MGT104 - PRODUCTION AND OPERATIONS MANAGEMENT

Written Report in Project Management

Members:
Ali, Saivani
Balindong, Haqqi
Flores, Jane Wedlin
Geneza, Kevin Clint
Legardo, Kier Paolo
Omawing, Michael
Pila, Ken Rayver
Regala, Richard
Walohan, Jurrey
What is project management?

Project management is the process of planning, organizing, and managing a company's

resources to move a specific task, event, or duty toward completion. It involves leading the work
of a team to achieve project goals within the given constraints of scope, time, and budget.
Project managers use project management principles, skills, methodologies, and tools to lead
team members through each of the project management steps3. Project management is aimed
at producing an end product that will affect some change for the benefit of the organization

Project management is the application of specific knowledge, skills, methodologies, and

techniques aimed at achieving specific and measurable project goals, including, ultimately,
successful project completion.

Project management differs from general “management” in that it relates directly to the goals
and time-bound objectives achieved within the scope of a project itself, on a limited timeline,
rather than an ongoing one.

Other definition:

Project management is the art of making things happen. In a more formal sense, it refers to the
use of skills, tools, and procedures to steer a team through the project lifecycle. This entails
planning, arranging, and supervising all the actions required to turn a concept into a finished
product, service, or consequence.

What is a Project Manager?

One of the most coveted roles for anyone seeking to build a career in project management,
project managers are the ones who take ownership over the entirety of the project lifecycle from
start to finish, from directing team efforts to navigating day-to-day challenges and implementing
project management strategies. Furthermore, a project manager serves as a communication
center, keeping everyone informed. They customize messaging to specific groups, encourage
openness, and actively listen to resolve problems. They stay on track with the project by
selecting the appropriate channels and encouraging participation. Ultimately, they are
responsible for the successful competition of the project and the distribution of key deliverables
and project outcomes.

What is the importance of Project Management?

· Effectively manage change

· Enhance efficiency
· Increase profitability
 · Achieve results in a measured, focused and predictable way
· Organize complex plans

Effective project management is the foundation of any successful project. It serves as a road
map, leading teams to perform projects on schedule, within budget, and with the appropriate
quality. Project management promotes enhanced efficiency and productivity by developing a
systematic framework that optimizes resource allocation and streamlines procedures. Clear
communication planning and collaboration tools ensure that everyone is informed and
coordinated, eliminating confusion and delays. Project management also supports data-driven
decision making by enabling continuous analysis and modifications based on real-time data.
Finally, it guarantees that individual initiatives are not stand-alone endeavors, but rather
contribute to the organization's overall objectives. In today's fast-paced world, project
management is an essential tool for businesses to prosper.

Responsibilities of a Project Manager

The duties of the project manager include multifaceted tasks aimed at ensuring the successful
completion of the project. Here are some of the responsibilities of the project manager:

1. Establishing and managing the project timeline

This involves creating a comprehensive schedule that defines when tasks must be completed.
Effective timeline management helps keep the project on track and meet deadlines. Schedules
can be flexible to accommodate unexpected changes, allowing new information or extensive
changes to be accommodated.

2. Assign project tasks and responsibilities to team members

Proper delegation ensures that each team member has clear responsibilities, which can
improve efficiency and accountability. This process should consider the strengths and
weaknesses of team members to maximize productivity and morale.

3. Communication with key stakeholders

Regular communication with stakeholders ensures that their needs and expectations are met,
increasing trust and transparency. Using different communication tools and methods (emails,
meetings, reports) can help tailor the message to different audiences.

4. Executing Each Phase of the Project

Ensuring the efficient completion of each phase of the project is critical to maintaining progress
and achieving project goals. The flexibility of the application allows for customization based on
performance metrics and stakeholder feedback.

5. Facilitating team adaptation of project management aids and tools

Using project management software and tools such as Gantt charts can simplify workflow and
improve project tracking. Training your team on these tools ensures that everyone knows how to
use them effectively, reducing the learning curve and improving productivity.
6. Project Budget and Project Scope Monitoring
Accurate budget and scope monitoring prevents cost overruns and ensures that the project
stays within specified limits. Regular inspections and adjustments can help quickly correct any
deviations, allowing for corrective action.

7. Troubleshoot and mitigate potential roadblocks and issues

Proactively identifying and solving problems helps maintain project momentum and avoid
delays. Fostering a culture of open communication can help team members feel comfortable
raising potential issues early on.

8. Establishing set meeting schedules and facilitating team discussions

Regular meetings help maintain consistency and resolve any concerns or updates quickly.
Meetings should be well structured and goal-oriented to avoid wasting time and ensure
productive results.

9. Monitoring ongoing project progress

Continuous monitoring helps track progress and make necessary changes to stay on track.
Using progress reports and performance metrics can provide a clear picture of the project's
status and areas that need attention.

10. Complete the project life cycle with appropriate end-of-project commitments
Conduct project reviews and communicate results to ensure all objectives are met and lessons
learned are documented. Gathering feedback from the team and stakeholders can provide
valuable information for future projects and process improvements.

By keeping these different perspectives in mind, the project manager can effectively navigate
the complex stages of project management and lead his team to a successful conclusion.

Essential Project Manager Skills

● Communication. Effective communication is important to ensure that all team members

understand their responsibilities and tasks. Open and clear communication also helps to
resolve problems early on.

● Problem-solving or the ability to resolve problems. No matter how well you plan,
problems are inevitable. It is important to be prepared and have solutions for any issues
that arise.

● Leadership. We need to inspire and motivate our team to work together and succeed in
our project. A good leader can empower others and be a model of good behavior and
work.
 Good project management requires a combination of skills and knowledge to use them
at the right time. By discovering and developing these abilities, we can become more effective
and better prepared to face the challenges of project management.

What is the importance of Project Management Tools?

Project management tools helps teams organize all project essentials in one place, while
streamlining and simplifying the project management process overall. At every phase of the
project lifecycle, project management software supports teams’ ability to assign tasks,
manage deadlines, view task dependencies, track team progress against goals, access
data insights, and much more.

5 PHASES OF PROJECT MANAGEMENT

1. PROJECT INITIATION

· Broad Project Definition

· Documentation and Communication:

· Project Kickoff

· Outline Project Details

· Assessment and Planning

2. PROJECT PLANNING

· CLEAR

· SMART

· OKRS

3. PROJECT EXECUTION
· Focus on Objectives:
· Task Assignment and Tools
· Tracking and Success Methodology:
· Update Project Schedule
· Regular Check-ins:
· Adherence to Timeline
4. PROJECT PERFORMANCE
· Importance of Measurement:
· Use of Key Performance Indicators (KPIs):
· Initial Objective:
· Other KPIs to Consider:
· Communication with Stakeholders:

5. PROJECT CLOSURE
· Variability in Closure Methods:
· Post-Mortem Meeting:
· Organizing Project Materials:
· Continued Performance Monitoring

PROJECT MANAGEMENT METHODOLOGIES

- They refer to the structured approaches and practices used to guide the planning,
execution, and completion of projects. These methodologies offer frameworks for
organizing tasks, managing resources, and meeting project objectives effectively.

MOST COMMON TYPES OF PROJECT MANAGEMENT METHODOLOGIES

Waterfall Methodology
- It is a traditional, sequential project management approach where each phase must
be completed before moving on to the next. This linear progression includes stages,
such as requirements, design, implementation, testing, and maintenance. While this
method allows for control and documentation, it is less flexible in accommodating
changes once a phase is completed.

Agile Methodology
- It is an iterative, flexible approach focused on continuous improvement and rapid
delivery. It breaks projects into small, manageable increments called iterations or
sprints. Agile prioritizes collaboration, customer feedback, and adaptability over rigid
planning. It follows principles outlined in the Agile Manifesto, emphasizing individuals
and interactions, working software, customer collaboration, and responding to
change​.
Critical Chain Project Management (CCPM) Methodology
- It is a method that addresses resource limitations and task dependencies to ensure
projects are completed on time. It identifies the project's critical path and adds
buffers to absorb delays and uncertainties, ensuring timely delivery. CCPM focuses
on managing resource availability and strategically placing buffers to protect the
project timeline from disruptions​.

Project Management Framework

According to University of Massachusetts, A project management framework is a set of

guidelines, processes, and procedures that define how a project should be managed. It is
designed to provide structure and consistency to the project management process, helping
project managers and their teams to plan, execute, and control projects effectively.

The project management framework provides structure and direction to a project. However,
unlike project management methodologies it is neither too detailed nor too rigid.
Frameworks guide projects to their goal while being flexible enough to adapt to evolving
conditions.

It exists to offer project managers the guidance they need to achieve outstanding results.

Framework and Methodology – What’s the difference?

Project management methodologies and project management frameworks are often used
interchangeably. But those two project management approaches are actually quite distinct.

1. In terms of application

Framework - Gives an overview of how guidelines can be implemented

Methodology - Offers rigid rules and practices for completing a project

2. By its adherence/compliance

Framework - Offers space for creative adaptation

Methodology - Is pretty rigid and prescriptive

3. User's practicality

Framework - Preferred by experts

Methodology - Preferred by beginners

Framework - Makes it hard to develop and implement performance metrics

Methodology - Spells out all performance guidelines in granular/specific detail

4. Ability to combine various tools and practices

Framework - Leaves room to include other practices and tools

Methodology - Cannot be embedded with other practices and tools

5. Examples

Framework - Traditional project management (PMBOK) is a framework

Methodology - PRINCE2 is a well-known project management methodology

While these two project management approaches are inherently different, when it comes to
applying those definitions, there is a general disagreement in the project management
community.

For instance, most experts consider “Agile Methodology” a framework despite the fact its
name says methodology. This just proves that no matter how comprehensive your
classification is, it can be considered arbitrary.

Ultimately, what matters is not whether a concept is a framework or a methodology, but how
well it is suited for a specific project.

Project management methodologies and frameworks will be useful only if you take a
practical approach to implement them. When a framework or methodology is forced upon a
project, it will end badly.

On the contrary, if you make the effort to understand the nuances of a methodology or
framework and tailor it to fit your business needs, you’ll wind up with a successful project.
Since there is an array of project management techniques available in the market, it can be
a bit challenging to pick the right one.
So in conclusion, we can say that methodologies help you to identify "What to do" in
managing projects, and frameworks are the same, it tells you "How to do" the managing
phrase of your assigned project.

Top Project Management Framework Examples

1. Agile Project Management Framework

Agile project management is a framework that emphasizes flexibility, collaboration, and

customer satisfaction. It is an iterative approach to project management, where teams work
in short sprints to deliver small, incremental pieces of the project rather than trying to
complete the entire project all at once.

Agile project management is often used in software development projects, but it can be
applied to a wide range of projects in various industries.

One of the key benefits of using the Agile project management framework is that it allows
teams to be more responsive to changes in the project. Rather than following a rigid plan,
Agile teams adapt and adjust their approach as needed based on customer feedback,
changing requirements, or other unforeseen issues. This leads to a more collaborative and
iterative approach, focusing on delivering value to the customer early and often.

2. Waterfall Project Management Framework

Waterfall project management is a traditional framework that follows a linear, sequential

approach to managing projects. It involves a structured, step-by-step process where each
project phase is completed before moving on to the next.

This includes defining the requirements, design, development, testing, and deployment.
Waterfall project management is often used when the requirements are well-defined and
unlikely to change significantly during the project.

The waterfall PMP framework is beneficial in that it provides a clear and well-defined
structure for managing projects. Each phase of the project is clearly defined, with its own
deliverables and milestones, making it easier to track progress and ensure that the project
stays on schedule.

Additionally, it provides a solid foundation for risk management, as potential issues can be
identified and addressed early on in the project.

3. PRINCE2® Project Management Framework

PRINCE2 (an acronym for PRojects IN Controlled Environments) is a popular project

management framework used mainly in the UK and other parts of Europe. It is a
process-based method for effective project management, providing a systematic and
structured approach to managing projects from start to finish.

PRINCE2 has two main components: principles that provide the foundation for effective
project management and themes and processes that guide project managers through the
project life cycle.

One of the significant benefits of using the PRINCE2 project management framework is that
it is highly customizable and adaptable to different project types and sizes. It is a flexible
framework that can be applied to any project, regardless of its complexity or scope.

PRINCE2 also promotes a focus on business justification, ensuring that every project is
aligned with the overall goals and objectives of the organization. Additionally, it provides a
set of clear roles and responsibilities, helping to ensure that everyone involved in the project
understands their role and what is expected of them.

4. Scrum Project Management Framework

Scrum is a popular framework for managing complex projects in a highly collaborative and
iterative manner. The framework is based on the Agile methodology and emphasizes
flexibility, continuous improvement, and teamwork.

Scrum projects are divided into short sprints, typically 1-4 weeks long, during which a
cross-functional team works together to deliver a potentially shippable product increment.
The team holds daily stand-up meetings to review progress and plan the day ahead. At the
end of each sprint, they have a sprint review and retrospective to evaluate their
performance and identify areas for improvement.

The Scrum framework includes several roles, including the product owner, who is
responsible for defining the product vision and prioritizing the backlog of work; the Scrum
Master, who facilitates the process and ensures the team adheres to Scrum principles; and
the development team, who is responsible for delivering the product increment.
Scrum has gained popularity due to its ability to quickly adapt to changing requirements and
deliver value. Its emphasis on frequent feedback and continuous improvement helps teams
refine their processes and deliver better results with each sprint.

Project Framework vs. Project Methodology: What’s the Difference?

The project management community has been grappling with whether a methodology and a
framework are the same things, with little agreement among professionals. However, there
is a consensus on what each term means in theory.

A framework provides guidance and direction on a preferred approach to doing something

without being too rigid or detailed. This allows flexibility and customization to suit specific
company needs while utilizing tried and tested strategies.

On the other hand, a methodology is an approach to doing something that follows a defined
set of rules, methods, tests, activities, deliverables, and processes that usually solve a
specific problem. Methodologies have well-defined, repeatable approaches that are thought
out in advance.

The key difference between a methodology and a framework is the level of detail or
granularity.

A methodology has more rules than a framework. In practice, however, professional project
managers often interchange the words methodology and framework, further complicating
the issue.

Frameworks guide project teams through questions that lead them to develop their solutions
and policies. They provide structure and direction on a preferred way to do something that
can be adapted to changing conditions. Frameworks are better suited for projects that
require flexibility and adaptability in response to changing conditions.

In contrast, methodologies work best for projects with well-defined objectives, clear
constraints, and repeatable processes.

When choosing a method, project teams should consider its compatibility with the project’s
goals and limitations, as well as the availability of resources and expertise needed to
implement it effectively.