Project Management

Scopes
Chapter 1 – Introduction to Project Management
• Definition of Project • Importance of Project Management
• Project Types • Business Case
• Definition of Project Management • Group activity/Case study

Chapter 2 – Project Life Cycle and Triangle

• Project Life Cycle Stages: • Project Triangle
o Initiation Phase o Time
o Planning o Cost
o Execution o Quality
o Closure • Group activity

Chapter 3 – Essentials Project Resources and components

• Categories of Project Resources • Challenges in Project Resource Management
• Practices in Project Resource Management • Group work
• Main Steps in Project Resource Management • In-class assignment
• Importance of Effective Management of Project Resources

Chapter 4 – Key Concepts and Techniques of Time Management

• Project Schedule Definition • Time Management Techniques Definition
• Time Estimation Techniques • Work Breakdown Structure (WBS)
• Monitoring and Controlling Project Schedules • Gantt Charts
• Importance of Time Management in Project Success • Program Evaluation and Review Technique (PERT)
• Group work • Critical Path Method (CPM)
• In-class assignment/Group Work

Chapter 5 – Mastering Concepts and Techniques of Cost Management

• Definition of Project Budget • Cost Management Process
• Project Cost Types • Cost Management Techniques
• Cost Management Definition • Cost Management Importance
• Cost Management Consideration • Group work

Chapter 6 – Concepts and Techniques of Quality Management

• Project Quality Definition • Quality Management Techniques
• Quality Management Definition • Quality Management Importance
• Quality Management Process • Group work
• Quality Management Consideration
Chapter 7 – Risks Allocation in Project Management
• Risk Definition • Risk Management Techniques
• Risk Management Definition • Risk Management Importance
• Risk Assessment Matrix • Group work

Chapter 8 – The Vital Role of the Human Element in Project Management

• Project Manager Responsibilities and Characteristics • Decision Making
• Establishing Team and Team Development • Conflict and Conflict Resolution
• Skills Matrix • Group work
• Activity Time Estimation Related to Human Factor

Chapter 9 – Types of Project Management Methodologies.

• Project Management Methodologies • Agile Methodology
• Importance of Methodologies • Agile Methodology Advantages
• Waterfall Methodology • Agile Methodology Disadvantages
• Waterfall Stages • Hybrid Methodology
• Waterfall Methodology Advantages • How to Choose the Right Type
• Waterfall Methodology Disadvantages • Group work

Chapter 10 – Project Success and Failure

• Definition of Project Closure
• Key Activities During Project Closure
• Benefit Realization
• The Project Plan Report
• Importance of Project Closure
• Types of Project Outcomes
• Factors Determining Project Success and Failure
• Project Success and its Reasons
• Project Failure and its Reasons
• Group work

Dec. 11th, 2024, Wednesday | 10:00-12:00 | Revision

Dec. 12th, 2024, Thursday | 10:00-12:00 | Progress Test
Dec. 15th, 2023, Sunday | 10:00-12:00 | Final Project: Requirements, Distribution for marks
Dec. 16th Monday – 19th Thursday, 2024 | Monday 10:00-12:00 | Project Presentation
Chapter 1 – Introduction to Project Management
Project Identification
Project: is a temporary endeavor carried out to produce a unique outcome as product, service, or result.

Non projects and Quasi-Projects: Non-projects and quasi-projects lack specific goals, timelines, and
outcome, making them more routine or informal activities within an organization.

Example on non-project: checking you email, routine reports as attendance.

Example on Quasi projects: Checking reports may serve as preliminary data for future projects, such as
exploratory reports assessing the benefits of a new policy or procedure. This involves searching for
information to determine the project requirements.

What is Project Management?

https://youtu.be/Jk-JwtScIlw?si=DGVJh8stX6eWYo64

What is project management?

Project management is about getting things done. It involves knowing exactly what you want to achieve,
how you’re going to achieve it, and how long it will take. It ensures that everyone involved shares and
understands those aims, from inception to completion. Successful projects rely on planning,
management, organization, and communication, orchestrating a smooth and steady progression where
one step leads seamlessly to the next.

When do we use project management?

We use project management in any scenario that requires structured coordination to achieve specific
objectives. This can range from recruiting a new staff member to constructing the world’s tallest
building or changing how a company operates. Project management is necessary for projects of all sizes
and complexities to ensure they are completed on time, within budget, and to the desired quality.

Why do we use project management?

We use project management because successful projects don’t just happen—they need careful
planning, organization, and execution. It ensures that potential issues are identified and resolved before
they occur, preventing failure and maintaining smooth progress. A well-managed, motivated team with
clear roles and responsibilities is key to delivering successful outcomes. At its best, project management
is the invisible force behind success, ensuring goals are met without compromising time, cost, or quality.

Project Management Identification

Project management involves integrating and coordinating resource allocation, budget, quality, and
time to control the entire process and achieve the main goals and objectives desired in the end.

It involves overseeing the project from the initiation phase to conclusion, ensuring it is completed
timely, within budget, and according to the desired specifications.
Forces Fostering Project Management
• Technology cannot be replaced humans.
• Increasing the numbers of high complex projects.
• The intense competition between institution.
• The need of the risk management.
• The demand of reducing costs, increasing efficiency, and delivering better results.
• To reach the customer satisfaction.

Difference Between Manager and Project Manager

Managers are responsible for the overall day-to-day operations of a business. They ensure that
everything runs smoothly on a continuous basis.
• Handle ongoing operational tasks.
• Ensure smooth functioning of departments.
• Focus on continuous business operations.

Project Managers focus on specific projects with clear goals and timelines. They oversee a team to
achieve these objectives within a set timeframe.
• Lead specific projects with a defined scope, timeframe, and objectives.
• Focus on one-time initiatives.
• Work toward achieving specific goals within a set timeframe and budget.

Projects Types
• Large/small projects • Common types
• Involving many/one person • Based on Size, Priority, Projects, Benefits, Sponsor
• Including formal/informal contract • Based on Development and implementation Stage
• Including business or personal projects • Other Projects

Project Management Business Case

The business case forms the basis for project planning, delineating the scope of work needed to realize
new projects and ideas:
• Objective Identification
• Stakeholder Identification
• Risk Identification
• Resource Identification
• Constraint Identification

Objective Identification:
Clearly define the goals and objectives of the project.
What needs to be achieved? What are the deliverables?

Stakeholder Identification:
Identify all stakeholders involved in the project.

These may include clients, team members, sponsors, and end-users. Understanding their needs
and expectations is vital for project success and to avoid failure.

Risk Identification
Identify potential risks and uncertainties that could affect the project's outcome.
 This entails evaluating both internal and external factors that could influence project
advancement or lead to deviations from the plan.

Risk can also be classified according to their hazard level and the mitigation plan for them.

Resource Identification
Determine the resources required to execute the project successfully. This includes human
resources, equipment, materials, time plan, and cost allocation.

Constraint Identification:
Identify any constraints or limitations that may affect project execution, such as time
constraints, budget limitations, regulatory requirements, or technological constraints.

Identify SWOT: strengths, weaknesses, opportunities, and threats for the project.

Key Objectives of a Business Case

Business Case should achieve the following:
• Clearly outline the desired outcomes of the project.
• Identify the organization’s mission, goals, and operational objectives that the project will
impact.
• Recognize other projects that address similar issues—whether completed, ongoing, planned, or
proposed—and explain why this project is expected to deliver a greater benefit upon
completion.

In Conclusion
Make sure to:
• Keep the business case simple to be understandable from all the involved parties in the project.
• Highlight the benefits of this project as you are the one who is familiar with this project.
• Consider to have supplementary materials if needed if you have a bulk of details to keep the
reader interest (ex. Details of financial statements).

Group Work
Develop a business case to organize an alumni dinner event that reconnects graduates, strengthens the
institution's community, and promotes networking opportunities. The project will focus on planning an
event that is both memorable and cost-effective, while potentially raising funds or securing future
support for the institution.
Chapter 2 - Project Life Cycle and Triangle
Project Management life cycle
The project management life cycle consists of many phases and steps you need to take as a project
manager to deliver on time:

It involves the following stages:

1. Initiation
2. Planning
3. Execution
4. Monitoring
5. Closure

1. Initiation Phase (1/4)

Defining the objectives, scope, and feasibility of the project.
This stage involves identifying stakeholders, establishing goals, and conducting initial planning. The
following activities are included in this stage:
• Developing project charter.
• Identifying stakeholder.
• Transforming the business case to project charter

Examples for stakeholder: business case may broadly reference stakeholders; the detailed identification
and analysis of stakeholders happen during the initiation phase.
• Resource Manager
• Project Manager
• Customers
• Project Team
• Sponsors
• End Users

The Project Charter is used for:

Translating the business case into
a formal authorization document
for the project.

Summarizing key elements of the

business case, such as the
purpose, objectives, and benefits.

Specifying high-level details like the project scope, resources, stakeholders, and the authority
granted to the project manager.

Signaling the official start of the project and appointing the project manager, granting them the
authority to lead the project.
 2. Planning Phase
Developing or creating a detailed project plan that outlines tasks, schedules, resource allocation, and
budget.

This stage also includes conducting risk assessment and developing mitigation plans based on the level
of hazard and importance. The following activities are included in this stage:
• Developing project management plan
• Planning scope management as quality management plan.
• Collecting requirement
• Defining scope
• Creating work breakdown structure
• Planning schedule management
• Defining activities
• Sequencing activities
• Estimating activities
• Developing Schedule
• Planning cost management
• Estimating costs
• Determining budget
• Planning quality management
• Planning resource management
• Estimating resources activities
• Planning communication management
• Planning risk management and identifying risks
• Planning procurement management
• Planning stakeholder engagement

3. Execution Phase
Implementing the project plan by managing resources, managing tasks, and controlling, monitoring
progress.

This phase entails effective communication and leadership to

ensure that the project stays on track. The following activities
are included in this stage:
• Directing and managing project work
• Managing project knowledge
• Managing quality
• Acquiring resources
• Developing and managing team
• Managing communication
• Implementing risks responses
• Conducting procurements
• Managing stakeholder engagement
 4. Monitoring
Tracking project performance, identifying deviations from the plan, and taking corrective actions as
necessary.

This stage consists of tracking essential metrics, managing changes, and addressing issues as they
arise. The following activities are included in this stage:
• Monitoring and control project work
• Performing integrated change control
• Validating scope
• Controlling scope
• Controlling schedule
• Controlling costs
• Controlling quality
• Controlling resources
• Monitoring communication
• Monitoring risks
• Controlling procurement
• Monitoring stakeholder engagement
• Compare actuals to planned

5. Closure
Completing all project events, documenting lessons
learned, and delivering the project to the stakeholders or clients.

This phase also includes evaluating project outcomes and celebrating successes when achieved.
• The main activity is to close project or phase.
• Project documents updates
• Final product, service, or result transition
• Final report
• Organizational process assets
• Updates

Challenges in Project Phases

Phase Challenge
• Lack of clear objectives
Initiation • Insufficient Resources
• Stakeholder disagreements
• Unrealistic deadlines and schedules
Planning • Poor communication
• Improper allocation of resources
• Resources limitations • Poor communication
Execution
• Applying changes • Quality issues
• Poor communication • Resource Limitations
Monitoring
• Improper Use of Monitoring Tools • Resistance to Feedback
• Incomplete deliverables • unsatisfied stakeholders
Closure
• Insufficient documentation • Ineffective handovers
Life Cycle Importance
Dividing the detailed planning into phases based on its specifications, making the process more
manageable.

Assigning specific tasks to each team member according to the corresponding project phase.

Allowing stakeholders and owners to have greater control over the project by segmenting it into distinct
phases.

Simplifying the monitoring of project progress through evaluations conducted at the end of each phase.

Project Life Cycle Stages Interaction Cost and Risk Over Project Life Cycle

In Conclusion

Exercise
Does the project manager consider the three main element in project in each project life cycle?
Time Cost Quality
• Project Timeline • Budget • The Projects Complexity
• Time on Project • Team Size • Finished Products
• Internal Calendar • Facilities • Product Quality
• Planning Time • Key Opportunities • Level of Detail
• Phases of a Project • Features and Complexity

Group Work
Assume that you will create a cooking app. Describe each phase in detail, including key activities, goals,
and deliverables. The time allocated for this task is 20 minutes.
Chapter 3 - Essentials of Project Resources and Components
Categories of Project Resources
Project resources encompass all the elements essential for the successful execution of a project. These
include personnel, equipment, finances, time, and expertise—essentially anything needed throughout
the stages of project planning and delivery.

Project Resources:
Storable Non-Storable Renewable Non-Renewable
• Finances • Time • Tool • Budget
• Equipment • People • Space • Due Date

It involves the following categories:

1. Personnel (Human Resources): The human factor in the project, this includes all the persons
who are working and involved in any phase in the project life cycle.
• Main things to be considered for human resources:
o Skills and knowledge that team members possess
o Training courses, if necessary
o Their availability, considering they might be working on other projects
o Adjustability of tasks, if required

2. Budget: The budget represents the financial resources allocated for executing a project. It
encompasses all the following:
• Material and Equipment Cost
• Personnel Expenses
• Communication Costs
• External Services

3. Time: It defines the duration of a project and the deadlines that must be achieved. Efficient time
management is essential for the success of the project.

4. Equipment: Includes all essential machinery, tools, and equipment needed for project
execution.

5. Knowledge and Technology: Knowledge and technologies are intangible resources vital to a
project's success. They encompass technical skills, experience, expertise, and specialized
knowledge necessary for the effective execution of the project.
Practices for Project Resources Management
The project team works collaboratively toward a common goal, with the project manager assembling,
managing, and empowering members. While roles are assigned, involving the team in planning fosters
expertise use and stronger project commitment.

The following practices help optimize the use of resources and improve team effectiveness:
• Resource Management Method: Refers to strategies, frameworks, as resource leveling and
resource smoothing techniques.

• Emotional Intelligence: EI involves understanding and managing one's emotions and those of
others. In project management, it includes empathy, good leadership.

• Self-Organizing Teams: Teams that manage their work with minimal supervision.

• Virtual Teams: Teams that work together remotely across different locations.

Practices for managing resources:

1. Finding out the root cause of the problem
2. Focus on employee happiness
3. Manage expectations
4. Embrace Diversity in Work culture
5. Build workflows
6. Use technology wherever possible

Considerations for Project Resources Management

Each project has unique specifications and differs from others. The project manager should customize
the resource management approach to suit the specific requirements of each project.

These considerations are:

• Diversity
• Physical Location
• Industry-Specific Resources
• Management of Team
• Methodology Approach

Main Steps in Project Resource Management

Resource management involves planning how to handle resources for a specific project, considering
factors like the project’s type and complexity.

These steps are:

1. Planning resource management: Outline how you’ll handle resource management for the
project, considering factors like the project’s type and complexity. Resource Breakdown
Structure
• Resource Estimation
• Collection of Data
• Resource Plan
• Schedule Development
• Checking for Resource Over Allocation
• Negotiating for Resources
 2. Estimating activity resources: Identify the resources needed for the project, including the type,
quantity, and specific characteristics of each.
• Expert Judgment: Relies on specialized knowledge to estimate resource needs.
• Analogous Estimating: Using historical data.
• Parametric Estimating: Based on statistical relationships.
• Bottom-Up Estimating: Estimates resources at the activity level and aggregates them for
higher project levels.

3. Acquiring resources: Secure the necessary resources to ensure project success, often in a
competitive environment.

4. Developing resources: Build the skills and capabilities of individuals and teams to foster
collaboration, cohesion, and competence in delivering the project.

5. Managing resources: Oversee and guide resource performance to maximize the project's
outcomes, including resources allocation.

6. Controlling resources: Keep track of how resources are being used and make adjustments when
needed to stay on track.

Benefits of Resource Management

• Optimal Resource Utilization
• Better decision–making
• Improve employee Engagement
• Reduced Costs
• Successful Project Delivery

Importance of Effective Project Resources Management

Building right team: Identify the best resources available and gather the necessary data to
negotiate for them.

Rightsizing team: Ensure efficiency by accurately matching resources to needs, reducing the risk
of over- or under-estimating what’s required.

Preventing burnout or boredom: Avoid situations that could hinder your team’s performance,
ensuring they stay engaged and motivated.

Avoiding the unexpected: Assess resource availability realistically and have backup options in
place to avoid surprises.

Building trust and transparency: Foster trust through fair staff assignments, clear roles, and a
well-defined team charter.

Improving efficiency: Maximize resource utilization with agreed-upon monitoring and

management practices.
Challenges in Project Resources Management
Limited Resources: Managing resources becomes difficult when there’s not enough budget, time, or
materials available, which can lead to delays and compromises.

Conflict Over Resources: When multiple projects or teams need the same resources, conflicts can arise,
causing disruptions and delays.

Inefficient Use of Resources: Sometimes, resources are not used to their full potential, either by not
using them enough or overloading them, which leads to inefficiency and burnout.

Lack of Skills: Assigning tasks to people who don’t have the right skills can cause problems, including
delays, poor-quality work, and frustration.

Group Work
Research and compare different resource management tools, such as Microsoft Project, Gannt Chart,
and Primavera. Discuss the strengths and weaknesses of each tool in the context of managing resources
for a hospitality project.

Chapter 4 – Concepts and Techniques in Time Management

Bus Rapid Transit (BRT) System in Amman Example
Background:
• Project Initiation: 2010
• Planned Completion: 2013
• Actual Completion: 2021 (with ongoing phases)

What are the consequences of this project delay for all parties, including the end user?

Project Scheduling Basics

Time is the maximum allowable duration within which the project must be completed, ensuring that all
milestones and deliverables are achieved before the deadline.

The schedule is the method used to manage project time by allocating resources and tasks, and
identifying any potential delays. It is essential to keep the project on track to meet the assigned timeline
and achieve the deadline.

Activities in scheduling (1/2)

An activity is a specific task within a project that requires allocated resources and has a clearly defined
time span for completion.

This type of activity relationship means that one activity must begin in order for
Start-to-Finish
its successor to be completed.
Start-to-Start In this relationship, one activity must start before the next activity can begin.
This relationship means that one activity must be completed before its successor
Finish-to-Finish
can also be completed.
In this type of relationship, one activity must be finished before the next activity
Finish-to-Start
can begin.
Accordingly, activities can be categorized as follows:

Parallel Activities: These are tasks executed simultaneously without dependency on each other.

Dependent Activities: These tasks rely on other activities; one cannot start or finish unless
another activity has started or ended.

Milestones: These represent the completion of a major goal, phase, or deliverable within a
project.

Time Estimation Techniques

Analogous estimating / Top down estimation
Making a high-level estimate for the entire project based on overall experience or past projects, without
breaking down the details of each individual task

Bottom Up estimating
Starting by estimating the small, individual tasks or components and then add them all together to
determine the total cost or time required for the entire project
Three-point estimating:
Is a project management technique used to estimate the duration or cost of a task by considering three
different scenarios?

Optimistic (O): The best-case scenario where everything goes as planned, with no delays or issues.

Pessimistic (P): The worst-case scenario, accounting for potential delays, challenges, or risks.

Most Likely (ML): The most probable outcome, based on realistic assumptions and typical
conditions.

Parametric Estimation:
It relies on parameters or units, such as cost per square meter, time per unit produced, or labor hours
per task.

Room Cleaning Estimates: If cleaning one room takes 30 minutes, cleaning 10 rooms takes:
30 minutes/room × 10 rooms = 300 minutes (or 5 hours).

Management Reserves in Time

Several steps a project manager needs to take to monitor and control the schedule:
Difference from Contingency Reserves:
• Contingency Reserves: Planned for identified risks.
• Management Reserves: Allocated for truly unforeseen issues.

Monitoring and Controlling Project Schedules

Several steps a project manager needs to take to monitor and control the schedule:
• Regularly review the project schedule and baseline.
• Identify variances and take corrective actions if necessary.
• Continuously monitor project progress and adjust as needed.
• Maintain open communication with all stakeholders.
• Keep the project on track for successful completion.

Techniques can be used:

• Performance Reviews: Compare planned vs. actual progress to identify delays.
• Critical Path Method: Identify essential tasks to predict project duration.
• Variance Analysis: Determine the cause of any schedule discrepancies.
• Monte Carlo Simulation: Estimate project timelines and potential delays using simulations
Importance of Time Management in Project Success
• Ensures On-Time Delivery: Prevents delays.
• Optimizes Resource Use: Maximizes efficiency.
• Minimizes Risk: Reduces cost overruns and missed deadlines.
• Increases Stakeholder Satisfaction: Builds trust through timely delivery.
• Improves Project Control: Enables necessary adjustments.
• Boosts Team Productivity and Morale: Prevents burnout with clear schedules.

Group Work
You have a wedding for 200 guests starting at 7 PM, VIP check-ins at 2 PM, and check-outs for previous
guests scheduled for 11 AM. Breakfast service is planned for 10 AM the following day. Additionally,
there is a maintenance issue in the spa that requires immediate attention and a staff meeting scheduled
for the afternoon on the day before.

When planning, you should consider:

• The Priority of Each Task: e.g., guest check-outs before room turnover, wedding setup).
• Dependencies: e.g., VIP rooms must be cleaned and prepared after check-outs).
• Buffer Times for Unexpected Delays: e.g., late check-outs

Chapter 4 – Master Time Management Key Concepts and Techniques

Delays in Projects
A study done on global construction projects revealed that over 50% of large construction projects
experience cost overruns and delays.

Time Management Techniques Definition

Time management techniques are tools that help plan activities and ensure they are delivered on time,
ultimately verifying that the actual time aligns with the planned schedule. to achieve optimal value
engineering.

Value Engineering is a technique used to assess a project’s performance and progress in a clear,
measurable manner.

Work Breakdown Structure (WBS)

A method for organizing a project into manageable sections.
It breaks down major tasks into smaller components,
continuing until the required level of detail is reached.

The lowest level, known as work packages, may sometimes

be further divided into activities. The WBS outlines all the
work to be done on a project and provides a framework for
managing and controlling it effectively.
Example of WBS (Hotel Construction Project)

Gantt Charts
Gantt chart is an effective visual tool for illustrating task sequences, resource use, and project timelines.

Microsoft Project can automatically generate Gantt charts, showing task dependencies and optimizing
resource allocation.

Symbols of Gantt Chart

Milestone | Activity Duration | Dependency | Resources
Advantages of Gantt Chart
• Managing milestones and deadlines
• Breaking projects into smaller tasks
• Visualizing task dependencies
• Monitoring project progress
• Better Resources allocation
• Increase flexibility
• It displays project progress with timeline
• It is clear with the task and resource distribution
• Helps you manage your time and resources
• Provides a simplified presentation of the project tasks.

Program Evaluation and Review Technique (PERT)

A PERT chart is a type of network diagram used by project
managers to develop project schedules. It enables the
visualization of project timelines, estimation of task
durations, and identification of task dependencies.

Based on events.

Probabilistic Time Estimates based on the Three-points

estimation mentioned before: optimistic estimate,
pessimistic estimate, and most likely estimate.

Network Analysis for Scheduling.

Example on PERT
Es = Earliest Start Time | Lc = Latest Completion Time | Circle = Main Event | Letters (A,B,…) = Activities
Critical Path Method (CPM)
The sequence of activities within a project network
that runs from start to finish, where the total duration
of these activities determines the project's overall
timeline.

There may be multiple critical paths, each

representing a series of tasks that are interconnected,
where delays in any activity can directly impact the
project's completion date or key milestones.

Example on CPM
Deterministic: Uses fixed time estimates for activities,
assuming no uncertainty in durations.

Focus on efficiency: Helps identify bottlenecks and

optimize resource allocation.

Predictive: calculates the earliest and latest timelines

to ensure the project stays on schedule.

Group Work
For the same event from our last session, the wedding, include the same activities and use a Gantt chart,
WBS, and CPM or PERT to calculate the critical path. You may add any additional activities according to
your preference.

Chapter 5 – Master Cost Management Concepts and Techniques

Cost Management in Projects

Assume that you decided to build your own motel, accordingly you have assigned 500,000 JD for this
project, and according to bad cost management at the end it cost 700,000 JD.

What are the consequences of this bad cost management?

Project Cost Definition

Cost: The total financial resources needed to successfully complete a project, encompassing all expenses
incurred throughout its lifecycle, from initiation to completion.

Project Cost Types

• Direct Costs: Expenses directly tied to a specific project or product (e.g., raw materials).
• Indirect Costs: Overhead expenses not directly traceable to a specific project (e.g., rent).
• Fixed Costs: Costs that remain constant regardless of activity level (e.g., insurance).
• Variable Costs: Costs that fluctuate with production or activity (e.g., utilities).
• Contingency Costs: A buffer for unexpected expenses or risks that may arise during the project.
Cost Management Definition
Cost Management: The process of planning, estimating, allocating, and controlling a project's budget to
ensure money is spent efficiently on the right resources to achieve project goals.

Cost Management Considerations

Schedule Management Plan: Outlines the processes and controls influencing cost estimation and
management.

Risk Management Plan: Defines the processes and controls affecting cost estimation and management.

Enterprise Environmental Factors:

• Organizational culture and structure
• Market conditions
• Currency exchange rates
• Access to commercial databases
• Productivity variations across different locations

Cost Management Process

1. Resource Planning: identifies and allocates necessary resources for a project, including
materials, staff, and information, specifying their amount, duration, and usage.
2. Cost Estimation: Using the same techniques as time estimation (bottom-up, analogous, expert
judgment, and three-point estimation) for cost estimation.
3. Budgeting: the project costs are allocated to specific activities and resources to create a detailed
financial plan.
4. Cost Control: Managers track costs against the budget, addressing overruns, reducing
deviations, and controlling spending as needed.

Cost Monitoring Techniques

• Using Techniques such as Cost • Categorize your expenses
Performance Index, Variance Analysis • Use Budgeting tools
• Tracking the project's progress • Keep Receipts and records
• Managing changes to the cost baseline • Set Financial goals
• Handling variances and implementing • Analyze Spending Patterns
corrective actions • Compare expenses over time
• Balancing project risks and rewards • Use visualization techniques
• Seek Professional advice

Cost Baseline
• A Cost Baseline is represented as a curve that projects the
planned cumulative costs over time.
• The Cost-to-Date is the actual cumulative cost incurred at a
specific point in the project schedule.
• Variance: The difference between the planned cost (Cost
Baseline) and the actual cost (Cost-to-Date) is shown as the
Variance.
 Benefits of cost control management Cost Management Importance
• Cost Savings • Prevents overspending
• Improved profitability • Encourages better planning
• Enhanced cash flow • Supports financial health
• Competitive Advantage • Mitigates risk
• Resource optimization • Establishes standards
• Strategic decision-making • Improves visibility
• Operational efficiency
• Risk Management
• Improved financial stability
• Long-term growth

Group Work
Assume you are planning a dinner event for 200 guests at a boutique hotel. The event includes a three-
course meal, drinks, decorations (such as table centerpieces, lighting, and thematic decor), and staff
services.

Use a suitable estimation technique, consider hospitality-specific factors like guest satisfaction, the
quality of food and service, the ambiance created by the decorations, and the overall event experience.

Chapter 6 - Concepts and Techniques of Quality Management

Quality Management in Projects – Video Michael Kerr

https://www.youtube.com/watch?v=JHkE1sKCvo8&t=123s

Project Quality Definition

Quality refers to meeting the needs and expectations of the customer or stakeholders regarding the
project deliverables.

Project Quality Management is the process of integrating quality planning, quality assurance, and
quality control activities to ensure these needs are met.

Quality Management Process

• Plan Quality Management: Defines project quality standards and documents how they will be met.
• Manage Quality: Ensures that project activities meet the defined quality standards.
• Control Quality: Verifies that deliverables meet the required quality standards.

Quality Management Considerations

Compliance and Regulations: These are mandatory requirements that cannot be ignored.

Standards: These are optional and may change over time.

Continuous Improvement: Fostering a culture where processes, products, and services are regularly
reviewed and optimized.
Quality Monitoring Techniques
Preventing: Proactive steps to avoid defects through planning, training, or process design.
Inspecting: Reviewing deliverables or processes to ensure they meet quality standards.
Attribute Sampling: Checking random samples for compliance using pass/fail criteria.
Different Tools: Such as Six Sigma Tools, Check Sheets, and Flow Charts.
Using Key Performance Indicator KPIs is one of the techniques to control quality

Quality Management Importance

• Achieving customer satisfaction and boosting their confidence.
• Expanding market share, enhancing reputation, and driving project success.
• Ensuring consistency in project activities while increasing production and financial performance.
• Minimizing rework and fostering effective internal communication.
• Promoting sustainability and a culture of continuous improvement.
• Implementing best practices to optimize business processes.

Quality Management and Cost Consideration

Quality Control (QC) ensures mistakes do not reach the customer.

Quality Assurance (QA) focuses on reviewing and improving

processes.

Quality should be integrated into the planning and design stages

of the project.

Foster a culture throughout the organization that prioritizes awareness and commitment to quality in
both processes and product.

Finally, to Achieve Client Satisfaction

Understand, assess, define, and manage requirements.

Ensure conformance to requirements and suitability for use.

In agile methodology, active stakeholder engagement with the team ensures customer satisfaction is
upheld throughout the project.

Homework
Explain KPIs and relate them to examples in the hospitality field, specifically in managing a hotel.
Chapter 7 - Risks Allocation in Project Management

Risk and Risk Management Definition

Risk refers to any unforeseen event or circumstance that deviates from the plan and can affect the
success of a project.

Risk Management is a structured approach to identifying, evaluating, and addressing potential threats
or uncertainties that could impact the success and stability of an organization.

Risk Management Process Considerations

Project Size: Consider the budget, duration, scope, and team size.

Project Complexity: Assess factors like innovation, new technology, interfaces, or external
dependencies.

Project Importance: Evaluate strategic significance, breakthrough potential, or product innovation.

Development Approach: Adapt to the project type, whether it’s a waterfall or agile project.

Risk Example
Risk Item Risk Management Technique
Hire top talent, match jobs to skills, build strong teams,
Personnel Shortfalls
and train staff
Estimate costs and timelines carefully, develop in stages,
Unrealistic Schedules/Budgets
and keep costs in check.
Wrong Functions/Properties Analyze needs, involve users, and build prototypes.
Wrong Interface Use prototypes, analyze tasks, and get user feedback.
Gold-Plating Control feature creep and focus on essential features.
Requirements Changes Validate requirements, prototype, and develop in stages.
Externally Furnished Components Benchmark, inspect, and check compatibility.
Externally Performed Tests Check references, audit, and use competitive designs.
Real-Time Performance Shortfalls Simulate, model, and tune performance.
Straining Computer Science Capabilities Benchmark, model, and analyze performance.

Risk Assessment Matrix (1/3)

A risk matrix is a tool used to rank and prioritize risks based on their likelihood of occurrence and the
severity of their potential impact on an organization's bottom line.

This approach helps focus attention and resources on the most critical risks.

Risk Assessment Matrix Process

Identify Risks: Review the project with your team, explore potential impacts, and use past data.
Group risks into strategic, operational, financial, or external categories.

Set Criteria: Rate risks by likelihood and impact, and place them on a risk matrix.

Assess Risks: Analyze each risk as high, medium, or low for clarity.

Prioritize Risks: Address the most critical risks to plan responses effectively.
Risk Assessment Matrix
• Low Probability: Unlikely to occur; would hardly ever happen.
• Medium Probability: Possible; could happen under certain
circumstances.
• High Probability: Very likely; will most likely occur.
• Low Impact: Minimal disruption; equivalent to one day’s work
with no client impact.
• Medium Impact: Moderate disruption; roughly a week’s work affecting 2 out of 100 clients.
• High Impact: Significant disruption; requires ongoing efforts to resolve issues affecting all
clients.

Risk Management Strategies

Ignore/Acceptance: No action is taken; this is common for risks with low probability and low impact.
Accepting risk is a strategic choice made with the understanding that some level of risk is inevitable in
pursuing business objective.

Avoidance: Steps are taken to minimize the likelihood of the risk happening. Risk Avoidance is a
proactive approach that involves avoiding actions or decisions that could potentially introduce risks to
the organization

Reduce/Mitigation: Measures are implemented to lessen the impact of the risk if it does occur. Risk
Mitigation is a risk management technique that requires implementing measures to decrease the
likelihood or impact of a risk.

Transference: The risk is shifted to another party, such as through insurance. Risk Transference is a risk
management technique that involves shifting the potential impact of a risk to a third party, like
insurance

Risk Management Importance Risk Management and Cost Consideration

• Protects Organization's Reputation Cost of Prevention vs. Risk of Occurrence:
• Minimizes Financial Losses • Prevention Cost: Expenses to avoid the risk.
• Encourages Innovation and Growth • Response Cost: Costs incurred when addressing the risk.
• Enhances Strategic Decision-Making • Savings if Avoided: Benefits if the risk doesn’t occur.
• Improves Resource Allocation Efficiency • Loss if Occurs: Project losses if the risk happens.
• Strengthens Competitive Advantage • Delay Cost: Impact on cost due to project delays.
• Minimize Disruptions • Risk Mitigation: Effort and expense to reduce the impact.

Risk Management Video

https://www.youtube.com/watch?v=TcKoUe8vRE0

Group work
Same previous example: you have a wedding for 200 guests starting at 7 PM, VIP check-ins at 2 PM, and
check-outs for previous guests scheduled for 11 AM. Breakfast service is planned for 10 AM the
following day. Additionally, there is a maintenance issue in the spa that requires immediate attention
and a staff meeting scheduled for the afternoon on the day before.
• Define the main risks, analyze them, and propose a mitigation plan.
• You can also add any necessary actions not mentioned.
Chapter 8 - Vital Roles of the Human Element

Hiring the Wrong Person

Provide examples from your internship where you were
assigned to tasks unrelated to your main major.

Or your direct manager might not have enough attributes

to lead the team.

Project Manager
Project managers are skilled professionals responsible for
planning, organizing, and overseeing projects to ensure
they are completed successfully, on time, and within
budget, while effectively managing resources and collaborating with teams.

The person who heads up the project team and has the responsibility for conducting the project and
meeting project objectives through project management.

Project Manager Roles and Responsibilities

• Acquiring and motivating personnel • Managing Resources efficiently
• Dealing with obstacles • Managing time and milestones
• Making goal trade-offs • Developing the budget
• Maintaining a balanced outlook in the team • Risk Management
• Communicating with all stakeholders • Monitoring Progress
• Negotiating • Reporting
• Delivering the project on time and in budget

Project Manager Characteristics

Successful project managers possess key attributes such as the ability to create a shared vision, embrace
failure as growth, empower others, make decisive actions, and remain persistent.

These traits distinguish them from less effective project managers by enabling them to inspire, learn
from mistakes, and build stronger teams.
• Leadership, Delegation, & Influence • Communication & Active Listening
• Emotional Intelligence • Negotiation & Conflict Management
• Motivation & Teamwork • Problem – Solving

Establishing the Team

Focuses on selecting the right individuals, defining roles, and aligning tasks with skills to structure the
team effectively.
• Profile and Understand Your Team 1. Form the team
• Define Each Job Profile 2. Clarify Roles
• Align Roles with Candidate Profiles 3. Encourage Communication
• Communicate Expectations and Provide Support 4. Build Relationship
• Foster Collaboration and Track Progress 5. Follow/Track Process
• Refine Assignments for Continuous Improvement 6. Assess Team
7. Solve problems
8. Celebrate/Reward Success
Phases of Team Development
Team Development: After the team is created, the focus shifts to building cohesion, improving
collaboration, and addressing gaps in skills or communication.

Forming: The forming stage occurs when team members first come together as a team.

Storming: During the storming stage, teams discover teamwork is more difficult than they expected.

Norming: The norming stage begins as the team moves beyond the storming stage and begins to
function as a team.

Performing: When a team reaches the performing stage, it is functioning as a high-performance team.

Adjourning: Breaking up the team when the required task is complete.

Key Features for Successful Team

Technical Expertise: Solve project issues independently and adapt technology effectively.

Political Awareness: Navigate organizational politics to secure vital management support.

Problem Orientation: Focus on holistic problem-solving beyond disciplinary boundaries.

Goal Orientation: Prioritize results over activities with adaptability to workload changes.

High Self-Esteem: Foster open communication by acknowledging errors and risks confidently.

Shared Vision, Commitment, Effective leadership, Adequate resources, Mutual trust, Appropriate
atmosphere, Intensive communication, Clear goals

Skills Matrix
A skills matrix is a visual tool that maps employee
competencies, helping organizations strategically
approach hiring, upskilling, and task assignment.
Typically, it’s a table listing roles, employee names,
and desired team skills.

Steps For Preparing Skills Matrix

1. Discuss with team member their skills
2. Determine each person's level of interest in working on the task the you propose.
3. Discuss with team members’ functional managers to understand why individuals were assigned
to your project
4. Leverage Existing Skills Matrices
5. Build Your Skills Matrix

Steps to Develop a Competency Matrix

1. Identify the roles and levels within the organization
2. Identify the skills and knowledge required for each role
3. Define the proficiency levels
4. Assess the proficiency levels of employees
Benefits of using a Skills Matrix
• Employee Retention
• Upskilling and Reskilling
• Task Assigning
• Succession Planning
• Competitive Edge
• Progress Monitoring
• Client Satisfaction

Activity Timing and Estimating

You have to take the following into consideration to decide the duration of the activity:
• Irregular availability
• Multiple staff
• Project Dependencies
• Speed of Working
• Working Environment

Strategic Project Decision Making Tools and Techniques

Decision-making tools are methodologies, frameworks, and techniques developed to assist individuals
or groups in selecting the best option among various alternatives.

1. Decision Trees
2. Monte Carlo Simulations
3. Swot Analysis (Strengths, Weaknesses, Opportunities, Threats)
4. Cost Benefit Analysis
5. PERT Charts (Program Evaluation and Review Technique)
6. The Delphi Method

Conflict Definition
Conflict arises when the interests, needs, goals, or values of project stakeholders come into opposition
or create interference with one another.

Conflicts in projects often arise from diverse priorities, poor communication, and unclear task
assignments.

Common Sources of Conflict in Projects

• Diverse Backgrounds & Project Priorities
• Handling Conflicting Parties & Root Causes
• Task Assignments & Project Schedules
• Effective Communication & Emotional Intelligence
• Interpersonal Relationships & Team Performance
Conflict Resolutions
• Forcing: Pushing your solution without
considering others.
• Confronting the problem: Facing the problem
head-on to solve it.
• Compromising: Finding a fair middle ground
where both give a little.
• Smoothing: Emphasizing harmony and
downplaying differences.
• Withdrawing: Avoiding the conflict to prevent
escalation.

Video –Simon Sinek’s guide to leadership | MotivationArk

Group Work
What are the main differences between leadership and project management? If you are managing a
hotel, how can you balance between the two by prioritizing the human element, such as fostering
teamwork, enhancing employee well-being, and creating exceptional guest experiences?

Additionally, how can effective decision-making support this balance? Relate your answer to practical
examples.

Chapter 9 – Types of Project Management Methodologies

Watching Video
https://www.youtube.com/watch?v=ofETNQIoIHw&t=49s

Project Management Methodologies

Project management methodologies are structured approaches that provide frameworks, tools, and
processes to plan, execute, and complete projects efficiently.

These methodologies are designed to keep projects organized, ensure progress remains on track, and
enhance the likelihood of achieving successful outcomes.

Types of Project Management: Best Methodologies & Industries

• Waterfall
• Agile
• Scrum
• Kanban
• Lean
• Six Sigma
• PRINCE2
• Critical Path Method (CPM)
Importance of Methodologies
• Coordinates team activities to achieve project objectives.
• Optimizes time management and resource distribution.
• Boosts flexibility and adaptability.
• Minimizes risks and guarantees project quality.

5 Factors to consider when choosing the right type

• Stakeholder Expectation: Adopt your sponsor’s preferred working style for buy-in.
• The Objective: Your approach should reflect the objective
• Risk Appetite: Low = Linear or Lean; High = Iterative
• Timeline Available: Not Available = Linear or Lean; High = Iterative
• Cost of Change: Hard to Change = Linear; Easy to Change = Agile

Waterfall Methodology
The waterfall model is a traditional project management approach that follows a linear, sequential
structure with distinct phases, each completed before moving to the next.

It is ideal for projects with fixed requirements and timelines, making it popular in industries such as
software development, construction, and manufacturing.

Waterfall Methodology Stages

• Requirements/Analysis: Identify needs, propose solutions, and review with stakeholders.
• Design: Create a document detailing specs, processes, and success metrics.
• Implementation: Follow the design to execute the project plan.
• Testing: Check deliverables against set metrics; fix issues if needed.
• Installation: Release the product to users, ensuring it meets standards.
• Maintenance: Provide support, updates, and fixes after release.

Waterfall Methodology Advantages

• Structured and Disciplined
• Logical and Easy-to-Follow Progression
• Clear Goals
• Meets Deadlines
• Budget Accuracy
• Strong Communication and Documentation

Waterfall Methodology Disadvantages

• Inflexible.
• Lack of Client Involvement.
• Delays Risk
• Changes are Difficult to implement
• Not Ideal for Complex Projects
• Dependent Stages
Agile Methodology
Agile project management is a flexible, iterative approach to delivering a project, incorporating
continuous client feedback throughout its lifecycle.

Agile life cycles consist of multiple iterations or incremental steps, allowing for ongoing adjustments and
improvements as the project progresses toward completion.

Types of Agile Methodology

• Kanban
• Backlog
• Sprints
• Flexibility
• Retrospective
• Risk
• Extreme Programming
• Scrum

Agile Methodology Stages

• Concept and Initiation: Define project goals, assemble the team, and prioritize tasks.
• Planning: Break tasks into sprints, set goals, and outline workflows.
• Execution: Develop, test, and adapt tasks collaboratively.
• Review: Present work to stakeholders and gather feedback
• Delivery: Deliver incremental results and integrate feedback.
• Closing: Finalize work, review outcomes, and document lessons learned.

Agile Methodology Advantages

• Customer satisfaction
• Improved quality
• Adaptability and Flexibility
• Better Communication
• Reduces Risks
• Improves Project Predictability (Cost and Schedule)
• Better Control and Quality
• Continuous Improvement
Agile Methodology Disadvantages
• It is not useful for small development projects
• There is a lack of intensity on necessary designing & documentation
• It requires an expert project member to make crucial decisions in the meeting
• The cost is slightly more as compare to other development methodologies
• The project can quickly go of track if the project manager is unclear about requirements and
what outcome they want.
• Lack of Documentation
• Resistance to Change
• High Dependency on Customer Interaction
• Scope Changing or expanding

Comparing Between Waterfall and Agile

Attribute Waterfall Agile
Approach Sequential and linear Iterative and incremental
Flexibility Limited; changes are costly High; adaptable throughout
Documentation Extensive documentation Minimal; focuses on working solutions
Customer Involvement Limited to the initial and final stages Continuous feedback throughout
Testing After the development phase Continuous testing during development
Risk Management Higher risk of late-stage failures Lower risk due to constant iterations
Used For Fixed-scope projects Dynamic projects with changing needs

Hybrid Methodology
Hybrid project management methodologies integrate the strengths of both traditional and Agile
approaches.

This combination of structured processes with flexibility and adaptability ensures effective project
delivery, especially in complex and dynamic environments.

Hybrid methodologies are especially effective when:

• The project has multiple phases with different levels of complexity and uncertainty.
• Certain aspects of the project require detailed upfront planning (traditional), while others need
flexibility and continuous adjustments (Agile).
• The organization values the structure of traditional project management but also wants the
iterative, customer-centric approach of Agile.

Why Choose Hybrid Project Management?

• Flexibility and adaptability to changing requirements
• Structured planning for predictable elements
• Increased stakeholder engagement and collaboration
• Improved Project Visibility and Control

What are the challenges of Hybrid Project Management?

• Complexity of Managing Different Mythologies
• Balancing Structure with Flexibility
• Potential Conflicts Between Traditional and Agile Mindsets
• Managing Changing Requirements and Expectations
How to Choose the Right Type
• Project Complexity and Type
• Timeline, Deadlines, and Constraints
• Client Involvement
• Team Readiness, Knowledge, and Capabilities
• Availability of Resources
• Risk and Uncertainty
• Internal and External Changes

Project Dimensions
Uncertainty: Innovation: Technology:
• Complete • New to world • Super High Tech
• High Level • New to Market • High Tech
• Medium Level • Platform • Medium Tech
• Low Level • Derivative • Low Tech
Dependency & Interdependency: External Environment Constraints:
• No Understanding • Catastrophic Impact
• Limited Understanding • Significant Impact
• Partial Understanding • Limited Impact
• Full Understanding • No Impact

Project: A project is a temporary initiative undertaken to deliver a unique

product, service, or result, characterized by a defined scope, allocated
resources, and a specific schedule.

Program: A program consists of interrelated projects and additional work

that share common objectives and benefit from being coordinated and
managed collectively.

Portfolio: A portfolio encompasses a collection of projects and programs,

managed together to achieve strategic objectives and optimize resource
allocation.

Group Work
Do research about PRINCE2 Methodology List the main characteristics of PRINCE2 methodology and
differentiate it from previous methodologies.

Additionally, provide examples related to your field where we can apply PRINCE2 methodology in
hospitality.
Chapter 10 – Navigating Success and Failure in Projects

Project Failure Percentage

Construction Projects: 30-50% construction projects in Jordan experience delays or budget overruns.

IT and Technology Projects: 40-50% of IT projects face challenges such as poor planning, lack of
resources.

Governmental Projects: such projects face delays or budget issues in Jordan.

Project Closure
Project closure is the final phase of the project lifecycle, where you finalize all outstanding tasks,
formally deliver the project outcomes, and communicate with the team and stakeholders regarding the
project's results.

The project closure process

• Finalize project documents
• Make sure your deliverables have met their definition of done – Hand them off to team or client
• Hold retrospective meeting to share and document lessons learned
• Complete final closure reports – send to stakeholder & executives
• Update process/ project plans based on what you’ve learned & shipped
• Hand off responsibility to relevant team

Watching Video
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Key Activities During Project Closure

Capture and document lessons learned for future projects.

Ensure all deliverables meet the agreed-upon standards

and are validated.

Release project resources, including personnel, equipment,

and budgets.

Obtain formal acceptance and approval from the client or

sponsor

Updating the project plan and adding benefit realization.

Benefit Realization
Benefit Realization refers to the process of ensuring that the desired outcomes and advantages of a
project are achieved and delivered effectively. The project owner plays a crucial role in this process
The Project Plan Report
The Project Plan Report captures the knowledge
gained throughout the project, serving as both a
record of the project and a source of valuable
insights.

• Feedback on project performance

• Observations on administrative
performance
• Comments on the effectiveness of the
organizational structure
• A personnel recommendation

Importance of Project Closure

Ensures Completion: Marks the official end of the project, confirming all goals have been met.

Improves Future Projects: Provides valuable lessons learned to enhance the success of future initiatives.

Formalizes Handover: Guarantees that deliverables are properly transferred and accepted by
stakeholders.

Maintains Relationships: Strengthens client and stakeholder relationships by communicating outcomes

and ensuring satisfaction.

Resource Optimization: Frees up resources and team members for other projects, promoting efficiency
across the organization.

Types of Project Outcomes

• Normal: The project is completed on time, within budget, and as planned.
• Premature: The project is canceled early due to shifting priorities or resource cuts.
• Perpetual: The project lacks clear goals and continuously extends beyond scope.
• Change in Priorities: The project is halted due to a shift in business or organizational priorities.
• Failed: The project is closed because it fails to meet its objectives or goals.

Factors Determining Project Success and Failure

Customer Feedback: Assess client satisfaction through surveys.

Project Specifications: Check if project goals were met.

Budget Compliance: Ensure the project stayed within budget.

Schedule Adherence: Verify the project was completed on time.

Team Satisfaction: Measure internal team happiness and collaboration.

Quality Measurements: Evaluate the quality of the final product or service.

Project Success and Its Reasons
Project success is defined by the greatest benefit achieved
at any given point of reflection.

Even if a project faces difficulty or doesn’t meet certain

goals at lower levels, it can still be considered successful if
it delivers significant value or return at a higher level.

Research indicates that the factors contributing to project

success vary across industries and depend on the type of
project.

Project Failure and Its Reasons

A project is deemed a failure when it fails to meet its
defined objectives or does not align with the
expectations of key stakeholders.

Most projects fail due to one or more of the following

reasons:
• Misusing the project organizational structure
• Lack of adequate support from top management
• Appointing the wrong project manager
• Inadequate or ineffective planning

In-Class Work
Choose a medium-level, complex project that has experienced significant success or failure. If you do not
have a personal example, search for a case study. Analyze at least five key success factors and five key
failure factors from the project. Provide a critical analysis of how these factors could have been
anticipated and mitigated. Also, explain the impact of the project’s success or failure. Finally, give
recommendations for future projects.