitoring and control during project execution 1. Monitor project progress: The project manager tracks the project's progress against the project plan and identifies any deviations or risks that might impact the project's success. 2. Evaluate project performance: The project manager evaluates the project's performance in terms of time, cost, scope, quality, and stakeholder satisfaction. 3. Take corrective actions: Based on the project performance evaluation, the project manager takes corrective actions to address any deviations or risks identified during the monitoring process. This might involve revising the project plan, adjusting resource allocation, or redefining project goals.
- 7. 4. Update project documentation: The project manager updates the project documentation to reflect any changes made during the "Monitor and Control" phase. This includes revising the project plan, risk management plan, and other relevant documents. 5. Communicate with stakeholders: The project manager communicates project progress, issues, and risks with stakeholders to ensure that everyone is informed about the project's status. 6. Report project status: The project manager prepares project status reports and presents them to stakeholders, including the project sponsor, steering committee, and other relevant parties.
- 8. Perform Time Management Project Time Management is a crucial aspect of project management that involves planning, scheduling, monitoring, and controlling the time required to complete a project successfully. In the Project Execution Phase, project managers need to implement the Time Management plan to ensure that the project is completed on time, within budget, and meeting the expected quality standards.
- 9. The key processes and techniques involved in Time Management in Project Execution Phase. 1. Define Project Activities The first step in Project Time Management is to define project activities. This involves breaking down the project deliverables into smaller, manageable tasks that can be scheduled and assigned to team members. The project manager should work with the project team to identify all the tasks required to complete the project and ensure that they are included in the project schedule.
- 10. 2. Develop Project Schedule Once the project activities have been identified, the next step is to develop the project schedule. The project schedule is a timeline that outlines when each task will be completed and how long it will take. It also includes any dependencies between tasks, which means that some tasks cannot be started until others are completed. The project manager should use project management software to create the project schedule and ensure that it is realistic and achievable. 3. Assign Resources In this step, the project manager needs to assign resources to each task in the project schedule. This includes determining the number of team members required to complete each task, their skill sets, and availability.
- 11. 4. Monitor and Control Project Schedule Once the project schedule has been developed and resources have been assigned, the project manager needs to monitor and control the project schedule. This involves tracking the progress of each task and comparing it to the planned schedule. This could involve re-assigning resources, adjusting the project schedule, or making changes to the project plan. 5. Use Project Management Software To manage the project schedule effectively, project management software can be used.
- 12. Project cost management is a crucial aspect of project management that involves planning, estimating, budgeting, financing, funding, managing, and controlling project costs. It is essential to ensure that the project is executed within the approved budget and that the project objectives are met. Project cost management in the project execution phase has following significant activities
- 13. a. Review the Project Budget: •The project manager should review the project budget and ensure that it is accurate and up-to-date. •The budget should include all the expenses that are necessary to complete the project successfully. •The project manager should also ensure that the budget is aligned with the project plan and the project scope b. Monitor Project Costs: •The project manager should monitor project costs throughout the project execution phase to ensure that the project is within the approved budget. •This involves tracking actual costs against the planned costs and adjusting where necessary. •The project manager should also identify and address any cost overruns or potential cost overruns as soon as they are identified
- 14. C. Update Cost Estimates: During the project execution phase, the project manager should update the cost estimates regularly to ensure that they remain accurate. This involves reviewing the project plan and adjusting based on actual costs, changes in scope, or other factors that may impact project costs. It is also essential to communicate any changes in cost estimates to stakeholders. D. Control Project Costs: The project manager should implement strategies to control project costs during the project execution phase. This involves identifying and managing risks that could impact project costs, implementing cost-saving measures where possible, and ensuring that project resources are utilized efficiently.
- 15. E. Manage Vendor Contracts ■ If the project involves working with vendors, the project manager should manage the vendor contracts carefully to ensure that project costs are managed effectively. ■ This involves negotiating favorable terms and conditions, monitoring vendor performance, and managing any changes to the scope of work or contract terms. F. Communicate with Stakeholders ■ Throughout the project execution phase, the project manager should communicate regularly with stakeholders to keep them informed about project costs. ■ This involves providing regular status updates, sharing cost reports, and addressing any questions or concerns that stakeholders may have about project costs.
- 16. Project quality management Project quality management is the process of ensuring that a project meets its intended objectives and that its outcomes meet or exceed the expectations of stakeholders. It is a critical aspect of project management, and it involves a range of activities and processes to ensure that project deliverables are of high quality. The project execution phase is the stage in the project life cycle where the project plan is put into action, and the project team works to complete the project objectives. During this phase, it is essential to maintain a focus on project quality management to ensure that the project is completed successfully. The following are some of the key activities involved in project quality management during the project execution phase:
- 17. 1. Quality planning: This involves identifying the quality standards that will be used to measure project performance and determine the quality objectives that must be met. This includes creating a quality management plan, which outlines how quality will be monitored and managed throughout the project. 2. Quality assurance: This involves ensuring that the project is being executed in accordance with the quality management plan. This includes conducting audits and reviews to verify that quality requirements are being met and taking corrective action when necessary. 3. Quality control: This involves monitoring the project's progress to ensure that the project deliverables are meeting the quality standards established in the quality management plan. This includes conducting inspections and testing to identify any defects or issues that need to be addressed.
- 18. •Changes to the project scope, timeline, or budget can impact project quality. •It is therefore essential to manage changes carefully to ensure that the project quality objectives are not compromised. 4. Change management: •Project risks can impact project quality. •It is therefore essential to manage risks proactively to mitigate their impact on project quality. 5. Risk management:
- 19. Effective project quality management during the project execution phase: 1. Involve stakeholders in quality planning: Stakeholders should be involved in the development of the quality management plan to ensure that their expectations are being met. 2. Use data to inform decision-making: Data should be used to monitor and measure project quality, and to make informed decisions about corrective action. 3. Maintain open communication: Open communication between project team members, stakeholders, and sponsors is essential to identify and address quality issues promptly. 4. Use quality metrics: Use metrics to measure project quality and identify areas for improvement. 5. Conduct Conduct regular reviews: Conduct regular reviews of project quality to ensure that the project is on track and that quality objectives are being met.
- 20. Perform Change Management Change is inevitable in every project, regardless of its nature or scope. As a project manager, one of your primary responsibilities is to manage change effectively to ensure that your project is successful. Change management is a structured process that helps you identify, document, approve, and control changes that affect the project's scope, schedule, or budget. The steps involved in performing change management in project execution are:
- 21. Step 1: Identify Change Requests. • The first step in change management is to identify all change requests that affect the project's scope, schedule, or budget. • Change requests can come from a variety of sources, including stakeholders, team members, or external factors. • As a project manager, it's your responsibility to evaluate each change request to determine its impact on the project's objectives and constraints. 1 Step 2: Document Change Requests •Once you've identified a change request, the next step is to document it in detail. •This documentation should include information such as the reason for the change, the proposed solution, the estimated impact on the project's objectives, and any associated risks or issues. •By documenting each change request, you can ensure that all stakeholders are aware of the proposed changes and can make informed decisions about whether to approve or reject them. 2
- 22. Step 3: Review Change Requests • After documenting each change request, it's important to review them with the project team and relevant stakeholders. • During this review, you should evaluate the proposed changes against the project's objectives and constraints to determine if they align with the project's goals. Step 4: Approve or Reject Change Requests •Based on the review, you should either approve or reject each change request. •If you approve a change request, you should update the project plan, schedule, and budget accordingly. •If you reject a change request, you should document the reasons for the rejection and communicate them to the relevant stakeholders.
- 23. 5. Implement Changes • After approving a change request, the next step is to implement the changes. • This may involve updating the project plan, schedule, or budget, as well as communicating the changes to the project team and relevant stakeholders. • It's important to ensure that all changes are implemented in a timely and effective manner to minimize any potential impact on the project's objectives and constraints. 6. Monitor Changes • Once changes have been implemented, it's important to monitor their impact on the project's objectives and constraints. • This monitoring should be ongoing throughout the project's lifecycle to ensure that any changes are sustainable and have not introduced any new risks or issues. • If any issues arise as a result of the changes, it's important to take corrective action as necessary.
- 24. Perform Risk and Issue Management By following the following steps, you can implement an effective project risk management plan that can help you identify, assess, and mitigate potential risks to your project. Implementing a project risk management plan involves a series of steps that can help identify, assess, and mitigate potential risks to your project.
- 25. 1. Identify the Risks Identify all possible risks that could affect your project by brainstorming with your team, stakeholders, or industry experts. Document these risks in a risk register or spreadsheet. Consider all aspects of the project such as timelines, budget, scope, quality, resources, and communication. 2. Assess the Risks: Once you have identified the risks, assess the probability of each risk occurring and its potential impact on your project. Use a risk matrix to prioritize the risks based on their severity. 3. Plan for Risk Mitigation Develop a mitigation plan for each risk. This should include a detailed description of how you will address the risk, who will be responsible for handling it, and what resources you will need to mitigate it. Consider alternative solutions to reduce the likelihood or impact of each risk.
- 26. 4. Implement the plan • Once you have developed the risk mitigation plan, implement it. • Ensure that everyone on the team is aware of the risks, their impact, and the mitigation plan. 5. Monitor and Control Risks • Continuously monitor the identified risks and update the risk register accordingly. • Evaluate the effectiveness of your mitigation plan and adjust it if necessary. Communicate any changes to your stakeholders. 6. Respond to Risks •If a risk does occur, respond to it according to your mitigation plan. •Ensure that the response is prompt and effective. 7. Learn from the Risks • Finally, evaluate the overall effectiveness of your risk management plan and identify any areas for improvement. • Use this information to refine your risk management processes and improve future projects.
- 27. ■ Some steps to follow when implementing risk plan: 1. Assign Responsibilities: ■ Clearly define who will be responsible for implementing each aspect of the risk mitigation plan. ■ This should include team members, stakeholders, and external parties if necessary. Assign roles and responsibilities to ensure that everyone understands their part in mitigating risks. 2. Communicate the Plan: ■ Once you have identified the risks and developed a mitigation plan, communicate the plan to all stakeholders. ■ Ensure that everyone understands the risks, their impact, and the mitigation plan. ■ Make sure that everyone is aware of the contingency plans and alternative solutions in case the risk materializes.
- 28. 3. Monitor Progress: ■ Regularly monitor the progress of the risk mitigation plan. ■ Check that the team is taking the necessary steps to mitigate risks and that the plan is working as intended. ■ Ensure that any changes to the plan are communicated to the team and stakeholders. 4. Implement Contingency Plans: ■ If a risk materializes despite your mitigation efforts, implement your contingency plans. ■ These plans should be documented in the risk register and should include the steps to be taken if the risk occurs. ■ Ensure that the team is aware of the contingency plans and knows what to do if the risk occurs. 5. Review and Adjust the Plan: ■ Regularly review the risk mitigation plan and adjust it as necessary. ■ This may involve adding new risks, updating the probability or impact of existing risks, or modifying the mitigation strategies. ■ Ensure that any changes to the plan are communicated to the team and stakeholders.
- 29. Performing issue management ■ Performing issue management is an important aspect of project management that involves identifying, tracking, and resolving issues that arise during the project lifecycle. Here are the key steps to perform issue management: 1. Identify Issues ■ Monitor the project closely to identify issues as they arise. ■ This can be done through regular meetings with the project team and stakeholders, status reports, and by reviewing project documentation. ■ Be sure to document each issue as it is identified. 2. Evaluate Issues ■ Once an issue has been identified, evaluate its impact on the project. ■ Determine the severity of the issue and how it will affect the project's timeline, budget, scope, and quality. 3. Develop an Action Plan ■ Develop an action plan to resolve the issue. ■ This should include a clear description of the issue, the steps that will be taken to resolve it, who is responsible for resolving it, and a timeline for completion.
- 30. 4. Implement the Action Plan ■ Once the action plan has been developed, implement it. ■ Ensure that everyone involved is aware of the issue, the action plan, and their responsibilities. ■ Monitor progress and adjust the plan as needed. 5. Monitor Progress ■ Regularly monitor progress to ensure that the issue is being resolved according to the action plan. ■ This may involve holding regular meetings with the project team and stakeholders, reviewing project documentation, and tracking progress against the action plan. 6. Resolve the Issue ■ Once the issue has been resolved, document the outcome and the steps taken to resolve it. ■ This documentation can be used to identify similar issues in the future and to improve the project management process. 7. Communicate the Outcome ■ Communicate the outcome of the issue to the project team and stakeholders. ■ This should include a description of the issue, the steps taken to resolve it, and the impact on the project.
- 31. Performing procurement management Performing procurement management is an important aspect of project execution that involves acquiring goods and services needed to complete the project. Here are the key steps to perform procurement management: 1. Plan Procurements Develop a procurement management plan that outlines the procurement process, procurement schedule, and procurement budget. This plan should also include the selection criteria for vendors, the procurement methods to be used, and the roles and responsibilities of the project team members involved in procurement. 2. Conduct Procurements: Once the procurement plan is developed, solicit bids or proposals from vendors who meet the selection criteria. This can be done through a formal request for proposal (RFP) or a request for quotation (RFQ). Evaluate the bids or proposals using the selection criteria and select the vendor who best meets the project needs.
- 32. 3. Administer Procurements Once the vendor is selected, create a contract or purchase order that clearly outlines the terms and conditions of the procurement. This should include the scope of work, project deliverables, payment terms, and a schedule for completion. Monitor the vendor's performance to ensure that they are meeting the terms of the contract. 4. Close Procurements Once the procurement is complete, verify that all goods and services have been received and that the vendor has been paid according to the terms of the contract. Document the procurement process and the results in the project documentation. This documentation can be used to evaluate the procurement process for future projects. 5. Manage Procurement Risks: Identify and manage procurement risks that may affect the procurement process. This can include risks related to vendor selection, contract negotiations, or performance issues. Develop risk management strategies and contingency plans to minimize the impact of procurement risks on the project.
- 33. Performing acceptance management Performing acceptance management is an important step in project execution that involves obtaining formal acceptance of the project deliverables from stakeholders. Here are the key steps to perform acceptance management: 1. Define Acceptance Criteria The first step is to define the acceptance criteria for the project deliverables. This should be done early in the project lifecycle, and the criteria should be agreed upon with the stakeholders. The acceptance criteria should be specific, measurable, achievable, relevant, and time- bound (SMART). 2. Develop Acceptance Plan Develop an acceptance plan that outlines the steps that will be taken to obtain acceptance of the deliverables. The plan should include the acceptance criteria, who will be responsible for accepting the deliverables, and the process for obtaining acceptance.
- 34. 3. Conduct Acceptance Testing: Perform acceptance testing to ensure that the project deliverables meet the acceptance criteria. This may involve testing, reviewing, and verifying that the deliverables meet the agreed-upon requirements. Acceptance testing should be conducted by the stakeholders responsible for accepting the deliverables. 4. Document Acceptance Document acceptance of the project deliverables. This should include a formal sign-off by the stakeholders responsible for accepting the deliverables. Ensure that the acceptance documentation is stored in a central location for future reference. 5. Manage Change Requests During acceptance testing, stakeholders may identify changes or additional requirements that were not included in the original scope. These change requests should be managed through the project's change control process. Ensure that any changes to the project deliverables are documented, agreed upon, and implemented with stakeholder approval. 6. Closeout the Project Once acceptance has been obtained for all project deliverables, closeout the project. Ensure that all project documentation is complete, and that any final reports or project deliverables have been distributed to the appropriate stakeholders.
- 35. Perform Communications Plan Implementing the communication plan is a critical step in ensuring effective communication throughout the project. Here are the key steps to implement the communication plan: •1. Communicate the Plan Communicate the communication plan to all stakeholders involved in the project. This may include project team members, sponsors, customers, suppliers, and other stakeholders. Ensure that everyone is aware of the communication channels, frequency, and types of information to be communicated.
- 36. 2. Assign Communication Responsibilities Assign communication responsibilities to project team members. Identify who will be responsible for communicating with each stakeholder and what information needs to be communicated. 3. Set Communication Expectations Set communication expectations with stakeholders. Clarify what they can expect in terms of communication frequency, level of detail, and the communication channels that will be used. 4. Update Stakeholders Regularly Update stakeholders regularly according to the communication plan. This may involve sending regular project updates, communicating risks and issues, and sharing project milestones. 5. Monitor Communication Monitor communication to ensure that stakeholders are receiving the necessary information. Address any communication breakdowns or misunderstandings that arise. 6. Adjust the Plan as Needed: Adjust the communication plan as needed based on stakeholder feedback, changes to the project, or changes in stakeholder needs. This may involve changing the frequency or type of communication, or adjusting the communication channels.