Question

Briefly discuss the four main tasks in project management: project planning, project scheduling, project monitoring and controlling, and project reporting. Also, discuss what role does stakeholders play in project Management?

Answer 1

Four main tasks of Project Management are-

1. Project planning- it is a discipline for stating how to complete a project within a certain timeframe, usually with defined stages, and designated resources. It refers as a process manager go through to establish the steps required to define the project objectives, clarify the scope of what needs to be done and develop the task list to do it.

2. Project scheduling- it refers as a mechanism to communicate what tasks need to get done and which organizational resources will be allocated to complete those tasks or activities in what timeframe. It is a document collecting all the work needed to deliver the project on time.

3. Project monitoring and controlling- this is a process which oversees all the tasks and metrics necessary to ensure that the approved and authorized project is within scope, on time, and on budget so that the project can proceeds with minimal risk. It is continuously performed throughout the life of the project.

4. Project reporting- it involves more than simply communicating the latest project updates to the project team members and stakeholders. It can also be use to mitigate risk, monitoring budgets and timelines, and build more accurate project plans.

Role of stake holders-

1. Team members of project-

(i) Identify constraints and assumptions

(ii) Help to identify dependencies between activities

(iii) Provide time and cost estimates

(iv) Help to enforce ground rules

(v) Recommend changes to the project, including corrective actions

(vi) Conduct process improvements

(vii) Attend project team meetings

2. Project manager

(i) Resource planning

(ii) Planning and defining scope

(iii) Activity planning and sequencing

(iv) Developing schedules

(v) Time, cost, and budget estimating

(vi) Risk analysis

(vii) Documentation

(viii) Control quality

(ix) Benefit realization

3. Project sponsor-

(i) Provides business context, expertise, and guidance to the project manager and the team.

(ii) Acts as an escalation point for decisions and issues that are beyond the authority of project manager

(iii) Acts as the link between the project, the business community, and strategic level decision-making groups

4. Project customer

(i) Receives the final output that the project produces

(ii) Provides product requirements and funding

5. Functional manager or resource manager-

(i) Provide resources to the particular people who are involved in the team according to company’s policy.

(ii) After completion of the task receive again the remaining resources, and can give them for next project.