14/9/2012

GITA, BBSR ASSIGNMENT NO- 1 PROJECT MANAGEMENT , 5TH SEMESTER

Q: 1. What are seven factors that constrain the achievement of a project objective? Ans: scope, quality, schedule, budget, Resources, Risks, Customers satisfaction. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Define project. Define the term project objective and some examples. List some examples of resources that are used on a project. What role does a customer have during the project life cycle ? Why it is important to satisfy the customer ? Define scope , schedule, cost and customer satisfaction . Why are these consider to be constraints ? List and describe the main phases of project life cycle. List and describe the steps required to develop a base line plan. Why must a manager monitor the progress of a project? What can be done if a project not proceeding according to plan? List SOME BENEFITS OF USING PROJECT MANAGEMENT TECHNIQUE. State the project characteristics related to project management. Write the roll of a project manager. Explain the project management technique. Write down & explain the elements of project management. What are attributes of a good project manager? What are causes of project failure. What is SWOT analysis , explain it. List some possible objectives in project identification & screening.

S.N.MISHRA 14/9/12

SHORT QUESTIONS:1. Q. What are some attributes of a project? A clear objective Interdependent task Use of various resources A specific time frame A Unique or One-time endeavour A Customer Degree of Uncertainty

2. What are seven factors that constrain the achievement of a project objective? Ans: scope, quality, schedule, budget, Resources, Risks, Customers satisfaction. 3. What are the risk factors that adversely affect accomplish the project objectives. Ans: New unproven technology, Unreliable prototype equipments, Adverse site condition, Limited resources, Delay in obtaining permits, Complication in process control system, Difficult access, Labour turmoil, Uncertain Economic condition, Customers unsatisfaction.
4. What is project ? Project is a non-routine , non-repetitive, temporary Endeavour , time limited , goal oriented , with a clear objective and a sanctioned budget assignment , under taking normally with discrete time , financial and technical performance goal. A coordinated effort, using a combination of human , technical, administrative and financial resources in order to achieve a specific goal with in a fixed time period. Project is a one shot time limited , goal oriented , major undertaking requiring commitment of varied skills and resources , combination of human and non-human resources pooled together in a temporary organization to achieve a specific purpose. A Project is a temporary Endeavour under taken to create a unique product , service or result.

5. What is Characteristics of a project?

IT HAS PRE-DETERMINED OBJECTIVES DEFINITE LIFE SPAN. SINGLE ENTITY. A HALLMARK OF TEAM WORK LIFE CYCLE UNIQUENESS CHANGE SUCCESIVE PRINCIPLE

MADE TO ORDER UNITY IN DIVERSITY HIGH LEVEL OF CONTRACTING RISK AND UNCERTAINTY.

6. What are steps of Project family tree? PLAN :- National / Corporate Plan with target growth. PROGRAMME:-Health,Educational, Science or Technological programme. PRJECTS:- Steel, Aluminum plants, Dam, Hydro electricity, Thermal Power plant Work Pkg :- Constn. Of Sinter plant, Blast furnace, SMS, Rolling mill , Power supply and distribution pkg. Task :- Plant building, Mill stand , Reheating furnace , O/h Crane , Coiler, Coil Conveyor jobs. Activity:- Excavation, PCC, RCC, Bldg strl & Tech strl fabn & erecn. Equipment supply and erection, Power supply and distribution & termination, Testing & commissioning, PAC,PG test, FAC . 7. WHAT ARE THE CATEGORIES OF PROJECT PROJECT :- National / International NATIONAL:- Industrial / Non Industrial INDUSTRIAL:- High tech/ Low tech/ Conventional / Non-conventional/ R & D High Tech/ Heavy Industrial :- Mega/ Major / Midium / Mini Major :- Modernization, Expansion , A/M/R schemes Expansion:- Normal , Crash, Disaster project PROJECT :- Implemented in Phases PHASE :- Global , Main , Auxiliary and enabling packages. TYPE:- Green field and Brown Field pkg. Schemes :- Capital Budget , Revenue budget. PACKAGES :- Turn key and Non Turnkey Global Pkg:- International Bidders participate and Global tendering process. Main Indigenous pkg :- National selected bidders participate and pkg has linked with Aux. pkgs. Auxiliary Pkgs:- To reduce the cost of global & Main pkgs some of the part separated and tendered for national bidders. Enabling Pkg.:- Site Leveling, Approach road, Drinking/ Industrial water supply Enabling Pkg.:- Roads & Drainage system, Survey, Soil Testing, Boundary wall , Storm water drainage system, Supply of power and distribution. Cutting of jungle. Pollution control:- A forestation , 20% of pkg cost for pol. Contrl. Project. - Solid , Liquid and Gaseous waste control and management system. - Environment system :- for Monitoring 8. WHAT ARE THE IMPLEMENTATION STRATEGY OF AN INTGRATED PROJECT? ORGANISATION INFRASTRUCTURE Land acquisition & eviction Environment clearances Railways & Air port Raw materials

Govt. approval for expansion and subsequent phases. Clearance to prepare tech specn. Draft specn, Appvl., Final specn. Vendor rating and Selection of bidders Final Tech Specifications Tender floating Bidders conferences Tender opening Tech bid & Commercial Bids of all the bidders should brought at a par. Price bid opening Techno Economic evaluation Order placement . LOI Contact signing Bank Guarantee by bidders. First Kick off meeting and release of mobilization fee. Basic and Engineering drgs for civil, mech , electrical, Automation and process flow finalization. Order on Main sub-contractors, Main Equipments Suppliers, . Arrangement of Cements and strl matls and rods. Civil excavation, PCC and RCC work . Completion of Strl foundation . Erection of Bldg strl , roofing . Completion of Equipment foundation Receipt of equipment. Erection of Equipments. Completion of cable laying and termination Shop floor flooring, bay lighting, Utilitiesand other aux. pkgs completion. Input raw matl supply and logistics problems liquidation. . Preliminary acceptance certificate. Testing and commissioning at no load and slowly increasing loads. . PG test FAC . Comple. I/R Problems solving. One Union. . Payment to the contractor as per the Billing and Shipping schedule and Cash flow & Budget allocated Quality assurances Recruitment / Traing of operaring manpower Computer based project planning & Monitoring system. Executive summary report.

9. What are the area of weakness of a Project? a) b) c) d) e) f) g) h) Project Planning Estimating Project cost Contracting Vendor analysis and rating Project Manual Monitoring In-house consultancy Plant and Corporate office interface.

10.What are 5 phases of the project life cycle? Write with diagram. . Project has five phases from start to end.

 Conceptual phase - 4% Defining phase - 4% Planning & Organizing phase 8 % Implementation Phase - 81% to 85% Project Clean-up Phase - 3% Ideally these phases should follow one another in sequence , but rarely happens. Over lapping with one phase with next phase or complete overlap all phases can be possible.

11.

WHAT IS BASELINE PLAN ?

BASELINE PLAN:- A set of integrated project documents that shows how the project scope will accomplished within budget and on schedule and is used as a bench mark to which actual performance can be compared.

12.WHAT IS PROJECT CHARTER ? PROJECT CHARTER:- A document issued by the Project Sponsor that authorises the project and commits funds for the project. Also referred to as project authorisation or project initiation document. 13. WHAT ARE THE AIM OF THE PROJECT MANAGEMENT TEAM ? The aim of any PM team is to ensure that the product, service or result which the project has to deliver is completed as per scope, with in the time and costs allotted and in conformity with desired quality. Project Managers often talk of a triple constraints namely; Project scope, time and cost. A change of any one of these factors affects at least one other factor. Project quality depends on these three factors and is achieved by balancing them.

14.FOR EFFECTIVE PROJECT MANAGEMENT THE KNOWLEDGE AND SKILL REQUIRED IN WHICH FIVE (5) AREAS OF EXPERTISE? Project Mgt. body of knowledge. Application area knowledge , standard and regulations. Understanding the project environment General Management knowledge and skills. Interpersonal skill. 15.WHAT ARE THE PROJECT MANAGEMENT AS A CONVERSION PROCESS?
CONSTRAINTS - FINANCIAL - LEGAL - ETHICAL -ENVIRONMENTAL - LOGICAL - ACTIVATION - TIME - QUALITY - INDIRECT EFFECT

PROJE CT

OUTPUT SATISFIED/ NEED

INPUT WANT / NEED MECHANIS 16. M -PEOPLE

PROJ MGT. AS A CONVERSION PROCESS

-KNOWLEDGE -EXPERTISE -CAPITAL -TOOLS & TECHNIQUE. -TECHNOLOGY

17.

NAME THE FIVE (5) STEPS OF PROJECT MANAGEMENT?

Grouping of work Entrust of jobs to a single Head: Internal and external support service: Build up commitments : Continuous Monitoring :18. WHAT ARE THE BASIC ELEMENTS OF PROJECT MANAGEMENT ? The basic elements of proj. Mgt. includes, 19. Identification of project Technical and financial appraisal of the project. Economic or Socio-economic appraisal of the project along with resource constraints Proper formulation of project. Plan for Implementation of the project. Monitoring the Implementation , see that project is in the track of predefined target, Budgeted Feed back and revision of Objectives. Control action. Policy Restriction. Government Regulation. Manage staff ( select & trained, Lead and manage.) Manage Client relationship Plan Client involvement. Evaluation either at the end of project or few years after project completion , WHAT ARE THE SIX (6) TECHNIQUE OF PROJECT MANAGEMENT? The basic technique for Project Mgt. are, a. Project selection technique. : Cost benefit analysis. Risk and sensitivity analysis. b. Project Execution planning technique. Work brekl down structure. (WBS), Project execution plan, Project responsibility matrix, Project Mgt. Manual. c. Project Scheduling and coordinating technique. Bar chart. Project life cycle. Line of Balance (LOB), Network Technique (PERT/ CPM) d. Project Monitoring and Progressing Technique.

Progress measuring technique. Performance monitoring technique. Updating , reviewing and reporting technique. e. Project Cost and productivity control techniques. Productivity and Budgeting tech. Value engg. Cost calculation using WBS f. Project Communication Clean up technique. Control Room and Computer information system. 20.WHAT ARE THE BASIC ROLLS OF PROJECT MANAGER ? Projectising and problem solving. Defining and maintaining integrity of a Project. Development of project Execution plan. Organization for execution of plan. Setting time & cost target of the project; on daily, weekly , Monthly activities basis. Development of system and procedures for accomplishment of project objectives and target. Line up vendors, contractors for Excavation,Civil jobs, strl fabn& erecn, Eqpt suppl Erection jobs. Negotiation for commitments and Man- management. Non-Human resource mgt., including fiscal matter. Direction & coordination of project activities with other deptt. For finalization of Basic & Detail Engg., Final Specification, Procurement of Matls. Providing skills including labour and supervision. Monitor and control project using SCHEDULE, BUDGET and CONTRACTS. Satisfaction of customer, Government agencies and publics. Achievement of project objectives , cash surplus and higher productivity 21.WHAT ARE THE ATTRIBUTES OF A GOOD PROJECT MANAGER ? Planning & Organizational skills Conflict resolving capacity. Ambition for achievement. Personnel Mgt. skill. Communication skill. Change Orientation. Ability to solve the problem in their totality. High energy level. Ability take suggestion. Under standing view of project team members and having a sympathetic attitude towards them. Ability to develop alternative course of actions quickly. Knowledge of Proj. Mgt. methods and technology. Ability make self evaluation. Effective time Management. Capacity to relate current events to the project. Flair for sense of hummer. Ability to handle proj. mgt. software tools and packages. Solving issues and problems with out postponing. Initiative and risk taking ability. Familiarity with the Organization. Tolerance for diff. opinion, delay and ambiguity Conflict solving capacity. 22. WHAT ARE THE EIGHT PLANNING PROCESS OF PROJECT MANAGEMENT?

 Establish Project Objectives Define Scope: Create a work breakdown structure. Assign Responsibility , Define specificactivities. Sequenceactivities . Estimate activity resources. Estimate activity durations. 23. WHAT ARE NEEDS IDENTIFICATION REQUIRED FOR SETTING A PROJECT OBJECTIVES? Project is typically authorized as a result of one or more of the following: A market demand A business A customer request (e.g. The Electricity Authority of Cyprus authorizes the project to build a new substation to serve a new industrial park) A technological advantage A legal requirement A social need WRITE DOWN TEN (10) BENEFITS OF PROJECT MANAGEMENT ?

24.

a) Better efficiency in delivering services: b) Improved/increased/enhanced customer satisfaction: c) Enhanced effectiveness in delivering services: d) Improved growth and development within your team: e) Greater standing and competitive edge: f) Opportunities to expand your services:. g) Better Flexibility: h) Increased risk assessment:. i) Increase in Quality: j) Increase in Quantity:. 25. 26. WHAT ARE SOME TYPICAL OBJECTIVES IN PERSUING PROJECT ? To increase profit To minimise threat of loss. To Become more competitive. To provide help after a disaster. To train people in new era. To become successful Entrepreneur. To reduce pollution in some city. WHAT IS SWOT ANALYSIS ?

After having identified the objectives to be achieved by the new project, it is generally worthwhile to conduct SWOT Analysis, so that the organisations STRENGTH , WEAKNESS are highlighted. And the OPPORTUNITY & THREATS emerging from the environment are viewed in an objective manner.

The purpose of this exercise is to be able to generate ideas exploiting the emerging opportunities, guarding against the threats while keeping the organisations strengths and weaknesses in mind. The participants in Brainstorming exercise would do well to participate in SWOT analysis prior to the actual brainstorming so that they become aware of the requirements and limitations of the system they are deleing with i.e the factors as follows;

OBJECTIVE of the organisation, EXPERIENCED and EXPERTISE with the personnel, RESOURCES with the organisation, ENVIRONMENTAL PRESSURE/ THREAT due to ensuing project.

Keeping these factors in mind an analysis of strength , weakness, opportunities and threat is made to identify & select the suitable project. The Extent of conformance of the various proposed solutions with the SWOT profile could also be used to evaluate the various ideas after they are proposed during brainstorming.

27. WHAT

IS PROJECT IDENTIFICATION ?

PROJECT IDENTIFICATION : is the stage where new ideas generated . Normally the Top management with the participation of all the major functional area such as Marketing and sales, R & D , Production, Logistics and Finance involved in brainstorming exercise identifies the new project proposals These proposals are screened on criteria relevant to the organisation The set of shortlisted proposals could mapped using SWOT ANALYSIS based on the intrinsic strength and weakness of the organisation and extrinsic environmental opportunities and threats.

28. SOURCE OF THE NEW PROJECT / PROJECT IDEAS CAN BE GETHER FROM WHICH TYPES OF GROUPS ? Marketing & Sales department Personnel Research & Development Deptt. Experts Top Management / Top Executives. Production Department / Production Managers Consumers / Representatives of key customers

These personnel of the organization could constitute a team which could take part in the brainstorming exercise. 29. WHAT ARE FOUR MAJOR CRITERIA FOR SCREENING THE PROJECT ? The screening process for the ideas are not a detailed evaluation, but is an attempt to select the more worthwhile ideas from the generated list of ideas during brainstorming.

For instant if the COST of the project , the RISK , the monetary RETURN and HAZARDOUS nature of work involved are considered to be FOUR MAJOR CRITERIA in the screening process.

30. WHAT IS PROJECT APPRISAL ? - This deals with accessing the absolute and relative merits of a project in order to make the critical accept or reject decision with respect to available projects. a. Market Appraisal :- Survey Projection b. Tech. Appraisal:- Product mix, capacity, process of mfg, engg know how and tech collaboration. c. Financial Appraisal:- Reasonableness of estimate capital cost, Working result, Adequacy of rate of return, Return on investment, , source of finance, appropriateness of financing pattern. Evaluation of financial viability. d. Economic appraisal :- Economic rate of return, effective rate or protection, Domestic resource cost, Social cost benefit analysis (SCBA), risk/ sensitivity analysis. e. Managerial Appraisal:- Resourcefulness, sound knowledge of project, implementation schedule clear some ambiguities of risk involved in going ahead in clear term which helps in decision of accepting / dropping at this stage itself , commitment. f. Environmental :- Safeguard against damage , restoration measures.