Professional Documents
Culture Documents
Project Management
Student Pre-course
Handbook
Contents
Introduction .................................................................................................... 3
1
1.2
1.3
1.4
1.5
1.6
2.2
2.4
2.5
2.6
2.7
3.2
3.3
3.4
3.5
3.6
3.7
3.8
Techniques ........................................................................................... 62
4.1
4.3
4.7
5.4
6.5
6.7
6.8
6.9
6.10
7
7.2
7.3
7.4
7.5
Practise Quizzes
Section One Quiz
13
29
60
66
78
95
122
126
Page 2
Introduction
The purpose of this workbook is to assist you in preparing for your APMP course. Ask
anyone who has attended an APMP course and they will tell you how intense the course is.
These pre-reads have been produced by QA to assist in your preparation for the course and
thus enhance your learning and understanding and improve your chances of a good result.
They are sufficiently detailed to give you an overview of (and in some areas additional
information over and above) the 37 APMP Syllabus areas and to use in your pre-course
preparation, during the course and as part of your evening revision along with the course
materials (if you are reading this electronically you may wish to print off a hard copy for the
course).
At the end of each of the seven Sections there are a number of multiple choice questions for
you to tackle to test your understanding of those topic areas. You will find an Answer Grid at
the end of the reading material.
Whilst there is no particular recommendation on how long you spend reading, or on the
order in which the material must be read, it is suggested you read the material in the
fortnight prior to your course attendance, and that you allow AT LEAST 2 hours reading for
each Section.
Please note that the APM Body of Knowledge, upon which the course and this prereading are based, is not a structured methodology. Rather it is a collation of
principles and processes that support effective project management. Any number of
techniques and tools could be used to apply these principles and therefore the preread and the course materials should not be seen as the only way to do things! The
pre-read may offer a different viewpoint to that offered by the course trainer, this is
deliberate, the aim of this being to offer you alternative approaches to consider.
Page 3
1.1.1 Definition
Unique process, consisting of a set of coordinated and controlled activities with start and
finish dates, undertaken to achieve an objective conforming to specific requirements,
including the constraints of time, cost and resources.
(BS6079)
Page 4
Constraints
Constraints
Time,
Time,cost,
cost,quality,
quality,
technical
technicaland
andother
other
performance
performanceparameters,
parameters,
legal,
legal,environment,
environment,etc.
etc.
Input
Input
Business
Businessneed,
need,problem
problem
or
oropportunity
opportunity
Management
Managementof
ofthe
the
Project
Project
Output
Output
Project
Projectdeliverables,
deliverables,
and/or
and/orservices,
services,
change
change
Mechanisms
Mechanisms
People,
People,techniques
techniquesand
and
tools,
equipment,
tools, equipment,
organisation
organisation
Project Management can be described in terms of 4 generic processes that are applied to
the project as a whole and to each phase of the project life cycle (see Topic 6.1):
Starting or initiation
This process ensures that the project or phase has a sound basis upon which to
proceed. For the project, the business case will be established at this time and the
reasons for undertaking the project need to be clearly understood by all. There will be
an initial analysis of stakeholders and risk and then a small team can be formed to take
the project forward
Page 5
responding to change
maintaining/improving quality
reducing costs
reducing risk
Page 6
1.2
The programme takes the output and implements it in the business (the transition
process)
The business experiences some change in process or staff behaviour, which is known as
the outcome.
Page 7
Page 8
1.3
Strategic Benefits
Programme
management
Project
management
Programme
Programme11
Project A
Project B
Programme
Programme22
Project C
Project D
Project E
Portfolio
management
SubProject
A1
SubProject
A2
Business as Usual
In its simplest form an organisation would have a single portfolio containing one or more
programmes supporting its strategic vision. Each programme is then broken down into
projects which will be undertaken in addition to the normal operations of the organisation.
Management of the relationships between the programmes, projects and BAU is normally
the responsibility of a senior management team within the organisation concerned.
Key tasks will be to monitor resource requirements across the 3 strands, ensure that the
programmes continue to support the strategy and to ensure that benefits are realised. In
particular the portfolio management team will be concerned with the interdependencies
between programmes and projects in terms of scarce resources, balance within the portfolio
of risk and return, timing of outputs and managing capacity bottlenecks where more than one
project requires the same resource(s) at the same time.
It is probable in many large organisations that whilst there might be an overarching strategy
each function may have its own portfolio. For example the Sales and Marketing Department
may have a number of programmes running which support their strategic sales vision, each
spawning a number of projects whilst they continue to manage the BAU.
At the same time the Operations Dept may have a similar portfolio to manage.
Page 9
1.4
Page 10
1.5
Establish context
Agree team
Provide resource
State benefits
Contribute to and
sign off the
Business case
Definition
Provide guidance
Contribute to the
PMP
Sign off the PMP
Implementation
Receive reports
Make decisions
Chair steering
group
Chair reviews
Monitor change
Prepare for
benefits realisation
Handover and
closeout
Accept
deliverables
Agree outstanding
work
Sign off reports
Ensure plans for
benefits realisation
are in place
Page 11
1.6
Estimating techniques
Preparation of plans
Project reporting
In some organisations the PSO is combined with a Programme Support Office and becomes
a Programme and Project Support Office (PPSO). At the programme level the role is often
expanded to cover the governance of the project, and staff in these units often act as
deputy managers.
Whatever arrangements are made in the project it important that the project documentation
is not overlooked as it forms an important audit trail throughout the project life-cycle.
Page 12
a)
Repetitive
b)
c)
Goal driven
d)
2.
a)
Building a bridge
b)
Developing a tin-opener
c)
Buying a car
d)
3.
Which of the following best describes the overall aim of project management?
a)
To eliminate risk
b)
c)
d)
4.
a)
b)
c)
d)
5.
a)
b)
c)
d)
Page 13
a)
b)
c)
7.
Portfolio Management takes into account what type of constraint when
selecting and managing projects, programmes and business as usual?
a)
8.
a)
9.
a)
10.
a)
Page 14
2.1.2 General
The succes of a project will be judged by many people, including:
The client/sponsor
The project manager and project team
The users
The customer
There are many examples of projects which appear to have failed, especially in the public
sector as these often reach the headlines. However, just because a project has exceeded
its original budget does not mean it has failed. It may appear so but if the additional spend
has been authorised and benefits can still be realised, can it really be judged a failure?
To judge success it is necessary that there be some objective criteria. Once these criteria,
and the associated Key Performance Indicators, have been set then the project manager
will aim ensure that they can be achieved.
Page 15
Relationship to benefits
Concept
Definition
The benefits are further refined and the business case updated.
The PMP is produced which describes how the project will
deliver the products that will enable the benefits to be realised.
Implementation The benefits are benchmarked. Figures are collected that relate
to each benefit so that a similar exercise can be undertaken
during realisation which will enable a comparison to be made.
As more becomes known about the project and its outputs
further benefits are identified if possible and the existing benefits
are monitored to ensure that the claims are still valid.
Handover and
Close Out
The sponsor accepts the products and makes sure that plans
are in place for the benefits to be realised.
Operations
Page 16
Relate to
Non-financial
objectives
Indirect
e.g.
better image
staff morale
customer service i.e.
improved market perception
Direct (non-financial)
e.g.
greater accuracy
increased employee efficiency
customer service
increased speed of response
Relate to
Financial
objectives
Intangible
Tangible
Direct (financial)
e.g.
staff reductions
increased revenue
accommodation costs
There are many types of benefits and ideally the benefits should fall into the tangible
category and therefore be easier to justify. However, benefits that fall into the intangible
category are also useful and may well indicate areas where cultural change may be required
within the organisation. This could represent considerable challenges to realise these
benefits.
Each benefit identified must be carefully and precisely stated and it is useful to test the
benefits against the DOAM criteria:
DESCRIPTION
o
OBSERVATION
o
ATTRIBUTION
o
MEASUREMENT
o
Page 17
2.2
The information relating to main interest area that was gathered earlier can now be used as
a basis of the communications plan, as it will show the type of information each stakeholder
(group) requires. The analysis could also be used to identify the role the stakeholder should
take, if any, on the project team. It may also assist with identification of key risks associated
with stakeholders.
Page 18
2.4
PMP Contents
Name of sponsor
Guidance for performing the work, for example, procurement strategy, risk
management strategy, contract management, organisation structure etc
Reference to the business case upon which the project was authorised.
Page 19
Page 20
2.5
o Risk event ..is an uncertain event or set of circumstances that, should it occur,
will have an effect on achievement of one or more of the projects objectives
Initiate
Assess
Plan responses
Manage processes
Identify
Implement responses
Figure 2.5.1 - Risk Management Process
Each element of the cycle is defined within the slides.
Page 21
Acquiring expertise.
Risk Transfer
It may be appropriate to transfer ownership and liability for a risk to another party outside the
project. It should be recognised that it may not be possible to transfer all aspects of a risk.
For example, financial liability may be transferred to a supplier via cost penalties, but the
project will retain the performance impact if supplied equipment is late or non-compliant.
Methods for risk transfer include:
Page 22
Include targeted contingency or risk budgets, applied to high-risk areas, and with
identification of specific release conditions when the contingency amount may be
used.
Risk Acceptance
It is not usually possible to remove all risk from a project, and strategies must be adopted to
control risks that cannot be avoided, transferred or cost-effectively reduced. These may
include:
Page 23
2.6
Page 24
Page 25
Minimum Cost
Total Cost
Cost
Cost of Failures
Cost of Control
Low
High
Number of Mistakes
Standards
High
Low
Page 26
2.7
2.7.3 [Extracts from ] The Health & Safety at Work etc. Act General Duties
General duties of employers to their employees.
2. (1) It shall be the duty of every employer to ensure, so far as is reasonably practicable, the
health, safety and welfare at work of all his employees.
(2) Without prejudice to the generality of an employer's duty under the preceding subsection,
the matters to which that duty extends include in particular
(A) the provision and maintenance of plant and systems of work that are, so far as is
reasonably practicable, safe and without risks to health;
(B) arrangements for ensuring, so far as is reasonably practicable, safety and absence of
risks to health in connection with the use, handling, storage and transport of articles and
substances;
(C) the provision of such information, instruction, training and supervision as is necessary to
ensure, so far as is reasonably practicable, the health and safety at work of his employees;
(D) so far as is reasonably practicable as regards any place of work under the employer's
control, the maintenance of it in a condition that is safe and without risks to health and the
provision and maintenance of means of access to and egress from it that are safe and
without such risks;
(E) the provision and maintenance of a working environment for his employees that is, so far
as is reasonably practicable, safe, without risks to health, and adequate as regards facilities
and arrangements for their welfare at work.
General duty of persons in control of certain premises in relation to harmful
emissions into atmosphere.
5. (1) It shall be the duty of the person having control of any premises of a class prescribed
for the purposes of section 1(1)(D) to us the best practicable means for preventing the
emission into the atmosphere from the premises of noxious or offensive substances and for
rendering harmless and inoffensive such substances as may be so emitted.
Page 27
Page 28
a)
Detailed planning
b)
c)
d)
Risk Management
2.
a)
b)
Excludes procurement
c)
Includes the What, Why, How, When, How Much, and Who of the project
d)
3.
a)
Reduction
b)
Smoothing
c)
Assessment
d)
Identification
4.
a)
b)
c)
d)
5.
a)
b)
c)
d)
Page 29
a)
b)
c)
a)
8.
a)
b)
c)
d)
e)
f)
9.
a)
10.
a)
Page 30
3.1.2 Process
When a project is started there is always a significant amount of planning work to be
completed. This will involve establishing what is required, the deliverables, the phases of
work, what activities and tasks are required, how much will it cost and who is going to do it.
The use of breakdown structures will assist the project manger to bring order to this.
We will consider 4 breakdown structures and the resulting responsibility assignment matrix.
With all breakdown structures there is no absolute way of constructing them, for example
you may have a product specification of requirements which is split into sub products for
each element, e.g. module 1, module 2. Alternatively, each module may have a sub
product specification of requirements.
Landscaped Garden
Documents
Group (A)
Specification
(A1)
Site
Description
(A2)
Buildings
Group (B)
Garden
Group (B1)
Site
Group (B2)
Shed
(B1.1)
Patio
(B1.2)
Design
(A3)
Garden
Group (C)
BBQ
(B1.3)
Horticulture
Group (C1)
Cleared
Site
(B2.1)
Marked
Out
Layout
(B2.2)
Pond
(B1.4)
Tools
Group (C2)
Lawn
(C1.1)
Flower
Beds
(C1.2)
Power
Tools
(C2.1)
Hand
Tools
(C2.2)
Vegetable
Area
(C1.3)
Page 31
Go to site
(A2.1)
Measure site
(A2.2)
Draw Site
Plan (A2.3)
Write Site
visit report
(A2.4)
Write Site
Description
(A2.5)
Whilst the top level remains as a product the subsidiary levels are now activities and
describe what needs to be done to produce, for example the site description got to site,
measure the site, draw a plan, write a visit report and write the site description.
Each element of the WBS can be numbered and this numbering will remain constant
throughout the project.
The key benefits of the WBS are:
Again helps to define the scope of the project
Forces the team to think through the production process
Forms the basis for precedence networks and estimating
Defines the work content
The WBS is fundamental to the production of a suitable schedule
Forms the basis of Earned Value calculations by defining the base data for effort,
materials and other resources.
Once a WBS has been completed it will become necessary to assign the work to the teams
or personnel responsible for undertaking the work. The first step is to produce an
organisation breakdown structure.
Page 32
Team Manager
Design
Team Manager
Procurement
Team Manager
Testing
Team Manager
Implementation
Senior
Designer
Buyer 1
Chief
Tester
Support
Engineer 1
Trainee
Designer
Buyer 2
Assistant
Tester
Support
Engineer 2
Warehouse
Manager
Contracts
Manager
Page 33
Code
A1.1
A1.2
A1.3
B1.1
B1.2
B1.3
B1.5
Activity Description
Design Module 1
Design Module 2
Design Integration Routine
Select Suppliers
Prepare Contract Documents
Issue Tender
Review Tender
Team Mgr
Design
R
R
R
Senior
Designer
P
P
P
Trainee
Designer
I
I
I
Team Mgr
Procurement Buyer 1
I/R
P
R
Buyer 2
Contracts
Manager
P
P
S
A
OBS
RAM
PBS
WBS
CBS
Page 35
3.2
Earliest Start
Time
Duration
Earliest
Finish Time
Total Float
Latest Finish
Time
The table below shows seven activities with durations and dependencies after the Project
Management Team have analysed the project.
Page 36
Duration
1
2
4
3
8
9
7
Dependency
A
A
B,C
A
E
D,F
Basic Rules:
FORWARD PASS (Top Row)
Add Duration to Earliest Start to determine Earliest Finish
If more than one predecessor: FORWARD PASS HIGH.
BACKWARD PASS (Bottom Row)
Take the Earliest Finish Time to be the Project End Date and drop it into the Latest Finish
Time of the Node.
Subtract Duration from Latest Finish to determine Latest Start
If more than one successor: BACKWARD PASS LOW.
Figure 3.2.3 Example Network
1
2
3
B
13 12 15
0
0
1
A
0
FF 2
4
5
C
11 10 15
3
8
D
15 10 18
8
E
0
9
F
0
FF 10
18
18
18
18
7
G
0
25
25
Float (or Slack) represents how much flexibility the Project Manager has in executing
network tasks. Float ALWAYS pertains to an Activity.
TOTAL FLOAT is the amount of delay an activity can absorb before it delays the END OF
THE PROJECT. Normal practice, used in this course, places the Total Float in the centre
box along the bottom row of a node.
FREE FLOAT is the amount of delay an activity can absorb before it delays the START of
the NEXT ACTIVITY. Free Float has no standard position in the node BUT, as it represents
a factor between adjacent nodes we will place it there. Again in the example above Activity
B shows that it can be delayed by up to 2 units of time before it affects its successor activity.
Similarly, Activity D can be delayed by 10 units of time before it affects Activity G. (NB in this
case Free Float and Total Float for Activity D are the same).
Page 37
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Activity
A
B
C
D
E
F
G
Page 38
12
16
20
24
28
32
36
40
44
48
52
56
60
64
68
72
76
80
0
1
Key
2
3
Date Milestone
Forecasted this
period/Actual
Date
4
5
Forecast Date
for Milestone
Completion
6
7
Monitoring
Period
8
Original
Milestone
Forecast Date
9
10
11
Completion Line
12
13
14
15
16
17
18
19
20
A milestone chart is formed by plotting plan time across the top of the chart and real time
down the side as monitoring periods. In the example above the monitoring periods occur
every 4 weeks. By plotting the monitoring period against plan time the completion line is
created. This represents time in the project. The milestones are scheduled at the top of the
chart and each monitoring period the date for the milestone is plotted. The points in the
future are shown with a different symbol. The resulting charts are extremely useful for senior
management as they provide, at a glance, a view of how well the project is progressing.
Page 39
12
16
20
24
28
32
36
40
44
48
52
56
60
64
68
72
76
80
0
1
Key
2
3
4
5
6
7
8
Monitoring
Period
9
10
Completion Line
11
12
13
14
15
16
17
18
19
20
In this project something clearly happened between monitoring periods 3 and 4 to cause a 6week delay in the project perhaps a change was authorised? In any event the situation
came under control again and no further slippage occurred.
Figure 3.2.10 Milestone Chart Interpretation 2
Forec as t/Ac tual W eeks
0
12
16
20
24
28
32
36
40
44
48
52
56
60
64
68
72
76
80
0
1
Key
2
3
4
5
6
7
8
Monitoring
Period
9
10
11
Completion Line
12
13
14
15
16
17
18
19
20
This chart has been prepared at monitoring period 5 (note the different shapes of the
forecast dates). The chart shows significant slippage on the middle two milestones and yet
the end date remains unchanged. As all milestones ultimately link to the final milestone this
should be challenged as it would seem unlikely that any project could contain that amount of
delay and yet still complete on time.
Page 40
12
16
20
24
28
32
36
40
44
48
52
56
60
64
68
72
76
80
0
1
Key
2
3
4
5
6
7
8
Monitoring
Period
9
10
Completion Line
11
12
13
14
15
16
17
18
19
20
This is a classic case of just too late. The milestone has been forecasted as on time until
just before it completes when it slips a month. This is often due to poor reporting from the
teams where the team has reported what the PM wants to hear rather than the actual state
of progress. Action should be taken to encourage the teams to report accurately and
honestly throughout the project.
Figure 3.2.12 Milestone Chart Interpretation 4
Forec as t/Ac tual W eeks
0
12
16
20
24
28
32
36
40
44
48
52
56
60
64
68
72
76
80
0
1
Key
2
3
4
5
6
7
8
Monitoring
Period
9
10
11
Completion Line
12
13
14
15
16
17
18
19
20
Page 41
3.3
Replenishable: when used up, future supplies can be obtained. E.g. money, materials.
Re-usable: When finished with they can be used elsewhere. E.g. staff, accommodation,
infrastructure.
Resources must be brought into the project at the appropriate time to bring the optimum
efficiency. For example, just in time deliveries improve cashflow as goods dont need to be
paid for before they are required, storage space and security do not have to be considered.
On the other hand there is always the risk that they may arrive just too late.
When resources are allocated to tasks they are usually scheduled as soon as possible and
the aggregation of resources is called a resource histogram. This will show the peaks and
troughs in resource demand and it is often advantageous to reduce peaks and fill troughs to
get optimum resource usage. This is known as resource smoothing or resource levelling.
1
1
2
1
4
2
6
2
8
2
G
B
G
B
G
B
10
11
12
13
14
15
16
17
18
19
10 12 15 18 20 22 24 25 26 27
2 2 3 3 2 2 2 1 1 1
F F
G G G G G H H
B B C C C C C C D D
28
1
29
1
30 31
1
1
Activity A
Activity B
Activity C
Activity D
Activity E
Activity F
Activity G
Activity H
Cumulative Resources
Total Resource/Day
Resource 3
Resource 2
Resource 1
Page 42
10
11
12
13
14
15
16
17
18
19
1
1
2
1
4
2
6
2
8
2
10 12 14 16 18 20 22 24 26 27 28 29 30 31
2 2 2 2 2 2 2 2 2 1 1 1 1 1
G
B
G
B
G
B
G
B
Activity A
Activity B
Activity C
Activity D
Activity E
Activity F
Activity G
Activity H
Cumulative Resources
Total Resource/Day
Resource 3
Resource 2
Resource 1
G
B
G
C
G
C
G
C
H
C
H
C
F
C
F
D
1
1
2
1
4
2
6
2
8
2
G
B
G
B
G
B
10
11
12
13
14
15
16
17
18
19
Activity A
Activity B
Activity C
Activity D
Activity E
Activity F
Activity G
Activity H
Cumulative Resources
Total Resource/Day
10 12 15 18 21 24 26 27 28 29 30 31 32 33
2 2 3 3 3 3 2 1 1 1 1 1 1 1
F F F F
G G G G G H H
B B C C C C C C D D E E E E
Resource 3
Resource 2
Resource 1
10
11
12
13
14
15
16
17
18
19
20
1
1
2
1
4
2
6
2
8
2
10
2
12
2
14
2
16
2
18
2
20
2
22
2
24
2
26
2
28
2
29
1
30
1
31
1
32
1
33
1
G
B
G
B
G
B
G
B
G
B
G
C
G
C
G
C
H
C
H
C
F
C
F
D
F
D
Activity A
Activity B
Activity C
Activity D
Activity E
Activity F
Activity G
Activity H
Cumulative Resources
Total Resource/Day
Resource 3
Resource 2
Resource 1
Page 43
10
11
12
13
14
15
16
17
18
19
32
30
28
24
22
20
18
16
14
12
10
8
6
4
2
0
Cumulative Resources
Total Resource/Day
Resource 3
Resource 2
Resource 1
1
1
2
1
4
2
6
2
8
2
10
2
12
2
G
B
G
B
G
B
G
B
G
B
15
3
F
G
C
18
3
F
G
C
20
2
22
2
24
2
25
1
26
1
27
1
28
1
29
1
30
1
31
1
G
C
H
C
H
C
Page 44
3.4
Page 45
Page 46
3.5
Page 47
Identify need
for change
Submit to
Change
Authority
Raise
Request
PM Analyses
Change
Authority
Review
Change
Authority
Decide
Communicate
Decision
There must be a balance between the advantage achieved by incorporating the change and
the time, cost and risk of implementing it.
Questions which should be asked about the change request include:
Is it possible?
Is it customer requested, or self inflicted?
If not customer requested, is it really necessary?
What is the cost?
Who will pay?
How will progress be affected?
What are the risks?
What is the effect on the Business Case?
How will safety, reliability and performance be affected?
Will it affect work completed?
What documentation needs to change?
Should (and can) the change wait until after the current project ends?
The Change Control system must also be in the PMP. All potential changes must be treated
fairly and consistently. The effect of the initial Change Request may not really be a change
or it may be a valid change to the specification of requirements, or a suggestion to improve
one or more of the projects products.
Fairness and consistency is achieved by ensuring that the input is logged into the Change
Control system.
The person who submitted the request will have declared their own interpretation of
importance. The result of the impact analysis may prioritise changes.
One coding structure might be:
Page 48
Page 49
Date raised
Author
Priority
Description of change
Impact of change
Reason for change
Date required
Source of funds
This information should be kept in the log, which would contain the following information,
again as a minimum:
Change number
Date raised
Description of change
Impact analysis
Reason for change
Priority following analysis
Decision
Date implemented
Funding source
Page 50
3.6
Known as
Acronym
what I planned to do
Planned costs
PC
what I did
Earned value
EV
what I paid
Actual Costs
AC
Activity
A
B
C
D
E
F
G
Tota l
Pre de ce ssor
A
A
C
A
E
F
Dura tion
(Da ys)
5
10
15
10
25
5
5
Me n /
Da y
1
2
2
2
1
3
2
Budge t
(Dura tion*
Me n/Da y)
5
20
30
20
25
15
10
125
The network derived from this table is shown in figure 3.6.2 below.
Page 51
5
A
0
30
5
15
5
5
10
B
25
15
15
C
10
20
20
30
30
25
E
0
30
30
30
30
40
10
D
10
30
40
0
40
END
40
0
40
5
F
0
35
35
35
35
40
5
G
0
40
40
This gives a Gantt chart and resource histogram as shown in figure 3.6.3 below.
Figure 3.6.3 Gantt Chart and Histogram
1
1
A
B
C
D
E
F
G
2
1
3
1
4
1
5
1
10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
2
1
2
1
2
1
2
1
2
1
2
1
2
1
2
1
2
1
2
1
3
3
2
Cumulative
Man Days
1
1
2
1
3
1
4
1
5
1
5
4
3
2
1
120
Cumulative M an Days
100
80
60
40
20
0
1
10 15 20 25 30 35 40 45 50 55 58 61 64 67 70 73 76 79 82 85 88 91 94 97 100 103 106 109 112 115 117 119 121 123 125
5 5 5 5 5 5 5 5 5 5 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 2 2 2 2 2
9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40
Day
Page 52
Activity
A
B
C
D
E
F
G
Duration
(Days)
5
10
15
10
25
5
5
Men /
Day
1
2
2
2
1
3
2
Budget
(Duration*
%
Men/Day) Complete
5
100
20
100
30
90
20
25
30
15
10
Total
125
Actual
Costs
(Man
Days)
6
21
30
15
72
Activity
A
B
C
D
E
F
G
Dura tion
(Da ys)
5
10
15
10
25
5
5
Tota l
Me n /
Da y
1
2
2
2
1
3
2
At the e nd of W e e k 4
Actua l
Ea rne d
Costs
Va lue
Budge t
(Dura tion*
(Ma n
(%C *
%
Me n/Da y) Com ple te
Da ys)
Budge t)
5
100
6
5
20
100
21
20
30
90
30
27
20
25
30
15
7.5
15
10
125
72
59.5
The total figure for the project is given by totalling the EV for each task.
It can be seen that the project has spent 72 man days, has an Earned Value of 59.5 man
days and from the Planned Costs curve above, at day 20, has a planned cost of 70 man
days.
What does this mean?
Comparing Earned Value with Actual Costs we can see that we have spent more than we
budgeted, to achieve the value we have earned, so we are going to be over budget.
Page 53
A ctivity
A
B
C
D
E
F
G
D u ra tio n
(D a ys)
5
10
15
10
25
5
5
Men /
Da y
1
2
2
2
1
3
2
T o ta l
Budge t
(D u ra tio n *
M e n /D a y)
5
20
30
20
25
15
10
125
%
C o m p le te
100
100
90
A ctu a l
C o sts
(M a n
D a ys)
6
21
30
Ea rn e d
V a lu e
(%C *
B u d g e t)
5
20
27
CP I
(V a l/A ct)
0.83
0.95
0.90
Efficie n cy
(C P I *
100%)
83%
95%
90%
30
15
7.5
0.50
50%
72
59.5
0.83
83%
3.6.6 SPI
Schedule Performance Index (cost) SPI is a comparison of Earned Value (EV) and Planned
Costs (PC). A figure greater than 1 means that the project will complete earlier than planned
i.e. we are getting our value faster than planned. A figure less than 1 indicates the project
will be late i.e. we are not getting our value fast enough.
SPI (cost) = EV/PC
In our example above the SPI for the project is 59.5/70 = 0.85
3.6.7 Variances
It is possible to calculate two variances cost and schedule. These are used, like the indices
to monitor trends and can be plotted month on month. They are calculated as follows:
CV = EV AC
SV = EV PC
A positive CV indicates that we are getting more value for money and will be under budget
and vice versa.
Page 54
3.6.10 Curves
It is usual to plot PC, EV and AC on the same graph and to extrapolate the curves for EV
and AC to estimate final cost and project duration.
This is shown in figure 3.6.8.
The EV curve is extrapolated until it meets the Budget Curve when the project will be
complete i.e. have 100% of its value.
A line is dropped vertically to the x-axis (time) and this represents the end time of the project.
The AC curve is then extrapolated to meet the vertical line and this intersection reflected on
the y-axis (cost) will show the out-turn cost of the project.
The S curves can be developed for standard tasks and these used as the basis for future
projects and associated estimating. Additionally, the standard curves may be factored to
take into account the skills of the labour force.
Page 55
Now = 4 weeks
Page 56
3.7
Page 58
3.8
3.8.2 Terminology
Issue management is essentially straightforward and refers to logging as issues those
matters that the project manager is unable to resolve and, if left unresolved, will cause the
project to fail. As such they require escalation to the project sponsor and/or the steering
group for resolution.
However, the range of definitions that are in common use within projects complicates this
and for our purpose we shall use the definition above.
In PRINCE2TM a Project Issue is a term defined to cover change requests, questions,
problems, concerns and issues, it is important therefore to get the definitions agreed and
communicated to al stakeholders before the project starts.
Unique Identifier
Date raised
Description
Evaluation
Owner
Date of escalation
Resolution
Date of resolution
Status
Comments
A key field above is that of owner the person who is responsible for resolving the issue.
The project manager should review issues on a regular basis and where adequate and
timely resolution is not made then further escalation to the project sponsor must be made.
Page 59
a)
b)
c)
d)
They identify the skills required for the creation of the products
2.
a)
b)
c)
d)
3.
a)
b)
The time by which an activity can be delayed without affecting the next activity
c)
d)
4.
a)
PC/EV
b)
EV - PC
c)
EV/PC
d)
Planned Duration/EV
5.
Change Control:
a)
b)
c)
d)
Page 60
7.
If the Earliest Finish of the final activity of a network is 20 days then what
would the Latest Finish be?
a)
8.
Which resource management technique takes into account the need to
maintain a critical end date?
a)
9.
a)
b)
c)
10.
a)
b)
c)
d)
e)
Page 61
4 Techniques
4.1
Capture, where they are discovered, structured and documented along with any
relevant acceptance criteria.
Analysis, where they are assessed and prioritised in accordance with the needs of
the business and the projects priorities.
Testing, where the views of different stakeholders need to be considered and the
requirements tested against them to ensure that they are comprehensive and
accurate and if met will satisfy the diverse stakeholder groupings.
4.1.5 Structure
The requirements should be documented and structured such that the value, priority,
timescales and process are clear for each requirement.
Value represents the amount of benefit that will accrue from the requirement and could be
used to assess its priority to the other requirements.
The timescale associated with the requirement should reflect the timescales of the business,
i.e. when must this requirement be satisfied if the business is to meet its strategic aims and
finally the process describes the means by which the requirements will be satisfied, i.e. the
solution or project approach.
Page 62
4.3
Page 63
4.7
Page 64
Page 65
Configuration Management:
a)
Is mandatory on projects
b)
c)
d)
2.
a)
Parametric
b)
Weighted index
c)
Analytical (bottom-up)
d)
Comparative
3.
a)
b)
c)
d)
4.
a)
b)
The Client
c)
d)
5.
a)
b)
c)
d)
Page 66
a)
b)
c)
7.
a)
8.
a)
b)
c)
d)
e)
9.
What approach to estimating uses the Work Breakdown Structure as its basis?
a)
10.
a)
Page 67
Options
Key deliverables
Scope
Exclusions
Page 68
Stakeholder analysis
Organisation structure
Assumptions
Risks
Issues
Dependencies
Investment appraisal
Evaluation.
Page 69
Year
Discount factor for 5%
0
1
Option 1 M
(Pay Now)
20.00
20.00
Option 2 M
(Instalments)
4.00
4.00
1
0.952
2
0.907
3
0.864
4
0.823
NPV
20.00
4.00
3.81
Option 3 M
(Pay on Delivery)
4.00
3.63
4.00
3.46
4.00
3.29
18.18
20.00
16.45
16.45
Page 70
1
0.909
2
0.826
3
0.751
Expenditure
Acquisition
Running
Total
Discounted Total
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
-800.00
-800.00
-601.05
Income
Discounted Total
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
DCF @ 10%
4
0.683
5
0.621
Totals
6
0.564
7
0.513
0.00
0.00
0.00
0.00
-900.00 -1,000.00 -1,100.00 -1,500.00
-900.00 -1,000.00 -1,100.00 -1,500.00
-614.71 -620.92 -620.92 -769.74
0.00
0.00
0.00
0.00
0.00
0.00
0.00
-5,300.00
-5,300.00
-3,227.34
0.00
0.00
NPV
0.00
0.00
-3,227.34
We can see that the cost at todays value is 3227.34 compared to the calculated cost of
5300.
The Project Manager should produce more than one viable option for the business. Here we
have chosen two options.
Option A is for a project taking four years with the cashflow being calculated over a seven
year term. Although it replaces the original system it is only marginally more cost effective.
It may however, have significant intangible benefits.
PROJECT A
DCF @ 10%
Totals
0
1
1
0.909
Expenditure
Acquisition
-1,200.00 -1,200.00
Running
0.00
0.00
Total
-1,200.00 -1,200.00
Discounted Total -1,200.00 -1,090.91
Income
Discounted Total
0.00
0.00
2
0.826
3
0.751
4
0.683
5
0.621
6
0.564
7
0.513
0.00
0.00
0.00
0.00
0.00
0.00
NPV
-4,800.00
-2,600.00
-7,400.00
-5,565.86
7,000.00
3,882.04
-1,683.82 Option
B is a shorter, simpler, project that takes less time, costs less, and has, on the face of it, a
decreasing annual earning power. But it is significantly better financially, and may have
comparable intangible benefits.
PROJECT B
Totals
0
1
1
0.909
2
0.826
3
0.751
4
0.683
5
0.621
6
0.564
7
0.513
Expenditure
Acquisition
Running
Total
Discounted Total
-1,000.00
0.00
-1,000.00
-1,000.00
-1,500.00
0.00
-1,500.00
-1,363.64
-2,500.00
0.00
-2,500.00
-2,066.12
0.00
-800.00
-800.00
-601.05
0.00
-800.00
-800.00
-546.41
0.00
-800.00
-800.00
-496.74
0.00
-800.00
-800.00
-451.58
0.00
-800.00
-800.00
-410.53
-5,000.00
-4,000.00
-9,000.00
-6,936.06
Income
Discounted Total
0.00
0.00
0.00
0.00
10,900.00
7,056.33
DCF @ 10%
NPV
120.28
Page 71
NPV
100
0
-100
10 12 14 16 18 20 22 24
-200
-300
-400
Discount Rate
This shows the IRR to be approximately 14%. If that is greater than the market rate then the
project will show a profit and is worth undertaking, whilst if the IRR is less than the market
rate then the project will operate at a loss.
Summary
These three methods indicate ways of financially justifying a project, comparing projects or
comparing options for a single project:
Payback Period
DCF and NPV
IRR.
They do not take into account inflation although it is possible to undertake DCF calculations
with different factors to take into account the forecast inflation rate.
Neither do they take account of the technical merit, or otherwise, risks and associated
business benefits. The justification for undertaking the project will be made by considering
all of these items and the weights allocated to each aspect will be dependent on the type of
project and the associated business drivers.
Page 72
5.4
Page 73
5.4.5 Pre-Qualification
Pre-qualification should be a systematic and objective process which provides a shortlist of
satisfactory suppliers from a list of potential bidders. The APM1 recommends the following
factors to be considered:
Organisation
Financial
Experience
Management
1 Contract Strategy for Successful Project Management, Association for Project Management (1998)
Page 74
5.4.7 Contracts
A contract is a legally binding agreement, normally arising as a result of an offer and
unqualified acceptance, but a number of other requirements must be satisfied before an
agreement can be legally binding:
Under English law, there must be consideration (unless the contract is by deed), that is,
an exchange of money, service, or goods etc.
Parties must have an intention to create legal relations
Parties must have the capacity to contract (excludes minors, the mentally incapable, the
drunk and corporations other than those created by royal charter2)
The agreement must comply with any formal legal requirements
The agreement itself must be legal
The agreement must not be rendered void either by some common law or statute or by
some inherent defect.
In general, no particular formality is required for the creation of a valid contract. Contracts
may be oral, written, or a combination of both oral and written forms. Alternatively, they may
be implied from conduct.
2 A corporation incorporated by royal charter has full contractual capacity. However, a statutory corporation (e.g. a local
council) has power to contract with the objective for which it was incorporated. Other contracts are ultra vires and void.
Page 75
Contract Strategy for Successful Project Management, Association for Project Management (1998)
Page 76
Contract Strategy for Successful Project Management, Association for Project Management (1998)
Page 77
2.
1.
a)
Benefits
b)
Investment Appraisal
c)
d)
Options considered
Which of the following would be more associated with the Business Case rather than
the Project Management Plan?
a)
Milestones
b)
Project costs
c)
d)
Reference to standards
3.
a)
b)
c)
d)
4.
The pricing method most likely to be used when clearly defined goods are
procured is:
a)
Fixed price
b)
Cost Reimbursement
c)
Maximum price
d)
Target price
5.
a)
b)
Pareto Analysis
c)
d)
Page 78
a)
7.
a)
b)
8.
a)
9.
a)
10.
a)
Page 79
6.1.2 Why break the project into a life cycle of phases and/or stages?
Projects are established to achieve specified business benefits or objectives. They are
therefore temporary, with defined start and end dates. When the work has been completed,
the project is disbanded. In order to achieve its objectives, projects go though a number of
phases, collectively known as the Project Life Cycle.
In large complex projects, which require the commitment of substantial resources, the
phases should be formally identified and separated. Adopting a phased approach will
facilitate the planning, control and co-ordination necessary to effectively manage such
projects. For small projects, the project phases are usually less formal, however, control and
co-ordination is likely to be more effective where they have been identified within the Project
Management Plan (PMP).
6.1.3 Basic Project Life Cycle and Extended Project Life Cycle
Project Life Cycles can be discussed in terms of Project Life Cycle and Extended (Product)
Life Cycle as shown in the Figure 6.1.1.
Figure 6.1.1 Project and Extended Life Cycles
Extended life-cycle
Project life-cycle
Concept
X
# Definition
X
Implementation
#
X
Business
Case
PMP
Design
Build
Handover
# & closeout
Operations
#
Termination
The Extended Life-cycle is also known as the Product Life-cycle and there is often confusion
between Product, Project and Extended Life-cycle. BS6079-1: 2002 defines the extended
lifecycle as the project whole life-cycle. There are any variations on the theme of project
phases, these reflect the organisation and industry sector concerned. In many organisations
Page 80
6.1.4 Concept
Concept is the first phase of the project life-cycle and it is here that the need, problem or
opportunity is confirmed and investigated. The feasibility of the project is assessed and if
found to be acceptable the project proceeds into Definition. The main output of the concept
phase is the Business Case. The business case will continue to be developed during
definition.
6.1.5 Definition
Definition is the second phase of the project life cycle. During this phase he preferred
solution is further evaluated and optimised. Often an iterative process, definition can affect
requirements and the projects scope, time, cost and quality objectives. As part of this phase
the project management plan (PMP) is produced and the resources required during the
implementation phase will be identified.
6.1.6 Implementation
Implementation is the third phase of the project life cycle, during which the project
management plan (PMP) is executed, monitored and controlled. In this phase the design is
finalised and used to build the deliverables.
6.1.9 Stages
Stages is a term often used to define smaller intervals within a phase. For example an
implementation phase may last for 18 months and this could be further sub-divided into 6
stages.
This will give the sponsor and steering group more control of the project and they would be
expected to review the project at the end of each stage and approve the funds for the next
stage. This limits risk, allows further work to be planned with the knowledge of earlier
stages, lessons learned can be incorporated in future work and in extreme cases can allow
the project to be terminated in the event of future estimates becoming unrealistic.
Page 81
6.5
Page 82
Page 83
6.6
Review the use of the organisations project management method (if one exists) and any
tailoring of that method
In other words the project evaluation review will concentrate on how well the project is being
managed.
6.6.4 Audits
Normally undertaken by an independent body, internal or external to the organisation an
audit is similar to a project evaluation review. Its objective is to provide (senior)
management with assurance that the project is being managed correctly. Audits can be
undertaken by a project support office should one exist.
Page 84
Page 85
6.7
Organisation
Executive
Human Resources
Directorate
Operations
Directorate
Finance
Directorate
Training
Department
Electrical Maintenance
Department
Purchasing
Department
Personnel
Department
Mechanical Maintenance
Department
Accounts
Department
Production
Department
Technical
Support
Page 87
Organisation
Executive
Portfolio
Manager(s)
ProjectA
Project B
Project C
Page 88
When projects are run concurrently there may be a tendency to duplicate effort
There may be a propensity to stockpile equipment and specialist staff
The project may become isolated from the bigger picture view
A project cannot offer continuity of employment
Lacking significant scope for longer term professional development and promotion
Temporarily unassigned staff may lack direction and feel frustrated
Relative authority
PM has no
authority
Functional with
limited project
authority
Equal dual
authority
Matrix
PM has complete
authority
Project with
limited functional
authority
Figure 6.7.4 shows that the more project-oriented an organisation is, the more authority the
project manager has compared to the functional manager.
Even within a single organisation the positioning of the project and its manager on the
continuum may change with some projects being handled within a function with the authority
resting with the functional manager, whilst some strategic and complex projects may have a
dedicated project team with the project manager having complete authority.
Page 89
6.8
Page 90
6.9
A common language
Common forms
Structure
Rigour
Disciplined processes
Repeatability
Page 91
Page 92
Portfolio direction
Project sponsorship
The roles, responsibilities and performance criteria for the governance of project
management are clearly defined.
All projects have an approved plan containing authorisation points at which the business
case is reviewed and approved. Decisions made at authorisation points are recorded
and communicated.
The project business case is supported by relevant and realistic information that provides
a reliable basis for making authorisation decisions.
The board or its delegated agents decide when independent scrutiny of projects and
project management systems is required, and implement such scrutiny accordingly.
There are clearly defined criteria for reporting project status and for the escalation of
risks and issues to the levels required by the organisation.
Page 93
Project stakeholders are engaged at a level that is commensurate with their importance
to the organisation and in a manner that fosters trust.
Establishing whether these principles are being applied to each of the four components can
be achieved by undertaking an audit of the four areas using a series of probing questions
(contained on the APM publication Governance of Project Management).
Page 94
Implementation
b)
Planning
c)
Stakeholder Analysis
d)
Controlling
2.
a)
b)
c)
d)
3.
a)
Matrix
b)
Project
c)
Triangular
d)
Functional
4.
a)
BS 6079-1:2000
b)
PRINCE2
c)
ISO 100006:1997
d)
5.
a)
b)
c)
d)
Page 95
a)
7.
In addition to the 4 Project Life Cycle Phases, the extended Life Cycle contains
2 further phases, what are these?
a)
b)
8.
In addition to the Project Sponsor and Project Manager list 4 roles that may be
involved in a project
a)
b)
c)
d)
9.
a)
b)
c)
d)
10.
a)
Page 96
Stakeholder list including name, title, postal address, email and telephone number
Stakeholder involvement
Reports/information required
Report/information provider
It is important that the internal stakeholders (i.e. the project team) are included within this
document.
Page 98
7.2
7.2.2 Teams
It is highly unlikely that any one individual will have the knowledge and skills required to
undertake all of the activities that are found necessary to successfully complete a modern
project. A team based approach is much more likely to be successful because an effective
team will apply its collective knowledge, skills and experience to the problems in order to
arrive at a more robust solution (the sum is greater than the parts). Consequently, teams
and teamwork are best suited to situations where there is a need to provide insight and
generate commitment and ideas.
Teams are therefore most likely to be effective for:
Identifying potential problems
Identifying possible causes of a problem
Identifying alternative solutions
Evaluating the effects of solutions
Choosing between solutions
Preparing plans and implementing solutions.
Effective teams share a common purpose and are:
Task orientated
Co-ordinated
Mutually supportive
Accountable to each other
Comprised of individuals with complimentary skills.
Page 99
Page 100
Traits
Plant
Resource
Investigator
Co-ordinator
Shaper
Monitor
Evaluator
Team Worker
Implementer
Completer
Specialist
A much more comprehensive description of each role and the function of each within a
team environment are provided in 7.2.7 to 7.2.15.
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7.2.7 Plants
Characteristics
Plants are innovators and inventors and are likely to be highly creative. They provide the
seeds and ideas which produce major developments. Usually they prefer to operate by
themselves at some distance from the other members of the team, using their imagination
and often working in an unorthodox way. They tend to be introverted and react strongly to
criticism and praise. Their ideas may often be radical and may lack practical constraint.
They are independent, clever and original and may be weak in communicating with other
people on a different wave length.
Function
The main use of a Plant is to generate new proposals and to solve complex problems. Plants
are often needed in the initial stages of a project or when a project is failing to progress.
Plants have usually made their mark as founders of companies or as originators of new
products.
Too many Plants in one organisation, however, may be counter-productive as they tend to
spend their time reinforcing their own ideas and engaging each other in combat.
7.2.9 Co-ordinators
Characteristics
The distinguishing feature of Co-ordinators is their ability to cause others to work towards
shared goals. Mature, trusting and confident, they delegate readily. In interpersonal
relations they are quick to spot individual talents and to use them in the pursuit of group
objectives. While Co-ordinators are not necessarily the cleverest members of a team, they
have a broad and worldly outlook and generally command respect.
Function
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7.2.10 Shapers
Characteristics
Shapers are highly motivated people with a lot of nervous energy and a great need for
achievement. Usually they are aggressive extroverts and possess strong drive. Shapers like
to challenge others and their concern is to win. They like to lead and to push others into
action. If obstacles arise, they will find a way round. Headstrong and assertive, they tend to
show strong emotional response to any form of disappointment or frustration.
Shapers are single-minded and argumentative and may lack interpersonal understanding.
The Shaper role is the most competitive team role.
Function
Shapers generally make good managers because they generate action and thrive under
pressure. They are excellent at sparking life into a team and are very useful in groups where
political complications are apt to slow things down; Shapers are inclined to rise above
problems of this kind and forge ahead regardless. They are well suited to making necessary
changes and do not mind taking unpopular decisions. As the name implies, they try to
impose some shape or pattern on group discussion or activities. They are probably the most
effective members of a team in guaranteeing positive action.
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7.2.13 Implementers
Characteristics
Implementers have practical common sense and a good deal of self-control and discipline.
They favour hard work and tackle problems in a systematic fashion. On a wider front the
Implementer is typically a person whose loyalty and interest lie with the Company and who is
less concerned with the pursuit of self-interest. However, Implementers may lack
spontaneity and show signs of rigidity.
Function
Implementers are useful to an organisation because of their reliability and capacity for
application. They succeed because they are efficient and because they have a sense of
what is feasible and relevant. It is said that many executives only do the jobs they wish to do
and neglect those tasks which they find distasteful. By contrast, an Implementer will do what
needs to be done. Good Implementers often progress to high management positions by
virtue of good organisational skills and competency in tackling necessary tasks.
7.2.15 Specialists
Characteristics
Specialists are dedicated individuals who pride themselves on acquiring technical skills and
specialised knowledge. Their priorities centre on maintaining professional standards and on
furthering and defending their own field. While they show great pride in their own subject,
they usually lack interest in other peoples. Eventually, the Specialist becomes the expert by
sheer commitment along a narrow front. There are few people who have either the singlemindedness or the aptitude to become a first-class Specialist.
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7.3
7.3.2 Leadership
Unfortunately, there is no simple recipe for effective leadership. Despite the best efforts of
the many researchers who have studied the subject domain, leadership remains an
intangible quality with no clear definition. This is illustrated by Figure 7.3.1, which lists the 11
most popular leadership expectations identified by a sample of senior managers:
Figure 7.3.1 Leadership Expectations
Leadership Expectations
Honest
Broad minded
Competent
Courageous
Forward looking
Straightforward
Inspiring
Imaginative
Intelligent
Dependable
Fair
[Best Practice Magazine (1994)]
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High
Low Task
High Relationship
(S3)
Relationship behaviour
g
tin
a
ip
rtic
a
P
Se
llin
g
High Task
High Relationship
(S2)
ng
ati
g
le
De
Te
llin
g
Low Task
Low Relationship
(S4)
High Task
Low Relationship
(S1)
High
Low
Task behaviour
M3
M2
M1
Figure 7.3.3 attempts to portray the relationship between task relevant maturity and the
appropriate leadership styles to be used as the follower moves from immaturity to maturity.
As indicated, the leader should keep in mind that the diagram represents two different
phenomena.
The appropriate leadership style (style of leader) for given levels of follower maturity is
portrayed by a curvilinear function in the four leadership quadrants.
The maturity level of the individual or group being supervised (maturity of followers) is
depicted below the leadership model as a continuum ranging from immature to mature.
In referring to the leadership styles in the model, we will use the following shorthand
designations:
In terms of follower maturity, it is not simply a question of being mature or immature but a
question of degree.
As can be seen in the diagram, some benchmarks of maturity can be provided for
determining appropriate leadership style by dividing the maturity continuum into four levels of
maturity.
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low levels of task relevant maturity are referred to as maturity level M1;
Application
What does the bell-shaped curve in the style of leader portion of the model mean? It means
that as the maturity level of ones followers develops along the maturity continuum from
immature to mature, the appropriate style of leadership moves accordingly along the
curvilinear function.
Determining Appropriate Style
To determine what leadership style is appropriate to use in a given situation, one must first
determine the maturity level of the follower in relation to the specific task that the leader is
attempting to accomplish through the followers efforts. Once this maturity level is identified,
the appropriate leadership style can be determined by constructing a right angle (90 degree
angle) from the point on the continuum that identifies the maturity level of the follower to a
point where it intersects on the curvilinear function in the style of leader portion of the model.
The quadrant in which that intersection takes place suggests the appropriate style to be
used by the leader in that situation with a follower of that maturity level.
Thus Situational Leadership Theory contends that in working with people who are low in
maturity (M1) in terms of accomplishing a specific task, a high task/low relationship style
(S1) has the highest probability of success; in dealing with people who are of low to
moderate maturity (M2), a moderate structure and socio-emotional style (S2) appears to be
most appropriate; while in working with people who are of moderate to high maturity in terms
of accomplishing a specific task, a high relationship/low task style (S3) has the highest
probability of success; and finally a low relationship/low task style (S4) has the highest
probability of success in working with people of high task relevant maturity (M4).
High task/low relationship leader behaviour (S1) is referred to as telling because this style is
characterised by one-way communication in which the leader defines the roles of followers
and tells them what, how, when and where to do various tasks.
High task/high relationship leader behaviour (S2) is referred to as selling because with this
style most of the direction is still provided by the leader. He or she also attempts through
two-way communication and socio-emotional support to get the follower(s) psychologically to
buy into decisions that have to be made.
High relationship/low task behaviour (S3) is referred to as participating because with this
style the leader and follower(s) now share in decision making through a two-way
communication and much facilitating behaviour from the leader since the follower(s) have
the ability and knowledge to do the task.
Low relationship/low task behaviour (S4) is labelled delegating because the style involves
letting follower(s) run their own show. The leader delegates since the follower(s) are high in
maturity, both being willing and able to take responsibility for directing their own behaviour.
Modifying Levels of Maturity
In attempting to improve the maturity of followers who have not taken much responsibility in
the past, a leader must be careful not to increase socio-emotional support (relationship
behaviour) too rapidly. If this is done, the followers may view the leader as becoming a soft
touch. Thus the leader must develop followers slowly using a little less task behaviour and
a little more relationship behaviour as followers mature.
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7.3.4 Motivation
Motivation is generally described as the drive within people that leads them to take certain
actions and not take others. From this definition, it could be inferred that motivation is
internal and consequently, it is not really possible to motivate people. As a result, all that a
manager or team leader can do is provide opportunities to release the potential that already
exists within their people.
Here is a list of some motivators with a related management activity (in parentheses), which
is likely to draw on the motivating force within people:
Having a clear objective or goal to work towards (job clarification, appraisals)
Satisfaction from a sense of achievement (agreeing realistic and achievable personal
objectives)
Tackling and solving problems (delegating and training)
A sense of involvement (delegating and communicating)
Recognition of results achieved (appraisal and communications)
The sense of a job well done (appraisal and communications)
Doing new things (clarifying jobs and setting objectives)
Completing tasks (clarifying jobs, setting objectives and appraisal)
Team work and fulfilling your role in a group (clarifying jobs, delegating and
communicating)
A sense of responsibility (clarifying jobs, setting objectives and delegating)
Leading others (delegating).
Historically, a great deal of research has been undertaken by psychologists in an attempt to
answer the question:
Level 1
Level 2
Level 3
Level 4
Level 5
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Self
Actualisation
Esteem
(respect, power, etc.)
Affiliation
(love, affection, friendship, etc.)
Safety
(job security, pension, health & safety etc.)
Physiological
(food, clothing, shelter, etc.)
This can be adapted for a project situation to give a hierarchy such as that portrayed in
figure 7.3.5.
Figure 7.3.5 Project Hierarchy of needs.
Success
Recognition
of effort
Team building
Processes, procedures,
safety instructions
Site facilities, welfare, offices infrastructure
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7.4
Page 114
Schedules
Personality
Manpower
Priorities
Cost
Technical
Procedures.
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Extent of
attempts
to satisfy
own
concerns
Competing
Collaborating
Compromising
Avoiding
Accommodating
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7.5
Issue
Resources
Schedules
Priorities
Standards /
Quality
Procedures
Costs
People
7.5.5 Tradables
During the planning process negotiators need to identify and prioritise their tradables prior
to the negotiation where trading takes place and concessions are made.
Tradables may include any or all of the following:
Price
Technical performance
reliability
mean time before failure
change requests
help lines
after sales support
guarantees
support costs
Trials and testing
who pays?
location?
who provides the facilities/manpower?
what information is going made available to whom?
Delivery schedule
rate of production
transportation costs/packaging
storage.
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a)
b)
Micro-management
c)
d)
2.
a)
Professional achievement
b)
Professional recognition
c)
Responsibility
d)
3.
a)
b)
Being autocratic/dictatorial
c)
d)
4.
a)
Forcing
b)
Compromise
c)
Problem-solving
d)
Levelling
5.
a)
Preparation/Planning
b)
c)
Contract Management
d)
Agreement
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a)
7.
A leader is engaging with a very experienced, confident member of their team.
What sector of the Hersey and Blanchard model are they likely to be in?
a)
8.
a)
9.
Which Belbin role type has characteristics such as extrovert; highly
motivated; strongly driven?
a)
10.
a)
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Resource Constraints
Concept
Business Case
10
Section
Two
6
7
8
9
10
Section
Three
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20 Days
Smoothing
10
Section
Four
Techniques
L + H + (4 x M) divided 6
8
9
10
Section
Five
a) Costs; b) Benefits
Payback Period
10
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Section
Six
7
8
9
10
Section
Seven
a) Operations; b) Termination
From: User Rep; Supplier Rep; Project Office; Team Manager; Team Member;
Programme Manager; Procurement Manager
a) Portfolio Direction; b) Project Sponsorship; c) Project Management
Effectiveness & Efficiency; d) Disclosure & Reporting
Handover & Closeout
S4
Adjourning (Mourning)
Shaper
10
Preparation (Planning)
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