KEY FACTORS IN ASSESSING PROJECT MANAGERS’ COMPETENCIES IN THE ROAD AGENCIES IN GHANA By Ama Yayra Baidoo (Bsc. Construction Technology and Management) A thesis submitted to the Department Construction Technology and Management, Kwame Nkrumah University of Science and Technology In partial fulfillment of the requirements for the Degree of
112
Embed
129.122.16.11129.122.16.11/bitstream/123456789/13758/1/Ama Yayra... · Web viewKEY FACTORS IN ASSESSING PROJECT MANAGERS’ COMPETENCIES IN THE ROAD AGENCIES IN GHANA. By. Ama Yayra
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
KEY FACTORS IN ASSESSING PROJECT MANAGERS’ COMPETENCIES IN THE
ROAD AGENCIES IN GHANA
By
Ama Yayra Baidoo
(Bsc. Construction Technology and Management)
A thesis submitted to the Department Construction Technology and Management, Kwame
Nkrumah University of Science and Technology In partial fulfillment of the requirements for the
Degree of
MASTER OF SCIENCE IN CONSTRUCTION MANAGEMENT
NOVEMBER, 2019
DECLARATION
I hereby declare that this submission is my own work toward the attainment of Master of Science
in Construction Management, and that, to the best of my knowledge, it contains no material
previously published by another person nor material which has been accepted for the award of
any other degree of the University, except where due acknowledgement has been made in the
text.
Ama Yayra Baidoo(PG 5053518) ………………….. …………………
Student Name: Signature Date
Certified by:
Prof. Edward Badu …………………… …………………
Supervisor Signature Date
Certified by:
Prof. Bernard K. Baiden ………………… …………………
Head of Department Signature Date
i
ABSTRACT
Most inland transport in Ghana seems to occur on our roads, in view of this the eminence of
roads is very vital to the country’s development. As important as this is, recently there have been
many reports on the poor state of Ghana’s road network. Many stakeholders are relating the poor
nature of roads to how competent projects managers are. It is therefore expedient to ensure that
personnel in charge of road project acquire the necessary skills and knowledge in ensuring value
for money. This study therefore sought to identify key competency factors for the assessment of
project personnel within road agencies in Ghana. The objectives of the study were to identify the
key factors used for the assessment of professional competencies of project managers’ in the
road agencies; identify an appropriate existing framework for the assessment of professional
competencies in the road agencies in Ghana and identify tools and techniques that could be used
to assess project managers’ competency. A cross sectional descriptive research was used in this
study. In achieving the objectives, structured questionnaires with closed ended questions were
distributed to all project managers (engineers and quantity surveyors) with a minimum of 10
years working experience in the various road agencies. This was done in order to determine
which competency factors were paramount and also to determine the means by which project
managers can be assessed in order to ensure efficiency. Both descriptive and the relative index
technique were used to analyze data gathered for the research. After the analysis some findings
gathered were that 61.1% of these professionals suggested that routine examinations should be
organized for personnel of the various road agencies to ensure that they were abbressed with the
latest trends in their professional practice. Then 52.8 % of the participants also suggested that a
360 feedback approach was also a very expedient means of assessing project managers. 56.9%
suggested that mere interviews could be used to assess project managers’ competencies. Again,
ii
15 main technical competency factors were considered and out of these, most participants were
of the view that it was very important for the project manager to understand the objectives, the
risks and the what quality is required of the project. For behavioral factors, participants were apt
for an assertive, effective and efficient leader. As part of qualities they would expect from a
project manager, they ranked the ability of a project manager to be able to resolve and control
conflicts as second. Under contextual competencies, participants ranked the need to understand
developments on projects and the effects certain actions may have on the projects as paramount.
It was recommended that because the various road agencies had different organizational
structures a competency framework would have to be developed for each of the road agencies,
2.1.2 Department of Feeder Roads and Department of Urban Roads......................................9
2.1.3 Koforidua Training Centre..............................................................................................9
2.1.4 The Ghana Road Fund Secretariat...................................................................................9
2.2 TYPES OF PROCUREMENT CONTRACTS USED BY THE ROAD AGENCIES IN GHANA.....................................................................................................................................10
2.2.1 Fixed Price or Adjustable Price Contracts....................................................................10
2.2.2 Lump Sum Contracts.....................................................................................................10
2.2.3 Time based contracts.....................................................................................................10
2.2.4 Performance Based Contracts.......................................................................................11
iv
2.2.5 Measured Term Contracts.............................................................................................11
2.3 STANDARD FORMS OF CONTRACTS FOR ROAD CONSTRUCTION WORKS......11
2.3.1 The Red Book................................................................................................................12
2.4 CONCEPT OF COMPETENCY.........................................................................................13
2.4.1 Types of Competency....................................................................................................15
2.5 CONCEPT OF PROFESSIONAL COMPETENCY...........................................................15
2.6 EXISTING COMPETENCY FRAMEWORKS IN PROFESSIONAL PRACTICE..........17
2.6.2 International Competency Baseline...............................................................................22
2.6.3 Association of Project Management Competency Model.............................................24
2.6.4 Australian International Competency Model................................................................24
2.6.5 Other Competency Models............................................................................................24
2.7 SIMILARITIES/ DISSIMILARITIES, ADVANTAGES/ DISADVANTAGES OF THE VARIOUS COMPETENCY MODELS....................................................................................26
2.8 KEY FACTORS USED FOR THE ASSESSMENT OF PROFESSIONAL COMPETENCY.........................................................................................................................27
2.9 EFFECT OF PROJECT MANAGEMENT STRUCTURE ON PROFESSIONAL COMPETENCE.........................................................................................................................33
2.10 ASSESSMENT OF PROJECT MANAGEMENT COMPETENCY................................34
4.22 Level of Education.........................................................................................................42
4.23 Work Experience............................................................................................................42
4.24 Current Position Held by Participants............................................................................43
4.25 Professional Body participants belong to.......................................................................43
4.30 TOOLS AND TECHNIQUES USED FOR THE ASSESSMENT OF PROJECT MANAGERS IN THE ROAD AGENCIES..............................................................................44
and Personal Competence. (Cartwright & Yinger, 2007).
The writers defined
Project Management Knowledge Competence as what a project manager knows about
project management.
Project Management Performance as what the manager is able to do or accomplish while
applying the project management knowledge
Personal Competence as the behavior of the project manager while carrying out project
activities.
The PMI took its source of documentation for the PMCD from a number of sources captured in
the table below.
Table 2.1 Structure of the PMCD Framework
21
The Structure of the PMCD Framework
The framework represents typical competency standard. A typical competency standard
identifies:
The Units of competence: Each Unit of Competence of the PMCD Framework matches
to one of the five Project Management Process Groups of Initiating, Planning, Executing,
Controlling, and Closing.
Elements of Competence: Each Unit of Competence comprises of a number of Elements
which reveal the actions in which project managers are anticipated to be practiced.
Performance Criteria: Each Element is described by Performance Criteria, which
stipulate the values to be attained in order to prove competent performance.
22
Types of Evidence are associated with each of the Performance Criteria: These form the
basis upon which competence can be self-assessed.
The PMCD Framework primarily organizes the duties of a project manager in a matrix which
expounds the performance requirement of each process group. Once this is done, comparing the
performance of the project manager as against the competency baseline will identify the gaps and
help indicate various developmental needs for project managers. An additional measurement for
personal competence guises at the project manager behavior comparative to general competence
in managing projects. Its aim is to meet or exceed the baseline competency defined by the
PMCD Framework. (Cartwright & Yinger, 2007).
2.6.2 International Competency Baseline
Another competency model worth mentioning is the International Competency Baseline Version
3 and Version 4. International Project Management Association developed this competency
framework mainly for project managers. It defines competence as Knowledge plus Experience
plus Personal attitudes. (Arendse, 2013). According to this framework knowledge and experience
relate to function and attitudes relate to the behaviors. The baseline classifies 46 competency
elements. These elements are further categorized into Technical Competency, Behavioral
Competency and Contextual Competency. It defines 20 technical competency elements, 15
behavioral competency elements, and 11 contextual competency elements. (Caupin et al., 2009).
Each element is composed of a knowledge and experience component that can be evaluated to
yield a competency assessment.
23
Figure 2.1 ICB Version 3 Eye of Competence
Technical Competencies
These are competencies are adapted to ensure that projects are delivered in accordance to the set
principle of project management practice.
Contextual Competencies
These competencies manage relationships of the projects in the organization, programs and
portfolios, based on the knowledge of project features, project in relation to the organization and
the environment.
Behavioral Competencies
24
These are competencies for a positive, collective and dynamic thrust in nurturing project
management professionalism such as leadership, communication, results orientation, ethics,
negotiation and so forth.
2.6.3 Association of Project Management Competency Model
The APM Competence Framework sets out the competences required for effective project,
program, portfolio management and project management office (PMO). This particular
framework consists of 27 competency elements aimed at achieving the basic outcome of project
professionalism.
2.6.4 Australian International Competency Model
The purpose of this standard is to fulfill the requirement of the project management profession.
This standard is designed to cover most industries and most projects from the simple one to the
more complicated ones. In this standard, being competent means to have the minimum
predefined levels of knowledge and skills in project management and to be able to apply this
knowledge and skills at the workplace. From “Project Practitioner Level” to “Project Manager
Level”, or from “Project Manager Level” to “Project Director Level”, of the responsibility and
minimum requirements for the knowledge, skills, and experience increase as well. (Omidvar et
al., 2011)
2.6.5 Other Competency Models
Apart from these international organization’s competency models, a number of institutions and
writers have also developed competency models based on the international organization’s
elements of competency. American Society Civil Engineers created the 24 foundation fields of
knowledge, skills and attributes of a modern civil engineer. Apart from strictly technical issues
25
that are inherently related to the profession, there is a great proportion of managerial skills such
as: problem recognition and solving, risk and uncertainty, project management, communication,
public policy, business and public administration, globalization, leadership, teamwork, attitudes,
lifelong learning, professional and ethical responsibility.
By a study conducted by (Kosaroglu & Hunt, 2009), the PMCD framework caters for the needs
of the project management community at large. The IPMA, AIPM and APM on the other hand
are the most current publicized frameworks which captures many more standards and
qualifications and addresses the minimum number of criteria that supposes competence.
Table 2.2: Operational Measures of Project Manager’s Competency
Founded on a study carried out by (Dziekoński, 2017) ,a competency model for construction
project managers in Poland was developed based on certain key competency areas. He gathered
information from the international bodies and adapted it in his study. According to him, apart
from strictly technical issues that are inherently related to the profession, there is a great
proportion of managerial skills such as: problem recognition and solving, risk and uncertainty,
project management, communication, public policy, business and public administration,
globalization, leadership, teamwork, attitudes, lifelong learning, professional and ethical
responsibility. He then developed his model based on the industries standards like the PMBOK®
26
Guide, the Construction Project Management skills, Achieving Excellence in Construction
Procurement Guide, Code of Practice for Project Management for Construction and
Development.
This model was described in this study because, construction industrial standards were used in
developing it. Again since it’s in relation to construction, challenges construction projects
managers face in managing projects are not so different.
Figure 2.2 Competency Framework by (Dziekoński, 2017)
2.7 SIMILARITIES/ DISSIMILARITIES, ADVANTAGES/ DISADVANTAGES OF THE
VARIOUS COMPETENCY MODELS
The various competency models have their own levels of successes depending on the
circumstances or the conditions under which they were designed. The PMCD framework defines
competencies at different levels of management. By doing this the concept of competency for
different organizations tends to change. Therefore, a project manager could be declared
27
competent in an organization but in another he could be declared incompetent. Since there is no
consistence in what defines competence under the PMCD framework, it serves as a disadvantage
to this framework. Meanwhile, IPMA and APM have quiet similar certification standards which
are different from the AIPM model.
In projects that require phasing, more often than not, it is required that certain competencies are
expected from project managers. The PMCD framework by its structure provides this kind of
system. Where the required competencies per phase are provided. On the other hand, the IPMA,
APM and AIPM do not provide these. The whole competency concept by its nature is assessment
based. Which seems to run across all other frameworks except the PMCD framework. The
PMCD is more development based than assessment based. It provides a methodology to
assessing competencies of project managers at certain levels.
Another feature worth mentioning about these frameworks has to do with how assessments od
competencies are done. According to (Omidvar et al., 2011), in the AIPM assessment process,
there is an assessor who assess the project manager but in the IPMA and APM, assessment of
managers are assessed by two assessors. Usually, one assessor is taken from the same industry as
the candidate. It is believed that since there are two assessors, assessment is more rigorous
compared to the AIPM framework. Where assessment is done by one person. By this candidate
are aware of their shortfalls. This is a feature PMCD does not have.
2.8 KEY FACTORS USED FOR THE ASSESSMENT OF PROFESSIONAL
COMPETENCY
Smith, Bruyns & Evans (2011) explained that projects worldwide still records a significantly
high level of failure in spite of the efforts of project management community to assist with tools
and techniques to ameliorate the system. According to Kerzner (2009) in many firm’s personnel
28
are inappropriately promoted to management levels on the basis of their professional or technical
competence rather than their managerial ability. He further explained that technical skills were
important but are not a guarantee of project success.
The frameworks mentioned in 2.6 are all based on opinions of very seasoned project
management practitioners and their empathetic of competencies essential for effective project
managers (Omidvar et al., 2011). Even though these standard competency forms are used in
project management, each of them has a focused place on differing areas. (Gale and Brown,
2003) explained that the competency-based approach provides an organization with the impetus
to identify and develop people with the competency requirement for the executing a job. Recent
evidence suggests that while the bodies of knowledge provide the standard for what professional
project managers are expected to know, competency standards provide us with the view of what
project managers should be able to do and how they should be expected to behave. (Arendse,
2013).
The ICB competency framework has a list of elements which form the factors for assessing the
competencies of project managers. In total there are about 46 list of competencies using the ICB
standard. The model puts the number of technical competencies 33, contextual competencies to
15 and behavioral competencies to 21.
The main purpose of IPMA Competence Baseline is to define a standard to be used for the
universal certification system. Another purpose of this standard is to develop personnel that are
working in the project management area. (Omidvar et al., 2011). For these reasons, this study
would adapt the ICB version 3 standard.
29
2.8.1 Technical Competencies
Project Administration Success: Under this competency criterion, the idea is to identify or
determine if the project manager identifies and understands what project stakeholders define as
success on the project.
Project Stakeholders: Does the project manager know the various stakeholders and what their
demands are in relation to the project?
Project aim and purpose: The project manager must understand what the goals are and try to set
a realistic target for the goal of the project.
Probabilities and Chances: These could also be defined as the risks and opportunities of the
project. The project manager is expected to identify these risks and opportunities for the benefit
of the project.
Quality: The project manager is expected to understand all that constitutes quality in order for
the stakeholders to get value for money
Project planning/management: The project manager ensures that designs, schedules and
resources are properly organized in order to attain the design goals.
Project team management: The project manager determines or identify personnel with adequate
skills to achieve particular tasks that aid the project.
Problem determination: The project manager identifies potential dying issues that are likely to
affect the flow of the project
30
Project structures: The project manager ensures that there is hierarchy/ a project structure where
both stakeholders and project team members are properly organized and proper communication
structures are put in place.
Scope & deliverables: Project managers are to ensure that projects goals are achieved through
proper work package organizations etc.
Time & project phases: By understanding how the project activities are interrelated, a project
manager can now design a schedule for the works. Theses schedules can then be used to
determine whether a project would be a onetime thing or it would be divide in phases to achieve
the required results.
Resources: refer to the personnel, materials and equipment required for the project at hand.
Cost & finance: The project manager plans and organizes cash flows related to the project
Procurement & contract: The project manager is responsible for identifying the project,
advertising, selecting and properly administering projects to achieve project goals.
Variations: Generally, variations refer to changes made to projects. They could be scope changes
or cost changes depending on whatever changes there are. Project managers are therefore
expected to understand and efficiently manages changes to prevent time and cost over runs.
Control & reports: the project manager is expected to ensure that project plans are achieved, he
should be able to track progress on the projects and report on the progress as well as anticipated
changes.
31
Information & documentation: Project managers must ensure that all documents pertaining to the
project are properly organized and well-kept for future referencing
Communication: The project manager must be and efficient and effective speaker.
Start-up: Start-up dates are one of the most important variable in project management. The
project manager must therefore ensure that there is no ambiguity in the start date.
Close-out: There should be no ambiguity in this to ensure proper transfer of the project to its
owners.
2.8.2 Behavioral Competencies
Leadership: A project manager is expected to have qualities of a visionary. He/she should be
able to properly organize his/her team to attain a common goal.
Engagement & motivation: The project manager must in himself be self- motivated and
dedicated to the project
Self-control: The project manager must be able to control his direct environment to properly
diffuse tension or pressure
Assertiveness: The project manager should bold and confident in taking decisions on a project.
Relaxation: The project manager should be able to create a more welcoming atmosphere to
accommodate all project team member
Openness: The project manager should be open to accept people on his team
32
Creativity: The project manager should be able to explore possibilities in attaining project
success
Results orientation: The project manager should no lose sight on the project goal
Efficiency: The project manager should be a good manager of project resources
Consultation: The project manager seeks advise on techniques in achieving project goals
Negotiation: The project manager should be able to convince stakeholders or push for a drive to
the benefit of the project
Conflict & crisis: The project manager manages conflicts.
Reliability: The project manager should be a dependable person.
Values appreciation: The project manager appreciates to a large extent the principle of his team
members
Ethics: The project manager should be morally upright in his judgement
2.8.3 Contextual Competencies
Project orientation: The project manager understands the objectives of the project.
Program orientation: The project manager is able to properly align the project goals to that of
the organization
Portfolio orientation: The project manager should be able to give management a heads up on
program priorities to help the organization’s goal.
33
Project, program & portfolio orientation: The project manager provides information on the role
of portfolios, programs and projects to management of the organization to have a proper business
strategy.
Permanent organization: The project manager should be able to organize relationships between
the project and the other organizations working hand in hand in achieving the project success.
Business: The project manager understands the core business of the organization.
Systems, products & technology: The project manager understands the causes of developments
and the effects of actions in the project and is able to manage these relations effectively.
Personnel management: The project manager recruits, selects, develops, appraises and rewards
his team members in a way that stimulates effective behavior and successful teamwork.
Health, security, safety & environment: The project manager is aware of health, security, safety
and environmental aspects of the project and manages these adequately.
Finance: The project manager has adequate knowledge of and insight in the financial and
administrative processes of the project and integrates these aspects in his actions.
Legal: The project manager must be appressed with legal implications of the project in question
2.9 EFFECT OF PROJECT MANAGEMENT STRUCTURE ON PROFESSIONAL COMPETENCE
Management of a project team is significantly different from managing team of employees. That
is mainly due to the nature of project and resulting range of project manager duties. Projects are
strictly defined by result requirements, the cost and time constraints, and are bounded by the
34
environment in which are implemented. In construction industry, projects are companies’ source
of revenue. Therefore construction industry is probably the largest project-based sector.
(Dziekoński, 2017).
(American Society of Civil Engineers, 2008) describes construction project managers’ job as:
“(…) the act of managing the engineering relationships among the management tasks related to
staffing, organizing, planning, financing, and the human element in production, research,
engineering, and service organizations. Engineering managers must understand and integrate
organizational, technical, external, and behavioral variables and constraints in order to
accomplish predetermined tasks and goals”.
(Birkhead et all., 2000) and (Gokaydin, 2007) explained that the project management practice
was introduced in the construction and engineering fields to improve planning and cost
challenges.
It is imperative to mention that having a “competent” project manager alone is indicative of
project success. A project manager may effectively poise the challenging demands of scope,
time, cost, quality, resources and risk, but the project success may be influenced by
organization's project management development and competence. It is just as possible to have a
“competent” project manager working within an organization in the early stages of mellowing its
practices resulting in an unsuccessful project, as it is to have an unsuccessful project resulting
from a project manager who is not “competent” working within a mature organization.
(Cartwright & Yinger, 2007).
2.10 ASSESSMENT OF PROJECT MANAGEMENT COMPETENCY
According to ( Ahadzie et al., 2008b), (Alam et al.,2008), (Bodea et al.,2010), (Chen,Parting &
Wang, 2008), ( Crowford and Gaynor,1999), Dainty et al., 2005), Delo & Hepworth, 2010),
35
(Foune & Barry, 2011), (IPMA, 2006), (Omnidvar, Jaryani, Zafarghando et al., 2011), Qureshi et
al., 2009), (Rodriguez ,2005) and Shepheard, 2005 as cited in (Arendse, 2013), there are specific
applications for the measuring and accessing project manager competency.
In his study, he mentioned that (Alam et al., 2008) suggested a continuous learning, examination,
collections, self-assessments, conferences outcomes and peer reviews as some techniques to be
used for the assessment of the project managers. He also suggested that a framework approach
where checklists and observational methods are used for the assessment. The first two focus on
performance measurement and the framework approach relates to the integrative perspective and
competence. Which is measuring competence as 360- degree feedback approach
Other writers like (Delo & Hepworth, 2010) suggested the use of psychometric instruments,
project management, knowledge test, a 360-degree feedback approach by peers and assessment
centers. They also explained that competencies could be assessed using competency framework
or online assessment of centers that deploy a technique called Scored CV. But (Rodriguez, 2005)
also explains that 360- degree feedback programmers focus on critical knowledge, skills and
abilities associated with employee position
(Rodriguez, 2005) also suggested the STAR method of assessing project managers. Which
represents the situation the task at hand, the activity being carried out and the result. He further
explained that interviews are actually one of the most essential hiring techniques for any
employer.
Ultimately, the (International Project Management Association, 2006) and (Bodea et al., 2010)
integrate that the assessment of the knowledge and the experience base of a project manager
36
requires a mixed method including training portfolios, written exams, 360-degree feedback,
workshop, project reporting, references and an occasional interview in itself.
CHAPTER THREE
RESEARCH METHODOLOGY
3.10 INTRODUCTION
This chapter adapts the various research techniques and tools required in achieving the research
objectives. The aim of this research is to study and assess the competencies of project engineers
on road projects in Ghana. The study was geared towards
Identifying the key factors used for the assessment of professional competencies of
project managers/engineers in the road agencies
Identify existing frameworks for the assessment of professional competencies and
To assess the professional competencies of project managers/engineers using an
identified framework.
37
3.20 RESEARCH DESIGN
A cross sectional descriptive research was used in this study. In achieving the objectives,
structured questionnaires with closed ended questions were distributed in order to gather the
data. This study adapted the quantitative approach in achieving its objectives. In doing this
adequate information was obtained to make all necessary conclusions.
3.2.1 Target Population
This study puts the three main road agencies in charge of implementing road projects under
scrutiny. Its targeted population are the engineers in the roads agencies capable of running
projects. The key personnel in charge of projects like the principal engineers, senior engineers,
engineers and assistant engineers were considered for this study. There are 142 engineers in
Ghana Highway Authority, 77 engineers and 48 quantity surveyors in the Department of Feeder
Roads. 66 engineers and 34 quantity surveyors at the Department of Urban Roads. However, the
targeted population was quantity surveyors and civil engineers with a minimum of 10 years
working experience. On the average, there were 50 engineers and quantity surveyors from the
both The Department of Feeder Roads and the Department of Urban Roads with a minimum of
10 years working experience. From the Ghana Highway Authority 86 engineers had this
minimum criterion Therefore, the total population for this study was 186 engineer’s /quantity
surveyors.
3.2.2 Sampling Technique
With the population size, the census sampling technique was used. With this technique, the total
population size is considered for the study. Although cost considerations make this impossible
for large populations, a census is attractive for small populations (e.g., 200 or less). A census
38
eliminates sampling error and provides data on all the individuals in the population. (Israel,
2003). With the population size of 186, the census sampling technique was most suitable because
this is the total number of engineers and quantity surveyors with 10years working experience
capable of answering the questions related to the topic.
3.2.3 Data Collection and Procedure
Data was collected from both primary and secondary sources. The quantitative approach was
used for this research. Structured questionnaires were designed with closed ended questions in
gathering data. These questionnaires were distributed and participants were given ample time for
their responses. The questionnaires were pretested with 3 potential participants for pilot
purposes.
3.2.4 Structured Questionnaires
In order to achieve the objective of the study, close-ended questions were addressed to
respondents to gather data. The questionnaires consisted of the following parts:
The first part of the questionnaire dealt with the demographic data of the respondents, here the
agency under which the participant worked was sought, professional association, job position of
the respondent was sought and finally the number of years that he/she had been in the road
agency. This was meant to establish the credibility of responses from respondents. A Likert-type
scale was used in the survey instrument by instructing participants to respond with a level of
agreement to a declarative statement using a number scale (Culler, 2009). For the purpose of this
study it was much easier using the Likert –type response option for all the questions. A scale of 1
to 5 was provided to measure the level of significance of each factor to the last respondent,
39
where “1” meant not relevant “2” Slightly relevant “3” Quite relevant “4” Very relevant “5”
Extremely relevant. See Appendix A for the detailed format of the questionnaire.
For clarity on the subject of the questionnaire, a preamble was provided in the questionnaire to
briefly refresh the minds of the respondents on the subject.
3.2.5 Distribution of Questionnaires
The questionnaires were designed using the Google forms tool. This tool was used because of the
questionnaire could have distributed via mail and other social media platforms. There by making
it assessable to all participants. The questionnaire was designed and pretested before it was
finally distributed to most participants. All the respondents were given the freedom to answer
and rate the factors in a manner that they deemed fit.
3.3 DATA ANALYSIS
For data analysis the researcher adapted the descriptive statistics and the relative importance
index (RII) to analyze the data gathered.
3.3.1 Descriptive statistics
Descriptive statistics, in short, help describe and understand the features of a specific data set by
giving short summaries about the sample and measures of the data. The descriptive statistical
tools employed for this research were mainly frequencies and percentages. These analytical tools
were used to analyze background data of respondents.
3.3.2 Relative Importance Index
Relative index analysis was selected in this study to rank the criteria according to their relative
importance. The following formula is used to determine the relative index RI = w A × N (1)
40
where w is the weighting as assigned by each respondent on a scale of one to five with one
implying the least and five the highest. A is the highest weight and N is the total number of the
sample. Based on the ranking (R) of relative indices (RI), the weighted average for the two
groups will be determined. According to Akadiri (2011), five important levels are transformed
from RI values: high (H) (0.8 ≤ RI ≤ 1), high medium (H–M) (0.6 ≤ RI ≤ 0.8), medium (M) (0.4
≤ RI ≤ 0.6), medium-low (M-L) (0.2 ≤ RI ≤ 0.4) and low (L) (0 ≤ RI ≤ 0.2).
CHAPTER FOUR
DATA ANALYSIS AND DISCUSSION OF RESULTS
4.10 INTRODUCTION
After literature was reviewed on the subject matter, data was gathered and analyzed to observe
how the phenomenon was observed in the various agencies. In order to achieve the objectives of
the study, analysis was based on the questionnaires that were distributed electronically. The
questionnaire was structured in three main sections. However, the second section which captured
the main competency factors was further divided into three. Therefore, the questionnaire appears
to have three sections. The first section of the questionnaire considered basically the background
of the respondents and the second section focused mainly on the key competency factors with
41
respect to the ICB version 3and the third section focused on the techniques and tools used to
assess project managers in the road agencies.
The statistical tools adopted for the analyses include descriptive, relative importance index.
In total 186 questionnaires were distributed to the various road agencies. 86 to Ghana Highway
Authority, another 50 to the Department of feeder Roads, 50 to the Department of Urban Roads
and 10 to the Ministry of Roads and Highways. Out of all the questionnaires that were
administered, 25 was retrieved from the Department of Urban Roads, 24 from the Ghana
Highway Authority and 23 from the Department of Feeder Roads This represented 32.70% of the
population and this formed the basis for discussion.
4.20 BACKGROUND OF RESPONDENTS
This section in the questionnaire gave a brief of all respondents. There were basically 5 questions
which were requirements before the other section could be answered. The questions enquired the
exact agencies the respondents belonged to, the level of education of the respondents, how long
they have been working, the current positions they occupy and the professional bodies they
belong to. These details were deemed necessary because such discussion expound further
discussion and increases credibility to the information attained as a result.
4.21 Road Agencies Out of 186 questionnaires distributed, 72 responded with 25 respondents from the Department
of Urban Roads, 22 from the Department of Feeder Roads, 20 from the Ghana Highway
Authority and 5 from the Ministry of Roads and Highways. (See Table 4.1)
42
Table 4.1: Data of the Road Agencies
4.22 Level of Education
Participants indicated their level of education as a way of increasing credibility. (See Table 4.2)
Table 4.2: Data of the Level of Education of Project Engineers of the various Road
Agencies
Frequency Percent Valid Percent
Cumulative
Percent
Valid Post Graduate 51 70.8 70.8 70.8
Ist Degree 21 29.2 29.2 100.0
Total 72 100.0 100.0
4.23 Work Experience
43
Frequency Percent Valid Percent
Cumulative
Percent
Valid Ghana Highway Authority 20 27.8 27.8 27.8
Department of urban Roads 25 34.7 34.7 62.5
Department of Feeder
Roads22 30.6 30.6 93.1
Ministry of Roads and
Highways5 6.9 6.9 100.0
Total 72 100.0 100.0
In order to assess the competency of engineers in ensuring the use of appropriate techniques on
the field of work, it was expedient to determine how long participants had been working in these
road agencies. (See Figure 4.3)
Table 4.3: Data of the number of years of Work Experience
Frequency Percent Valid Percent
Cumulative
Percent
Valid less than 5 years 5 6.9 6.9 6.9
5-10 years 9 12.5 12.5 19.4
11-20 years 37 51.4 51.4 70.8
20 years and above 21 29.2 29.2 100.0
Total 72 100.0 100.0
4.24 Current Position Held by ParticipantsParticipants were required to also provide details of the positions they held in the institution in
which they worked. (See Fig. 4.4)
Table 4.4: Data of the Current position held by Participants.
Frequency Percent Valid Percent
Cumulative
Percent
Valid Assistant Engineers/
Quantity Surveyor6 8.3 8.3 8.3
Engineers/Quantity Surveyor 8 11.1 11.1 19.4
Senior Engineers/ Quantity
Surveyors13 18.1 18.1 37.5
Principal Engineers/Quantity
Surveyors
20 27.8 27.8 65.3
44
Chief Engineers/Quantity
Surveyors25 34.7 34.7 100.0
Total 72 100.0 100.0
4.25 Professional Body participants belong to
Professional bodies usually provide a level of certification to professionals. Which is usually one
of the criteria in determining how competent a project manager should be. Therefore, the
researcher sought to determine the number of personnel who have been certified under the
various institutions. Figure 4.5 explains the number of engineers and quantity surveyors who
were properly licensed under these institutions
Table 4.4: Data of the Professional bodies participants belong to.
Frequency Percent Valid Percent
Cumulative
Percent
Valid Ghana Institute of Engineers 39 54.2 54.2 54.2
Ghana Institute of Surveyors 30 41.7 41.7 95.8
Association of Project
Management3 4.2 4.2 100.0
Total 72 100.0 100.0
4.30 TOOLS AND TECHNIQUES USED FOR THE ASSESSMENT OF PROJECT MANAGERS IN THE ROAD AGENCIES
45
So far it has been established that competent personnel make competent organizations and
usually progressive institutions would resort to some level of training in developing their human
resource. After this training, how can we determine or establish that a project manager is capable
or competent to organize and manage a road project. A number of tools from the literature
review were suggested by the research to these professionals and these were the results. In this
section, participants were allowed to select more than one option for assessing project managers.
Figure 4.1 Methods of Assessing Project Managers
61.1% of these professionals suggested that routine examinations should be organized for
personnel of the various road agencies to ensure that they were abbressed with the latest trends in
their professional practice. Then 52.8 % of the participants also suggested that a 360 feedback
approach was also a very expedient means of assessing project managers. 56.9% suggested that
mere interviews could be used to assess project managers’ competencies. Again, another 51.4%
suggested that a proper competency framework should be developed for the various road
agencies so that if there is a standard, project managers’ competency should be measured
according to that framework. 34.7% and 31.9% of the respondents suggested that the Situation,
Task, Activity and Results (STAR) approach and knowledge test respectively could also be
46
considered in assessing project managers’ competency. 20.8% and 25% suggested self- appraisal
and peer reviews respectively for assessing project managers. 15.3% of respondents suggested
resorting to portfolios and scored CVs for assessing project managers. Then 9.7% suggested the
use of psychometric instruments in assessing project manager’s competencies.
4.4 KEY COMPETENCY FACTORS
Basically from the Literature review, the key competency factors for assessing project managers
were categorized into three; Technical, Behavioural and Contextual competencies. The relative
importance index was used to assess how important or critical some of the factors were
compared to others.
4.41 Technical Competencies
As explained earlier, these competencies are adapted to ensure that projects are delivered in a
structured way including the project management process. Participants were therefore required to
rate or determine the level of significance of these competencies in a more structured way.
The score of each factor is calculated by summing up the scores given to it by the respondents
(for instance see Badu et al., 2013; Fugar et al, 2010). For a five-point response item, RII
produces a value ranging from (0.2 – 1.0) (cf Badu et al., 2013; Ugwu et al, 2007). Based on the
five-point likert scale, variables with Mean greater than (4.00) are considered important. In the
calculation of the Relative Importance Index (RII), the following formula was used (Badu et al.,
2013):
47
Where, W: weighting given to each competency by the participants is between 1 and 5 and; A –
Higher response integer (5), and N – total number of participants. The standard deviation
specifies the level of regularity of the participants.
Table 4.5: Table of Key Technical Competence
15 main technical competency factors were considered and out of these, most participants were
of the view that it was very important for the project manager to understand the objectives, the
risks and the what quality is required of the project. The second ranked was for the project
manager to understand what level of cost or resources was involved in the project. This factor
could not be underestimated especially considering the financial constraints of every economy.
Participants also considered proper organization of projects and an attention for change orders on
road project. These two were ranked third and fourth respectively. Then came the need to have
an accurate start and end date which could have some cost implications if not properly consider.
Sixth was the need to have a very good team in executing road contracts and also getting the
team and the project manager alike to understand the project success criteria. Properly detecting
problem areas at the start and in the cause of the project, understanding project stakeholders, the
48
project scope and deliverables, and the need to have proper information sharing systems as well
as proper documentation were ranked the 8th, 9th, 10th, and 11th respectively. Having proper
communication systems, project procurement practices, whether a particular project should be
executed within a particular time frame or it should be phased and project structures are ranked
12th, 13th, 14th and 15th respectively.
In a study by (Arendse, 2013), Technical competencies were ranked as follows;
Clarification of Project structure
Effective communication
Project management requirements
Clear projects tasks and scope
Effective monitoring of quality, time and resources
Efficient Project management
Facilitation of project management processes
Proper organization of project meeting and correspondents
Plan project economy
4.42 Behavioral Competencies
Like the key technical factors, key behavioral factors were also ranked in a like manner. Below
are the results.
Table 4.5: Table of Key Behavioural Competence
49
For behavioral factors, participants were apt for an assertive affective and efficient leader. As
part of qualities they would expect from a project manager, they ranked the ability of a project
manager to be able to resolve and control conflicts as second. Participants then ranked the fact
that a project manager must be a motivator, should exercise self-control, should seek advice and
have good negotiation skills as the 3rd, 4th and 5th respectively. They then ranked his/ her ability
to anticipate conflicts, being result oriented, have leadership skills and respecting the beliefs and
morals of team members as 6th, 7th, 8th and 9th respectively. In that same study, rankings of
behavioral competencies were as follows;
Effective leadership
Communicate effectively
Show reliability
Involvement of participants
Provide direction
Demonstrate Commitment
Show reliability
Possess self-control
4.43 Contextual Competencies
Contextual competencies were mostly project specific. It captured key factors that cut across all
road projects independently. The results of the findings could be found in the table below:
Table 4.6: Table of Key Contextual Competence
50
From the table above, participants ranked the need to understand developments on projects and
the effects certain actions may have on the projects as paramount. They also emphasized the
need to have knowledge and insight on the particular road project as well as the legal,
compliance and the liable aspects of the project as 2nd and 3rd ranks respectively. They then
ranked the relation between the project and other organizations, security and health and safety as
4th and 5th ranks. Then the rationale of the project, the project programme and the goal of the
project to the business of the organization as 6th, 7th and 8th respectively. Then recruiting,
selecting and developing personnel as 9th and knowing the clients objective of the project as
10th. In the above study as well, contextual competencies were ranked as follows;
Plan project Economy
Develop Project management professionalism
Plan project quality control
Perform procurement and enter contracts
Promote Personnel competency and learning
Handle management programme
Support handling project execution tasks
Personnel management
51
Handle strategic management process
Portfolio management process
CHAPTER 5
SUMMARY OF FINDINGS, CONCLUSION AND RECOMMENDATIONS
5.10 INTRODUCTION
In this chapter, the research was concluded by summarizing the issues that have thoroughly been
discussed throughout the study. Additionally, an overview of how the research objectives were
attained is presented followed by the main conclusions of the study. The study is finally ended
52
with recommendations and direction for further research based on the limitations and conclusion
of the study. (Yakubu, 2014)
5.2 SUMMARY OF FINDINGS
The overarching aim of this research paper was to identify key factors for assessing the
competencies of project managers in the various road agencies in Ghana. This paper sought to
identify key factors to note in describing a project manager as competent by examining some
existing competency frameworks and selecting the most appropriate competencies in selecting
project managers in road agencies in Ghana. The objective of the study was to
Identify the key factors used for the assessment of professional competencies of project
managers’ in the road agencies.
Identify an appropriate existing framework for the assessment of professional
competencies in the road agencies in Ghana.
Identify tools and techniques that could be used to assess project managers’ competency.
The research methodology involved assessing a number of research papers by other authors in
order to achieve the research objective. In order to achieve the research objective, the qualitative
approach was used for this study. It involved designing questionnaires with closed ended
questions. These were distributed and data gathered was analyzed and deductions were made
according to the data that was gathered. Analysis was basically descriptive and the use of the
relative importance index technique. In this chapter all objectives would be reconsidered to know
if the research covered all grounds.
5.21 Key Factors for assessing Project Managers Competencies
53
From the literature review, four main competency frameworks were identified. Out of this 4 one
was selected based on the fact that the framework was more personnel oriented that the three
others, the International Competency Baseline version 3 developed by the International Project
Management Association was therefore the most appropriate competency model used. The
model divided competencies into three main section. It is upon that bedrock that the
questionnaires were designed. Participants were then made to rate or rank the level of
competency under the three main sections in order that the key factors could be determined and
probably considered if a competency framework could be developed from this study.
5.22 Existing Competency Frameworks
This objective was mainly delved into in the Literature review. Four main international
competency frameworks were identified and examined. Out of the four one was selected upon
which further study was done. The structure, the concept and the certification of these
frameworks were discussed and the merits and demerits of these frameworks were also
discussed. Beyond this one other competency framework designed by a writer known as
(Dziekoński, 2017) was also discussed. His work was considered because he developed a frame
work for construction managers who could also be referred to as project managers.
5.23 Tools and Techniques for Assessing Project Managers
Most of the tools and techniques identified in this research were cited in a research work by
(Arendse, 2013). He considered a number of tools and techniques developed and mentioned by
other writers and that formed the basis for the final part of the questionnaire. The questionnaire
listed a number of tools and techniques that could be used for the assessment of project managers
in the various road agencies and participants were made to select more than one tool depending
54
on whatever they deemed appropriate. Finding from that placed examinations as a main tool in
assessing project managers on the key factors.
5.4 RECOMMENDATION All the road agencies have different organizational structures and so it is recommended
that a competency framework is developed for each of the road agencies, tailor made to
suit the organizational structure.
5.5 LIMITATIONSTo every research study there is bound to be a level of limitation. First of the looking at the
structure of the various road agencies and how recruitments are done this research did not
consider the criteria in identifying the project managers for the various road agencies. In other
words because the various roads agencies have different structures it is unknown if there is a
criteria for selecting project managers and even if there is there a framework to ensure proper
succession in the organizations?
In conclusion, with the kind of road investments made in this country, it is only expedient that
personnel put in charge of these road projects are properly trained and assessed so that there
would be value for the investments made in the road sector. Once a competency standard is
developed to ensure that roads are constructed with very competent personnel we are likely to
make gains on whatever investments we make. This concept of competency should not be
underestimated because it is the road map to a class A organization.
55
REFERENCES
Anon (2004) ‘Guidelines Selection and Employment of Consultants by World Bank.’, in Bank, T. W. (ed.). 1818H Street, N.W: The International Bank for Reconstruction and Development.
Arendse, J. R. (2013) ‘Project management competency factors in the built environment’.
Bhharthvajan., R. (2013) ‘Competency Mapping’, International Jpurnal of Innovative Research in Science ,aEngineering and Technology, 2(11).
Boam, R. & Sparrow, P.(Eds)(1992). Designing and Achieving Competency( London McGraw- Hill).
Boon J and van der Klink, M (2002) Competencies: The triumph of a fuzzy concept, Academy of Resource Development Annual Confrence, Honolulu, HA, 27 Feb-3Mar in Proceedings,
56
Vol.1. pp.327-334Brill,J., Bishop, M.J & Walker, A.(n.d). The Competencies and Characteristics Required of
Effective Project Manager – A Web Based Delphi Study
Brown R.B (1994). Reframing the competency debate: Management knowledge and meta-competence in graduate education. Management Learning 25(2) pp. 289-299
Brown R.B. Meta-Competence: a recipe for reframing the competence dabate, Personnel Review, 22(6) pp 25-36
Costa, A., Pinto, A., & Cota, M. (2013). PMO competencies: how to define, assess, and plan. Paper presented at PMI® Global Congress 2013—North America, New Orleans, LA. Newtown Square, PA: Project Management Institute.
Cunningham, T. (2007) ‘Choosing an Appropriate Main Contract for Building Work in the Republic of Ireland-an Overview’, School of Surveying and Construction Management, pp. 1–24.
Fay, M., Hallegatte, S., Vogt-Schilb, A., Rozenberg, J., Narloch, U., & Kerr, T. (2015). Decarbonizing Development: Three Steps to a Zero-Carbon Future. https://doi.org/10.1017/CBO9781107415324.004
Le Deist, F. D. and Winterton, J. (2005) ‘What is competence?’, Human Resource Development International, 8(1), pp. 27–46. doi: 10.1080/1367886042000338227.
Dziekoński, K. (2017) ‘Project Managers ’ Competencies Model for Construction Industry in Poland’, Procedia Engineering. The Author(s), 182, pp. 174–181. doi: 10.1016/j.proeng.2017.03.157.
Griffiths, P. (2010) JOT 2005 Clause by Clause. 1st editio. The Boulevard Langford Lane: Elsievier Ltd.
Hoge, M.A., Tondora, J., & Marreli, A.F. (2005). The foundamental of Workforce competency: Implications for behavioural health. Adminstration and Policy in Mental Health and Mental Health Services Research 32(5/6) 509-531
Horton .S. (2000). Introdustion: The competency Movement. Its origins and impact on the
57
public sector. The International Journal of Public Sector Management, 13(4), 306-318
Israel, G. D. (2003) ‘Determinins Sample Size’. Available at: http://edis.ifas.ufl.edu/pd005.
Kornejew, M., Rentschler, J. and Hallegatte, S. (2019) ‘Well spent: How governance determines the effectiveness of infrastructure investments.’, World Bank Policy Research Working Paper, (June).
Manxhari, M. (2017) ‘DEVELOPING MODELS OF MANAGERIAL COMPETENCIES OF MANAGERS : A REVIEW’, V(4), pp. 186–200.
Mitrani A., Dalziel, M and Fitt D(1992). Competency Based Human Resource Management.
London Kogan Page
Murdoch JR and Hughes, W. (2008) Constrution Contracts: Law and Management. 4th editio. Oxford: Taylor & Francis.
‘No Title’ (2014).
Omidvar, G. et al. (2011) ‘A Proposed Framework for Project Managers ’ Competencies and Role of E-Portfolio to Meet These Competencies’, 1(4).
Purushothamnaik, R., Somasundaram, M. and Naik, C. N. K. (no date) ‘“ Competency Management ” International Conference on Innovative Management Strategies’, pp. 47–52.
Smith B.(1993). Building managers from the inside out: Competency Based action Learning. Journal of Management development
Ramus, J., Birchal S and Griffiths, P. (2006) Contract Practices for Surveyors. 4th editio. London: Butterworth Heinemann.
Ribeiro, J. (2009) Procurement of Goods, Work and Services in Development Projects. Edited by Polytechnique. Press Internationales.
Udo, N. & Koppensteiner, S. (2004). What are the core competencies of a successful project manager? Paper presented at PMI® Global Congress 2004—EMEA, Prague, Czech Republic. Newtown Square, PA: Project Management Institute.
Uysal, G. (2007) ‘CORE COMPETENCE : A COMPETITIVE BASE FOR ORGANIZATIONAL Core competence : Leveraging Resources and Capabilities’, pp. 5–16. doi: 10.20460/JGSM.2007118710.
World Bank Group( 2017) Annual Report: End Extreme Poverty- Boost Shared Prosperity
Zingheim, P. K. et al. (1996) ‘COMPETENCIES AND COMPETENCY MODELS : DOES ONE SIZE FIT ALL ?’, 5(1), pp. 56–65.
58
59 of 7 10/28/2019, 5:32 PM
APPENDIXKey factors in accessing Project Managers' competencies in Road Agencies in GhanaDear Sir/Madam,
I would be grateful if you could provide insight for my research on KEY FACTORS IN ASSESSING PROJECT MANAGERS' COMPETENCIES IN ROAD AGENCIES IN GHANA. Information given out will be used only for the purpose of this academic research. Thanks for your cooperation
*Required
1. Which of the Road Agencies do you belong to? *Mark only one oval.
( ) Ghana Highway Authority
( ) Department of Urban Roads
( ) Department of Feeder Roads
( ~) Ministry of Roads and Highways
2. Level of Education *Mark only one oval.
( ) Post Graduate
( ) Ist Degree
( ) Diploma
( ) Other:
3. How long have you been working under this institution *Mark only one oval.
( ) less than 5 years
( ) 5-10 years
( ) 11-20 years ( ) 20 years and
above
4. What is your current position *Mark only one oval.
( ) Technician Engineers / Quantity Surveyors
( *) Assistant Engineers/ Quantity Surveyors ( )
Engineers/Quantity Surveyors
( ) Seniors Engineers/Quantity Surveyors
( ) Principal Engineers/Quantity Surveyors
( ) Chief Engineers/Quantity Surveyors
5. Which of the professional bodies do you belong to *Mark only one oval.
( ) Ghana Institute of Engineers
( ) Ghana Institute of Surveyors
( ) Association of Project Management
Technical CompetenciesThere are basically three main competency areas under the ICB Version 3 Competency Framework. They are the Technical, Behavioural and the Contextual. Under these are a number of general competencies. Please rate these competencies according to how relevant these competencies are to road projects Should be answered if you have more than six (6) years experience in running road projects. Please answer these according to the position you hold currently.
6. How relevant is it to understand the project success criteriaMark only one oval.
11. How relevant is it to detect a problem early and resolve it as soon as possibleMark only one oval.
20. Is it important to set an accurate start and end date for a projectMark only one oval.
1 2 3 4 5
not relevant ( ) ( ) ( ~) ( extremelyrelevant
Behavioral CompetencyThere are basically three main competency areas under the ICB Version 3 Competency Framework. They are the Technical, Behavioural and the Contextual. Under these are a number of general competencies. Please rate these competencies according to how relevant these competencies are to road projects Should be answered if you have more than six (6) years experience in running road projects. Please answer these according to the position you hold currently.
21. Is it relevant to possess leadership skills in running road projectsMark only one oval.
1 2 3 4 5
relevant ( ) ( ) ( ) ( ) ( ) extremely relevant
22. Is it important to be a motivator, exercise self control, have an open mindMark only one oval.
1 2 3 4 5
not relevant ( ^ ( ~) ( ( ~) extremely relevant
23. Does a project manager have to necessarily be assertive,efficient or reliableMark only one oval.
28. How important is it for a project manager to have good negotiation skillsMark only one oval.
1 2 3 4 5
not relevant ( ~) ( ( ~) extremely relevant
29. Should a project manager understand the beliefs, moral values and ethical values of his team membersMark only one oval.
1 2 3 4 5
not relevant ( *) ( ~) ( ( ~) extremely relevant
Contextual CompetencyThere are basically three main competency areas under the ICB Version 3 Competency Framework. They are the Technical, Behavioural and the Contextual. Under these are a number of general competencies. Please rate these competencies according to how relevant these competencies are to road projects Should be answered if you have more than six (6) years experience in running road projects. Please answer these according to the position you hold currently.
30. Is it necessary for a project manager to understand the rationale of a projectMark only one oval.
37. Is it necessary for a project manager to be aware of the security, health and safety as well as the environmental aspects of the projectMark only one oval.
38. Should a project manager have knowledge or insight into the financial and administrative processes of a project to integrate these in his actionsMark only one oval.