Ateneo de Manila University

LS Office of Student Activities

MANAGING
PROJECTS
EFFECTIVELY

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

Points to Ponder
What were the process you did to
accomplish the task?
What were the roles that each person
played?
What helped in achieveing the goal?
What didnt?

Ateneo de Manila University

LS Office of Student Activities

Image from superstock.com

Managing Projects Effectively

Leading
Motivating

Planning &
Creativity

Monitoring &
Evaluating

Communicating
with others

Organizing

Delegating
Ateneo de Manila University
LS Office of Student Activities

Project Management
Sibol 2012

Ateneo de Manila University

LS Office of Student Activities

Managing Projects Effectively

PLANNING

Identifying goals/objectives
Determining appropriate actions,
timelines & resources

ORGANIZING

Organizing activities and resources

Delegating the work

MONITORING & Monitoring performance and

progress vis--vis
vis vis plans
EVALUATING
Evaluating the results
LEADING

Communicating to members
Motivating and Rewarding People
Ateneo de Manila University
LS Office of Student Activities

Project Management
Sibol 2012

PLANNING

Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

What is PLANNING?
Determining what is to
be achieved, setting
goals, and identifying
appropriate action
plans.

Ateneo de Manila University

LS Office of Student Activities

What is PLANNING?
WHAT?
To pre
pre--determine
a course off action
ti
WHY?
To ensure that the
most effective
means are used to
accomplish
li h th
the
objectives of a
working unit.
Ateneo de Manila University
LS Office of Student Activities

Project Management
Sibol 2012

Why Plan

provide order
set performance indicators
give motivation
basis for work improvement
cost saving tool
help prevent problems to occur

Ateneo de Manila University

LS Office of Student Activities

The Planning Process

1. Setting
goals &
objectives

Analyzing the
environment

Assessing
resources

Determining
i i
milestones/
benchmarks

Developing
action plans

Determining
requirements

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

Setting Goals
&Objectives
PLANNING PROCESS

Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Image from superstock.com

Project Management
Sibol 2012

Analyzing
y g the
Environment
PLANNING PROCESS
Ateneo de Manila University
LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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1.What is happening Internally

and
d externally?
t
ll ?

Meyer, Paul J (2003). "What would you do

if you knew you couldnt fail? Creating
S.M.A.R.T. Goals".

Ateneo de Manila University

LS Office of Student Activities

Assessing
Resources
PLANNING PROCESS
Ateneo de Manila University
LS Office of Student Activities

Image from http://www.123rf.com/

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Resources required
What resources are needed to achieve
th stated
the
t t d objectives?
bj ti
?
Resources available
Do we have the needed human talent
to meet the requirements?
Do we have the financial resources
available?
Do we have the required technology?
Ateneo de Manila University
LS Office of Student Activities

Required vs. available resources

Look at the SCHEMES:
Space.
Cash.
Helpers/People.
Equipment.
Materials.
Expertise.
Systems.
*Should include Constraints / Limitations
Ateneo de Manila University
LS Office of Student Activities

Project Management
Sibol 2012

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LOYOLA SCHOOLS
Office of Student Activities

Student Activities
Guide
SY 2012-2013

Ateneo de Manila University

LS Office
of Student
Activities Development
Leadership Formation
through
Organization

Moratorium
Suspension of Nonacademic student activities
Coverage. Two weeks before
finals up to the last day of
exams
Sept 24 Oct 6
6, 2012
2012.
First Semester Moratorium

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

13

Developing Action
Plans
PLANNING PROCESS
Ateneo de Manila University
LS Office of Student Activities

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Identifying critical steps to accomplish

the goals
Identify
y major
j p
phases of p
project/
j
milestone/
benchmarks
Determining key responsibilities and tasks of
each member
Id
Identifying
tif i
need
d resources ffor each
h
phase
Setting the timeline/ deadline
Ateneo de Manila University
LS Office of Student Activities

Project Management
Sibol 2012

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Ateneo de Manila University

LS Office of Student Activities

Managing Projects Effectively

Leading
Motivating

Planning &
Creativity

Monitoring &
Evaluating

Communicating
with others

Organizing

Delegating
Ateneo de Manila University
LS Office of Student Activities

Project Management
Sibol 2012

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ORGANIZING

Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Determine roles and responsibilities of

project team / division of labor
Responsibility Assignment Matrix (RAM)
Task

Project
Leader

Team
Member A

Team
Member B

Activity 1
Activity 2
Ateneo de Manila University
LS Office of Student Activities

responsible

accountable

consulted

informed

supportive

These roles are used to create a RAM (Responsibility Assignment Matrix)

Ateneo de Manila University

LS Office of Student Activities

Project Management
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The RAM Matrix

Person 1

Task 1

Person 2

Person 3

R
R

Task 2
Task 3

T k4
Task

Task 5
Task 6

Person 4

R
R
Ateneo de Manila University
LS Office of Student Activities

One and only one person can be accountable. Multiple people can be responsible and
certainly others can be informed and consulted.

Ateneo de Manila University

Source: Glen B Alleman, (2007) Responsibility Assignment Matrix, Herding Cats
LS Office of Student Activities
http://herdingcats.typepad.com/my_weblog/2007/02/responsibility_.html retreived 2/8/08

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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Process of Delegating
Decide
what work
to delegate

Assign the
work

Create an
obligation

Follow up.

Grant
authority

Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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MONITORING AND EVALUATION

Ateneo de Manila University

LS Office of Student Activities

Managing Projects Effectively

Leading
Motivating

Planning &
Creativity

Monitoring &
Evaluating

Communicating
with others

Organizing

Delegating
Ateneo de Manila University
LS Office of Student Activities

Project Management
Sibol 2012

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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

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Ateneo de Manila University

LS Office of Student Activities

MONITORING AND EVALUATION

Ateneo de Manila University

LS Office of Student Activities

Project Management
Sibol 2012

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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

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Ateneo de Manila University

LS Office of Student Activities

Ateneo de Manila University

LS Office of Student Activities

Project Management
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Ateneo de Manila University

LS Office of Student Activities

Managing Projects Effectively

Leading
Motivating

Planning &
Creativity

Monitoring &
Evaluating

Communicating
with others

Organizing

Delegating
Ateneo de Manila University
LS Office of Student Activities

Project Management
Sibol 2012

39

Motivating Others

Ateneo de Manila University

LS Office of Student Activities

INSPIRE A SHARED VISION Envision an uplifting and ennobling

future; Enlist others in a common vision by appealing to their
values, interests, hopes, and dreams.
ENABLE OTHERS TO ACT Foster collaboration by promoting

cooperative goals and building trust; Strengthen people by giving

power away, providing choice, developing competence, assigning
critical tasks, and offering visible support.
MODEL THE WAY Set the example by behaving in ways that are
consistent with shared values; Achieve small wins that promote
consistent
i t t progress and
d build
b ild commitment.
it
t
ENCOURAGE THE HEART Recognize individual contributions to
the success of every project; Celebrate team accomplishments
regularly.
Ateneo de Manila University
LS Office of Student Activities
From: The Leadership Challenge by Kouzes & Posner

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