SP2 Project Management Prelims

Project Management Essentials

A comprehensive guide to understanding project management principles, methodologies, and roles.

Project Management

The application of knowledge, skills, tools, and techniques to plan, execute, and monitor work to achieve specific project goals and objectives.

scope, time, and budget

form the primary constraints that project managers must balance

project

unlike routine operations, this is a temporary undertaking with a defined beginning and end, created to deliver a unique product, service, or result.

Project management

art and science of turning ideas into tangible results, whether building a skyscraper, developing software, or planning a major event.

Frederick Taylor

first introduced project management in the early 20th century

Henry Gantt

created the first methodology (Gantt chart) in the mid-20th century

Project Life Cycle

Initiation
Planning
Execution
Monitoring and Control
Closure

Initiation

Define business case, determine feasibility, get stakeholder buy-in, and create project charter.

Initiation

• is the project feasible?

• client, site, project with no budget - not feasible

• in this stage, you can know na if the project will commence or not

Planning

Create detailed roadmap outlining goals, scope, deliverables, timeline, budget, resources, and risks

Planning

• no drawings yet

• risk is the most important and is always there!

risk

• lack of personnel

• typhoon

• lack of materials

• lack of planning

• you know its rainy season, but didn’t lengthen the timeline / timeframe

Execution

Carry out planned tasks, coordinate resources, manage stakeholder expectations, and oversee progress

Execution

• it is ok in 3d but in execution, no supply or can’t buy anywhere

• lack of planning in terms of resources

• commencement of the construction

Monitoring & Control

Track progress, measure performance against plan, and take corrective action when deviations occur

Monitoring & Control

here you can identify if the project is smooth sailing

Project Management Methodologies

• Traditional (Waterfall)

• Agile

• Hybrid

Traditional (Waterfall)

A sequential, linear approach where each phase must be completed and signed off before the next begins.

Traditional (Waterfall)

• rigid structure

• extensive upfront planning

• limited flexibility for changes

Traditional (Waterfall)

• continuous downwards (can’t go backwards)

• how it works: the project life cycle is divided into distinct non-overlapping phases

Traditional (Waterfall)

best-sutied and applicable to well-defined and stable requirement

• example manufacturing company: engineering product

  • repetitive process - you already know the timeline, budget, workforce, income of a certain product / project then repeat

Traditional (Waterfall)

advantage: clear structure and easy to manage

Traditional (Waterfall)

disadvantage:

• lack of flexibility 

• cannot change

• if changed, everything will change too

• no profit / smaller

• not applicable for an architect practicing design + build

Agile

An iterative and incremental approach prioritizing flexibility, collaboration, and customer feedback. 

Agile

• work broken into ‘'sprints’’ or ‘‘iterations’’

• adapts to changing requirements

• continuous improvement focus

Agile

ex. church project

• you are not the user

• customer collaboration - church organization

  • always present during construction

Agile

advantage: highly adaptable and flexible

why: every Sunday may budget - mass collection

if: always present ang customer collaboration, they can request, if there is a budget, they can do it - flexible

Agile

advantage: consistent delivery of value

• unlike design and build wherein you need to finish the project, then upon turnover ang feedback

  • nirequest sayo, ginawa mo, good!

Agile

disadvantage: timeline and budget

• gumawa ka na nang gumawa - di mo na alam kung magkano na

• though always present ang delivery of value

Hybrid

Combines elements of both Waterfall and Agile to create a custom-tailored process for specific project needs. 

Hybrid

• Leverages strengths of both approaches

• Mitigates weaknesses

• Adaptable to project requirements

Hybrid

• design and build, by guaranteed maximum cost

  • 10 million, but ended up at 11 million, lost

• mix of rigid and flexible requirements

Hybrid

best applicable for complex projects - residential can be complex also

Hybrid

ex: contract with client with timeline, budget, and output

• lahat ng irequest ng client babayadan, pero ang kita, as is, andon pa din

• any construction not included in the plan is considered as additional

Hybrid

Advantage: balances timeline, budget, and valur

• can all be adjusted

Hybrid

Disadvantage: requires a more experienced project manager

• Already mastered estimation

The Project Manager’s Role

• Planning

• Execution

• Monitoring and Control

• Communication

• Risk Management

• Stakeholder Management

Project Manager

is responsible for the planning, execution, and closing of projects, serving as the central figure leading the team and ensuring goals are met on time and within budget. 

Planning

Define project scope, objectives, and deliverables.

Planning

assumes risks

Execution

Oversee daily activities, ensuring tasks are completed according to plan.

Execution

• commencement of the project

• track progress, if the flow is smooth

• nasusunod ba ang plano

  • if not, stop na, or else talo

Monitoring and Control

Track progress, measure KPIs, identify risks and issues

Monitoring and Control

after execution

Key Performance Index

KPI

Communication

Liaise between team, stakeholders, and clients

Communication

client - ar - CEO - project manager

Risk Management

Identify, assess, and mitigate potential project risks

Risk Management

mitigating potential risks

• if planning pa lang may risk na, end it na

• but if nagkaroon talaga, project manager pa din ang liable

Stakeholder Management

Engage with stakeholders, understanding their needs and expectations

Stakeholder Management

approval, value - you deliver!

Essential Project Manager Skills

• Leadership

• Communication

• Time Management

• Problem-Solving

• Technical Knowledge

• Adaptability

• Negotiation

Leadership

The ability to inspire, motivate, and guide a team effectively. 

Communication

Clear and effective written and verbal communication skills

Time Management

Prioritizing tasks and managing deadlines efficiently

Problem-Solving

Identifying issues and developing creative solutions

Technical Knowledge

Solid understanding of the project’s technical aspects

Adaptability

Adjusting to changes and unexpected challenges

Negotiation

skill to negotiate with stakeholders, vendors, and team members

• people and suppliers

Project Management Career Levels

• Entry-Level

• Mid-Level

• Senior-Level

• Leadership & Executive

Entry-Level

Titles: Project Coordinator, Project Administrator, Junior Project Management

Entry-Level

foundation roles supporting experienced managers on smaller-scale projects

Entry-Level

Responsibilities and Scope of Work (office)

• Administrative Support

• Data Management

• Communication

• Task-tracking

Mid-Level

Titles: Project Manager, Technical Project Manager, IT Project Manager

Mid-Level

Responsible for the entire project life cycle from initiation to closure

Mid-Level

Responsibilities and Scope of Work (firm to site, sometimes)

• project leadership

• planning and execution

• risk management

• stakeholder communication

• team management

Senior-Level

Titles: Senior Project Manager, Lead Project Manager

Senior-Level

Handle larger, more complex projects or lead multiple projects simultaneously

Senior-Level

Responsibilities and Scope of Work (Always at site)

• strategic alignment

• high-stakes project

• mentorship

• cross-functional leadership

• advance risk management

Leadership & Executive

Titles: Program Manager, Portfolio Manager, Director of Project Management, Chief Project Officer

Leadership & Executive

Oversee departments, programs, or the organization’s entire portfolio of projects

Leadership & Executive

Responsibilities and Scope of Work (Pumuti ulit/ naka coat)

• program management

• portfolio management

• organizational strategy

• process improvement

  • no build, but everything under build, under mo

Functional Management Role

responsible for the kikilos para sa work ni project manager

Functional Manager

has direct management authority over an organizational unit, such as a department, with a focus on ensuring long-term effectiveness and efficiency. 

Functional Manager

Key Responsibilties: 

• Personal Management

• Resource Management

• Technical Expertise

• Operational Oversight

Personal Management

Hiring, training, mentoring, and evaluating team performance

Resource Management

Controlling budget and resources allocated to their department

Technical Expertise

Serving as subject-matter expert within their function

Operational Oversight

Overseeing day-to-day operations aligned with strategic goals

Functional Manager

Focus: Long-term, strategic focus on ongoing operations of a specific department

• natapos ang project: conducts training / skills, maghire, papalit ng tao

Project Manager

Focus: Short-term, tactical focus on completing a specific, temporary project

• entire project / deliverable

• after project: document lessons learned - skill trainings

Functional Manager

Authority: Hierarchical authority over department personnel and resources

• hire, control / improve everyone in the department

• if may reklamo, papalitan or tatanggalin

Project Manager

Authority: Project-specific authority, relies on influence and negotiation

• output / project

• if may mali ang worker, under na ng power niya para paayusin or baguhin ang ginagawa mo

Functional Manager

Goals & Accountability: Optimize departmental performance and develop skilled workforce

• accountable inside - wala na sa kanya if di ka na pumapasok or di ayos ang trabaho

Project Manager

Goals & Accountability: Achieve project-specific deliverables on time and within budget

• outside / output

Project Management

both art and science

Project Management

requires balancing scope, time, and budget constraints to deliver unique results through a structured process

Project Life Cycle

provides structure

Project Life Cycle

The five phases-initiation, planning, execution, monitoring, and closure-create a framework for successful delivery.

Methodology Choice

• Matters

• Waterfall, Agile, or Hybrid approaches should be selected based on project requirements and constraints

Project and Functional Managers

• have distinct roles

• Understanding the differences in focus, authority, goals, and accountability is essential for organizational success.