VIDYA VIKAS POLYTECHNIC®MYSORE

PROJECT MANAGEMENT SKILLS

20PM01T

WORKBOOK4

Name of the Students:………………….

Register Number:………………………

Name of the Semester:…………………

Name of the Branch:……………………

Unit4(CO4) :……………………………

Submission Date:………………………..
 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry
CO4: Project Planning, Project Scheduling and Project Monitoring
And Implementation
Topic: Project Planning Function, Structure, Project Scheduling, Project monitoring
and Project Evaluation

What is a project plan?

the project plan decides what, where, who, why, how and when to do the project. The
purpose of a project.
The purpose of a project plan is to guide the execution and control of the project
phases.
A project plan is a series of formal documents that define the execution and control
stages of a project.
Functions of Project Planning.
➢ It should provide a basis for organising the work on the project and allocating
responsibilities to individuals.
➢ It is a means of communication and coordination between all those involved in
the project.
➢ It inspires people to look ahead
➢ It reduces the sense of urgency and time consciousness.
➢ It establishes the basis for monitoring and control.

Project planning structure

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

Project scheduling

Project monitoring and implementation

Project monitoring and implementation are critical phases in the project management
process. Monitoring involves systematically tracking and assessing project performance
and progress, while implementation focuses on executing the planned activities to
achieve project objectives. Here are key aspects of project monitoring and
implementation:

Project Monitoring:

1. Progress Tracking:
- Regularly track and compare actual progress against the project schedule and
milestones.
- Identify and address any deviations from the plan promptly.

2. Performance Metrics:
- Define and measure key performance indicators (KPIs) to assess project performance.
- Use metrics to evaluate the efficiency and effectiveness of project activities.

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry
3. Resource Management:
- Monitor the allocation and utilization of resources (human, financial, equipment) to
ensure optimal use.
- Identify and address resource constraints or overloads.

4. Quality Assurance:
- Implement processes to monitor and control the quality of project deliverables.
- Conduct regular inspections and reviews to ensure adherence to quality standards.

5. Risk Management:
- Continuously assess and update the risk register.
- Implement risk response plans and monitor the effectiveness of risk mitigation
strategies.

6. Communication:
- Maintain open and effective communication channels among project team members
and stakeholders.
- Address communication issues promptly to prevent misunderstandings.

7. Issue Management:
- Identify and track issues that may impact project progress.
- Develop and implement strategies to resolve issues in a timely manner.

8. Documentation:
- Keep project documentation up-to-date.
- Document changes to the project plan, scope, or any other relevant aspects.

9. Stakeholder Engagement:
- Regularly communicate with stakeholders to provide updates on project progress.
- Address any concerns or feedback from stakeholders.

Project Implementation:

1. Task Execution:
- Execute the tasks and activities outlined in the project plan.
- Ensure that team members are aware of their roles and responsibilities.

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry
2. Coordination:
- Coordinate the efforts of the project team to ensure seamless execution.
- Facilitate collaboration and communication among team members.

3. Problem Solving:
- Address challenges and obstacles that arise during implementation.
- Encourage a proactive approach to problem-solving within the project team.

4. Adaptability:
- Be prepared to adjust the project plan if unforeseen circumstances or requirements
change.
- Ensure that changes are communicated and approved appropriately.

5. Quality Control:
- Implement processes to verify that project deliverables meet the specified quality
standards.
- Conduct regular reviews to identify and rectify any issues with deliverable quality.

6. Timeline Management:
- Monitor the project schedule and ensure that tasks are completed within the defined
timeframes.
- Implement strategies to address delays and keep the project on track.

7. Budget Management:
- Monitor project expenses and ensure adherence to the budget.
- Identify and address any budgetary issues promptly.

8. Client and Stakeholder Engagement:

- Engage with clients and stakeholders as needed during the implementation phase.
- Provide regular updates on progress and address any concerns.

9. Closure Planning:
- Begin planning for the project closure phase, including finalizing deliverables and
conducting post-project reviews.

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry
Effective project monitoring and implementation contribute to the successful completion
of the project, ensuring that it meets its objectives within the defined constraints of time,
budget, and quality. Regularly reassessing the project plan and adapting to changes are
essential components of both the monitoring and implementation phases.

Workbook
1) Define project evaluation.(A/s-22)
Project evaluation is a step-by-step process of collecting recording and organizing
information about project results, including short-term and longer-term project
outcomes

2) List why the project evaluation is important (m/a-22)(a/s-22)

• Progress made.
• Effective and efficient use of resources
• Desired output achieved
• Improvements are to be made for better outcomes.
• Success factors
• Whether the results justify the input etc.

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

3)Describe the functions of project planning.(m/a-22)(a/s-22)

4) Explain Project scheduling. (a/s-22)

5) List purpose of Project scheduling. (a/s-22)

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

6) Analyse the importance of project objectives and policies. (m/a-22)(a/s-22)

• The objectives and policies are very important while planning the project.
• If the project team lacks a clear goal even excellent skills and the best
equipment will not enable the team to do a good job.
• Well-defined objectives and policies serve as the framework for the decisions
to be made by the project manager.
• The objectives of the project may be technical, performance objectives, time
and cost goals.
• Policies are the general guide for decision making on individual actions.
• Some of the policies of the project are extent of work given to outside
contractors, number of contracts to be employed, terms of the contract etc.

7) Define project planning. (N/D-22 Makeup exam, a/s-22)

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

8) List the tools used in project planning. (m/a-22,a/s-22)

1. Gantt chart
2.Network Techniques
3.Project design
4. Time estimates

9) Explain time estimate. (m/a-22,a/s-22)

Time estimate (te ):
→ When the project is to be designed, it is essential to fix the time targets or each
activity of the project.
→ This helps to complete the project as per the time schedule which gives the
optimum benefits(profit) to enjoy.
→ The time estimate for the project can be done by making the work break down of
the project, estimating the time schedules for each activity, putting them in a
proper sequence as per the technical or logical manner and finally matching their
build up on a time scale with the available resources.
→ The time estimation for completing the project depends on the factors like work
content, sequence, resources, constraints and also on the data available.
→ This also involves the calculation of three time values for each activity of a
project and these are optimistic time, most likely time and pessimistic time.

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

10) Distinguish optimistic time, most likely time and pessimistic time. (M/A-
22)(N/D-22 makeup exam)(a/s-22)
a) Optimistic time(to ): The optimistic time is the time required to complete the
activity if no hurdles or complications arise.
b) Most likely time (tm ): The most likely time is the time in which the activity
is most likely to be completed. This estimate takes into consideration
normal circumstances. Making allowances for some unforeseen delays.
c) Pessimistic time (tp): The pessimistic time is the time required if unusual
complication or unforeseen difficulties arise.

Activity Optimistic time Most likely Pessimistic time

(to ) time (tm ) (tp)
A 2 5 9
B 3 4 8
C 4 6 9
D 5 10 20
E 3 5 9

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

11)Develop the Gantt chart for the given project:(a/s-22)

JOBS START DAY DURATION MAN POWER

J-1 0 5 7
J-2 2 3 3
J-3 4 6 9
J-4 8 4 2
J-5 11 4 4

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

12)Analyse the “SMART” tool for setting goals and objectives.(m/a-22,a/s-22)

→ A goal is a general statement of what should be done to solve a problem.
→ Objectives are a finite subset of a goal and should be specific in order to be
achievable.
→ The objectives should be “SMART”
→ They should be:
I. Specific: clear about what, where, when, and how the situation will be changed
II. Measurable: able to quantify the targets and benefits
III. Achievable: able to attain the objectives
IV. Realistic: able to obtain the level of change reflected in the objective and
V. Time bound: stating the time period in which they will each be accomplished.

13) Explain Gantt chart used for project planning (N/D-22-Makeup Exam)
→ Gantt chart is the oldest formal planning tool designed by Henry Gantt in 1993.
→ Under this, the activities of project are broken down into a series of well-defined
jobs of short duration whose cost and time can be estimated
→ It is a pictorial device in which the activities jobs are represented by horizontal
bars in the time axis.
→ The length of the bar indicates the estimated time for the job.
→ The left hand end of the bar shows the beginning time, the right hand the ending
time.
→ The man power required for the activity is shown by a number on the bar.

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

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 VIDYA VIKAS POLYTECHNIC®-MYSORE
PROJECT MANAGEMENT SKILL (20PM01T)
NOTES&WORKBOOK
Name of Semester:2nd/4th lateral Entry

14) Explain Time estimate. (N/D-22 makeup exam)

→ While designing a project, it is essential to fix time target for each and every
activity of the project.
→ It helps to complete the projects as per time schedule through which it can enjoy
optimum benefits.
→ Time estimate can be made by making a work break down of the project,
estimating the time schedules for each work, putting them in proper sequence.
→ The time estimation for completing a project depends not only on the work
content/sequence but is also influenced by resources and constraints.
→ The basic factors involving in the time estimation are work, constraints,
resources and also the data available

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