PROJECT MANAGEMENT

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 1. How do you express the project management process group practice in terms of the following
parameters of your project or company?
A. Project initiation, how projects are initiated and what are the tools and techniques you
would use in project initiating stage like purpose of project character, stakeholder register
and stakeholder management strategy?

Project initiation is the first phase of the project management lifecycle where the project is formally
started and the initial planning is conducted. It involves defining the project's objectives, scope,
deliverables, and constraints. According to Beattie and Reader (1971), there are three basic requirements
for a research project to be worth initiating:

1. The project must be relevant to the organization's goals and objectives

2. It must be feasible given the available resources and constraints

3. It must have a reasonable chance of success

Adrienne, Merrie and Andrew define project initiation as "the process of defining a new project or a new
phase of an existing project by obtaining authorization to start the project or phase". Kroy, Suzette, and
James (2015) in their book states that the importance of defining the project's purpose, goals, and success
criteria during the initiation phase. They also highlight the need to identify and engage key stakeholders,
as well as the crucial role of the project sponsor in providing the necessary resources and support.

Project initiation is a crucial phase in project management that establishes the foundation for the entire
project. This phase involves defining the project’s purpose, scope, and objectives, as well as securing
necessary approvals and stakeholder engagement. Here’s an overview of how projects are initiated and
the tools and techniques commonly used during this phase.

Steps in Project Initiation

1. Identify the Project Need: This involves determining the problem the project aims to solve or
the opportunity it seeks to exploit. A business case is often created to articulate the objectives and
expected benefits of the project.

2. Define Project Objectives: Objectives should be specific, measurable, achievable, relevant, and
time-bound (SMART). This clarity helps align the project with organizational goals.

3. Identify Stakeholders: Recognizing all relevant stakeholders, both internal and external, is
essential. Stakeholders are categorized based on their power and interest levels to streamline
communication and engagement strategies.

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 4. Conduct a Feasibility Study: Assess the project's viability by evaluating technical, economic,
legal, and organizational aspects. This step also includes identifying potential risks and required
resources.

5. Develop a Project Charter: The project charter outlines the project’s purpose, objectives, scope,
stakeholders, and high-level requirements. It serves as a foundational document guiding the
project.

Tools and Techniques for Project Initiation

Several tools and techniques can facilitate effective project initiation:

 W's Technique: This simple method involves answering key questions (What, Who, When,
Where, Why, and How) to clarify project boundaries and objectives.
 In-Frame/Out-of-Frame Analysis: This technique helps define the project scope by clarifying
what is included and excluded from the project, thus minimizing scope creep.
 Project Charter: A formal document that encapsulates the project's purpose, objectives, and
scope, serving as a reference throughout the project lifecycle.
 Stakeholder Register: This document lists all stakeholders, their interests, and their influence on
the project, guiding communication and engagement strategies.
 Requirements Management Tools: These tools help align stakeholders and manage project
requirements effectively, reducing confusion and ensuring clarity.
 Collaboration Software: Tools like Microsoft Teams or Google Sheets facilitate communication
and collaboration among team members and stakeholders throughout the initiation phase.
 Project Planning Software: Applications such as Microsoft Project or Gantt Pro assist in
visualizing project timelines and resource allocation, aiding in initial planning efforts. (Project
management guru, 2017)

As an example, we have taken Housing Development and Urban Renewal as an example to examine
project initiation, the project discusses the Addis Ababa Integrated Housing Development Project. This
project was initiated by the Addis Ababa city government in response to various urban challenges such as
high unemployment, housing shortages, congested living conditions, and inadequate sanitation.

The project initiation process for the Addis Ababa Integrated Housing Development Project was marked
by strong government commitment and the establishment of a dedicated project office. The local
government demonstrated a high level of commitment to addressing urban challenges, which was a key
factor in moving the project from planning to implementation. To execute the grand housing program, the

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Addis Ababa Integrated Housing Development Project Office was established under the city government
administration.

To support the project, significant financial resources were allocated. For the year 2006/2007, the project
received a budget of Birr 1.2 billion (approximately 135 million USD). Additionally, a board of directors
was assigned by the mayor to oversee the project. This board consisted of members and higher officials
from various relevant departments, including the Federal Ministry of Urban Development & Works, the
City Manager's office, the Commercial Bank of Ethiopia, and several other key stakeholders.

The project utilized a participatory planning approach as a key methodology, empowering all
stakeholders, particularly the direct beneficiaries, from the planning process to the implementation phase.
This strategy involved careful planning and formulation, emphasizing community involvement and
continuous updating of proposals until consensus was reached among stakeholders.

To ensure widespread public awareness and engagement, the project employed a sequence of dialogues,
workshops, exhibitions, public debates, and updates. This approach aimed to create awareness and
actively involve the community and other stakeholders in the planning and implementation process.
Additionally, various stakeholders, including potential developers and collaborators, were involved at
different stages of strategy development, planning, and implementation to ensure the project's success and
sustainability.

B. Project planning (types of project management plans, contents and purpose and what are
the techniques that you would use to develop project management plan)

Project planning is a fundamental aspect of project management that establishes a roadmap for
successfully executing a project. It involves defining the project's scope, objectives, deliverables,
timelines, and resources, and it serves as a guide for all project activities. Project planning is defined as
the process of creating a detailed plan that outlines the steps and resources necessary to achieve the
project's objectives. This includes identifying the project's scope, establishing a timeline, assigning tasks
and resources, and budgeting for the project. It is an iterative process that may require adjustments as the
project progresses to ensure alignment with goals and stakeholder expectations. (Julia, 2024)

Purpose of Project Planning

The primary purpose of project planning is to ensure that all stakeholders have a clear understanding of
the project’s objectives and the means to achieve them. A well-structured project plan helps to:

 Align stakeholders on project goals and expectations.

 Identify potential risks and develop mitigation strategies.

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  Allocate resources effectively to maximize efficiency.
 Establish timelines and milestones to track progress.
 Facilitate communication among team members and stakeholders

Types of Project Management Plans

Project management plans can vary based on the nature of the project, but they generally include the
following key components:

 Project Charter: This document provides a high-level overview of the project, including its
purpose, objectives, stakeholders, and constraints.
 Statement of Work (SOW): The SOW defines the project’s scope, deliverables, schedule, and
milestones, serving as a detailed agreement between stakeholders.
 Work Breakdown Structure (WBS): The WBS breaks the project into smaller, manageable
components, detailing tasks and deliverables.
 Risk Management Plan: This plan identifies potential risks, their impact, and strategies for
mitigation.
 Resource Management Plan: This outlines the resources needed for the project, including
personnel, equipment, and materials, along with their associated costs.
 Communication Plan: This document specifies how information will be shared among
stakeholders, including reporting frequency and methods of communication.
 Schedule Management Plan: This includes timelines for project activities, deadlines for
deliverables, and milestone tracking

Techniques for Developing a Project Management Plan

Several techniques can be employed to develop an effective project management plan:

 SMART Goals: Setting goals that are Specific, Measurable, Achievable, Relevant, and Time-
bound helps clarify project objectives and success criteria.
 Stakeholder Analysis: Identifying and analyzing stakeholders ensures their needs and
expectations are considered in the planning process.
 Work Breakdown Structure (WBS): Creating a WBS helps in organizing tasks and
deliverables, making it easier to assign responsibilities and track progress.
 Gantt Charts: These visual tools illustrate the project timeline, showing task durations,
dependencies, and milestones, aiding in scheduling and monitoring.

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  Risk Assessment Tools: Utilizing risk registers or matrices helps identify, analyze, and prioritize
risks, allowing for proactive management strategies.
 Collaborative Software: Tools like Asana or Microsoft Project facilitate communication and
collaboration among team members, ensuring everyone is aligned on tasks and deadlines
C. Project execution (activities performed in this stage in terms of quality audits, presence of
training to enhance their competencies integration and team environment, how team
members performance is tracked and feedback is provided, how issues are resolved and
changes are managed to optimize team performance)

Project execution is defined as the phase in the project lifecycle where the project team carries out the
work defined in the project management plan. This includes managing resources, executing tasks, and
ensuring that the project stays on track concerning scope, time, and budget. As noted by Davis (2023),
this phase is often the longest and most demanding, requiring effective management of various project
components to ensure successful outcomes.

Quality audits are conducted during project execution to assess compliance with quality standards and
processes. These audits help identify areas for improvement and ensure that the project deliverables meet
the expected quality criteria. As emphasized by the Project Management Institute (PMI), quality
management is an integral part of project execution, ensuring that the final product satisfies stakeholder
requirements.

To enhance team competencies, training sessions may be organized during the execution phase. This
training can focus on specific skills required for the project or general project management practices.
Providing training opportunities not only improves team performance but also fosters a positive team
environment, encouraging collaboration and innovation. (Davis, 2023)

Team member performance is tracked through various methods, including:

 Key Performance Indicators (KPIs): Setting measurable KPIs allows project managers to evaluate
individual and team performance against project goals.
 Regular Check-ins: Frequent one-on-one or team meetings provide opportunities for feedback
and discussion on progress, challenges, and support needed.
 360-Degree Feedback: This approach gathers feedback from peers, supervisors, and subordinates,
offering a comprehensive view of performance and areas for improvement.

Effective issue resolution and change management are vital for optimizing team performance. This
involves:

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  Issue Management Processes: Establishing clear procedures for identifying, documenting, and
resolving issues as they arise during execution.
 Change Control Procedures: Implementing a formal change management process allows the
project team to assess the impact of changes on project scope, schedule, and resources, ensuring
that any adjustments are made systematically.
 Continuous Improvement: Encouraging a culture of continuous improvement helps the team learn
from challenges and successes, leading to enhanced performance in future projects

As per the case study of Wondwosen the below activities were performed in terms of quality audits,
presence of training to enhance their competencies integration and team environment

Quality Audits:

 Construction & Quality Control Department: This department is responsible for overseeing and
ensuring the quality of the construction projects. Regular quality audits are implied through its
structure and function.

Training to Enhance Competencies:

 Training Center: A dedicated training center is established under the project office. This center
is tasked with providing training to enhance the competencies of those involved in the project,
including technical and vocational training for TVET institutes and professionals engaged in the
project
 Capacity Building: The project created opportunities for capacity building through on-the-job
trainings. These trainings were aimed at improving the skills of both the technical and vocational
trainees and the professionals involved in the project.

Team Integration and Environment:

 Organizational Structure: The organizational structure includes multiple departments and sub-
city branch project offices, which ensures integrated and coordinated efforts across various
aspects of the project. This structure helps in maintaining a cohesive team environment.
 Collaboration and Stakeholder Involvement: The involvement of various stakeholders,
including the Federal Ministry of Urban Development & Works, the City Manager’s office, and
other major entities, promotes a collaborative environment. This integration helps in decision-
making and project implementation in a unified manner.
 Community and Stakeholder Participation: The proposal for change emphasizes the
importance of establishing and increasing the level of participation of all stakeholders,

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 particularly the direct beneficiaries and the community living within the proposed project areas.
This inclusive approach aims to foster a sense of ownership and active involvement in the project
D. Project monitoring and evaluation (What are the tools and techniques used in project
monitoring and control in terms of change control, project scope, budget, quality)

Project monitoring and evaluation is a critical component of project management that helps ensure the
successful implementation and achievement of project objectives. It involves the systematic collection,
analysis, and use of information to track the progress of a project and assess its overall effectiveness

According to Barclay and Osei-Bryson (2010), "Effective project monitoring and evaluation (M&E) is
essential for ensuring that projects are on track and delivering the intended benefits." They emphasize the
importance of establishing a comprehensive M&E framework that aligns with the project's objectives and
provides timely and relevant information to project stakeholders. Kerzner (2017) further highlights the
role of project monitoring and evaluation in project governance, stating that "Project monitoring and
control are essential components of project governance, as they provide visibility into the project's
progress and enable informed decision-making."

Kerzner (2017) and Meredith and Mantel (2020) emphasize the importance of a well-defined change
management plan and the use of a change control board. Kerzner (2017) outlines the process for
identifying, evaluating, and approving changes to the project, while Meredith and Mantel (2020)
recommend a cross-functional change control board for reviewing and approving or rejecting change
requests. Additionally, Kerzner (2017) highlights the use of Earned Value Management (EVM) to
integrate project scope, cost, and schedule data for measuring project performance and identifying
potential cost overruns or schedule delays. Both Kerzner (2017) and Meredith and Mantel (2020) suggest
analyzing cost variances to address any deviations from the approved budget. For quality management,
Kerzner (2017) recommends conducting quality audits to ensure compliance with the quality management
plan, and Meredith and Mantel (2020) advocate for the use of statistical process control techniques, such
as control charts, to monitor and control the quality of project deliverables.

Several tools and techniques were used in project monitoring and control, specifically in terms of change
control, project scope, budget, and quality in the Housing Development and Urban Renewal as stated by
in the case study by Wendwosen. Here are the key tools and techniques mentioned:

Change Control:

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  Integrated Approach: The project involved various stakeholders, including the Federal Ministry
of Urban Development & Works, City Manager’s office, and other relevant bodies to make
decisions in an integrated manner, which facilitated effective change control.
 Participatory Planning: The project employed a participatory planning approach that involved
community members and stakeholders from the planning phase to the implementation phase,
ensuring that changes were managed with input from all relevant parties.

Project Scope:

 Organizational Structure: The project had a well-defined organizational structure with clear roles
and responsibilities, which helped in managing and controlling the project scope.
 Strategic Investment Areas: The selection of project areas was based on predefined criteria, such
as areas with high tenure insecurity and potential for development, ensuring that the project scope
was aligned with strategic objectives.

Budget:

 Financial Allocation: The city government allocated a significant budget to the project, with a
clear financial plan and agreements with local banks to ensure sufficient funding for the project's
needs.
 Cost-Efficient Technology: The project promoted the use of cost-efficient housing construction
technology, which helped in managing the budget effectively.

Quality:

 Quality Control Department: The project included a Construction & Quality Control Department
responsible for ensuring that construction activities met quality standards.
 Training and Capacity Building: Training centers were established to enhance the competencies
of team members and stakeholders, ensuring that quality standards were maintained throughout
the project.
 Feedback Mechanism: The project implemented a feedback mechanism to evaluate and observe
various integrated smaller projects, allowing for continuous improvement and quality assurance
E. Project closure practice in your project (how activities across all management processes group are
finalized to formally complete the project or phase?

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 2. How do you define the success rate of project managed by your company?

To define the success rate of projects managed by the Housing Development and Urban Renewal
department, several key metrics should be considered:

a. With Respect to Cost

 Successful management within budget constraints.

 Minimization of cost overruns.
 Efficient allocation and utilization of financial resources.

b. With Respect to Schedule

 Completion of projects within the agreed timelines.

 Timely milestones achievement throughout the project phases.

c. With Respect to Quality

 Meeting or exceeding the established quality standards.

 Ensuring the durability and functionality of the developed housing units.

d. Adherence to Agreed Initial Scope

 Fulfillment of the project objectives and deliverables as initially planned.

 Minimal deviations from the original project scope.

e. Realization of Expected Project Benefits

 Achievement of intended socio-economic impacts such as job creation and urban renewal.
 Positive feedback from stakeholders regarding the project outcomes.

f. Stakeholders’ Adoption and Satisfaction

 High levels of satisfaction among residents, local authorities, and other involved parties.
 Successful integration of the developed housing units into the community with strong adoption
rates.

These metrics collectively provide a comprehensive measure of the success of housing development and
urban renewal projects. They ensure that the projects are not only completed on time and within budget
but also meet the required quality standards and deliver the intended benefits to the community.

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Additionally, we have used another cotton yarn manufacturing project define the success rate of projects
managed.

a. With respect to cost:

 Completing the project within the estimated total investment of Birr 8.1 million.
 Controlling production costs to meet the financial projections.

b. With respect to schedule:

 Commissioning the plant and commencing commercial production as per the planned timeline.

c. With respect to quality:

 Producing cotton yarn that meets the required quality standards and customer expectations.
 Achieving the targeted production capacity of 400 tons per annum.

d. Adherence to agreed initial scope:

 Implementing the project as per the defined scope in the project profile document.

e. Realization of expected project benefits:

 Achieving the projected financial returns like 39.4% IRR and positive NPV.
 Creating the planned 51 employment opportunities.

f. Stakeholders' adoption and satisfaction:

 Acceptance of the cotton yarn produced by the targeted customers/buyers.

 Positive feedback and continued patronage from the customers
3. What challenges do you face in managing projects?

Defining and managing project scope is a major challenge, as scope creep can lead to delays, cost
overruns, and project failure. Project managers need to have a clear understanding of the project
requirements and establish robust scope management processes. (Kerzner, 2017)

Identifying, analyzing, and mitigating project risks is a continuous challenge for project managers.
Unexpected events, such as market changes, technical issues, or regulatory changes, can significantly
impact the project's success. (Meredith & Mantel, 2020)

As novices in project management, we may find it difficult to grasp the entire scope of the work that
needs to be done and to plan and carry out a project efficiently from beginning to end. Project managers
need to know how to use and manage resources like time, money, and team members effectively. As

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beginners, we might not yet have the abilities to do this efficiently and successfully. Leading a team is a
common part of project management. It would be quite difficult to acquire leadership abilities and learn
how to manage and inspire team members.

The challenges encountered in managing the Housing Development and Urban Renewal as stated by
wondewosen are:

 Low Level of Community Participation: Government projects often face a low level of
community involvement, which can hinder the successful implementation and sustainability of
these projects.
 Lack of Temporary Relocation Housing: The absence of temporary housing solutions for
residents affected by the project poses a significant challenge, leading to disruptions and
dissatisfaction.
 Lack of Willingness and Capacity of Certain Collaborators: Some collaborators may lack the
willingness or capacity to effectively contribute to the project, creating obstacles in the
collaborative efforts required for successful project execution
4. Do you think the challenges of project management practices need to be improved, how?

We believe providing comprehensive training and educational resources can help project managers and
team members better understand project management principles, tools, and techniques. Workshops,
online courses, and certifications can enhance their skills and knowledge. Utilizing project management
software and tools can streamline processes, improve tracking and reporting, and facilitate better resource
management. Tools like Gantt charts, project management software (e.g., Asana, Trello, or Microsoft
Project), and communication platforms (e.g., Slack) can be very helpful.

Additionally implementing robust risk management practices can help identify, assess, and mitigate risks
more effectively. This includes regular risk assessments, developing contingency plans, and maintaining
flexibility to adapt to changes. Implementing stringent quality assurance processes, such as regular audits
and reviews, can ensure that project deliverables meet the required standards. Continuous improvement
practices can also help in maintaining high quality.

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Reference

Adrienne Watt, Merrie Barron and Andrew Barron, Project initiation, Project management 2 nd edition

Barclay, C., & Osei-Bryson, K. M. (2010). Project performance development framework: An approach
for developing performance criteria & measures for information systems (IS) projects.
International Journal of Production Economics, 124(1), 272-292.

C. J. Beattie & R. D. Reader (1971) Project initiation, Quantitative management R&D

Kerzner, H. (2017). Project management: a systems approach to planning, scheduling, and controlling.
John Wiley & Sons.

Kevin Davies (2023) What is Project Execution? Steps, Tools, Tips and Templates

Kory Kogon, Suzette Blakemore, and James Wood (2015) Project Management for the Unofficial Project
Manager: A Franklin Covey
Julia Martins (2024) What is project planning? Plus, 7 steps to write a successful project plan
Meredith, J. R., & Mantel, S. J. (2020). Project management: a managerial approach. John Wiley & Sons.
Project management guru, (2017) Project Management Initiating Tools & Techniques
Wendwosen Demrew, Housing Development and Urban Renewal, Integrated Approach of Inner City
Revitalization: A case study of Addis Ababa, Ethiopia

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