Managing the Implementation of Development Projects Course Overview and Introduction

1. Managing the Implementation of Development ProjectsCourse Overviewand Introduction

2. Module 1Understanding the Project and Project ManagementSession 1.1 Structure of the Course and the Module

3. Instructional Objectives The learner will be able to describe: • The overall structure of the course and how it was derived • The instructional approach used • The learning tools available to support the learner • The role and responsibilities of the learners in the course • The instructional objectives for Module 1

4. Course Structure Modules: 1. Understanding the Project and Project Management 2. Structuring the Project Organization 3. Building the Team 4. Analyzing the Project Context 5. Refining Objectives, Scope, and Other Project Parameters 6. Preparing the Work Breakdown Structure 7. Planning and Scheduling with the Critical Path Method 8. Getting Management Approval and Support 9. Designing Control and Reporting Systems (Time, Cost, Resources, and Scope (Performance and Quality)) 10. Organizing Procurement 11. Executing and Controlling the Work 12. Terminating the Project

5. Instructional Approach Module 1. Understanding the Project and Project Management Session 1. Understanding Project Management Session 2. The Project Life Cycle (Exercise in Team Building) Session 3. The Project Preparation and Analysis Process Session 4. Understanding the Project Analysis Report Lectures Group Activities Case Study

6. Learning Tools • Module Outline • Module Overview • Module Instructional Objectives • On-the-Job Project Management Tasks • Sessions • Session Outline • Instructional Objectives • Optional Readings • Homework Assignments • Session Schedule • Self-Assessment Questions and Answers

7. Module 1 Outline Outline for Module 1 Understanding the Project and Project Management Overview This module introduces the concepts of a project, the project life cycle, and systematic project management. The module also describes the process of analyzing a project at the feasibility and design phases, examines the contents of a typical project analysis report, and discusses when a project manager should call for a reassessment of the analyses on which the project’s design is based. . . . Instructional Objectives 1. At the end of the module, learners will be able to describe what is meant by a project, project management, the project life cycle, and a systematic process of project management. 2. Given a Project Analysis Report (PAR), learners will be able to analyze its content and, using a worksheet, will be able to summarize the key parameters of a project, including objectives, deliverables, budget, schedule, and organizational relationships. . . . Sessions Session 1.1 Understanding Project Management Session 1.2 The Project Life Cycle (Exercise in Teambuilding) Session 1.3 The Project Preparation/Analysis Process Session 1.4 Understanding the Project Analysis Report . . . On-the-Job Tasks for the Project Manager Review the existing project documentation (e.g., Project Analysis Report) to understand the project’s history. Identify end-of-project objectives and deliverables. . . .

8. Module 1 Session 1.1 Outline • Outline for Session 1.1 • Understanding Project Management • Speaker: • Date and Time: • Instructional Objectives • At the end of this session the learner will be able to: • 1. Describe what is meant by: • A project • Project management • Project life cycle • 2. Describe the World Bank Project Life Cycle and contrast it with a project life cyclethat a typical country might use. • 3. Distinguish among the following: program, project, ongoing operational work. • . . . • Session Schedule • Introduction to the course. 5 minutes • Lecture 1.1.1. Structure of the Course and the Module. 10 minutes • Introductions by participants. 20 minutes • Lecture 1.1.2. Understanding Project Management. 30 minutes • Discussion. 10 minutes • Activity 1.1.1. The World Bank Project Life Cycle (Reading from the ILO). 15 minutes • Discussion. 10 minutes • . . . • Class Handouts

9. Self-Assessment Questions • Use to • Plan study • Test your knowledge • Guide your review of lecture content

10. Learner’s Role and Responsibilities • Plan your study • Ask questions • Participate in discussion • Participate in group work • Share your knowledge with others

11. Administrative Arrangements • Meeting time(s)/dates: • Meeting place(s): • Break times: • Homework assignments: • Grading policy: • Location of washroom and other facilities: • Instructor office hours: • Special instructions:

12. Summary and Look Ahead • Topics covered: • Course structure • Instructional approach • Learning tools • Learner’s role • Instructional objectives • (Module 1 and Session 1) • Administrative arrangements

13. Coming Up and Looking Ahead Session 1. Basic Terminology Session 2. Working in a Group Session 3. Understanding Project Analysis Session 4. Analyzing a Project Analysis Report (PAR) Case Study

14. Module 1Understanding the Project and Project ManagementSession 1.1a Understanding Projects and Project Management

15. Instructional Objectives • By the end of this session, the learner should be able to describe what is meant by: • A project • Project management • Project life cycle • Systematic management process

16. Instructional Objectives (continued) • Discriminate between a program, a project, and ongoing operational work. • Describe the World Bank Project Life Cycle and contrast it with a project life cycle that a typical country might use. • Describe ten critical success factors in project management. • In addition, the learner should be able to match the terms on the session outline with their definitions.

17. What Is a Project? • Temporary, organized human endeavor to provide a solution to an identified need • Characteristics of a project: • Seeks to accomplish specific objectives • Produces deliverables (end items) • Has a clear beginning and end • Is unique • Is bounded by schedule, budget, resources, performance, and other requirements

18. Program = a group of related projects Operations = ongoing functional work (never ending)

19. The Project Life Cycle Definition Design Implementation Termination Time • Projects are a series of actions or processes. • A life cycle is a series of actions or processes that are sequentially organized and grouped into phases. • The process structure of a project is its life cycle.

20. World Bank’s Project Life Cycle 1. Project identification (Feasibility) 2. Project preparation (Design) 3. Project appraisal (Approval) 4. Negotiations 5. Project implementation and supervision 6. Evaluation of project (Ex Post) Identification (Feasibility) Preparation (Design) Appraisal (Approval) Negotiation Implementation (Supervision) Evaluation (Ex Post) Time

21. Typical Project Life Cycle for a Country Identifcation Preparation Approval Financing Implementation Operations Phase or Stage Ex Post Evaluation Project Profile Prepared and Budget for Feasi- bility Study Product or Process or Deliverable Pre- feasi- bility Study Feasibility Study/ Preliminary Design Project Proposal for Project Financing Donor Agreement included in Capital Budget Final Design Cons- truction 1 2 3 4 5 6 7 Decision maker Sector Ministry Sector Ministry, Planning Unit and Ministry of Finance Sector Ministry Central Planning Unit and Ministry of Finance Financing Institution Sector Ministry Sector Ministry

22. Phases and Subphases of the Project Life Cycle Conception Development Approval Implementation Termination Subphases of Implementation Phase Planning Procurement Execution Project approved Plan approved Contract signed Construction finished = Accomplishments or milestones

23. Benefits of a Defined Project Life Cycle • Establishes a common framework for developing the project • Defines the system for managing projects, including phases and decision points • Provides a common language for the development process • Institutionalizes a management system • Improves communication, coordination, and control

24. What Is Project Management? • The use of resources to accomplish project objectives • Includes • Applying knowledge, competencies, and skills • Defining, planning, scheduling, and controlling • Leadership, communicating, and coordinating • Starting up and dissolving project teams • Balancing requirements, schedule, and resources • Being sensitive to people • Managing both deliverables and processes

25. Systematic Process for Managing Project Implementation 1. Understand the project 2. Structure the organization 3. Build the team 4. Analyze the context 5. Refine objectives, scope, and other project parameters 6. Prepare the work breakdown structure (WBS),Responsibility Matrix, and Master Summary Schedule 7. Plan and schedule with critical path method (CPM) 8. Obtain management approval 9. Design control and reporting systems (Time, Cost, Resources, and Scope (Performance and Quality)) 10. Organize procurement 11. Execute and control the work 12. Terminate the project

26. Systematic Project Management • 1. Understand the project • Clarify problems and project objectives • 2. Structure the organization • Clarify organizational relationships and roles • Recruit the team • 3. Build the team • Develop individuals into a cohesive team

27. Systematic Project Management (continued) • 4. Analyze the context • Determine the outside factors that might influence the project • Contemplate response • 5. Refine objectives, scope, life cycle, organization, risks, schedule, resources, and budget • Review the PAR • Refine key parameters

28. Systematic Project Management (continued) • 6. Prepare the work breakdown structure (WBS), Responsibility Matrix, and Master Summary Schedule • Organize all project deliverables and components hierarchically • 7. Plan and schedule with critical path method (CPM) • Prepare detailed activity-based schedule • Identify dependencies • Allocate resources to activities • 8. Obtain management approval • Present Project Implementation Plan to management before start of execution subphase

29. Systematic Project Management (continued) • 9. Design control and reporting systems • Prepare tracking and reporting systems for scope changes, progress, and expenditures • Operationalize systems • 10. Organize procurement • Prepare for letting and managing contracts • Procure services, equipment, and works

30. Systematic Project Management (continued) • 11. Execute and control work • Begin work on deliverables • Track and control progress • 12. Terminate the project • Disband the project team • Turn control over to operations personnel

31. Systematic Process for Managing Project Implementation 1. Understand the project 2. Structure the organization 3. Build the team 4. Analyze the context 5. Refine objectives, scope, and other project parameters 6. Prepare the work breakdown structure (WBS), Responsibility Matrix, and Master Summary Schedule 7. Plan and schedule with critical path method (CPM) 8. Obtain management approval 9. Design control and reporting systems (Time, Cost, Resources, and Scope (Performance and Quality)) 10. Organize procurement 11. Execute and control the work 12. Terminate the project

32. Summary • We have discussed: • Projects • Project Life Cycle • Project Management of the implementation phase

33. Review Questions • What is a project? • What is project management? • How does project management differ from managing ongoing operations?

34. Review Questions (continued) • What is the project life cycle? • What are the advantages of a well-defined life cycle? • Why do life cycles vary by organization and projects? • What is systematic project management, and what are its benefits?

35. Remember. . . Failure to plan is planning to fail!