Project Management

1. Project Management

2. Unit 6 Project Management • Meaning and components • Fund raising, Finance and budgeting • Staff recruitment and development • Management Information System, Public Relations • Reporting and Documentation: monthly reports; annual reports; project reports; brochures, newsletters URCD 6 Planning & Dev. of Community Projects

3. Project Management: Meaning • A project is a temporary endeavor, having a defined beginning and end undertaken to meet unique goals and objectives usually to bring about beneficial change • Project management is the discipline of planning, organizing, securing and managing resources to bring about the successful completion of specific project goals and objectives. URCD 6 Planning & Dev. of Community Projects

4. Project Management: Meaning • The primary challenge of project management is to achieve all of the project goals and objectives while honoring the preconceived project constraints. • Typical constraints are scope, time, and budget. • The secondary and more ambitious challenge is to optimize the allocation and integration of inputs necessary to meet pre-defined objectives. URCD 6 Planning & Dev. of Community Projects

5. Project Management: components • Fund raising, Finance and budgeting • Staff recruitment and development • Management Information System, Public Relations • Reporting and Documentation: monthly reports; annual reports; project reports; brochures, newsletters URCD 6 Planning & Dev. of Community Projects

6. Fund raising • Fundraising is the process of soliciting and gathering contributions as money or other resources by requesting donations from individuals, businesses, charitable foundations, or governmental agencies. • Sometimes it is also used to refer to the identification and solicitation of investors or other sources of capital for -profit enterprises. • Traditionally, fundraising consisted mostly of asking for donations on the street or at people's doors in the form of face-to-face fundraising • New forms of fundraising such as online fundraising & professional fundraisers (on commission basis) URCD 6 Planning & Dev. of Community Projects

7. Fund raising • Fundraising is a significant way that non-profit organizations may obtain the money for their operations. e.g. student scholarship merit awards for athletic or academic achievement, humanitarian concerns, disaster relief, human rights, research, and other social issues • Many non-profit organizations take advantage of the services of professional fundraisers who may be paid for their services either through fees unrelated to the amounts of money to be raised, or by retaining a percentage of raised funds URCD 6 Planning & Dev. of Community Projects

8. Fund raising • Employ a staff person whose main responsibility is fund raising. This person is paid a salary like any other employee, and is usually a part of the top management staff of the organization URCD 6 Planning & Dev. of Community Projects

9. Types of fundraising • Annual funding from a financial endowment, which is a sum of money that is invested to generate an annual return. • Raise funds through competing for grant funding. Grant (money) is offered by governmental units and private foundations/ charitable trusts to non-profit organizations for certain projects. • A capital campaign is when fundraising is conducted to raise major sums for a building or endowment, and generally keep such funds separate from operating funds. URCD 6 Planning & Dev. of Community Projects

10. Types of fundraising • Special events are another method of raising funds.. • While fundraising often involves the donation of money as an out-right gift, money may also be generated by selling a product of some kind, also known as product fundraising. • It is common to see on-line impulse sales links to be accompanied by statements that a proportion of proceeds will be directed to a particular charitable foundation. • When goods or professional services are donated to an organization rather than cash, this is called an in-kind gift. • A number of charities and non-profit organizations are increasingly using the internet as a means to raise funds; this practice is referred to as online fundraising. URCD 6 Planning & Dev. of Community Projects

11. Types of fundraising • Some of the most substantial fundraising efforts are conducted by colleges and universities. • The donor base for higher education includes alumni, parents, friends, private foundations, and corporations. URCD 6 Planning & Dev. of Community Projects

12. Process of fundraising • Prospect (donor) identification, • Prospect research and verification of the prospect's viability, • Cultivation, • Solicitation, and • Stewardship, the latter being the process of keeping donors informed about how support has been used. URCD 6 Planning & Dev. of Community Projects

13. Budgeting and Finance Cost estimates • Non recurring & recurring cost • Personnel, material, programme and administrative costs • Local contribution Finance • Day to day financing of the programme URCD 6 Planning & Dev. of Community Projects

14. Staff recruitment and development • Define staff positions, role & responsibilities • Advertise & receive applications • Screening & recruiting (interview) • Appointment on contract • Training & development • Appraisal & promotion • Project completion & contract settlement URCD 6 Planning & Dev. of Community Projects

15. Management Information System • A management information system (MIS) is a system that provides information needed to manage organizations effectively. • Management information systems are regarded to be a subset of the overall internal controls procedures in organisations, which cover the application of people, documents, technologies, and procedures used by management and accountants to smooth running of organisations • Initially in businesses and other organizations, internal reporting was made manually and only periodically and gave limited and delayed information on management performance. URCD 6 Planning & Dev. of Community Projects

16. Management Information System • Over time, computers began to store increasing amount of information while also interlinking with previously separate information systems. • An 'MIS' is a planned system of the collection, processing, storage and dissemination of data in the form of information needed to carry out the management functions. In a way, it is a documented report of the activities that were planned and executed URCD 6 Planning & Dev. of Community Projects

17. Management Information System • Any successful MIS must support a business's Five Year Plan or its equivalent. • It must provide for reports based upon performance analysis in areas critical to that plan, with feedback loops that allow for decoration of every aspect of the business, including recruitment and training regimens. • These reports would include performance relative to cost centres and projects that drive profit or loss, and do so in such a way that identifies individual accountability and in virtual / real-time. URCD 6 Planning & Dev. of Community Projects

18. Public Relations • Dissemination of information of the project for public use • Front office / project office / site office • Public relations officer • Brochures / news letters / website / news release / documentaries / media exposures • Limited information at the discretion of the management • Consumer relations / community relations / relations with civic authorities / relations with the donors / other stakeholders URCD 6 Planning & Dev. of Community Projects

19. Reporting and Documentation • Activity report & financial report • Process report (narrative) & summary report • Qualitative (case study) & quantitative reports (log-frame) • monthly reports (progress report) • annual reports (progress report) • project reports (completion report & follow up report) • Brochures (advt. for announcing the project) • Newsletters (for public use) URCD 6 Planning & Dev. of Community Projects