Two Project Management Tools

This document discusses two project management tools - Network Diagrams and Gantt chart, and how they aid project managers in managing projects effectively. It also explores the importance of documents and information in project planning and implementation. Additionally, it covers the process of identifying and managing risks in a project, as well as two Acts of legislation that organizations need to follow. The document also highlights the purpose and reasons behind project management, including lines of authority, quality assurance, human resources, budgets and finance, recordkeeping, and reporting.

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Project work

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Contents
Two project management tools........................................................................................................2
Documents and information............................................................................................................2
Identifying and managing risk process............................................................................................3
Two Acts of legislation....................................................................................................................4
Purpose............................................................................................................................................4
Reasons............................................................................................................................................5
Reference.........................................................................................................................................7

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Two project management tools
Tools of Project management are designed to make the project easy as well as it helps in
standardizing the task and routine of a project manager. Project management tools act as an aid
to project managers in managing the projects effectively. Project management tools are Network
Diagrams and Gantt chart. A network diagram is used by the manager of project to make the
project effective. It is also called the allow diagram as it connects the activities with an arrow and
represents the precedence and interdependencies between the activities. Its purpose is to give the
direction to activities in a sequence which need to follow by the team (Garies and Huemann,
2000). Project managers need to define each activity and the time to complete the activities.
Project manager uses Gantt chart to schedule and show the interdependencies of activities. It can
be used in any type of projects like construction or software development. Its purpose in the
project is to provide the graphic schedule of the planning and controlling and also recording the
progress of the projects. It helps the managers in understanding the projects at a deeper level and
increases productivity and helps in completing the task at the scheduled time (Kerzner, 2017). It
is used by project managers to analyze the estimated resources required for the project. It helps
the managers to plan, coordinate and track the various task and activities which are performed.
Gantt chart shows the progress of the activities in different colors forms the planned duration, so
it will be easy for project managers to identify any delays in activities or scheduling any overruns
in the project. A large amount of task and activities which are to be performed are presented in a
graphical form with the help of the Gantt chart (Wysocki, 2011).
Documents and information
In order to define the parameters of a project, the various documents and information are
required by the managers as the major parameters of any project are time, cost and scope. Any
project of an organization requires the documents and information for planning and
implementing the project. It is necessary to have the project business case as it includes the
concept or idea of the project. It is the summary of the whole project or a formal proposal. The
project management plan and the schedule include the structure of the project and schedule for
completing the various tasks (Meredith, et al., 2017). Managers maintain the project RAID log
which includes the risks, actions, issues, and dependencies of a project. Project status report also

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helps in defining the parameters of a project as it covers and records the weekly formal report,
financial report which includes the estimation of each cost which may occur in the project. A
communication plan is a project document that helps in communicating with all the stakeholders
linked with the projects (Pich, et al., 2002). The meeting agenda is the document for the formal
meeting of a project. The project charter is the main document of a project as it includes the
information and captures the agreement and initiation of a project. It contains a high-level
schedule, and assumptions, constraints and all the requirements of a project.
Identifying and managing a risk process
Risk is unavoidable in business for undertaking projects. The project manager needs to ensure
that risks are kept to a minimal. It is necessary for managers to plan a strategy for identity and
managing risk (Kendrick, 2015). It requires the process to identify and manage the risk in any
project. The steps are:
Risk identification- Project managers have to identify the risk which may occur in a project. It
can be hazard risk, operational risk, financial risk or strategic risks. The risks can be resolved by
structured or unstructured brainstorming. It is necessary for the project manager to know the
risks pertaining to the projects.
Risk Quantification- For evaluating the risks, they are measured by quantity. Project managers
analyze the risk that may happen in the project with the help of a matrix. Risks are categories in
low, medium, high and critical (Walker, 2015). The parameters used in the matrix are the
possibility of occurrence and the impact of risk on the project.
Risk response- the Project manager is responsible for responding to any type of risk. It can be
avoided, passed, action or corrective measures, or acknowledge the risk by the manager.
Risk monitoring and control- It is essential to monitor and control the risk on a regular basis by
managers. Risks are to be monitored and controlled carefully so that it will not much effect on
the project process (Kaplan and Mikes, 2012).

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Two Acts of legislation
In order to manage the project or team, the organization has to follow the acts of legislation at
the workplace.
Human Rights Commission Act 2005- In this Act, the objective is to promote the human rights
and welfare of the team, by establishing a commission. It is the responsibility of an organization
to provide a fair and accessible process to the employees and provide the solution for the
discrimination complaints. To provide the rights to employees for working in a team like a right
of authority and right to take a decision.
Occupational Health and Safety Act 1989- In this Act, it is necessary for an organization to
provide a safe working environment to staff, volunteers and team. Organizations have to take the
step for the health and safety of the people who are involved in completing the project. All the
training and supervision must be provided to employees with the instructions and information of
the projects (Too and Weaver, 2014). Organizations have to provide the safety equipment's,
abilities for the benefits of workforces at the workplace, and monitoring the employees’ health is
also necessary for the organization.
Purpose
Lines of authority and approvals- Managers have the line of authority and approvals within an
organization. For performing a task the power is given to managers to direct the team. In an
organization, the power of authority and approvals is given to managers for managing the team
and direct them to work. Managers have the authority to direct and make the decisions for their
team without consulting anyone. It includes the flow which is followed between the employer
and employees.
Quality assurance- It is necessary for project management to maintain quality in their work. In
project management, it is essential to meet the standards, progressive improving project work,
measuring the performance, and elimination of any project defects. Ensuring the quality of the
product or work which is provided in the process is defects free and completing the task on time.

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It is the proactive process of the project and it creates importance in planning, documentation,
and finalizing the guidelines of the projects.
Human resources- the purpose of human resources is important in project management as they
are responsible for managing the right people at the right time. Human resource manages a team
by motivating people for achieving the goal of organizations. Project management requires HR
to select the people for the project team. Providing training to perform the task and managing
and evaluating their performance. Effective human resources will help in completing the various
tasks at a scheduled time.
Budgets and finance- Every project requires the budget and financial planning for doing the
task effectively and efficiently. Project manager’s estimate the total cost of the project in advance
as it will help in eliminating the unnecessary costs and it helps in allocating the correct budget of
each activity and task. Different costs are included in the project as it is necessary to estimate the
costs effectively to avoid the financial risk of a plan.
Recordkeeping- The purpose of keeping the records of all the information on the project will
help in keeping the track of the activities which are related to the projects. Record keeping makes
it possible to handle the issues and problems which may arise at any time of the process. The
problem can be resolved easily when it is recorded properly in systems (Cleland and Ireland,
2002). When the files and documents of the projects are properly maintained it will be
convenient for the team to manage the task.
Reporting- Reporting in project management is essential as the formal and informal reports help
in communicating the status of the project. It allows keeping the track of the current schedule
and progress which includes tasks, issues, budgets, schedules and overall project conditions
(Pant and Baroundi, 2008). Reporting helps in analyzing the risks which are included in the
project.
Reasons
Mission and goals help in completing the task and perform the activities on time. In an
organization, every project must be affiliated with the aims and goals so that the tasks are

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properly allocated to the employees. It helps in utilizing the resources effectively and efficiently.
When the goals, objective and mission are clear of any project it will help in executing the plan
strategically. Every project of the organization is based on the organization's goals, objectives,
and mission, so it is necessary to keep the project updated according to the needs of the
organizations (Murphy and Ledwith, 2007). The different project's objective helps in achieving
the main objectives and goals of an organization. A strategic plan helps in making the project
effective.

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Reference
Cleland, D.I. and Ireland, L.R., 2002. Project management: strategic design and
implementation (Vol. 4). New York: McGraw-Hill.
Gareis, R. and Huemann, M., 2000. Project management competencies in the project-oriented
organization. Gower handbook of project management, 3, pp.709-721.
Kaplan, R.S. and Mikes, A., 2012. Managing risks: a new framework. Harvard business
review, 90(6), pp.48-60.
Kendrick, T., 2015. Identifying and managing project risk: essential tools for failure-proofing
your project. Amacom.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Meredith, J.R., Mantel Jr, S.J. and Shafer, S.M., 2017. Project management: a managerial
approach. John Wiley & Sons.
Murphy, A., and Ledwith, A., 2007. Project management tools and techniques in high-
technology SMEs. Management research news, 30(2), pp.153-166.
Pant, I. and Baroudi, B., 2008. Project management education: human skills imperative.
International journal of project management, 26(2), pp.124-128.
Pich, M.T., Loch, C.H. and Meyer, A.D., 2002. On uncertainty, ambiguity, and complexity in
project management. Management Science, 48(8), pp.1008-1023.
Too, E.G. and Weaver, P., 2014. The management of project management: A conceptual
framework for project governance. International Journal of Project Management, 32(8),
pp.1382-1394.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
Wysocki, R.K., 2011. Effective project management: traditional, agile, extreme. John Wiley &
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