Fundamentals of Project Management — July 2024

Question 1(a)

Describe five features of a good project.

(10 marks)

Answer

1. Clear objectives: it states the specific change or output to be achieved, with measurable success criteria.
2. Defined scope: its deliverables, boundaries and exclusions are agreed, so participants understand what work is required.
3. Feasibility: the technical approach, resources and expected benefits make the proposed work achievable and worthwhile.
4. A realistic schedule and budget: activities have deadlines, responsible persons and adequate cost estimates.
5. Stakeholder relevance and support: it addresses a genuine need and involves the people who will fund, deliver or use its outputs.

Question 1(b)

Explain five ways in which skilled team members may contribute to the success of a project.

(10 marks)

Answer

1. They apply specialist knowledge to produce technically sound deliverables that meet specifications.
2. They complete tasks efficiently, reducing avoidable delays and helping the team meet milestones.
3. They estimate and use materials, time and money carefully, reducing waste and cost overruns.
4. They identify problems and propose practical solutions before those problems disrupt the project.
5. They share knowledge and coordinate with colleagues, improving decisions and strengthening the capability of the whole team.

Question 2(a)

Outline five internal sources of project ideas in an organization.

(10 marks)

Answer

1. Suggestions from employees and operational teams.
2. Research and development undertaken by the organization.
3. Management strategy and internal planning exercises.
4. Performance reports, internal audits and quality reviews.
5. Lessons and unmet needs identified in previous or ongoing organizational projects.

Question 2(b)

Explain the consequences of selecting a project without considering resource availability.

(10 marks)

Answer

1. Insufficient funding can stop purchases or payments, causing delays or abandonment.
2. A shortage of suitable staff leaves important tasks undone or produces work below the required standard.
3. Unavailable equipment and materials interrupt the schedule and create idle time.
4. Emergency hiring, borrowing and procurement increase costs and can make the project uneconomic.
5. Competition for scarce organizational resources creates conflict and can damage both the selected project and existing operations.

Question 3(a)

Explain five uses of a project proposal to a project team.

(10 marks)

Answer

1. It defines the problem, objectives and expected benefits, giving the team a shared direction.
2. It supports approval and funding by explaining why the project deserves resources.
3. It sets out activities, responsibilities and schedules for organizing the work.
4. It provides a budget and resource plan against which expenditure and resource needs can be controlled.
5. It establishes indicators, risks and expected outputs that guide monitoring, evaluation and stakeholder reporting.

Question 3(b)

Describe five features of a work breakdown structure (WBS) in relation to project management.

(10 marks)

Answer

1. It is hierarchical: the overall project is progressively divided into smaller components.
2. It is deliverable-oriented: components represent outputs and the work needed to create them.
3. It covers the full agreed project scope, including project-management work, without omitting required work.
4. Its elements are mutually exclusive at each level, avoiding double counting or overlapping responsibility.
5. Its lowest-level work packages are small enough to assign, estimate, schedule and control, and can be identified by unique codes.

Question 4(a)

Explain four factors that an organization may consider during project implementation.

(8 marks)

Answer

1. Resource availability: confirm that funds, staff, materials and equipment are available when scheduled activities require them.
2. Progress against the implementation plan: compare actual outputs, time and costs with the baseline and take corrective action.
3. Quality and applicable requirements: check that work meets agreed specifications and relevant approval and safety requirements.
4. Stakeholder participation and emerging risks: maintain communication, resolve concerns and manage changes or threats that could prevent delivery.

Question 4(b)

Describe the steps that should be followed by a project team when carrying out project evaluation.

(12 marks)

Answer

1. Define the evaluation purpose, scope and questions, including the decisions that the findings should support.
2. Agree evaluation criteria, indicators and standards, using project objectives and the baseline as reference points.
3. Prepare the evaluation plan, methods, responsibilities, timing and resources, and identify relevant stakeholders.
4. Collect and verify evidence from records, observations, surveys, interviews and other suitable sources.
5. Analyse the evidence against the criteria, explain variations and draw supported conclusions about results and their causes.
6. Report findings and recommendations, discuss them with stakeholders and agree follow-up actions and responsibilities.

Question 5(a)

Mapema Limited has decided to terminate one of its projects before full implementation. Explain six reasons that may account for such a decision.

(12 marks)

Answer

1. The project no longer fits the organization’s strategy or priorities, so continuing it would divert resources from more useful work.
2. Expected benefits have fallen or costs have risen so much that the project is no longer economically worthwhile.
3. Funding or other essential resources have been withdrawn and no viable replacement can be secured.
4. Technical investigations or repeated failures show that the intended output cannot be achieved with an acceptable solution.
5. Serious legal, environmental or safety constraints prevent the project from continuing acceptably.
6. A major external change, such as loss of demand or the availability of a better solution, has removed the need for the project.

Question 5(b)

Describe four characteristics of a project team at the performing stage of development.

(8 marks)

Answer

1. Members share the project goals and concentrate on completing tasks and solving delivery problems.
2. Roles and working methods are understood, allowing people to act with appropriate independence.
3. Trust and open communication support cooperation, constructive disagreement and mutual assistance.
4. The team adapts effectively to challenges and produces a consistently high standard of work with limited supervision.

Question 6(a)

Explain the meaning of each of the following terms as used in project management: (i) milestone; (ii) critical path; (iii) project scope; (iv) stakeholder; (v) risk.

(10 marks)

Answer

Question 6(b)

A project team is to attend a seminar on the topic Project Proposal Development. Outline the content that the team would be expected to cover.

(10 marks)

Answer

1. Project title, executive summary and organizational background.
2. Situation analysis, needs assessment and the problem statement.
3. Justification and expected beneficiaries.
4. Overall goal and specific measurable objectives.
5. Scope, outputs, outcomes and intended impact.
6. Implementation approach and planned activities.
7. Work plan, schedule, organizational arrangements and responsibilities.
8. Resource requirements, budget and financing plan.
9. Monitoring, evaluation, reporting and risk management.
10. Sustainability, exit arrangements and supporting appendices.

Question 7(a)

Mr. John has been engaged to monitor a project being implemented in a certain organization. Outline five aspects of the project that he would be expected to monitor when carrying out the exercise.

(10 marks)

Answer

1. Progress of activities and milestones against the planned schedule.
2. Expenditure and financial commitments against the approved budget.
3. Quality and quantity of outputs against agreed specifications.
4. Availability and utilization of staff, equipment and materials.
5. Risks, issues, stakeholder concerns and compliance with agreed requirements.

Question 7(b)

The management of Ukweli Limited has decided to adopt the functional project organization structure. Explain five reasons that may account for this decision.

(10 marks)

Answer

1. It groups specialists in their established departments, making technical supervision and professional support readily available.
2. It shares departmental staff and equipment across projects, avoiding the cost of duplicating permanent project teams.
3. It retains clear departmental reporting lines and authority, making routine responsibilities easier to understand.
4. It supports continuity of normal organizational operations while a project draws on the required departmental expertise.
5. It preserves staff career paths, specialist learning and a departmental home after temporary project assignments end.