Philippine Christian University
Bachelor of Science
in
Office Administration
MODULE 2
Project Management
Submitted by: Donato B. Serrano
PART 1
I. Test Yourself
A. Define and explain your answer (not less than 100 words)
1. Define Project Management.
- Project Management is the discipline of planning, organizing, and
managing resources to successfully complete a specific project within
defined constraints. It involves coordinating various tasks,
stakeholders, and resources to achieve project objectives, such as
delivering a product, service, or desired outcome. Project management
encompasses activities such as defining project scope, setting goals,
creating a project plan, allocating resources, managing risks,
monitoring progress, and ensuring timely completion.
2. What is the function of a Project Manager.
- The function of a Project Manager is to lead, coordinate, and oversee
all aspects of a project from initiation to completion. They are
responsible for setting project goals, developing a project plan,
assigning tasks to team members, managing resources, monitoring
progress, and ensuring the project is delivered within the defined
constraints of time, cost, and quality. A Project Manager serves as a
central point of contact, facilitates communication among team
members and stakeholders, manages risks, resolves conflicts, and
ensures the project meets its objectives and stakeholder expectations.
3. Explain in details the concept of Triple Constraint
- The Triple Constraint, also known as the Project Management
Triangle or Iron Triangle, is a concept that highlights the
interdependent nature of three key project constraints: time, cost, and
scope. The concept states that changes in one constraint will impact
the others. If any of the constraints change, the other two must be
adjusted to maintain equilibrium. For example, if the scope of a project
is increased, it may require more time and resources, resulting in an
impact on the project's cost. Similarly, reducing the project's time frame
may require additional resources or changes to the project scope.
4. Enumerate the 5 phases of Project Management
- The five phases of Project Management are:
a. Initiation: In this phase, the project's feasibility and viability are
assessed, objectives are defined, and the project is formally
authorized. Project stakeholders are identified, initial planning is
conducted, and a project charter or initiation document is developed.
b. Planning: This phase involves detailed planning, setting project
goals, defining scope, creating a project schedule, estimating
resources, developing a budget, identifying risks, and formulating a
comprehensive project plan.
c. Execution: The execution phase is the actual implementation of the
project plan. Tasks are assigned to team members, resources are
allocated, and the project is carried out according to the defined scope,
schedule, and quality standards. The Project Manager oversees the
work, manages communication, and monitors progress.
d. Monitoring and Control: This phase focuses on tracking project
progress, comparing actual progress against the project plan,
monitoring project costs, managing risks, and ensuring that the project
is on track. Adjustments are made as necessary to keep the project on
schedule and within budget.
e. Closure: The closure phase involves finalizing and delivering the
project's outcomes, conducting a post-project review or evaluation,
documenting lessons learned, and closing out contracts or
agreements. Project closure ensures that all project deliverables have
been completed, and the project is formally closed.
5. Identify and explain the importance of Project Management.
- The importance of Project Management lies in its ability to provide
structure, organization, and control to successfully deliver projects. It is
vital for organizations as it enables successful project delivery,
improves efficiency, reduces risks, enhances stakeholder satisfaction,
and contributes to organizational success.
II. Test Yourself
1. What are the two types of risks involved during the initiation
stage of Project Management?
• The two types of risks involved during the initiation stage of
Project Management are:
a. Project Feasibility Risks
b. Stakeholder Risks
2. Project boundaries were not clearly defined. A product or service
development include many pieces and stages. Your project’s goal is
to deliver only a specific set. Unless you have a cross-functional
team that can handle it all. In any case, the main project results
should be clearly stated. Which one is not a part of the Project
Management Process?
a. Initiating
b. Monitoring and Controlling
c. Executing
d. Planning
e. Closing
f. Managing
3. Enumerate the 3 criteria that should be taken into consideration
in formulating the Project Proposal.
• The three criteria that should be taken into consideration in
formulating a Project Proposal are:
a. Project Objectives
b. Scope and Deliverables
c. Resource Requirements
III. Test Yourself
A. Define the following Terms
1. Risk Management
- Risk management is the process of identifying, assessing, and
mitigating risks that may impact the success of a project or an
organization. It involves systematically identifying potential risks,
analyzing their potential impact and likelihood, and implementing
strategies to manage or reduce those risks. Risk management aims
to minimize negative consequences and maximize opportunities by
developing proactive plans and actions to address risks.
2. Project Scheduling
- Project scheduling refers to the process of creating a timeline or
schedule that outlines the sequence and duration of project
activities. It involves determining the start and end dates of each
task, estimating the time required to complete each activity, and
establishing the dependencies between different tasks. Project
scheduling helps in organizing project activities, allocating
resources, and tracking progress against the planned timeline.
4. Risk Management Framework
- A risk management framework is a structured approach or set
of guidelines that organizations use to manage risks consistently
and effectively. It provides a systematic process for identifying,
assessing, responding to, and monitoring risks within an
organization or project. A risk management framework typically
outlines the policies, procedures, and tools that should be used
to manage risks and establish risk management as an integral
part of the organization's overall operations.
B. Enumerate and discuss briefly
1. Steps in developing a project schedule
- Steps in developing a project schedule:
a. Define project activities: Identify and define the specific tasks or
activities required to complete the project. Break down the project
into smaller manageable activities.
b. Sequence activities: Determine the order in which the activities
should be performed based on their dependencies. Identify which
activities must be completed before others can begin.
c. Estimate activity duration: Estimate the time required to complete
each activity. This involves considering factors such as resource
availability, skill levels, and any constraints that may impact the
duration.
d. Develop the schedule: Create the project schedule by assigning
start and end dates to each activity based on the sequence and
estimated duration. Consider any constraints, milestones, or critical
paths that may affect the overall project timeline.
e. Optimize the schedule: Review the schedule for any conflicts,
bottlenecks, or resource constraints. Make adjustments as
necessary to optimize the sequence and duration of activities,
ensuring an achievable and realistic schedule.
2. Five Steps involved in Risk Management Framework
- a. Risk Identification: Identify potential risks that may impact the
project or organization. This involves systematically identifying
internal and external risks, considering various sources such as
project documents, historical data, stakeholders, and expert
opinions.
b. Risk Assessment: Assess the identified risks by analyzing their
potential impact and likelihood. Evaluate the severity of the risks,
prioritize them based on their significance, and quantify the level of
risk using qualitative or quantitative methods.
c. Risk Response Planning: Develop strategies to manage and
respond to identified risks. This may involve developing contingency
plans, mitigation strategies, risk transfer, or risk acceptance
approaches. Determine the most appropriate response for each risk
based on its level of impact and likelihood.
d. Risk Implementation: Implement the planned risk response
strategies. This involves executing the identified risk mitigation
measures, monitoring the progress, and ensuring that the response
actions are effectively carried out.
e. Risk Monitoring and Review: Continuously monitor the project or
organizational environment for changes and reassess the risks.
Regularly review and update the risk management strategies and
actions based on new information, evolving circumstances, or
lessons learned from previous projects.
IV. Test Yourself
Definition of Terms:
1. Impact Mapping
- Impact mapping is a collaborative strategic planning technique
used to align project or product development efforts with desired
business outcomes. It provides a visual representation of how
specific activities or features of a project or product will create
impacts that contribute to achieving the organization's goals.
2. Crazy Quilt Principle
- The crazy quilt principle is a concept in project management
that emphasizes the dynamic and interconnected nature of
project stakeholders. It recognizes that stakeholders in a project
can have diverse interests, motivations, and relationships,
similar to the patches in a crazy quilt.
3. Effectuation
- Effectuation is an entrepreneurial approach or mindset that
emphasizes leveraging existing resources, taking calculated
risks, and embracing uncertainty to create opportunities and
achieve desired outcomes. It focuses on what entrepreneurs can
control in a given situation, rather than relying solely on
predicting and planning for the future.
4. Intuitive Learning
- Intuitive learning refers to the process of acquiring knowledge,
insights, or skills through intuition or instinctive understanding. It
involves relying on one's instincts, gut feelings, and tacit
knowledge to make sense of a situation or solve a problem.
Intuitive learning is often associated with pattern recognition,
subconscious processing, and experiential learning, where
individuals draw upon their previous experiences and tacit
knowledge to make quick and intuitive judgments.
5. Rational Learning
• Rational learning refers to the process of acquiring
knowledge or skills through a systematic and logical
approach. It involves gathering information, analyzing data,
applying critical thinking, and making decisions based on a
rational evaluation of available evidence. Rational learning
emphasizes logical reasoning, evidence-based decision-
making, and a systematic approach to problem-solving.
Enumerate the following:
6. 5 Strategies in implementing Effectuation
a. Bird in the hand
b. Affordable loss
c. Crazy Quilt
d. Lemonade
e. Pilot
7. Two types of Learning
a. Intuitive Learning
b. Rational Learning
V. Test Yourself
Explain in not less than 100 words.
a. What is traditional project management and its characteristics.
- Traditional project management is a structured approach to
managing projects that follows a linear and sequential process.
It involves defining the project scope, creating a detailed project
plan, and executing the plan in a predetermined order. It
emphasizes thorough planning, documentation, and control.
Traditional project management typically assumes that the
project requirements and objectives are stable and can be
defined upfront.
b. Identify the 2 well known traditional project management
methodologies.
- Two well-known traditional project management methodologies
are Waterfall and Critical Path Method (CPM). Waterfall follows
a sequential flow, where each phase is completed before moving
onto the next. It is suitable for projects with stable and well-
defined requirements. CPM focuses on identifying the critical
activities that determine the project's overall duration and uses a
network diagram to visualize and manage dependencies
between tasks.
c. Enumerate the key element of traditional project management.
The key elements of traditional project management include:
• Project initiation: Defining the project's purpose, objectives,
and stakeholders.
Project planning: Developing a detailed project plan,
including scope, schedule, budget, and resources.
Project execution: Implementing the project plan, assigning
tasks, and managing resources.
• Project monitoring and control: Tracking project progress,
ensuring adherence to the plan, and making necessary
adjustments.
• Risk management: Identifying potential risks, assessing their
impact, and developing mitigation strategies.
• Communication and documentation: Maintaining clear and
effective communication among team members and
stakeholders, as well as documenting project activities and
decisions.
• Project closure: Evaluating project outcomes, documenting
lessons learned, and formally closing the project.
VI. Test Yourself
1. Explain the concept of Agile Project Management (not less than
300 words)
- Agile Project Management is an iterative and flexible approach
to managing projects that prioritizes adaptability, collaboration,
and continuous improvement. It emerged as a response to the
limitations of traditional project management methodologies,
such as Waterfall, which struggle to cope with changing
requirements and customer needs.In Agile Project Management,
projects are divided into short iterations called sprints, usually
ranging from one to four weeks. The project team works
collaboratively and cross-functionally, with frequent feedback
loops and regular communication. The project scope and
deliverables are not fixed upfront but are refined and adjusted
throughout the project based on customer feedback and
evolving priorities. The core principles of Agile Project
Management are captured in the Agile Manifesto, which
emphasizes individuals and interactions over processes and
tools, working software over comprehensive documentation,
customer collaboration over contract negotiation, and
responding to change over following a plan. Agile Project
Management methodologies, such as Scrum, Kanban, and
Extreme Programming (XP), provide frameworks for
implementing Agile principles. These methodologies offer
different practices and ceremonies to support iterative
development, continuous improvement, and self-organizing
teams. The benefits of Agile Project Management include
increased customer satisfaction through frequent delivery of
working increments, better alignment with customer needs,
enhanced team collaboration and motivation, early detection of
issues and risks, and the ability to adapt to changing
requirements and market conditions.
2. Differentiate predictive approach in Project Management vs
predictive approach.
- The predictive approach, commonly associated with
methodologies like Waterfall, follows a sequential and plan-
driven process. It relies on a comprehensive upfront planning
phase, where the project scope, requirements, schedule, and
resources are determined in detail. Once the plan is established,
the project moves through distinct phases (e.g., analysis,
design, development, testing) in a linear fashion, with minimal
room for change. The predictive approach assumes that the
project requirements and objectives can be accurately defined
and controlled from the start. In contrast, the agile approach is
iterative and adaptive. It embraces change and uncertainty,
focusing on delivering value incrementally and responding to
feedback and evolving requirements. Agile methodologies, such
as Scrum and Kanban, emphasize collaboration, self-
organization, and continuous improvement. The agile approach
recognizes that requirements may change, and thus, the project
adapts to those changes through short iterations, regular
feedback, and flexibility in scope.
3. Identify the 3 drivers that will influence a project to become agile
• Three drivers that influence a project to become agile are:
a. Changing requirements and uncertainty
b. Customer-centric focus
c. Complex and innovative projects
PART 2
I. Discuss the 5 different approaches or 5 main phases to Project
Management.
The five main phases of Project Management are:
• Initiation: This phase involves defining the project's purpose,
objectives, and scope. It includes activities such as
conducting a feasibility study, identifying stakeholders, and
establishing the project's initial requirements. The initiation
phase sets the foundation for the project and involves
obtaining the necessary approvals and resources to proceed.
• Planning: In this phase, a comprehensive project plan is
developed. It includes defining the project scope, creating a
work breakdown structure, estimating resources and time,
identifying risks, and developing a communication plan. The
planning phase ensures that all aspects of the project are
thoroughly planned and documented to guide the execution
phase.
• Execution: The execution phase involves putting the project
plan into action. Project teams are formed, tasks are
assigned, and resources are mobilized. This phase focuses
on implementing the planned activities, managing the project
team, and coordinating with stakeholders. Progress is
monitored, and adjustments are made as necessary to
ensure the project stays on track.
• Monitoring and Control: This phase involves tracking the
project's progress, comparing it against the planned
objectives, and managing any deviations or issues that arise.
Key project metrics and indicators are monitored, and regular
progress reports are generated. Monitoring and control
activities help ensure that the project remains on schedule,
within budget, and meets the desired quality standards.
• Closure: The closure phase marks the completion of the
project. It involves conducting a final review, documenting
lessons learned, and transitioning the project deliverables to
the end-users or stakeholders. Project closure also includes
conducting a post-project evaluation to assess the project's
success and gather feedback for future improvements.
II. Specify the letter for the correct answer and explain briefly why.
1. The main traits of a project:
a. On-going activity to create product, service or result
b. The unique result, time limit, goal oriented
c. A project Manager, project Team, Stakeholders
d. Contract and SLA
Explanation: Option b correctly captures the main traits of a project.
Projects are temporary endeavors with a specific goal or objective to
achieve, resulting in a unique deliverable or outcome. Projects have a
defined timeline or time limit within which they are planned and executed.
The temporary nature distinguishes projects from ongoing activities or
operations. The goal-oriented nature of projects means that they are
focused on achieving specific objectives or targets. While options a, c, and
d may be associated with projects in certain contexts, they do not
encompass the core traits that define a project.
III Project Management Proposal
Project Management Proposal: Annual Sales Event
Slide 1: Introduction
Title: Project Management Proposal for Annual Sales Event
Presenter: Donato B. Serrano
Date: July 15, 2023
Slide 2: Project Overview
Purpose of the event: To sell remaining retail and provide a fun experience for
customers.
Event components: Live music, discounted outdoor clothing and gear displays, food
vendors, and outdoor activities.
Project duration: Three months
Slide 3: Cost Estimates
Total budget allocated: Unlimited.
Past event costs: Within $30,000 range
Cost breakdown: Itemize major expenses such as venue, entertainment, inventory,
marketing, and staffing.
Slide 4: Major Milestones and Timeline
Milestone 1: Event planning and concept development
Tasks: Establish event objectives, define target audience, create event concept, and
finalize event theme.
Duration: 1 week
Milestone 2: Vendor selection and logistics planning
Tasks: Identify and contact vendors, negotiate contracts, arrange for necessary
permits, and plan logistics.
Duration: 2 weeks
Milestone 3: Marketing and promotion
Tasks: Develop marketing strategy, create promotional materials, launch advertising
campaigns, and engage with the target audience.
Duration: 4 weeks
Milestone 4: Event execution and management
Tasks: Coordinate event setup, manage vendors and activities, ensure smooth
operations, and oversee customer experience.
Duration: 2 days (during the event)
Milestone 5: Post-event evaluation and analysis
Tasks: Gather feedback from attendees, assess event success, analyze financial
performance, and identify areas for improvement.
Duration: 1 week
Slide 5: Quality Assurance and Risk Management
Quality assurance:
- Regularly inspect and review progress against the set standards.
- Implement corrective actions if deviations are identified.
Risk management:
- Identify potential risks and assess their impact and likelihood.
- Develop risk response strategies, such as risk avoidance, mitigation, transfer,
or acceptance.
- Monitor risks throughout the project and adapt strategies as needed.
Slide 6: Team Management
Team composition: Five interns
Communication and coordination:
- Regular team meetings to discuss progress, address challenges, and share
updates.
- Foster a collaborative and supportive team environment.
Training and development:
- Provide necessary training and resources to enhance skills and knowledge.
- Encourage continuous learning and professional growth.
Slide 7: Project Status Reporting
Reporting frequency: Weekly progress reports
Report contents:
- Summary of completed tasks.
- Overview of ongoing activities
- Identification and discussion of any issues or risks
- Planned tasks for the upcoming week
Slide 8: Project Success Measurement
Key performance indicators (KPIs):
- Event attendance and customer satisfaction surveys
- Revenue generated from sales
- Social media engagement and reach
- Cost efficiency and adherence to the budget
Evaluation criteria:
- Achievement of event objectives
- Positive feedback from attendees and stakeholders
- Meeting or exceeding financial targets
Slide 9: Conclusion
- Recap of key points discussed
- Reiterate commitment to a successful event
- Express gratitude for the opportunity to manage the project
Slide 10: Questions and Discussion
- Open the floor for questions and discussion from the board of directors.
