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Table of Contents INTRODUCTION...........................................................................................................................1 TASK 1............................................................................................................................................1 Defining essential characteristics of a project.............................................................................1 Explaining reasons why various projects fails as well as runs over budget................................1 Briefly describing each of Five stages in Project management addition to discussing few words about benefits of managing projects in well structured aspects........................................2 Discussion of impacts a good together with bad Team may have in achieving along with managing project objectives or goals...........................................................................................2 Listing nine knowledge areas within project management as well as briefly explaining importance of any two of them....................................................................................................2 Listing five attributes of project manager and discussion of any two of characteristics as well as giving reason why they are important.....................................................................................3 Some of benefits of using network diagram................................................................................3 TASK 2............................................................................................................................................5 CONCLUSION................................................................................................................................4 REFERENCES................................................................................................................................5
INTRODUCTION Project Management refers to the application of specific processes, techniques and methods which are used to ensure that the projects of different types are managed successfully (Bass, Pejcinovic and Grant, 2016). Therefore in this way it can be ensured that a right way of doing a project is selected which will help in achieving the particular goals and objectives which are related with the project. This report will focus on a project named “ The Pandemic Centre”. This project will be fulfilled by DCL which has been given the contract of installing, testing and commissioning the IT and Communication infrastructure for this particular project. In this assignment,focuswillbemadeonthevariousaspectsrelatedtoprojectmanagement. Additionally, it will specifically analyse the activities which are required to manage a project successfully so that it is able to achieve its goals and objectives without facing problems and issues in the future. 1
TASK 1 Defining essential characteristics of a project A project is unique, progressive together with temporary attempts that are made for producing some types of tangible as well as intangible outcomes. Project is temporary in nature together with have proper starting and end dates (Kokotsaki, Menzies and Wiggins, 2016). It is great opportunity for people and company to attain objectives effectively by executing changes. For example, The Pandemic Centre is a project ofDocklands Communications Ltd. Key characteristics of project are as defined: Temporary: This is essential characteristics of project that means a project includes finite beginning together with finite end. Progressive Elaboration: When project achieves progress, continuous investigation additiontoimprovementsareavailablewhichpermitswideraccuratealongwith comprehensive plans. Unique deliverables: All projects have objective of producing certain deliverables that mat be a product or another outcome. Explaining reasons why various projects fails as well as runs over budget There are cases when projects fails and runs over budget. Some of the reasons are as explained: Lack of project management experience: It is one of reason because of which a project fails and goes beyond the set budget. As planning goes to another stage, it requires additional personnel for managing the achievements of project. Until, a person gains experiences they do not become good managers. However, a mismanaged project results in poor budget management as well as missed deadlines. Unexpectedchanges:Otherreasonforfailureandcostoverrunsofaprojectis unexpected changes. It may not be associatedto scope creep but can be related to some changes which are not accounted for budget (Goedeke, Mueller and Pankratz, 2017). The changes can occur because of a realisation that certain things were not included or should be added. Implementation of unexpected changes results in complexities in working as per set budgets and obstacles in success path.
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Briefly describing each of Five stages in Project management addition to discussing few words about benefits of managing projects in well structured aspects According to Eby (2018), project management is an effective process to lead activities in a team for meeting success criteria. Key stages in process of project management are as follows: Project Initiation: This is first step of lifecycle of project in which values and feasibility of project are measured. Project planning:Herein, project gains a green light and a solid plan is prepared for guidance purpose to team and completing workings as per budget. Project execution: It is related to building deliverables which satisfy customers. Project monitoring:The stage includes keeping track of whole project and its metrics covering team performance, task duration and many more. Project closure: it is last stage wherein project results are delivered to customers. Managing project in well structured manner have various benefits. This improves motivative level of employees and making huge profits. Discussion of impacts a good together with bad Team may have in achieving along with managing project objectives or goals Good team impacts positively on achieving objectives of project management. A well organised of good team takes the project to higher level and produces motivation among team members, completing of day to day activities effectively and generating better end results which ultimatelyleadsto making bigger profitsthat ismain objective of projectmanagement. However, bad team may impact negatively in managing projects and its goals (Hevner and Gregor, 2020). It is because bad team do not work timely and creates conflicts that makes it critical to manage project and its related objectives. Listingnineknowledgeareaswithinprojectmanagementaswellasbrieflyexplaining importance of any two of them Inprojectmanagement,knowledgeareasareprojectriskmanagement,quality management, scope management, human resource management, integration management, time management, communication management, cost management and procurement management. Importance of the two are as follows: 2
Project risk management:the knowledge area is important to prevent risks in project that can result in failure. It implies effective control on possible upcoming events to gain success. Project quality management: It is important knowledge area as it helps in attaining highest quality in the project and focusing on requirements of customers. Moreover, it plays significant role on meeting and exceeding essentials or needs of stakeholder. Listing five attributes of project manager and discussion of any two of characteristics as well as giving reason why they are important The five attributes of project manager are delegation skill, competence, team building skill, communication skill and problem solving abilities. The discussion and importance of two characteristics are as follows: Problem solving skill:Effective project manager must be able to resolve all kinds of problems across all stages of project (Meng and Boyd, 2017). It is important as the attribute helps in thinking new ideas, making things easierand solving queries of team members to complete project promptly. Delegation skill: The attribute helps in assigning together with overseeing tasks to manage a project. It is an important attribute within project manager as it makes the manager able to divide as well as allocate workings as per subordinates area of interest and potential. Some of benefits of using network diagram. Network diagram refers to graphical representation of entire project. It is made of series of connected boxes together with rows to illustrate interrelations among activities that are part og project. Benefits of using network diagram are as follows: Justifying time estimates: Network diagram defines the ways activities are interrelated with others from initial phases of project to end. Use of network diagram assist in justifying time estimates for a project. Analysing workflow of activities: Network diagram shows sequence of activities which states which activity will start after completion of the preceding. The project will take 70 days for completion as the project will take 10 weeks to get completed and each week have 7 days. 3
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TASK 2 Project Management involves different types of activities which can be undertaken for the purpose of successfully managing the project in the right manner. The following activities are required to be undertaken by DCL for ensuring that it is able to start working on the project of The Pandemic Centre. The activities in project management are explained as follows- Project planning- It refers to the plans which are required to be made for the execution of the project(Bierwolf, 2017). Detailed planning process has to be followed by the organizations so that the overall success of the project can be ensured. In the completion of project of The Pandemic Centre DCL will need to frame a detailed plan so that it is able to set up its IT infrastructure of the project in a highly effective manner. For this DCL will be required to identify the needs and requirementsof IT systemsand infrastructure in The Pandemic Centre so that information of the patients can be stored in the right manner and make proper plans for setting these systems and infrastructure effectively and efficiently. Scope management- It means the scope of the project at which it would be conducted. It is quite important to be considered because in this way the decisions regarding the project are taken appropriately. The project of DCL related to setting up IT systems and infrastructure in The Pandemic Centre is of a large scope and the company is working on such a big project for the first time. Thus the tasks which will be carried out by the company have to be large in their scope and range ensuring successful completion of the project. Estimation management- In any project, there has to be a proper estimation of the cost which is involved in completing it successfully(Chan and et.al., 2018). DCL will be required to make a budget estimating its costs in the completion of the project of providing IT facilities in The Pandemic Centre. It will need to do evaluation of its costs as the maximum budget which has been sanctioned for this project is 15,00,000 pounds under which the project is required to be completed. Scheduling management- The projects should have a proper schedule which can be prepared for properly executing the project(Danesh, Ryan and Abbasi, 2018). Therefore DCL will make the use of Gantt Chart in which different tasks will be considered and the overalltimeperiodofcompletingthetasksisgiven.Thetaskswillbespread 5
appropriately so that the IT system in The Pandemic Centre can be developed according to the needs and requirements. Project resource management- This is concerned with getting the appropriate resources for the project for their successful completion(Koke and Moehler, 2019). Thus the completion of project related with IT system in Pandemic Centre by DCL has to be completed by making sure that the appropriate resources which are related with the project can be gathered. This will be quite helpful in making sure that the project is completed successfully and within the set duration of time. Project risk management- This is concerned with managing the risks which are associated with the management of the project. Every project has a certain level of risk which can be associated with it. Thus setting up of IT system in Pandemic Centre by DCL faces various risks. Thus the requirement from the Project Manager in the company is to identify them and ensure that appropriate techniques are used for reducing them. Projectcommunicationmanagement-Thismeansmanagingthelevelof communication which is required for the purpose of managing the project successfully. DCL has to ensure that its different teams properly cooperate and coordinate with each other and are able to communicate effectively so that they can complete this project of setting up IT system in Pandemic Centre within the set period of time. Project configuration management- This refers to the change in the software like requirements, design and development of the project. For setting up IT system in Pandemic Centre DCL needs to make sure that the software requirements which are related to setting up of IT system are met effectively which will help a lot in completing the project successfully. 6
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Projectmanagementsystem-Itisasystemformanagingtheprojectbyproper planning,scheduling, organising and managing its various aspects. In context to DCL there is a project name as “The Pandemic Centre” is there in which organization have to install IT facilities.Projectmanagerisresponsibleforthemanagementofallprojectswhichare undertaken by the company. They can manage the project in following steps- Hierarchy-In this system reporting hierarchy is present. So every project member have responsibilityto give report to a functional head as well as to project head. It create the facilitative organizational very well, this system deal with placing the people on right place. In context to DCL, lower department haver to give report to the functional head so there is coordination is maintain with all of the member. Project planning-this system deal with planning of program, portfolio. In context to DCL, manager will plan the project and take necessary steps for effective planning to earn more profit and increase the company productivity. Project control- this system include the process for controlling the project execution. It means the money incur for the project is match with the expected amount if it is not match then corrective measure should be taken .In context to DCL, controlling of project is main part for their project management because through this manager is able to know that the expected amount of project is match with standard amount or not. Projectmanagementinformation–Thisprocedureincludeeverythingallthe information which include communication plans and database. In context to DCL all the information is available to manager regarding their database, financial analyse and plans to execute. Techniques and cultural procedure- this system consist different technique which are critical path method, program evaluation and review technique for the execution. It also include organization culture in project management. In context to DCL both technique is used for executing a project and company culture is also important for project member to do effective work. For the purpose of successfully completing a given project different types of actions can be undertaken. These actions are explained as follows-
Planning for the project- A proper plan needs to be prepared for the project so that it is managed successfully(Konstantinou and Müller, 2016). Thus DCL needs to ensure that a detailed plan is created by it so that it is able to identify the right way in which the project of setting up IT system in The Pandemic Centre can be completed successfully. The Project Manager has to take an action here related to creating a specific plan in which the different aspects related to the project can be explained in detail. Conducting a feasibility study- A feasibility study has to be conducted by the Project Manager for finding out the feasibility of the project which is being undertaken(Kucher, Heldak and Orlenko, 2018). Thus it is required from DCL that it is able to assess the feasibility of setting up IT system in The Pandemic Centre which will help it a lot in completing the project in the right manner effectively and efficiently. The Project Manager therefore has to take an action here for preparing a feasibility study which will help in assessing the overall profitability level related with the project. Scheduling the project- A proper schedule is required for the project to be completed successfully and within time(Lehnen, Schmidt and Herstatt, 2016). Thus as Project Manager of DCL the action which is required to be taken here is to prepare a Gantt Chart in which the different tasks will be allocated specific time for the completion of the project related to IT systems and communication can be completed successfully. Completing the project- It is crucial that the right steps are taken so that the project can be completed successfully. As Project Manager of DCL the action which can be taken here is that the steps must be arranged successfully so that the project related to setting up IT infrastructure and communication in The Pandemic Centre can be completed in time. Thus, the above mentioned project process can be selected for the purpose of ensuring that DCL is able to successfully complete the project effectively and efficiently. In this way the company will be able to ensure that the project of IT systems in The Pandemic Centre would be completed in the right manner. For successfully completing the project on IT system in The Pandemic Centre the requirement from DCL is that it should make the use of Project Life Cycle. This cycle contains 4 stages which are explained as follows- 9
Initiation phase- In this phase, the aim is to initiate the project with the needs and requirements which are associated with it. Therefore the Project Manager of DCL is required to ensure that all the bases related with the project of setting up IT and Communication system in The Pandemic Centre are clear which will help a lot in successfully starting the project. Planning phase- In this phase, the aim is to make sure that appropriate plans related to carrying out the project successfully are made. Thus the Project Manager of DCL has to make sure that appropriate plans are made which will help a lot in successfully setting up IT and Communication system in The Pandemic Centre thereby helping in the successful completion of the project. Execution phase- In this phase, the requirement is to make sure that the execution of the project is done properly using the right methods and techniques. Therefore the Project Manager of DCL has to ensure that the execution of the different activities related to the project of setting up IT and Communication system in The Pandemic Centre can be completed successfully by properly executing the activities. Project closure- Here, the project is successfully completed and the project is closed after its success. Thus the Project Manager of DCL will be required to ensure that its project of setting up IT and Communication system in The Pandemic Centre can be closed after it achieves success. Administration and Control problems in managing life cycle of the project- Undefined goals- A Project Manager has to face the problem of undefined goals when the project is started(Mejía and et.al., 2016). This problem is faced when the various team members do not understand the nature of different types of goals which have been given for a specific project. Thus the Project Manager of DCL can also face this problem if the goals which are related with the project in The Pandemic Centre are not clear. This problem can be faced in the Initiation phase of the project. Scope changes- A Project Manager can face this problem when there is a change in the scope of the project(Neves, Borgman and Heier, 2016). The Project Manager of DCL can face this problem when the scope of the project is not clear and thus this can create an impact on the plans which have been created. This problem can be faced in the Planning phase of the project. 10
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Inadequate skills for the project- Sometimes the project manager faces this problem due to which the project faces difficulties in being implemented properly. The Project Manager of DCL can face this problem if the skills are not applied effectively. This problem is generally faced in the Execution phase of the project if the team members who are working in a project do not display the appropriate skills which are needed for the successful completion of the project. Lack of accountability- Sometimes the projects are completed incorrectly and the people who are responsible for it do not display the accountability which is required for the same purpose. Thus the Project Manager of DCL can face this problem if the team members in the project team do not take up accountability for completing the project in the wrong manner. This problem is faced in the Closing Phase of the project when the people who have done mistakes do not take up the accountability for the same. CONCLUSION From the above report, it can be concluded that Project Management refers to the ability of managing the projects in the right manner so that they can be completed successfully and within the stipulated time. Using it, the project which has been undertaken can be managed skilfully leading towardsthe achievement of higher-level goals as well as objectives in the future. The Project Managers are required to have this ability which will help them in becoming efficient, effective and productive in the management of a particular project. Therefore this will be quite helpful in creating an advantage for a company. There are multiple elements within it which are required to be understood before undertaking a particular project. For managing the projects successfully it is required that the Project Managers are able to apply appropriate methodsandtechniqueswhichwillbe quitehelpfulfor themin managingtheprojects successfully in the right manner. 11
REFERENCES Books and Journals: Bass, R. B., Pejcinovic, B. and Grant, J., 2016, October. Applying Scrum project management in ECE curriculum. In2016 IEEE Frontiers in Education Conference (FIE)(pp. 1-5). IEEE. Bierwolf,R.,2017.Towardsprojectmanagement2030:Whyischangeneeded?.IEEE Engineering Management Review.45(1). pp.21-26. Chan, A. P. and et.al., 2018. Critical review of studies on building information modeling (BIM) in project management.Frontiers engineering management. Danesh, D., Ryan, M. J. and Abbasi, A., 2018. Multi-criteria decision-making methods for project portfolio management: a literature review.International Journal of Management and Decision Making.17(1). pp.75-94. Koke, B. and Moehler, R. C., 2019. Earned Green Value management for project management: A systematic review.Journal of Cleaner Production.230.pp.180-197. Konstantinou, E. and Müller, R., 2016. The role of philosophy in project management. Kucher, L., Heldak, M. and Orlenko, A., 2018. Project management in organic agricultural production.Agricultural and Resource Economics: International Scientific E-Journal. 4(3). pp.104-128. Lehnen, J., Schmidt, T. S. and Herstatt, C., 2016. Bringing agile project management into lead user projects.International Journal of Product Development.21(2-3). pp.212-232. Mejía, G. and et.al., 2016. A Petri Net-based framework for realistic project management and scheduling: An application in animation and videogames.Computers & Operations Research.66.pp.190-198. Neves, F. G., Borgman, H. and Heier, H., 2016, January. Success lies in the eye of the beholder: The mismatch between perceived and real IT project management performance. In2016 49th Hawaii International Conference on System Sciences (HICSS)(pp. 5878-5887). IEEE. Goedeke, J., Mueller, M. and Pankratz, O., 2017. Uncovering the causes of information system project failure. Hevner, A. and Gregor, S., 2020. Envisioning entrepreneurship and digital innovation through a designscienceresearchlens:Amatrixapproach.Information&Management, p.103350. Kokotsaki, D., Menzies, V. and Wiggins, A., 2016. Project-based learning: A review of the literature.Improving schools.19(3). pp.267-277. Meng, X. and Boyd, P., 2017. The role of the project manager in relationship management. International Journal of Project Management.35(5). pp.717-728. Online: Eby. K. 2018.Demystifying Five phases of project management. [Online]. Available through : <https://www.smartsheet.com/blog/demystifying-5-phases-project-management> 12