PROJECT

MANAGEMENT
O ffi c e a d m i n i s t r a t i o n
INTRODUCTION TO
PROJECT
MANAGEMENT
1 Definition and characteristics of a

2 project
Project life cycle and phases

3 Project management

4 methodologies
The role of the project manager in an office
setting
 OBJECTIVES:
It aims to provide a foundational
understanding of project management
concepts and principles. The specific
objectives include:

• Define project management: Clearly

understand the concept of project
management and its role in
organizations.
• Identify project characteristics:
Recognize the key attributes and
distinguishing features of projects.
OBJECTIVES:
• Explain the project life cycle: Understand
the different phases involved in a project's
lifecycle and their significance.
• Compare project management
methodologies: Explore various
approaches like Waterfall, Agile, and
hybrid methodologies.
• Discuss the role of the project manager:
Understand the responsibilities,
challenges, and importance of the project
manager's role.
• Apply project management concepts:
Demonstrate basic knowledge of project
management principles in real-world
scenarios.
 PROJECT
MANAGEMENT
• Project management is the discipline of
organizing and managing resources (people,
equipment, and materials) to achieve
specific goals within a defined scope,
budget, and timeframe. It involves planning,
organizing, directing, and controlling the
execution of a project to ensure its
successful completion.

• Effective project management requires a

combination of technical skills, leadership
qualities, and interpersonal abilities. It is
essential for businesses and organizations
KEY ELEMENTS:
• Initiation: Defining the project scope,
objectives, and feasibility.
• Planning: Developing a detailed project
plan, including tasks, resources, and
timelines.
• Executing: Carrying out the project
activities as planned, monitoring
progress, and managing risks.
• Monitoring and controlling: Tracking
project performance, identifying
deviations, and taking corrective actions.
• Closing: Completing the project,
delivering the final product, and
 CHARACTERISTICS OF A
PROJECT
0 02 03
Limited Resources Unique Outcome Temporary
1
Projects have finite The final product or Projects have a defined
budgets and timeframes. service is distinct and Nature
lifespan, unlike ongoing
often one-of-a-kind. operations.

04 05
Cross-Functional Risk and
Projects involve people Projects are subject to
Teams
from various departments Uncertainty
unforeseen challenges and
or organizations. changes.
 Initiation:
Defining the
project
scope,
objectives,
and feasibility.

Closing:
Planning:
Completing the
Developing a
project,
detailed project
delivering
plan, including
the final product,

PROJECT
tasks, resources,
and evaluating
and timelines.
outcomes.

LIFE
CYCLE
Monitoring and Executing:
Controlling:
Carrying out the
Tracking project
project
performance,
activities as
identifying
deviations, planned,
and taking monitoring
corrective actions. progress,
 PROJECT MANAGEMENT
METHODOLOGIES
1. Waterfall
• It is aMethodology
sequential project management approach where each phase
must be completed before the next can begin. It's often likened to a
waterfall, as progress flows from one phase to the next in a linear
fashion.
• Linear approach where each phase is completed before moving to the next.

Key phases in the Waterfall model include:

⚬ Initiation: Defining the project scope, objectives, and feasibility.
⚬ Planning: Creating a detailed project plan, including tasks, resources, and
timelines.
⚬ Design: Developing the technical specifications and design documents.
⚬ Development: Building the actual product or system.
⚬ Testing: Verifying the product's functionality and quality.
⚬
 2. Agile
• Methodology:
It is a project management approach that emphasizes iterative development,
early delivery, and continuous feedback. It is designed to be flexible and
adaptable to changing requirements, making it well-suited for projects with
uncertainty or evolving needs.
• Iterative approach with frequent feedback and adjustments, emphasizing
flexibility and responsiveness.

Key principles of Agile include:

• Iterative development: Projects are broken down into smaller iterations or
sprints, each resulting in a working product increment.
• Incremental delivery: The product is continuously improved and delivered
throughout the project lifecycle.
• Customer collaboration: Customers are actively involved in the project,
providing feedback and ensuring the product meets their needs.
• Responding to change: The Agile team is prepared to adapt to changes in
requirements or circumstances.
 3. Hybrid
• Methodology
Combines elements of both Waterfall and Agile, tailored to specific project
needs.
• is a project management approach that combines elements of both Waterfall
and Agile methodologies. It is tailored to specific project needs, allowing teams
to leverage the strengths of each approach while mitigating their weaknesses.

Key characteristics of Hybrid Methodologies:

• Combination of phases: Projects may have defined phases like in Waterfall, but
with more flexibility and iteration as in Agile.
• Iterative development: Some project components may be developed in
iterations, while others may follow a more linear path.
• Risk-based approach: Hybrid methodologies often prioritize high-risk or critical
components for iterative development, while lower-risk components may follow
a more traditional Waterfall approach.
• Tailored to project needs: The specific mix of Waterfall and Agile elements is
determined based on the project's unique characteristics, such as the level of
uncertainty, complexity, and regulatory requirements.
 The Role of the Project
Manager
• Leadership: Guiding and motivating the project
team.
• Planning: Developing and managing the project
plan.
• Communication: Effectively conveying information
to stakeholders.
• Risk Management: Identifying, assessing, and
mitigating risks.
• Team Building: Fostering collaboration and
teamwork.
• Stakeholder Management: Addressing the needs
and expectations of stakeholders.
 The Project Manager
in an Office Setting
Daily Tasks:
• Attending meetings
• Tracking project progress
• Resolving issues
• Communicating with stakeholders

Challenges:
• Managing competing priorities
• Dealing with resource constraints
• Adapting to changes
• Building and maintaining relationships
 CI
ER
X
E SES
Recap of Key Points:
Project Management definition, characteristics, life cycle,
methodologies, and the role of the project manager.

Importance of Project Management: Effective project

management ensures successful outcomes, efficient
resource utilization, and stakeholder satisfaction.
 CHAPTER 2
PROJECT MANAGEMENT AND
PROJECT SELECTION
1
1 Project Management Maturity

2 Project Selection and

3 Models
Project Portfolio Management
(PPM)
4 A Business Project Proposal
 LEARNING
By the end ofOUTCOMES
this chapter, you should
be able to:
• Understand the relationship
between strategic management
and project selection.
• Apply various project selection
methods to evaluate potential
projects.
• Implement effective project
portfolio management (PPM)
practices.
• Develop persuasive business
STRATEGIC
MANAGEMENT
• Strategic management is
the process of formulating
and implementing
strategies that enable an
organization to achieve its
long-term goals. It involves
analyzing the external
environment, internal
capabilities, and
competitive landscape to
PROJECT
SELECTION
• Project selection is the
process of choosing which
projects an organization will
undertake. It involves
evaluating potential
projects based on various
criteria, such as alignment
with strategic objectives,
resource availability, and
expected return on
investment.
THE RELATIONSHIP BETWEEN
STRATEGIC MANAGEMENT AND
PROJECT SELECTION
• Strategic management and
project selection are closely
intertwined. Effective project
selection ensures that an
organization's resources are
allocated to projects that
support its strategic goals. By
aligning projects with strategic
objectives, organizations can
maximize their chances of
success and achieve a
 PROJECT MANAGEMENT
MATURITY
A Foundation for Success
Project management
It refers to
maturityan organization's ability to effectively
manage projects and achieve consistent, predictable
outcomes. It is a measure of how well an organization
has adopted and implemented project management
practices, processes, and methodologies.
 PROJECT MANAGEMENT
MATURITY
A Foundation for Success
Why is project management maturity
A high level important?
of project management maturity can
significantly enhance an organization's performance
and competitiveness. It provides a solid foundation
for delivering projects on time, within budget, and to
the desired quality standards.
 Advantages of High Project
Management Maturity
Improved Project Success Rates: Organizations with high
project management maturity are more likely to successfully
complete projects. This means fewer project failures, reduced
costs, and increased efficiency.
Better Resource Utilization: Mature organizations can
effectively allocate resources to projects, ensuring that they are
used optimally. This can lead to cost savings and improved
productivity.
Increased Stakeholder Satisfaction: When projects are delivered
on time, within budget, and to the desired quality standards,
stakeholders, including customers, employees, and investors, are
more likely to be satisfied. This can enhance the organization's
reputation and foster long-term relationships.
 Advantages of High Project
Management Maturity
Enhanced Decision-Making: Mature organizations have better
data and analytics to support decision-making. This can lead to
more informed choices and reduced risks.
Improved Risk Management: Organizations with high project
management maturity are better equipped to identify and mitigate
risks, reducing the likelihood of negative project outcomes.
Enhanced Organizational Learning: Mature organizations
continuously learn from their projects, identifying best practices and
areas for improvement. This helps them to adapt to changing
business environments and remain competitive.
 THE ORGANIZATIONAL PROJECT
MANAGEMENT MATURITY MODEL
(OPM3)
It is a framework developed by the Project
Management Institute (PMI) to assess and improve
an organization's project management capabilities.
It provides a five-level model that organizations
can use to evaluate their current state and identify
areas for improvement.
 Five Levels of
OPM3
1 Chaotic: Organizations at this level lack defined processes and
have inconsistent project management practices. Projects are
often reactive and unplanned.

2 Planned: Organizations at this level have basic project

management processes in place, but they may be ad hoc or
inconsistent. Projects are often planned, but execution may be
unpredictable.
Standardized: Organizations at this level have standardized project
3
management processes and methodologies. Projects are planned
and executed consistently, but there may be room for improvement.
 Five Levels of
OPM3
4 Managed: Organizations at this level have a managed
project management approach, with a focus on continuous
improvement and measurement. Projects are well-planned,
executed, and monitored.
5 Optimized: Organizations at this level have a highly
integrated and optimized project management approach.
Projects are consistently delivered on time, within budget,
and to the desired quality standards.
 • Organizational Assessment:
OPM3 includes a comprehensive

COMPONENTS OF
assessment process to evaluate an
organization's current project
management practices.

OPM3
• Benchmarking: Organizations can

KEY
compare their maturity level to
industry benchmarks and best
practices.
• Improvement Planning: OPM3
provides guidance for developing
improvement plans to address
identified gaps.
• Implementation and Monitoring:
Organizations can implement
 • Improved Project Success Rates:
OPM3 can help organizations improve
their project success rates by identifying
and addressing weaknesses in their

BENEFITS OF
USING OPM3
project management processes.
• Enhanced Organizational
Performance: By improving project
management capabilities, organizations
can enhance their overall performance
and competitiveness.
• Increased Stakeholder Satisfaction:
OPM3 can help organizations deliver
projects that meet stakeholder
expectations, leading to increased
satisfaction.
• Improved Decision-Making: OPM3
provides data and insights that can
 PROJECT SELECTION AND
MODELS
Project selection is the process of choosing which
projects an organization will undertake. It involves
evaluating potential projects based on various criteria,
such as alignment with strategic objectives, resource
availability, and expected return on investment.

Project selection models are tools or frameworks used

to assess and compare potential projects. These models
help organizations make informed decisions about which
projects to prioritize and allocate resources to.
 Key Considerations in Project
Selection
• Strategic Alignment: Projects should be aligned with an
organization's overall strategy to ensure that resources are
allocated to initiatives that contribute to long-term
objectives.
• Resource Availability: The availability of necessary
resources, such as budget, personnel, and equipment,
5
should be considered.
• Expected Return on Investment: The potential financial
benefits or other outcomes of a project should be assessed.
• Risk Assessment: The potential risks associated with a
project should be identified and evaluated.
• Stakeholder Analysis: The interests and concerns of
 Common Project Selection
Models
Scoring Models: Assign weights to different criteria (e.g.,
financial return, strategic alignment, risk) and score each
project based on its performance in each area.
Discounted Cash Flow Analysis: Calculate the net present
value (NPV) or internal rate of return (IRR) of a project to
assess its financial viability.
Benefit-Cost Analysis: Compare the benefits of a project to
its costs to determine its overall value.
 Common Project Selection
Models
Real Options Analysis: Consider the flexibility to modify or
abandon a project based on future events.

Portfolio Management: Manage a portfolio of projects to

balance risk, return, and alignment with strategic goals.
PROJECT
PORTFOLIO
MANAGEMENT
• Project portfolio management
(PPM)
(PPM) is the strategic process of
selecting, prioritizing, and
managing a group of projects to
achieve organizational goals. It
involves aligning projects with an
organization's overall strategy,
optimizing resource allocation,
and managing risks to ensure
that projects contribute to the
 KEY COMPONENTS OF
PPM
Project Portfolio
1.
Strategy:
• A high-level plan that outlines
the organization's goals and
objectives for project
management.

• It defines the criteria for

selecting projects, the desired
outcomes, and the overall
approach to managing the
portfolio.
 KEY COMPONENTS OF PPM
2. Project Identification and
Selection
• The process of identifying potential
projects and evaluating their fit with
the organization's strategic goals.

• This involves using various methods

like brainstorming, market research,
and customer feedback to generate
project ideas. Once identified,
projects are evaluated based on
factors such as ROI, risk, and
alignment with strategic objectives.
 KEY COMPONENTS OF
PPM.......
3. Prioritization and Resource
•
The process of ranking projects
Allocation
based on their importance and
allocating resources accordingly.

• This involves using prioritization

frameworks like the Balanced
Scorecard or the Analytic
Hierarchy Process to determine
which projects should be given
priority. Resources, such as
budget, personnel, and
equipment, are then allocated to
these projects.
 KEY COMPONENTS OF
PPM.......
4. Project Portfolio Monitoring
• The ongoing process of tracking
and Control
project performance, identifying
deviations from the plan, and
taking corrective actions.

• This involves using various tools

and techniques like Gantt
charts, PERT charts, and earned
value analysis to monitor project
progress. Deviations from the
plan are identified and
addressed to ensure that
 KEY COMPONENTS OF
PPM.......
5. Portfolio Optimization
• The process of making
adjustments to the project
portfolio to improve its overall
performance and alignment with
strategic goals.

• This may involve adding new

projects, canceling existing
ones, or reallocating resources.
The goal is to optimize the
portfolio to maximize ROI and
achieve the desired business
 KEY COMPONENTS OF
PPM.......
6. Performance Evaluation and
• The
Learning process of assessing the
performance of individual
projects and the portfolio as a
whole, and identifying lessons
learned.

• This involves evaluating

project outcomes, identifying
areas for improvement, and
capturing best practices. The
insights gained from this
Ingoude Company

Business
Project
Proposal
Outline for
Project
Management
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Ingoude Company

1. Executive Summary
• Brief overview of the project
• Key objectives
• Expected outcomes
• Benefits to the organization
2. Project Scope and Goals
• Clearly define the project's
boundaries and deliverables
• Establish specific, measurable,
achievable, relevant, and time-
bound (SMART) goals
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Ingoude Company

3. Project Team and Roles

• Identify the key team members
and their responsibilities
• Outline the communication and
decision-making processes

4. Project Methodology and

Approach
• Describe the project management
methodology to be used (e.g.,
Waterfall, Agile, Scrum)
• Outline the project phases and their
deliverables

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Ingoude Company

5. Project Schedule and

Timeline

• Develop a detailed project

schedule, including key
milestones and deadlines
• Utilize project management
tools (e.g., Gantt charts,
PERT diagrams) to visualize
the timeline

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Ingoude Company

6. Resource Allocation and

Budget

• Identify the necessary

resources (e.g., human,
financial, technological)

• Develop a detailed project

budget, including cost
estimates and contingency
planning
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Ingoude Company

7. Risk Management
• Identify potential risks and
challenges that could impact the
project
• Develop mitigation strategies to
address these risks

8. Communication Plan
• Outline the communication channels
and frequency for stakeholders
• Define the roles and responsibilities
for communication

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Ingoude Company

9. Quality Management
• Establish quality standards and
metrics
• Implement quality control measures
to ensure project deliverables meet
expectations

10. Stakeholder Management

• Identify and engage key stakeholders
• Develop a stakeholder engagement
plan to address their needs and
concerns

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Ingoude Company

11. Evaluation and Measurement

• Define key performance
indicators (KPIs) to track project
progress
• Establish a mechanism for
evaluating project success and
identifying lessons learned

12. Appendix
• Include supporting documents,
such as research findings, surveys,
or case studies

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