PPMP20012 Unit Portfolio for Week 2: Systems Thinking Tools and Techniques

(MOHAMMED ABDUL BAKHI) / (12067067) - PPMP20012 Unit Portfolio for Week 2
Week 2: Identify different systems thinking tools and techniques to aid project managers solve project
problems.
Reading samples Learning
outcomes of the
unit
Learnings from your weekly study, experience, this and
prior unit readings and assignments
Supporting
documentation
including any
prior learning
Mandatory Readings
 Part 1: SEBoK
Introduction -
'Introduction to SE
Transformation';
 Part 1: SEBoK
Introduction -
'SEBoK Users and
Uses';
 Part 6: Related
Disciplines -
'Knowledge Area:
Systems
Engineering and
Project
Management'
 Kerzner (2013)
Chapters 2.1; 2.6 -
2.8; 2.21;
 AS/NZS
15288:2015
Introduction;
Optional Readings
 AS ISO
21504:2016
Project,
programme and
1. Explain the
relevance of
systems thinking to
the project,
program and
portfolio manager.
It has been identified that the process of system thinking is a process which has
its deep roots in the principles, Fundamentals and the models of management
and foundational systems sciences. The systems thinking are critically applied in
the project management through the medium of systems engineering
processes. This helps the project manager to effectively manage the lifecycle of
a project and also collaborate various other functions such as management,
engineering and discipline in the project management. It should be noted that
the traditional application of the implementation of systems engineering is seen
product development but in the modern context, it has been analysed that the
application of this systems is also seen in the enterprise and service systems.
Thus it should be noted that the approach of systems engineering is a
collaborative approach and in this, it is essential to work with the engineering
systems and management disciplines. The major advantage that is perceived
from the method of systems engineering is that it helps the project manager to
effectively and efficiently collaborate the processes that are implied in the
development of the project. This helps the project to be completed within the
specified deadlines and also in an enhanced manner (Sebokwiki.org., 2018).
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(MOHAMMED ABDUL BAKHI) / (12067067) - PPMP20012 Unit Portfolio for Week 2
Reading samples Learning
outcomes of the
unit
Learnings from your weekly study, experience, this and
prior unit readings and assignments
Supporting
documentation
including any
prior learning
portfolio
management—
Guidance on
portfolio
management;
Case Study
 Chief Counsel's
Report - Chapter 5
(PDF 700KB),
2. Identify different
systems thinking
tools and
techniques to aid
project managers
to solve project
problems.
It should be noted that there are various tools of system thinking which may
help the project manager in an effective and efficient manner. These tools of
systems thinking can be effectively categorised into three major segments which
can help the project manager to enhance the development of the project and
solve the issues and contingencies that may arise during the lifetime of the
project. These tools are:
Brainstorming Tools
In brainstorming tools, the majorly used diagram is the fishbone diagram which
helps in analysis of the cause and effect relationship. This diagram is used to
analyse and structure the free flow of thoughts to the point of focus i.e. issue.
The thoughts are effectively categorised in the hard and soft variables here.
Image: Fishbone diagram
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(MOHAMMED ABDUL BAKHI) / (12067067) - PPMP20012 Unit Portfolio for Week 2
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unit
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Supporting
documentation
including any
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Dynamic Thinking Tools
In Dynamic thinking tool, the most common tool which is used by the project
manager is the tool of Behaviour Over Time graph. This tool is effectively used to
get insights into the interrelationships between the variables. This helps in
analysis of the past, current and future behaviours of the employees.
Image: Behaviour Over Time graph
Structural Thinking Tools
In the structure thinking tools, the most used tool is the Policy Structure
Diagram. This diagram can be explained as the conceptual map of a decision
making the process that is embedded in an organisation or in the project. Here
the weighing of the project is done for each decision and this can also be used in
order to build a stack of generic structures (The Systems Thinker., 2018).
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(MOHAMMED ABDUL BAKHI) / (12067067) - PPMP20012 Unit Portfolio for Week 2
Reading samples Learning
outcomes of the
unit
Learnings from your weekly study, experience, this and
prior unit readings and assignments
Supporting
documentation
including any
prior learning
Image: Structural thinking graph
3. Assess the
relevance of
systems
engineering to
project cases.
It should be noted that the processes of systems thinking and project
management are closely linked and related to each other. In the process of
software engineering, there are many overlaps which are required to be cleared.
Depending on the environment the project is being completed it is generally
seen that these two tools are subsets which are a subset of each other. It should
be noted that in the systems engineering and project management there is no
standard relationship rather than there is a technical and managerial leadership.
This makes it essential for both the parties to critically analyse each and every
element of the project management. As in the process of systems management,
the concerns of the technical and managerial concerns may be same, the
systems thinking allows to analyse and identify each task at an individual level
and ensures that there is no overlap of efforts or responsibilities. This is
generally applied to the large projects (Sebokwiki.org., 2018).
4. Describe how
systems
engineering
concepts and
methodologies can
help a project,
program and
portfolio managers
organise a project.
It should be noted that in the process of project management and systems
engineering there is a great amount of overlap of activities that are generally
seen. In such case, there is a strong sense of confusion and tension seen in
between both the processes. In such case, the role of systems thinking comes
into existence. The systems thinking helps in identification of various activities at
an individual level which also helps in the planning of the critical activities. This
effectively helps in managing the efforts and reducing the risks such that the
best value can be delivered to the consumers. The process of systems
engineering helps in project planning, monitoring and assessment of risk and
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(MOHAMMED ABDUL BAKHI) / (12067067) - PPMP20012 Unit Portfolio for Week 2
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unit
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prior unit readings and assignments
Supporting
documentation
including any
prior learning
deal with the technical aspects of the project (The Systems Thinker., 2018).
5. Explain the
importance of
appropriate
selection of project
management (PM)
application systems
in regards to
meeting the
internal and
external objectives
of a project.
In order to effectively consider the project management process it is essential to
critically select the application that would be used in order to manage the
project. The considerations regarding the same have been stated below as
follows:
 The project management software/ application that is being used
should be effectively able to collaborate the project's processes such
that the teams can work together.
 It is also essential that the external environment is rapidly changing and
at a fast pace which makes it essential for the software to be
customisable such that it can be modified according to the
requirements of the project.
 Ease of use is another requirement of the project. The demand for the
software grows as the project develops and reaches in the final phase.
This makes it essential that the software or the tools that are being
used are not technical in nature and provides ease of use to the user.
 Security is the most important aspect of the tool that is being used. As
some project have important information the leak of which may impact
the development of the project and, may hurt the interests of
stakeholders. This makes it essential that the application is safe and
secure to use and does not imply a huge security impact on the
development of the project (Kerzner & Kerzner, 2017).
6. Describe how the
use of project
management (PM)
application systems
can lead to
effective PM
knowledge
management and
decision making.
It should be noted that in the process of management and development of the
project the use of IT tools is increasing rapidly and it should also be noted that
these applications play a huge role in the success of the project. In the field of
project management and development, there are various complexities faced
which may be inclusive of an analysis of the risk factors, critical evaluation of the
contingencies, tension between the workers regarding work and some
managerial issues. This makes it essential to simplify the process and break
down the same in small and attainable fragments. This not only helps in
effective attainment of the task and goals but when the activities are
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(MOHAMMED ABDUL BAKHI) / (12067067) - PPMP20012 Unit Portfolio for Week 2
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unit
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prior unit readings and assignments
Supporting
documentation
including any
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fragmented it helps the manager to ensure effective decision making. There are
various elements which are required to be fulfilled such as decision making
satisfaction, quality of work life satisfaction and the interface satisfaction. This
helps in effectively improving the execution of the project. Apart from this, there
are various individuals and perceived benefits that are received from same such
as increment in the efficiency of project and productivity of the users (Kerzner,
2004).
7. Compare and
contrast the
advantages and
disadvantages of
different manual
and electronic
project, program
and portfolio
(PPPM) application
systems within
each PPPM
knowledge area
over the life cycle
of a project,
program or
portfolio.
It should be noted that though there are various advantages that are received
from the development of the project through an application, there are various
disadvantages of the same too which may hamper the development of the
project in a negative manner. These advantages and disadvantages have been
stated below as follows:
Advantages Disadvantages
The major advantage of using a
PPPM is that it helps the company
and the project manager to
effectively and efficiently collaborate
all the processes in real-time.
It should be noted that for the small
projects this is not a situation with
advantage as some of the software’s
and applications are costly and have
less Return on Investments.
This also allows sharing of the
document in an easy manner which
also helps in enhancement of the
communication process.
Apart from it, some projects are
simple in nature and with the
application of tools; the development
of the project may become complex
and cumbersome.
The management of costs that are
implied in hiring experts and using
their opinion is also saved (Kerzner,
2004).
Also, there are some situations that
may arise with a human involved,
These are required to be tackled in
an emotional and behavioural
manner which makes it impractical to
use an application in order to solve
the problem (Kerzner, 2004).
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(MOHAMMED ABDUL BAKHI) / (12067067) - PPMP20012 Unit Portfolio for Week 2
Reading samples Learning
outcomes of the
unit
Learnings from your weekly study, experience, this and
prior unit readings and assignments
Supporting
documentation
including any
prior learning
8. Identify how
project, program
and portfolio
(PPPM) application
systems can assist
project managers
to monitor
performance and
manage changes
within a project.
It has been identified that n case when the project development and
management is a large and complex task, it is not possible for the humans and
the project manager to analyse and take care of all the tasks and analyse the
contingencies. This at times may not be possible for human and there still lies an
issue with the human errors that might occur. This may hamper the project
development and management. In such cases, these tools and applications are
used as they effectively helps in identification of risks and it also helps in the
effective breakdown of the activities. It not only makes the process of
management and solves technicalities, but also helps in easy and effective
sharing of the information that is required to complete the project.
The alignment of these applications with the project development and the
objectives of the project also helps the project managers to effectively analyse
the activities and ensure that they are being completed in accordance with
these objectives at an individual level (Kerzner & Kerzner, 2017).
9. Propose
appropriate
project, program
and portfolio
(PPPM) application
systems to support
successful project,
program and
portfolio execution
in different industry
domains.
There are various developments that have taken place effectively in the industry
of Information Technology and project management. In order to effectively
helps the issues of Oil Spillage to be solved the best software that would be
recommended to the project management team is Slack. The application has
various perceived benefits such as unification of the communication between
the team, an organised channel of discussion, allow usage of necessary apps at
one place which increases the ease of use of software and also helps in the
bifurcation of the activates in require time. For this, the software has been
critically developed with an algorithm for the bifurcation of activities (Levine,
2007).
10. Discuss
contemporary
developments in
the use of project,
program and
portfolio (PPPM)
It should be noted that in the earlier times, the process of project management
was entirely at the discretion of humans i.e. the project management team. But
with the time and infrastructural developments in the industry, it has been
identified that not only this process has increased in the complexity but also
consumes time, especially in the planning phase. In order to deal with the same,
the industry of Information Technology has developed various lucrative
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(MOHAMMED ABDUL BAKHI) / (12067067) - PPMP20012 Unit Portfolio for Week 2
Reading samples Learning
outcomes of the
unit
Learnings from your weekly study, experience, this and
prior unit readings and assignments
Supporting
documentation
including any
prior learning
application
systems.
softwares such as Slack, Accels, Wrike etc. which have not only simplified the
project planning but has also helped in the analysis of risks that may arise during
the lifecycle of the project. These systems help the project manager to ensure
effective communication, risk analysis, timeframe breakdown and bifurcating
the technical and managerial tasks (Young & Conboy, 2013).
References
 Kerzner, H. (2004). Advanced project management: Best practices on implementation. John Wiley & Sons.
 Kerzner, H., & Kerzner, H. R. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
 Levine, H. A. (2007). Project portfolio management: a practical guide to selecting projects, managing portfolios, and maximizing benefits. John Wiley
& Sons.
 Sebokwiki.org. (2018). SEBoK. [online] Available at:
http://www.sebokwiki.org/wiki/Guide_to_the_Systems_Engineering_Body_of_Knowledge_(SEBoK) [Accessed 23 Mar. 2018].
 The Systems Thinker. (2018). Palette of Systems Thinking Tools - The Systems Thinker. [online] Available at: https://thesystemsthinker.com/palette-
of-systems-thinking-tools/ [Accessed 23 Mar. 2018].
 Young, M., & Conboy, K. (2013). Contemporary project portfolio management: Reflections on the development of an Australian Competency
Standard for Project Portfolio Management. International Journal of Project Management, 31(8), 1089-1100.
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