Project Management and Administration Fundamentals

Fundamentals of Administration

Definition of Administration

Administration is the art of integrating planning, direction, control, and evaluation work.

Planning: Goals and Controls

Planning is the advance stage of a project, requiring knowledge and fluid advancement.

Planning Activities:

• Set goals.
• Establish processes.
• Schedule dates or milestones.
• Identify resources.
• Establish preset controls.

Basic Principles of Planning

• Proactive action (Action Previsory).
• Creative activity.
• Hard facts.
• Teamwork.

Core Project Management Concepts

Defining a Project

A project is a defined sequence of events beginning at a specific point and ending at a particular end. It focuses on achieving a goal by a set date.

Key Project Features

• Unique set of goals.
• Limited duration, well-defined.
• Requires a Project Manager.
• Includes materials and budget.
• Integrates efforts of concerned companies.

Project Objectives and Scope

Objectives must be determined and specific (using numbers and dates). They must clarify the field (people, time, scope).

Project Phases (Life Cycle)

1. Creating the initial plan.
2. Managing the plan.
3. Monitoring the process.
4. Adjusting the plan.
5. Communicating the process.
6. Communicating schedule changes.

The Project Triangle (Triple Constraint)

The Project Triangle is a project management model in which time, cost, and scope are represented as the three sides of a triangle. Any change made to one side affects at least one of the other two sides.

Understanding Project Scope

Scope refers to the goods or services to be provided by a project and the work required for delivery. It considers two aspects:

Product Scope vs. Project Scope

• Product Scope: Describes the quality, features, and functions of the final product.
• Project Scope: Describes the work required to achieve the objective, product, or service, aligning the project with the intended product scope.

The Role of the Project Manager

PM Responsibilities and Functions

The main responsibilities of the Project Manager (PM) include coordination, collection, and distribution of project information. The PM utilizes project management techniques to meet goals, identifies requirements, sets clear goals, and balances the competing demands for quality, scope, time, and costs. The PM adapts specifications, plans, and approaches to various concerns and expectations. The PM is the backbone of the task force, coordinating, monitoring, assessing, planning, and evaluating the project.

9 Knowledge Areas of Project Management

• Integration
• Scope
• Time (Period)
• Costs
• Quality
• Human Resources
• Communications
• Risks
• Procurement (Acquisitions)

Project Process Groups

1. Initiation
2. Planning
3. Execution (Implementation)
4. Monitoring & Control
5. Closure

Responsibility Matrix (RACI)

The Responsibility Matrix (often RACI) distributes tasks, motivates, communicates, and coordinates efforts.

Organizational Structure and Leadership

Organization and Functions

Organization involves dividing tasks into units (departments, subsidiaries) and assigning responsibilities.

Functions define how to act, how to group tasks, who does what, and the hierarchy.

Advantages and Disadvantages

• Advantage: Assigning effective work orders.
• Disadvantage: Creates boundaries between departments.

Direction and Leadership

Direction allows leaders in various locations to manage their own organization while maintaining communication with subordinates. This includes:

• Customer motivation.
• Leadership.
• Effective communication.
• Negotiation.
• Conflict management.

Motivation and Productivity

Motivation involves providing interesting incentives, linking reward to performance, offering good rewards, treating people respectfully, and encouraging collaborative participation.

Productivity is defined as the output or product generated relative to the input or value consumed.