Report Title: Key Players in the Project Management Process

I. Introduction
In today's dynamic business environment, effective project management is essential for organizations to
achieve their goals efficiently and successfully. This report explores the key players in the project management
process and their critical roles in ensuring project success. The objectives of this report are to:

 Understand the characteristics of various organizational structures used in projects.

 Determine the most suitable organizational structure for a given project.
 Identify the individuals who contribute to a project's success.
 Describe project owners, sponsors, managers, and team members' pivotal roles.
 Outline the specific responsibilities and tasks of these key players within the project management
process.
II. Organizational Structures in Project Management
Explanation: organizational structure influences the project manager's authority and how the project is
conducted. All organizations are structured in three ways:
A. Traditional Functional Structure
Employees are grouped based on similar skills or functions in a traditional functional structure. Clear reporting
lines to functional managers characterize this structure. It is suitable for routine, repetitive tasks but may not be
ideal for project-based work.
Explanation: Functional organization structure is a hierarchical type of organizational structure wherein people
are grouped as per their area of specialization and supervised by the functional manager with expertise in the
same field; this way their skills can be effectively utilized and the organization's objective can be achieved.

The functional organization structure is suitable for an organization with ongoing operations such as
manufacturing and production. A functional organization is divided into various specific departments such as:
Explanation:
The figure below represents a classic functional organization where each employee has one clear superior.
Grouping occurs from the top level to the bottom level for example, accounting, engineering, or marketing
project work of each group is performed independently from other groups.
B. Projectized Structure
The projectized structure organizes personnel solely around projects. A project manager has full authority over
project resources and decisions. This structure is well-suited for complex and time-sensitive projects.
Explanation: In a projectized management are the opposite of functional organizations the focus of this type of
organizations is the project itself the idea behind a projectized organizations is to develop loyalty to the project
not to a functional manager. In a projectize organization the project manager has all the power and authority
and everybody directs reports to the project manager.
The following figure illustrates of project organization, team members are often collocated team resources can
either report directly to the project manager or provide support services to the various projects and project
managers almost always have ultimate authority over the project in this structure and report directly to the chief
executive officer.
C. Matrix Structure
The matrix structure combines elements of both functional and projectized structures. Employees report to
both functional managers and project managers. This structure allows for flexibility but can lead to conflicts
over resource allocation.
III. Key Roles in Project Management
A. The Role of Upper Management
Explanation: Project managers often report to upper management, providing updates on
project status, risks, and issues. Upper management supports and guides project managers,
offering strategic direction and removing obstacles when necessary.
Upper management sets the organizational environment, formulates policies, and supports project activities.
Their responsibilities include:

 Establishing the corporate mission and goals.

Explanation: Upper management is responsible for defining the organization's overarching
mission, vision, and strategic goals. These goals provide the framework for selecting and
prioritizing projects. Projects that align with the organization's mission and goals are more
likely to receive support and resources.
 Creating and maintaining information systems.
Explanation: Effective project management relies on accurate and timely information. Upper
management oversees developing and maintaining information systems that provide real-time
project data, resource allocation, and progress tracking. These systems aid decision-making
and help identify potential issues early.
 Providing facilities and equipment.
Explanation: To support project work, upper management is responsible for ensuring the
necessary facilities, equipment, and technology are available. This includes allocating
budgetary resources for infrastructure and tools required for project teams to perform
efficiently.
  Resolving high-level project issues.
Explanation: Projects often encounter challenges and issues that cannot be resolved at lower
levels. Upper management serves as a higher-level escalation point to address complex
project issues, allocate additional resources, or make strategic decisions to keep projects on
track.

B. The Role of Functional Managers

Explanation: Functional managers play a crucial role in project management by overseeing
specific functional areas within an organization and ensuring that resources are effectively
allocated to support project objectives. Their responsibilities extend to the day-to-day
operations of their functional units and their contributions to project success.
Functional managers coordinate their staff's assignments across different projects. They are responsible for:

 Resource planning within their domain.

Explanation: Functional managers develop or approve plans specifying the type, timing, and
number of resources required for project tasks within their area of specialization. They
collaborate with project managers to ensure project timelines and resource needs align with
departmental priorities.
 Ensuring availability of resources.
Explanation: Functional managers allocate the right people with the necessary skills to work
on projects. They assess the availability of resources within their department and coordinate
with project managers to assign team members to projects.
 Providing technical expertise.
Explanation: They provide technical expertise and guidance to project teams, helping team
members solve problems related to their project assignments. Functional managers ensure
team members have access to the knowledge and skills required to perform their tasks
effectively.
 Handling performance appraisals
Explanation: Functional managers are responsible for conducting performance appraisals as
a critical part of their role in managing their teams and ensuring the effective functioning of
their departments. Performance appraisals involve evaluating and assessing the performance
of individual employees within their functional units. Through regular assessments, feedback,
goal setting, and development plans, functional managers help employees reach their full
potential while aligning individual performance with organizational goals.
 Recognizing performance with salary increases, promotions, administrative leave, training, and other
activities that take time away from the job.
Explanation: Functional managers are vital in recognizing and rewarding employee
performance within their departments. This recognition extends beyond verbal praise and
includes tangible rewards and opportunities for professional growth. Functional managers
ensure that employees feel valued, motivated, and engaged, ultimately contributing to a
positive work environment and the organization's continued success.

Short Situational Example:

Let's consider a situation at a manufacturing company, where a functional manager oversees the
Engineering Department. The company is working on a project to design and launch a new product
line, and the project manager has requested engineers to work on this project.
Scenario: The project manager approaches the Engineering Department's functional manager, John,
to request two senior engineers for the new product line project. John assesses the availability of his
team members and identifies two engineers, Sarah and Mark, with the required expertise.
Resource Allocation: John assigns Sarah and Mark to the project, ensuring they have the necessary
skills and knowledge for its technical requirements.
Technical Expertise: John, as the functional manager, also provides guidance to Sarah and Mark,
offering insights and solutions to technical challenges they encounter during the project.
Performance Oversight: Throughout the project, John periodically reviews Sarah and Mark's
performance, conducts performance appraisals, and recognizes their contributions to the project's
success.
Resource Support: John ensures that Sarah and Mark have access to the department's specialized
equipment and tools to carry out their project tasks efficiently.
In this scenario, John, the Engineering Department's functional manager, plays a critical role in
supporting the project manager's needs, ensuring that the project has the right expertise and
resources to succeed, and maintaining consistency in engineering practices across projects.
C. Critical Players in Project Success
1. Project Owner [Ang "project owner" ay ang taong responsable sa pang-araw-araw na pamamahala at
pagpapatupad ng isang proyekto. Siya ang lider ng proyekto at may tungkuling magplano, mag-allocate ng
mga gawain, bantayan ang progreso, at siguruhing matagumpay na natatapos ang proyekto sa itinakdang oras
at badyet. Sa madaling salita, siya ang nagsasagawa ng mga gawain at hakbang para maging matagumpay
ang proyekto.]

 The project owner initiates and finances the project.

 Defines the business benefits to be achieved.
 Ensures resources and support are provided.
2. Project Sponsor - The project sponsor is typically a high-level executive or senior manager within the
organization. They initiate the project, advocate for its importance, provide resources and support, and ensure
that it aligns with the organization's strategic goals. The project sponsor plays a more strategic and advisory
role, often making key decisions and removing obstacles to support the project's success. [ Siya 'yung nag-
umpisa ng project, nag-secure ng resources, at tinitiyak na ang project ay kasama sa pangunahing layunin ng
kumpanya. Focus siya sa mga strategic na desisyon at mataas na suporta. ]

 Provides project justification, funding, and support.

 Prepares the project charter.
 Monitors project progress and results.
3. Project Manager - The project manager is responsible for the day-to-day execution of the project. They lead
the project team, create and manage the project plan, allocate tasks, monitor progress, and ensure the project
is completed on time and within budget. The project manager focuses on the operational aspects of the
project. [Siya naman ang nagpapatupad ng project, nagmamaneho ng mga gawain, sinusubaybayan ang
progreso, at tiyak na matagumpay ang pagkakatapos. Siya ang mas nakatuon sa pang-araw-araw na
pamamahala at operasyon ng project.]

 Responsible for project planning and execution.

 Set objectives, schedules, and budgets.
 Manages project risks and issues.
 Reports on project activities.
  Ensures objectives are met on time and within budget.
4. Project Team Members

 Execute project tasks with technical excellence.

 Maintain skills and knowledge.
 Collaborate with team members.
 Keep others informed of progress and issues.
D. Project Manager's Responsibilities

 Detailed breakdown of project manager's tasks, including planning, monitoring, risk management, and
reporting.
E. Responsibilities of Project Team Members

 Elaboration on individual team member responsibilities, emphasizing timeliness, quality, and

collaboration.

1. Project Owner:
Initiator and Financier: The project owner is the driving force behind the project, responsible for its
initiation and financial backing. They conceive the project's idea and commit the necessary resources
to bring it to fruition.
Business Benefits Definition: The project owner plays a pivotal role in shaping the project's objectives
by defining the specific business benefits it should achieve. This clarity guides the project's purpose
and direction.
Resource Provision: Ensuring that the project receives the requisite resources and organizational
support is a primary duty of the project owner. They secure the personnel, funding, and facilities
necessary for project success.
2. Project Sponsor:
Advocate and Supporter: The project sponsor serves as a high-level advocate for the project,
providing essential support and backing. They champion the project's cause within the organization.
Project Charter Preparation: One of their core responsibilities is preparing the project charter, a formal
document that outlines the project's scope, objectives, stakeholders, and initial requirements. This
document serves as the project's guiding framework.
Progress Monitoring: The project sponsor continuously monitors the project's progress, ensuring it
aligns with organizational goals and objectives. They take an active interest in assessing the results
and outcomes to ensure they meet expectations.
3. Project Manager:
Planning and Execution: The project manager is responsible for planning and executing the project
from inception to completion. They are the central point of coordination, meticulously organizing every
aspect of the project.
Objective Setting: Project managers establish clear objectives, develop detailed project plans, and
create schedules and budgets to guide the course.
Risk Management: Identifying potential risks, devising mitigation strategies, and proactively
addressing issues that may jeopardize project success fall within the project manager's purview.
Reporting and Accountability: Project managers provide regular reports on project activities and
milestones, ensuring stakeholders are well-informed. They are accountable for ensuring project
objectives are achieved on time and within budget while maintaining quality standards.
4. Project Team Members:
Task Execution: Project team members are responsible for executing specific project tasks. They
bring their technical expertise to the project, carrying out assignments diligently.
Skills Maintenance: It's imperative for team members to maintain and continuously improve their skills
and knowledge relevant to their roles. This ensures the project benefits from their expertise.
Collaboration: Effective collaboration is essential. Team members work together, share knowledge,
and resolve interdependencies and conflicts to advance the project's objectives.
Communication: Keeping colleagues and the project manager informed of progress, challenges, and
issues impacting project outcomes is critical to their role.

IV. Conclusion
Effective project management relies on the synergy of key players, each fulfilling their unique roles.
Understanding these roles and the appropriate organizational structure is vital for project success.
Organizations can enhance their project management capabilities by implementing best practices and
optimizing these roles.