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Project
Implementation andmanagement
Module 5 Session 7
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Summary
This session covers the aspects of project
implementation and management from
activation onwards, including factors that affect
project implementation.
Project management as a concept is
considered.
The characteristic of a good project managerare discussed.
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Contents
Introduction to Project Implementation
Project Activation
Project Operation Approaches to Project Implementation
Project Implementation Plan
Factors Affecting Project Implementation Project Management Defined
Aspects of Project Management
Characteristics of a good Project Manager
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Project Implementation
Process whereby project inputs areconverted to project outputs. May be lookedat as:
Putting in action the activities of the project.
Putting into practice what was proposed inthe project document (i.e. transforming theproject proposal into the actual project.)
Management of the project or executing theproject intentions.
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Project Implementation (cont.)
Implementation usually done by implementingagency (organization) that prepared the projectand received funding for it.
Other organizations that participate in theimplementation of the project by way of collaboration, say by according good
working relationship, extending technical advice orseconding their staff to the project
are referred to as co-operating agencies.
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Project Implementation phase
involves:
Project activation, and
Project operation
Project activation This means making arrangements to have the
project started. It involves coordination andallocation of resources to make project operational.
Project operation
This is practical management of a project. Here,project inputs are transformed into outputs toachieve immediate objectives.
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Project operation and
maintenance
Operation and maintenance
To attain value and maximum returns, the
district/municipality or the beneficiaries organizefor the facility to have the project properlymanaged and maintained regularly.
An operation and maintenance manual is
prepared by the contractor and handed to thedistrict / beneficiaries.
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Approaches to project
implementation
Top-down approach
Implementation mainly done by agencies fromoutside the community with limited involvement by
the beneficiaries.Bottom-up approach
Beneficiaries implement the project. Outsideagencies may provide the financial resources and
technical assistance.
Collaborative participatory approach
Both top-down and bottom-up approaches to
project implementation are applied in the process.
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Project implementation plan
(PIP)
If PIP not carried out during the projectdesign process and embodied in the
project documents, it is carried out at theproject activation stage.
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Project implementation plan
includes:
a) The project implementation schedule
This is concerned with:
What activities can produce expectedproject outputs?
What is the sequence of these activities?
What is the time frame for these activities? Who will be responsible for carrying out
each activity?
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Project implementation plan
includes:
The following methods may be used to
answer the above questions:
Gantt chart
Critical Path Method (CPM) or Net work
analysis
Project Evaluation and Review Techniques(PERT)
Simple formats
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What is a GANTT Chart?
The Gantt chart is also referred to as the
progress chart.
It is a chart showing the timing of project
activities using horizontal bars.
It is one of the techniques of project
scheduling, which depicts the frequency of
activities and determines the period of timefor implementation.
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How to determine a GANTT chart
Determine the parts or implementationphases of the project and the sequence inwhich the associated activities shall be
carried out Then estimate the amount of time required
for each activity
List the activities that can be carried out atthe same time and identify those to be carriedout sequentially
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How to construct a GANTT chart
Time represented on the horizontal axis, and
activities on the vertical axis.
Bars are entered to indicate the time period
allocated for each activity and the state of
progress at any particular point in time.
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Example: Maize farming projectActivity
Marketing
Threshing
Harvesting
Weeding
Planting
Preparing seedbed
J F M A M J J A S O N D
Time period/ months
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The Simple Format
ACTIVITY STARTING
DATE
ENDING
DATE
COST RESPONSIBLE
PERSON
REMARKS
- Preparing seed bed
- Planning
- Weeding
- Harvesting
- Storage
- Threshing
- Marketing
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Practical
Develop
a Gantt chart Simple Format
project implementation schedules in relationto the identified projects in the projectidentification session.
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Project implementation plan
(cont.)
b)The role of the implementing agency
The specific responsibilities of the key staff
during project implementation andmonitoring are outlined.
c) Beneficiary participation
The involvement of the beneficiaries inplanning and implementation and what isexpected of them is spelt out.
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Project implementation plan
(cont.)
d) Organizational structure and staffing
Here the following are sought:
Project structure for purposes of management
Qualifications and skills for the staff
Job descriptions and specifications for the staff
Technical assistance if needed
e) Financial management
This looks at funds management, accountingperiod, financial reports and statements and howoften they will be made?
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Project implementation plan
(cont.)
f) Reporting system
This looks at who will be reporting to whom andhow often. There is need to design standard
reporting formats.g)Sustainability
The concept of sustainability is based on belief that
project should result in benefits that have lastingeffect. Project should be sustained beyond the lifeof funding - especially if it is a grant.
Project should not exhaust the available resources
like raw materials and labor.
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Project implementation plan
(cont.)
Time control and remedial action
Time taken to implement project activities is one
measure of successfulness of supervision or
monitoring of project implementation.
Supervisor pays particular attention to time
control measures, time scheduling and its
supervision, time extension and postponement,damages for non-completion and defect or
warranty period.
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Project implementation plan
(cont.)
Supervision of implementation of projectschedule
This involves a set of checks and balances toensure that the schedule is being adhered to.
To ensure that the time schedule is beingadhered to, the project activity time listing can be
of great importance.
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Project Activity Time Listing
Activity
earliest time
Activity
latest time
Activity
code
Activity
Description
Activity
duration
Start Finish Start Finish
Progress
remark
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Practical
Using the Project Activity Time Listing,develop a Project Activity Time Listing table
in relation to the Identified project in projectidentification session, and fill it in.
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Factors affecting project
implementation
Factors that lead tosuccess of projects
Political Commitment
Simplicity of Design
Careful preparation
Good management Involvement of
beneficiaries/community
Factors and problems
that lead to failure ofprojects
Financial Problems
Management problems
Technical problems
Political problems
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Factors affecting project
implementation
Other typical implementation problems
Poor scheduling of projects leading to delays in
Poor scheduling of projects leading to delays in
implementation.
Misallocation of funds
Delay and sometimes lack of counterpart funding
Lack of accountability and transparency
Bureaucracy in decision-making.
Selfishness/nepotism/favoritism by some project
managers.
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Factors affecting project
implementation
Other typical implementation problems (cont.)
Weak monitoring systems
Natural calamities like drought, earthquakes,
landslides, and hailstorms.
Policy changes
Migration of beneficiaries
Lack of team work
Lack of incentives for implementers.
etc
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Project management
Management may be defined as;
Getting things done from the available
resources, the way you want them to be done.
Project management defined
Project Management is an all-embracing term
covering the management of every detail of aproject (Project cycle) and may be defined as,
the process of planning and directing a project
from its inception to its final completion.
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Project management (cont.)
Project management decisions - a necessary
function for setting up a project. It is concerned with:
Forecasting
Setting objectives Policy making
Planning - determines success/failure of project. It
has three (3) main aspects: Programming
Scheduling and
Budgeting
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Project management (cont.)
Project control - To control is to compareactual with planned achievements and take action
to correct any adverse deviations. It involves:
Plans of OperationThese are the result of the planning process of Project
management.
Review and Updating
Review is necessary to determine whether the project is
proceeding according to plan or not. Updating is
recording the state of the project as shown by the
reviews, or of making amendments.
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Project management (cont.)
Project Action- When review has shown aproject to be deviating from plan, action is
required to restore the operation to its planned
characteristics.
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A good project manager should:
have working knowledge in several fields
be able to understand general managerialproblems
have active interest in training anddeveloping subordinates
be able to delegate some tasks tosubordinates
Characteristics of a good
project manager
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A good project manager should:
know the project and understand its objectives
know the systematic process for managingprojects
be able to answer the following questions:
What is the project for?
Why is it required? Whom does it serve?
How is it justified?
How is it going to be used?
Characteristics of a good
project manager (cont.)