How PM Application Systems Monitor Project Performance and Change

This assignment delves into the crucial role of Project Management (PM) application systems in enhancing project performance and change management. It explores the application of systems thinking, emphasizing the interconnectedness of project elements and stakeholder engagement. The assignment discusses various tools and techniques for fostering systems thinking, including interconnectedness, structural thinking, and computer-based models. It assesses the relevance of systems engineering to project cases and outlines how systems engineering concepts and methodologies can aid project managers. Furthermore, the assignment examines the importance of selecting appropriate PM application systems to meet project objectives and describes how these systems can facilitate effective PM knowledge management and decision-making. It compares and contrasts the advantages and disadvantages of manual and electronic PM application systems, highlighting how these systems enable tracking, viewing, and evaluation of project progress. Finally, the assignment proposes appropriate PM application systems for different industry domains and discusses contemporary developments in the use of these systems, which are increasingly becoming the norm for integrating processes and systems in project-oriented organizations.

(
Insert Student Name) / (
Insert Student Number) - PPMP20012 Unit Portfolio for Week 8
Week 8: Identify how PM application systems can assist project managers to monitor performance and
manage changes within the project.
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
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
 -
Web Sites
 -
1. Explain the
relevance of
systems thinking to
the project,
program and
portfolio manager.
In this unit, I have become familiar with the concept of systems thinking in
project and program as well as portfolio management. Projects are invariably
related, with tasks interrelated within the project and with other systems and
operations within and outside the organization, including with stakeholders.
Systems thinking, therefore, provide a very useful framework for looking at
projects because it enables interrelationships to be visible, rather than just
seeing things or patterns, such as dashboard reports. This is especially
important in complex projects in which both the soft skills of project leadership
and the hard technical skills for project management are needed. The leader
must have the soft leadership skills to understand the needs of teams, people,
and other stakeholders and work in an integrated manner in order to achieve
the project objectives (Sankaran, 2010). Systems engineering approaches and
integrated project management greatly add value to projects by minimizing the
need for rework and re-planning while also optimizing the risk margins. This
enables complex projects, or any projects to fulfil their stated objectives within
the triple constraints of time, budget, and scope. Systems thinking ensure
greater engagement of stakeholders in the entire project life cycle, leading to
the problem being understood better and the real requirements as well as the
right solution to be proposed. Through systems thinking in projects, programs,
and portfolio management, risk planning is more comprehensive and all
activities and tasks are likely to be covered. The use of systems thinking also
ensures better project planning and progress reporting especially in complex
multi discipline projects; thus systems thinking is an excellent way of coping
with complexity in projects (Sherrer, 2010)
Projects mimic systems;
systems are interrelated
and depend on each
other, for instance a
communications system
requires a means to
transfer the data
(transport system), and a
means to capture the
communication; all that
depend on each other.
Employing systems
thinking in complex
projects will ensure
objectives are met and
increase the chances for
successful project
execution (Sankaran,
2010)
1 of 7

(
Insert Student Name) / (
Insert Student Number) - PPMP20012 Unit Portfolio for Week 8
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
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
 -
Web Sites
 -
2. Identify different
systems thinking
tools and
techniques to aid
project managers
solve project
problems.
Some of the tools that a manager can use to foster systems thinking include
interconnectedness. This entails brainstorming using tools such as the Double Q
diagram, and the use of dynamic thinking, where tools such as the behaviour
over time graph, the causal loop diagram, and systems archetype are used.
Another tool to be used is structural thinking in which tools such as the
graphical function diagram, the structure behaviour pair tool, and the policy
structure diagram are used to enhance problem identification, decision making
processes, and development of solution models. The use of computer based
tools are also effective methods to achieve systems thinking, such as using
computer models as well as using the learning laboratory where active
experimentation is used with discussion and reflection (Kim,2016)
PPMP20012 Unit Profile
Systems thinking refers
to a set of general
principles that span
different diverse fields
including physical
sciences, management,
and engineering
Mandatory Readings
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
 -
Web Sites
3. Assess the
relevance of
systems
engineering to
project cases.
Systems engineering requires understanding the requirements for a project as
well as the business case so that the project manager and the systems engineer
collaborate to ensure customer satisfaction (Sherrer, 2010)
According to SSEBOK,
systems engineering and
project management
overlap greatly
2 of 7

(
Insert Student Name) / (
Insert Student Number) - PPMP20012 Unit Portfolio for Week 8
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
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
 -
Web Sites
 -
4. Describe how
systems
engineering
concepts and
methodologies can
help a project,
program and
portfolio managers
organise a project.
The relationships and interrelatedness of activities, as well as the use of systems
thinking tools will enable a systematic approach to identifying issues and this
enhances the planning process
Soft systems
methodology is a useful
tool for identifying
interrelationships and
enhances planning
(Sankaran, 2010)
Mandatory Readings
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
 -
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.
Every project is unique; the right project management methodology and
approach are important in ensuring better meeting of the project objectives
Requires collaboration
and working together to
meet project objectives
3 of 7

(
Insert Student Name) / (
Insert Student Number) - PPMP20012 Unit Portfolio for Week 8
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
Web Sites
 -
Mandatory Readings
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
 -
Web Sites
 -
6. Describe how the
use of project
management (PM)
application systems
can lead to
effective PM
knowledge
management and
decision making.
Knowledge Management (KM) is an effective tool for embracing change and
effectively managing change in projects. KM in projects helps maintain and
preserve corporate/ organizational knowledge. KM greatly supports the
development of performance and nurtures a competitive streak in the
organization (Levin, 2010)
KM improves decision
making and how to
improve customer
service (Levin, 2010)
Mandatory Readings
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
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
Electronic PPPM application systems have an edge over the manual systems,
because updating and managing them is easy and more efficient.
Electronic PPPM suites
are effective tools for
managing projects
4 of 7

(
Insert Student Name) / (
Insert Student Number) - PPMP20012 Unit Portfolio for Week 8
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
 -
Web Sites
 -
of a project,
program or
portfolio.
Mandatory Readings
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
 -
Web Sites
 -
8. Identify how
project, program
and portfolio
(PPPM) application
systems can assist
project managers
to monitor
performance and
manage changes
within a project.
These application systems enable tracking, viewing, and evaluation of project
progress and resource use; they are therefore highly effective as tools for
decision making based on concrete performance data
PPPM application tools
remove much of manual
work and guesswork,
ensuring accurate
information and data
capture
Mandatory Readings
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
9. Propose
appropriate
project, program
and portfolio
(PPPM) application
systems to support
successful project,
program and
portfolio execution
in different
industry domains.
Software development projects can benefit from application systems such as
Oracle Primavera, while construction projects can benefit greatly when using
Microsoft project. Enterprises and corporations, such as in the extraction sector
(oil, gas, mining) can greatly benefit when using an application like IBM Maximo,
while an application like SAP ERP is very suited to service industries such as
aviation and hospitality
It is important to use the
most suitable PPPM
application suites for a
given industry, just as a
suitable project
methodology must be
used for a specific
indutsry
5 of 7

(
Insert Student Name) / (
Insert Student Number) - PPMP20012 Unit Portfolio for Week 8
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
Optional Readings
 -
Web Sites
 -
Mandatory Readings
 PMI (2013) The
Standard for
Program
Management --
Third Edition
Chapter 8;
 PMI (2013) The
Standard for
Portfolio
Management --
Third Edition
Chapter 7;
Optional Readings
 -
Web Sites
 -
10. Discuss
contemporary
developments in
the use of project,
program and
portfolio (PPPM)
application
systems.
These systems are becoming the mainstream, and are increasingly being used
by organizations to integrate processes and systems, especially because many
firma re adopting the project oriented organization structure. PPPM application
suites are becoming what office productivity suites were to the office in the mid-
90s to 2000s; they are changing how organizations are run, and importantly,
how they manage projects (Kim,2016)
PPPM applications
becoming the norm as
organization enterprise
systems
References
References
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(
Insert Student Name) / (
Insert Student Number) - PPMP20012 Unit Portfolio for Week 8
Jennifer L. Schiff. (2013, 19). 15 Ways to Protect Your Ecommerce Site From Hacking and Fraud. Retrieved from https://www.cio.com/article/2384809/e-
commerce/15-ways-to-protect-your-ecommerce-site-from-hacking-and-fraud.html
Kim, D. (2016, January 9). Palette of Systems Thinking Tools - The Systems Thinker. Retrieved from https://thesystemsthinker.com/palette-of-systems-
thinking-tools/
Levin, G. (2010). Knowledge Management Success Equals Project Management Success. Retrieved from https://www.pmi.org/learning/library/knowledge-
management-success-generate-value-6656
Sankaran, S. (2010, October 6). Systems Thinking Approach to Address Issues in Project Management. Retrieved from
https://www.pmi.org/learning/library/systems-thinking-soft-methodology-issues-6912
Sherrer, A. (2010, July 18). A Project Manager's Guide to Systems Thinking: Part I. Retrieved from https://www.projectsmart.co.uk/project-managers-guide-
to-systems-thinking-part-1.php
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