Module 05: Integration Management

What is the role of Project Manager in integration of a project?

Open Ended

An NGO is running a project in Sar-e-Pul province to install solar-powered water pumps. The team must coordinate with local leaders, manage international donor expectations, handle logistics in remote areas, and adjust to changing security conditions. How can project integration help manage all these moving parts?

Answer - Solar Project

Project integration helps bring all the different elements of the project together; like stakeholder coordination, scope, schedule, and resources—so that the project works as a unified whole. In this scenario, integration would ensure that donor requirements, local needs, and logistics are aligned, changes are managed smoothly, and all teams are working toward the same project goals despite challenges like security issues or access to resources.

Integration Processes

How we initiate a project?

How does having a clear project charter support the success of a project?

Open Ended

An international NGO is starting a project to build primary schools in underserved areas of northern Afghanistan. The project involves coordination with local authorities, donors, contractors, and the education ministry. Before launching the work, the project manager is tasked with creating a project charter. However, stakeholders have different ideas about priorities, timelines, and success criteria.
How can developing a clear project charter help the NGO manage expectations and guide the project in the right direction?

Answer - Solar Project

Developing a clear project charter helps the NGO establish a shared understanding of the project's purpose, objectives, scope, and key stakeholders. It provides formal authorization for the project and outlines high-level roles, responsibilities, and success criteria. In this case, the project charter can be used to align the different expectations of donors, local authorities, and contractors by clearly stating what the project will deliver, how success will be measured, and who is responsible for what. This clarity reduces misunderstandings, improves stakeholder engagement, and provides a solid foundation to guide decision-making and manage changes throughout the project.

Subsidiary Plans

Open Ended

You are managing a solar energy project in rural Afghanistan aimed at providing sustainable electricity to remote villages, involving equipment procurement, site preparation, installation, and community training. Midway through the project, you face several integration challenges: the local community leaders demand faster delivery, conflicting with the NGO’s insistence on adhering to the original plan; the equipment vendor reports delays due to security issues affecting transportation routes; the donor requests additional training for local technicians, requiring budget adjustments and timeline extensions; and limited communication infrastructure hinders effective coordination between the central office and the on-site team. How would you apply project integration management principles to address these challenges?

Integration in a Solar Energy Project

To address the challenges in the solar energy project using project integration management, begin by conducting a thorough assessment of the project's status and the implications of each issue. Facilitate a stakeholder alignment meeting to manage expectations, explaining the need to balance the community’s urgency with the NGO’s quality focus by adjusting milestones without compromising outcomes. Work with the vendor to explore alternative procurement or delivery methods, such as rerouting or sourcing locally, to mitigate delays. Utilize the change management process to evaluate the donor’s training request, assessing the impact on budget and schedule, and seek formal approval from the Change Control Board. Enhance communication by leveraging mobile technology or satellite connectivity to bridge the gap between the central office and field teams. By integrating these solutions into the project plan, you can ensure that the components remain aligned and the project objectives are met effectively, even amidst Afghanistan's complex environment.

Multiple Choice

You have been assigned as the project manager for an infrastructure project by Ministry of Energy and Water in to build a water distribution system for a drought-affected area in Farah. The project charter is being prepared, and stakeholders include local government officials, international donors, and community representatives. During a stakeholder meeting, you notice conflicting priorities: government officials are focused on political milestones, donors emphasize cost control, and community leaders prioritize long-term sustainability. What is the most critical aspect to include in the project charter to ensure project alignment and clear direction?

• A detailed project schedule to address the government’s milestones.

• A clear statement of project objectives, success criteria, and boundaries.

• A comprehensive stakeholder management plan to balance their priorities.

• A detailed cost baseline to satisfy donor concerns about financial control.

Multiple Choice

You are developing the business case for a telecommunications company project in Afghanistan to expand mobile network coverage into remote, underserved areas. The project aims to improve connectivity for local businesses and communities, aligning with the company’s strategic goal of market expansion while addressing social development needs. During stakeholder discussions, the company’s executives prioritize revenue growth and market share, while local communities highlight affordability and access. Meanwhile, regulatory authorities stress compliance with national telecommunications policies. What is the most critical element to include in the business case to ensure alignment and approval from all stakeholders?

• A detailed revenue forecast to demonstrate the project’s profitability and market growth potential.

• A statement of alignment with national telecommunications policies to ensure regulatory compliance.

• An analysis of social and economic benefits to highlight the value of improved connectivity for underserved areas.

• A comprehensive justification that integrates financial viability, regulatory compliance, and stakeholder needs.

Open Ended

You are managing a logistics company's project in Afghanistan to establish a network of warehouses in key provinces to improve supply chain efficiency and meet rising demand. The project involves site selection, facility construction, and technology integration. During the development of the project management plan, you face challenges such as conflicting priorities between the company executives, who prioritize rapid market entry, and the operations team, which emphasizes long-term scalability and quality. Resource availability is unpredictable due to market volatility, and local business partners express concerns about fair allocation of contracts and community engagement. Additionally, integrating the subsidiary plans (scope, schedule, cost, risk, and procurement) proves difficult due to interdependencies and evolving project risks. How would you approach these challenges to create a cohesive and actionable project management plan that aligns with both corporate goals and stakeholder expectations?

​Planning a Warehouse Project

To address the challenges in developing the project management plan for the logistics company's warehouse network in Afghanistan, start by conducting a stakeholder analysis to understand and prioritize the expectations of executives, operations teams, and local partners. Use facilitated workshops or meetings to align priorities, focusing on achieving a balance between rapid market entry and long-term scalability. To manage resource unpredictability, include contingency reserves in the budget and identify alternative suppliers or materials to mitigate potential disruptions. For local business partners, establish a transparent procurement plan that incorporates fair contract allocation and community engagement initiatives to build trust. Integration of subsidiary plans can be achieved by using tools like a project management information system (PMIS) and scheduling software to map dependencies and identify potential risks early. A robust communication management plan is essential to ensure clear and consistent updates to all stakeholders. By focusing on collaboration, risk management, and adaptability, you can create a project management plan that aligns with corporate objectives and addresses the unique challenges of the Afghan context.

Match

Please identify if the following actions are preventive action, correct action or defect repair.

• UNCHR adjusts the schedule to accommodate delayed approval of aid distribution due to unexpected local government policies.

• Introducing additional training sessions for UNFPA staff to ensure compliance with new gender-sensitive reporting requirements.

• Revising and reissuing BBC outreach materials after identifying inconsistencies in the language translation that confused target communities.

Corrective Action

Preventive Action

Defect Repair

• Corrective Action

• Preventive Action

• Defect Repair

Open Ended

You are managing a project for the International Organization for Migration (IOM) in Nangarhar, which focuses on supporting returnees in reintegrating into their communities by providing access to vocational training and small business grants. During the monitoring and control phase, you notice that the project is not reaching its monthly target of 450 grant disbursements: only 300 grants monthly. A government regulation change has imposed additional bureaucratic steps to approve the eligibility of returnees for grants, causing significant delays. Furthermore, cultural expectations in some regions are discouraging women from applying, reducing the project's overall impact.

What actions would you take according to Monitor and Control Project Work process to ensure the project stays on track?

Monitoring an IOM Project

In the Monitor and Control Project Work process, the project manager should first perform a detailed analysis of the delays and identify the specific areas causing hindrance. Implement corrective actions by engaging with government stakeholders to expedite the approval process or seek exceptions for the project. To address cultural barriers, organize community awareness sessions and collaborate with local leaders to encourage female participation. Update the risk register to reflect these new challenges, request for changes to adjust the schedule to accommodate potential delays, and ensure stakeholder communication plans are updated. Document all changes in the change log and monitor the impact of corrective actions on they Key Performance Indicators (KPIs) of the project.

Open Ended

Imagine you are managing a project for Relief International in a rural province of Afghanistan. The project focuses on building clean water facilities to improve access to safe drinking water for local communities. Midway through the project, a new government directive requires a different type of water filtration system to comply with updated health standards. Implementing this new system will increase costs and extend the project timeline.How would you manage this change?

Open Ended

You are the project manager for a World Vision project in Afghanistan that aimed to provide agricultural support to farmers in a drought-affected region. After two years of implementation, the project has successfully distributed drought-resistant seeds, conducted training sessions on sustainable farming, and provided access to water-saving irrigation systems. All deliverables have been met, and the project is now coming to an end. However, a few local farmers have raised concerns that they need additional guidance on using the irrigation systems effectively.

How would you proceed to properly close this project?

Closing a Project

To close the project, begin by verifying that all project deliverables have been completed and meet the established acceptance criteria. Conduct a formal acceptance meeting with stakeholders, including the farmers, to ensure they are satisfied with the deliverables. Address the remaining concerns by organizing a final training session or providing additional resources as part of project closure activities. Gather all project documents, update the lessons learned register, and ensure all documentation is complete and stored in the project archive. Perform a final budget and performance review to confirm the project met its objectives. Finally, release project resources, formally close any contracts, and conduct a project closure meeting with the project team to review successes and areas for improvement. Document the closure in the project closure report and obtain formal sign-off from the sponsor.