Basics of Project Management

by: Jamil Junejo

During my work experience in development sector, I have been experiencing that many of project managers especially new ones remain miserably entangled into various difficulties during the processs of managing the projects. There are some basics of project management which a project manager should master inorder to run a project effectively and efficiently to meet the set goals with corresponding set activities.

There are, by and large, four kinds of managerial skills: Technical, Human, Conceptual and designing. I will leave others untouched and embark on way of discussing the technical skill that is objective of this short article.

From Technical Point of view, a project manager should now, how to raise budget and How to make work plans; let’s discuss these two components separately in easy and comprehensible way for the sake of clarity and convenience.

Raising Budget.

A project manager in the development sector has, by and large, to raise three kinds of budget: Activity, Monthy and yearly.

Activity budget

Activity budget is requisition for the release of amount for an activity of project designed to be implemented. There can be various types of activites. We take an example of Training simplify it by developing template.

Training carries various segments such as, Hall Charges, Trainer(s) remuneration; Food; Stationary and Banner ect.Therfrore, Budget raised for training activity in template should enlist all these and request the amount against each making total amount in final.

Template-Activity Budget-Training

Name of Organization
Budget of   three day training on  ……… under the project of ……..
S# Description of the Item Unit Per unit Cost Total Cost. Remarks
1 Stationary
2 pens 90 4 360
3 Pads 90 13 1170
4 markers permanent 15 25 375
5 Markers White board 5 25 125
6 Taps Brown 3 20 60
7 Tap Transparent 1 30 30
8 Sheets 50 8 400
9 Certificates 90 9 810
10 Banner 1 600 600
11 Sub total 3930
12 Food
13 Tea 180 20 3600
14 Dinner 90 200 18000
15 Lunch 90 200 18000
16 Breakfast 90 40 3600
17 Sub Total 43200
18 transportation
19 Vans 3 12000 36000
20 Trainers Remuneration
21 Trainers Remuneration 3 5000 15000
22 Grand Total 98130

Note:

  • Unit means  numbers
  • This budget is raised in Excell Sheet that facilitates easy, swift and automatic method.
  • One should know forumals of excel sheet to raise such budget

Monthly Budget

As the case of monthly budget, it carries request of release of fund for various expenses in various heads and sub heads which are  required in a month such as Utilities +Rent (Office Rent, Utility (Electricity, Gas), Communication (Phone, Fax, Internet, Courier), Repair and Maintenance, Office Supplies, Stationery)Equipment Supplies; Furniture.

Template –Monthly Budget

Name of Organization
Budget requisition for the month of April 2009 under the project of ————–

S# Description of the Item Unit Per unit Cost Total Cost. Remarks
1 Training On———— 3 12000 36000
2 vehicle expenses 15 2000 30000
3 Rent 1 10000 10000
4 Communication 4000 4000
5 Refreshment 6000 6000
6 Office Expense 2000 2000
8 Utilities 3000 3000
9 Stationary 3000 3000
10 Unforeseen 3000 3000
Total 97000

Yearly Budget:

Though the budget of overall project is developed by the organization mutually agreed by donor and party before project is implementing. But in some cases for sack for convenience, a Project manger has to redesign it keeping it compatibility with original budget .Yearly budget or the budget of overall project if it is of one year carries two types of cost: Direct and Indirect .Direct cost carries the expenses of activities directly incurred on activities. Whereas indirect cost carries expenses of Salaries, Utilities +Rent, Equipment Supplies and furniture

Template –Complete Project Budget

Name of Organization
Name of Project
S. # Description Units Cost  unit Total cost in PKR Remarks
Direct Activity Cost
Trainings
Leadership
Food and refreshment 12 12000 144000 30  participants in each of 12 units
Stationery 12 3000 36000
Premises rent 12 4000 48000
Trainer 12 10000 120000
Stay and food of Trainer 12 5000 60000
Sub Total 12 408000
Research Studies
Book on————
Researchers’s Remuneration 1 200000 200000
Publishing cost 1 60000 60000
Sub Total 260000
Personnel & Support Cost(Indirect cost)
Personnel
Staff
Project Manager 12 40000 480000 one person ,12 months
Training Coordinator 12 35000 420000 one person ,12 months
correspondent 12 30000 360000 one person ,12 months
IT manager 12 20000 240000 one person ,12 months
Office Assistant 12 15000 180000 one person ,12 months
Finance and Admin Assistant 12 30000 360000 one person ,12 months
Office support staff (2) 24 10000 240000 2  persons ,12 months
Receptionist 12 15000 180000 one person ,12 months
Sub Total 0
Utilities +Rent 0
Office Rent 12 20000 240000
Utility (Electricity, Gas) 12 10000 120000
Communication (Phone, Fax, Internet, Courier) 12 20000 240000
Repair and Maintenance 12 10000 120000
Office Supplies 12 3500 42000
Stationery 12 20000 240000
Sub Total 0
Equipment Supplies 0
Laptop 1 60000 60000
Computer 4 30000 120000
Printer 4 20000 80000
Digital Camera 1 10000 10000
Generator 1 35000 35000
Furniture 0
Office Table 6 10000 60000
Office Chairs 30 5000 150000
File Rack 5 6000 30000
File Cabinet 6 10000 60000
Computer Trolley 7 10000 70000
Refrigerator 1 25000 25000
Sub Total 4162000
Direct Activity Cost total 668,000.00
Indirect Activity Cost 4162000
Grand Total 4,830,000.00

Note:

  • Unit means  month
  • This budget is prepared  in Excell Sheet that facilitate for easy, swift and automatic method

Work plans

Work plans are Plans of activities to be carried out within prescribed time. Workplace can be of various types such as daily worplan, weekly work plan, monthly work plan and yearly work plan and work plan of over all Project. Let me exemplify two work plans: Monthly and Yearly.

Monthly Work Plan

Monthly work plans is set of activities derived from Yearly work plan.

Template-Monthly Work Plan.

Monday Tuesday Wednesday Thursday Friday Saturday Sunday
1 2 3 4 5 6
Holiday Holiday
14 8 9 10 11 12 13
Holiday Holiday
21 15 16 17 18 19 20
Holiday Holiday
28 22 23 24 25 26 27
Holiday Holiday
29 30

You can put the scheduled activities into the blank blocks given under the particular date.

Templates-Yearly Action Plan

Action Plan
Name of Project
Name of Organization
2010
S.No Activity Year-2010-2011
Quarter-1 Quarte-2 Quarter-3 Quarter-4
1 2 3 4 5 6 7 8 9 10 11 12

Note:

On the left side in the blocks of activity one should put activity names and colour the block of particular month for doing it.

Conclusion.

This is my short attempt to make you understand to develop some basic of project management from skills point of view.Howeever, fact remains that there can be varying methods of developing all these.Besides, Effective project management carries various segments which also needs to be understood and learnt and developed into our self as successful managers in order to  carry the project to successful completion interms of efficiency, efficacy and effectives.

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