Project Planning, Organizing, Implementing

Project Planning

The project manager is responsible for preparation of detailed project plan. It involves:

• Definition of work requirements
• Scheduling of project
• Definition of resources needed
• Definition of quantity of work and specifications.

Project Organization Design

The project manager is responsible for designing the project structure by:

• Dividing project workload into tasks for job specialization.
• Grouping task and people into project divisions.
• Establishing authority-responsibility relationships for project personnel.
• Coordination mechanism for integration.
• Management of interfaces with the parent organization.

Project Implementation

The project manager is responsible for project implementation. The activities consist of:

• Awarding and managing contracts
• Appointing consultants
• Mobilization of resources
• Procurement of goods and services
• Solving problems as they arise
• Providing leadership
• Building a solid information network

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You may also like this:

• Project Analysis : Feasibility Analysis
• Project Life Cycle
• Project Implementation
• Project Formulation
• Project Specification
• Components / Elements of Project Specification
• Project Management Model

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Part of Functional Organization Structure

The part of functional organization structure is generally suitable for small projects. The project tasks are performed as part of functional departments. Production department, Marketing department, Finance department, Human resource department are some of the functional departments that are included in the functional organization. Authority and responsibility is divided into line and staff in hierarchical order. The line authority will decide where as the staff authority will advise in such organization.

Fig. Project Organization as Part of Functional Organization Structure

Advantages:

• This organization structure is flexible in the use of existing human resources. The expertise can be utilized by different projects.
• This organization structure will develops expertise and specialization in human resources.
• Functional departments can provide knowledge, experience and technical skills to the projects if necessary.

Disadvantages:

• There is no clear cut responsibility for the project and no effective mechanism for coordination and integration of resources that are available in the organization for the project. Only functional divisions focus on functional activities.
• Since there is no clear cut responsibility and a lot of hierarchy, there is delay in decisions. Due to delay in decision making, project performance is adversely affected.
• There is communication gap between top-down or bottom-up members.

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You may also like this:

• Matrix Organization Structure
• Pure Functional Organization
• Level of Conflicts in an Organization
• Pure Project Organization
• Benefits of Project Management

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Pure Functional Organization

Pure functional organization is traditional type of structure where total work of organization is divided into various functional department or units as per requirement for making easy management. The required departments are handled by functional managers. A project is assigned to functional department as a result all the project activities are performed under the control of functional manager in functional department. The project is also headed by concerned department manager and the manager can hire required specialist for project purpose.

In this form of the project, a person is generally appointed as a project coordinator who acts as a staff manager to facilitate coordination of line management in functional department. S/he provides valuable information, supports and advices on the time to the concerned managers relating to the project. In this organization, better technical control is possible, specialist can be grouped to share knowledge and responsibilities and they are used for different project at the same time.

This type of structure is more appropriate for small project.

Pure Functional Organization

Advantages of Pure Functional Organization:

• It provides maximum flexibility in use of existing staff.
• It develops expertise and specialization in human resources.
• It makes possible better supervision and control of the project.
• It facilitates the mass production.
• The functional department provides technical and other support for project success.
• Individual experts can be utilized by different projects.

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You may also like this:

• Matrix Organization Structure
• Part of Functional Organization Structure
• Level of Conflicts in an Organization
• Pure Project Organization
• Benefits of Project Management

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Project Organization

Organization is the structure of the relationship among the position and jobs which is built up for realization of common objectives. It facilitates the implementation by arranging all the activities in a suitable manner for the use of management control.

Project organization can be defined as an engine of project management because it lays down the rules and regulation for the smooth operation of activities and administration of the project, outlines the relationship between project participants, establishes authority and responsibility relationship, indicates communication lines and channel between project manager with project team and external stakeholders and provides basis for integration and coordination of human and non-human resources in the project.

Project organization is superior than traditional organization. Since traditional form of organization is characterized by superior subordinate relationship, departmentalization, formal communication, chain of command, rigid etc. It is not suitable for handling the non repetitive, unique and complex project activities in a coordinated manner according to changing environment. Therefore, project organization is established to avoid such weakness of traditional organization for proper implementation of the project. Project organization is action oriented and flexible. It is an adhoc (temporary) organization that ceases to exist once the project is terminated.

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Related Topics:

• Concept of Project
• Project Analysis : Feasibility Analysis
• Project Life Cycle
• Project Implementation
• Project Formulation
• Project Specification
• Elements / Components of Project Specification
• Project Planning
• Procedures for Project Proposal
• Project Management Information System (PMIS)

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