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

(MOHSIN ALI MOHAMMED) / (12060321) - 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
 Kerzner (2013)
Chapters 2.1; 2.6 -
2.8; 2.21;
 Part 1: SEBoK
Introduction -
'SEBoK Users and
Uses';
 Part 6: Related
Disciplines -
'Knowledge Area:
Systems
Engineering and
Project
Management'
 Part 1: SEBoK
Introduction -
'Introduction to SE
Transformation';
 AS/NZS
15288:2015
Introduction;
Optional Readings
 AS ISO
21504:2016
Project,
programme and
portfolio
1. Explain the
relevance of
systems thinking to
the project,
program and
portfolio manager.
The systems thinking an approach which involves the authorities in the system
of thinking system. The project managers, programmers and portfolio manager
have a huge need of system thinking. The project manager has a responsibility
to complete a project in an appropriate manner to attain the objectives so it is
essential for the project managers to use systems thinking tools to enhance
their productivity in their work. Different types of problems occur within a
project which has to be resolved by the project managers so it is essential for
the project managers to use Brainstorming tools especially Double-Q diagram to
break down the problem in the hard and soft variables. Dynamic thinking tools
are effective to use by the program managers. Casual loop diagram is effective
for the for the program managers in the reinforcement of process to develop a
better programming and outcomes. Structural thinking tools are effective for the
portfolio managers to develop a better portfolio which contains all relevant
elements of the project.
PPMP20012 Unit Profile
PPMP20012 Moodle
Web site
Have you any insights
you can add from other
units you have studies or
readings you’ve made?
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(MOHSIN ALI MOHAMMED) / (12060321) - 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
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
solve project
problems.
It is essential for the project managers to according to the systems thinking tools
and techniques to get better results, develop a better process and get a better
outcome according to the project objectives. Different tools are given in the
below which can be used by the project managers:
Double-Q diagram: It is a diagram which is based on the fishbone structure.
Double Q stands for qualitative and quantitative techniques. This diagram shows
the flow of information and thoughts from different sources. The upper side
hard variables (quantitative) and lower side of soft variables (qualitative) which
impacts on the issue of interest.
Figure 1: Double-Q diagram
Source: Kim, 1999.
SYSTEMS ARCHETYPE: It is effective for the project managers to manage,
identify and recognize the most common system behaviours patterns of work
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(MOHSIN ALI MOHAMMED) / (12060321) - 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
e.g. goals drifting, burden shifting, control the growth to compensate on
feedbacks etc.
Figure 2: SYSTEMS ARCHETYPE
Source: Kim, 1999.
3. Assess the
relevance of
systems
engineering to
project cases.
The Gulf Oil Disaster case is totally based on the engineering work and this big
disaster happened due to technical errors. Systems engineering is an approach
which focuses on the inter-discipline and helps to develop a successful system
(Sebok, 2017). System engineering is focused on the needs of the customers
and develops a proper system to work.in this case refinery has to produce an
appropriate quantity of the crude oil and gas on a daily basis which has to
develop huge work pressure on the teams which are working in the refinery. The
system engineering is effective to integrate the efforts of all teams in a
determined direction to attain objectives.
4. Describe how
systems
engineering
Systems engineering concept has a proper process which helps to the project,
program and portfolio managers to organise project (Mabelo, 2017). The
process of the systems engineering which is defined by the points:
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(MOHSIN ALI MOHAMMED) / (12060321) - 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
concepts and
methodologies can
help a project,
program and
portfolio managers
organise a project.
Process inputs: Project objectives and output requirements are the key inputs in
the system engineering process according to which project, portfolio and
program managers works.
Requirement analysis: This is another step of this process in which functional
and performance requirements are analysed by the managers. These
requirements can be related to the quality and quantity of the output.
Functional analysis: It helps to the managers in a better understanding of the
function of the system (Lightsey, 2001). It mainly clarifies the function of the
system to work n the objectives.
Requirements loop: in this process managers can trace the function according
to the requirements.
Design synthesis: In this step, the project manager can define the output in
terms of physical and software elements.
Process output: This is the last phase of the process which helps to the mangers
into system configuration, specification and baseline.
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(MOHSIN ALI MOHAMMED) / (12060321) - 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
Figure 3: systems engineering process
Source: Lightsey, 2001.
5. Explain the
importance of
appropriate
selection of project
management (PM)
application systems
in regards to
meeting the
internal and
It is essential for the project managers to use an appropriate project
management strategy which can help them to work according to the internal
and external objectives. Completion of the project is the key objective which can
be effectively achieved by the project managers by using the project
management application system in the project. Either this system manager
cannot maintain the project planning and schedule of the project which can
increase the cost of the project.
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(MOHSIN ALI MOHAMMED) / (12060321) - 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
external objectives
of a project.
6. Describe how the
use of project
management (PM)
application systems
can lead to
effective PM
knowledge
management and
decision making.
The project management application system contains the systematic elements
which have a potential to work on the project effectively. It is effective to use for
the project managers to differentiate completed and remaining work to do. It is
essential for the project managers to be clear about the work and activities
which are left and which has to be scheduled in the next deadlines to complete.
The project management application system is also supported in identifying the
problems which may occur in the future and develop solutions on its. This
system contains all of the information about the project which helps to project
managers to take better decisions on the problems.
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.
Electronic project, program and portfolio application are mostly used in the
contemporary projects. Advantageous and disadvantageous of this electronic
PPPM is given below in points:
Advantageous
 It provides a real-time communication with the team members which is
essential in the refinery projects where different teams are working on
the same time (Hooks., 2013).
 Document sharing: It is essential for the project and team managers to
share reports and other documents on a specific medium in which this
electronic PPPM effectively works.
Disadvantageous
 Electronic PPPM alerts the team members on the deadline which
hampers the productivity which may decrease the productivity of the
teams which are working in the refinery and also be a cause of
accident.
 Sudden changes cannot be implemented as earlier these can settle in
the manual PPPM.
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(MOHSIN ALI MOHAMMED) / (12060321) - 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.
PPPM application system has an individual monitoring facility for the project
managers which help them to analyse the individual productivity and
performance of the team members. PPPM application system has set deadlines
and targets of work according to which performance of the teams and
individuals can easily analyse by the project managers. Project managers in the
refinery have set targets of production of crude oil according to which they can
analyse the performance of teams and they can implement changes in the
project also.
9. Propose
appropriate
project, program
and portfolio
(PPPM) application
systems to support
successful project,
program and
portfolio execution
in different industry
domains.
Different types of PPPM application systems are available which has some
features and specification according to which its uses can determine. The
different PPPM application system is given below in the points:
Net suite open-air software: It is effective to use in the service industry to
accomplish different projects at a time (Software Advice, 2018). It contains the
project management, resource management, project-based accounting, time
and expenses can be traced by this application.
Workzone: It is another electronic PPPM application system which is effective
use in the production industry. It has document management, project
collaboration, resource and task management, customise reporting and time
tracking which enables a project manager to develop a proper grip on the
project.
10. Discuss
contemporary
developments in
the use of project,
program and
portfolio (PPPM)
Currently, PPPM application systems are used in the individual performance
monitoring which enables to project managers to analyse the loopholes in
attaining the project objectives effectively. Each and every team has a target in
which is effectively explained in the PPPM application and system which
supports to the managers to reinforce that teams which are not performing
according to their targets. Cost analysis is another feature which is recently
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(MOHSIN ALI MOHAMMED) / (12060321) - 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.
added in the PPPM application system to track the cost of the different task of
the project which helps to the project managers to work according to maintain
the cost of the project according to the budget.
References
 Hooks., J. (2013). Business 2 Community [Online]. Available at: https://www.business2community.com/strategy/project-management-software-advantages-and-
disadvantages-0412921 [Accessed on 23 March 2018].
 Kim, D. H. (1999). Introduction to systems thinking (Vol. 16). Waltham, MA: Pegasus Communications.
 Lightsey, B. (2001). Systems engineering fundamentals. DEFENSE ACQUISITION UNIV FT BELVOIR VA.
 Mabelo, P. B. (2017). Application of systems engineering concepts to enhance project lifecycle methodologies. South African Journal of Industrial
Engineering, 28(3), 40-55.
 Sebok, (2017). Guide to the Systems Engineering Body of Knowledge (SEBoK) [Online]. Available at:
http://www.sebokwiki.org/wiki/Guide_to_the_Systems_Engineering_Body_of_Knowledge_(SEBoK) [Accessed on 23 March 2018].
 Software Advice, (2018). Project portfolio management software [Online]. Available at: https://www.softwareadvice.com/project-management/ppm-
comparison/#buyers-guide [Accessed on 23 March 2018].
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