Project Portfolio Management: Systems Thinking and Application Systems

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Program and Portfolio Information Systems
PPMP20012
Consolidated Portfolio

Introduction
There are numerous tools and techniques which plays a significant role in accomplishing projects
in a better way and this proves very helpful to the project managers. Project management and
portfolio management are the two functions that are different but both are interrelated. This
report will include a brief description of different tools used for conducting the projects and
portfolio along with this the description will be made regarding the requirements of managing
the portfolio and projects. With the help of portfolio and project management, the project
managers can differentiate their duties and powers. The learning outcomes will be described that
have been studied by the learner and the idea of resource management will also be provided in
this report.

Course Learning Outcomes
1. Explain the relevance of systems thinking to the project, program and
portfolio manager
System thinking is a major tool which is used by the project managers in analyzing the system. It
helps the organization’s project managers to provide with the disciplined and logical process of
project management by resolution of prospective or existing issues. There should be coordination
of among the activities and functions of the project and portfolios. The tools of system thinking
are used so that the timely accomplishment of the project can be taken place. Various tools such
as PERT, KANBAN, Gantt chart, TQM, etc. can be used the manager of projects for ensuring
the quality project and completion of the project on time within its deadline (Sheffield, et. al,
2012).
Summary
It can be said that with the help of system thinking the relationship between different projects can
be evaluated which help the project managers in accomplishing the timely and quality project. It
improves the cost and schedule estimates by an understanding of the fact that projects are not
deterministic. The stakeholders’ needs can be improved through the extended life-cycle of the
project. The system can be seen in the broad way which also helps in quickly identifying the
issues that the organization can face.
Evidence
BP Deepwater Horizon is the best example of the system thinking failure. The corrective
measures were not taken by the project managers and they failed in meeting the goals and
objectives of the project. Brainstorming tools must have been used by the Deepwater Horizon
managers which might make it possible to avoid or to prevent the accident that occurred.
Different system thinking tools and methods are used by the projects of the infrastructure sector
that are large in scale and contribute to the successful completion of the project (Córdoba, &
Piki, 2012).

2. Identify different systems thinking tools and techniques to aid project
managers to solve project problems
Various tools of system thinking along with its different techniques are significant in dealing
with the project’s complexities. A strategic plan can be prepared so as to counter the risks that
are associated with the project so that the project can be conducted smoothly and all the
complexities can be dealt with appropriately. The dependence that the project managers have on
the manpower is reduced with the application of these tools and techniques (Vidal, & Marle,
2012).
Summary
For the effective development and completion of the project, the system thinking techniques and
tools play a crucial role. The issues and the challenges arising while performing the projects can
be handled with care and smooth operations of the project can be done with the application of
these tools by the project managers. The utilization of the following tools of system thinking can
be made in the portfolio management which includes Fish Diagram, computer-based software,
Trend Mapping, etc. effective decision-making with the stakeholders can be and maintain a
relationship with them can be contributed through them.
Evidence
The tools and techniques were applied in the Deepwater Oil Spills such as computer-based
technology and actor mapping. The other aspect of the technique of system thinking includes the
identification of stakeholders and risks. The integration of system thinking should be made in the
organizations so that awareness can be raised regarding the risks and it can be managed
effectively.

3. Assess the relevance of systems engineering to project cases
System engineering is one of the essential concepts in project management. This
can help in reducing the design lead time, design changes, reliability can be
improved, and risk can be managed effectively and efficiently. The project
managers are enabled through this for the achievement of objectives and
completion of planned project within the particular timeframe. The needs of clients
can be understood in a better manner, and changes can be ensured which are
essential for managing the projects. In depth-knowledge of systems of SE are
essential for the tools and techniques implementation. SE can be sued by the
managers for overcoming the project challenges (Mccollum, 2015).
Summary
There is linking of project management and system engineering as they are closely related to
each other. The project managers are provided with the assistance for quality and performance
enhancement of the project and it also helps in ensuring the project’s requirements. Project’s
activities effectiveness cab be improved and proper consistency can be maintained between the
management of project and system engineering. Various types of benefits are provided through
SE including the responsibility and duty allocation and value proposition’s fulfillment. Effective
communications between system engineer and project managers are important so that the project
goals can be accomplished; project quality and productivity also get improved. SE can be used
for figuring out the better ways of managing the different aspects associated with the project
(Sharon, et.al, 2013).
Evidence
In Deepwater Horizon case system engineering were used for analyzing the risks and
contingency plan were made through it. Various benefits were provided by SE and this lead to
successful project implementation.

4. Describe how systems engineering concepts and methodologies can help a
project manager organize a project.
In order to ensure & enhance the overall development of the project, it is effective to merge
different organizational activities with the help of implementing the application of system
engineering. With the help of this system, the project manager can lead towards the long term
development of successful business projects. Effective concepts & methodologies are being
demonstrated for helping all the project managers to highly contribute & organize the overall
project.
Summary
It has been recognized & summarized that enhancing the deep understanding of project
objectives is very necessary for applying the system approaches accordingly. The different
methodologies can help the project managers in identifying & also solving the major
complexities relating to the project & grabbing the favorable opportunities in the effective & in
an efficient manner (Locatelli, et.al. 2014). Certain techniques that can be adopted by the project
managers include TQM, PMBOK, Six Sigma, etc.
Evidence
Various methodologies & concepts of system engineering were being applied & implemented in
the project of BP Deepwater Horizon. The concepts & systems of TQM, as well as Six Sigma,
are being implemented by the project managers for making sound decisions.

5. Explain the importance of the appropriate selection of project management
(PM) application systems in regards to project realization
In order to effectively analyze about all the risks associated with both the internal & external
environment, there is a large number of factors which are to be considered effectively &
efficiently by the project manager to influence the positive development of the whole project.
Effective techniques were being utilized such as enterprise resource planning, project metrics,
etc.
Summary
All the implemented techniques will lead towards the sustainable benefits in relation to the
project completion. For the effective implementation of the project, the application software is
being considered a very significant system. It will help in building up the standard schedules
along with logging all the project activities (Kerzner & Kerzner, 2017). The system of project
management can also help in improving the overall efficiency of the project & also leading
towards a higher level of satisfaction of all the stakeholders involved in the project.
Evidence
The system of project management has resulted in the reduced cost for the project manager. The
process of enterprise resource planning can also be utilized by the project manager for
coordinating all the organizational resources along with providing the clear insight in relation to
the future risks in the case of BP Deepwater Horizon.

6. Describe how the use of PM application systems can lead to effective PM
knowledge management and decision making
The effective utilization of the application systems of project management can help the project
managers to estimate the overall cost for the development of the project & develop or implement
future actions accordingly. Apart from all these things, the PM knowledge & decision making
can also help in assessing the calculations in the context of limited available effective resources.
Summary
It has been summarized that the crucial role is being played by the PM application systems in the
development as well as the sustainable growth of the whole project. The project managers can be
able to effectively analyze & also determine the major risks or challenges associated with the
complete project (Papke-Shields & Boyer-Wright, 2017). Various effective tools have been
identified that can be implemented for performing all the activities or tasks related to the project,
effectively & efficiently.
Evidence
For the purpose of solving all the identified problem & challenges, the project manager can
effectively implement the application of KANBAN for reducing the number of risks &
enhancing the overall decision making. The researcher in the project of BP Deepwater Horizon
can determine the related problems & laws within the project.

7. Compare and contrast the advantages and disadvantages of different
manual and electronic PPPM application systems within each PPPM
knowledge area over the life cycle of a project
Almost, all the business organizations highly use of the technology, without which the defined
goals & objectives cannot be achieved. Increasing trends within the technology have resulted in
the most favorable & unfavorable disadvantages that can influence the progress of the project.
Some of the disadvantages include the higher level of risks, disruptions & delays.
Summary
It has been identified that the project of BP Deepwater Horizon is friendly & also it effectively
able to understand the different needs of all the customers. Some other favorable advantages of
electronic PPPM application system include the long term development of all the future aspects.
Some disadvantages include increasing level of risks or disruptions within the whole project
which can hinder its overall development in an ineffective manner (Myers & Timothy, 2013).
Evidence
Various issues have been identified to be faced by the project manager including the conflicts
among all the project team members, issues related to lack of trust & many more. The proper
analysis of human is very necessary to be enhanced for grabbing the related benefits to all the
project managers from the effective application of the application software (Myers & Timothy,
2013). The project manager should not be over-dependent on the growth of the project; it can
lead to a higher level of disadvantage.

8. Identify how PM application systems can assist project managers to
monitor performance and manage changes within the project
It has been determined that the application systems of PM can help the project managers to
effectively check out all the features related to the finance along with identifying the overall &
development of the BP Deepwater Horizon project. The performance of the whole project can be
hampered because of the delay in any of the particular task or activity related to the project. The
project manager can effectively monitor the overall performance & can also manage all the
changes with the help of the effective development of the PM application systems.
Summary
The effective application of this application system can help the project manager in meeting the
needs of all the consumers very effectively & efficiently. All the current resources along with the
analysis of future impacts can help in making, implementing & managing all the changes within
the project. All the associated risks related to the threats of the whole project can also be
determined & minimized along with solving of the major problems or challenges with the help of
the effective implementation of the PM application tools (Ontario, Canada, 2012). A higher level
of success can be ensured & enhanced with the help of all the tools within the limited period of
time.
Evidence
For ensuring & enhancing the long term sustainable development of the project of BP Deepwater
Horizon, the project manager can develop & implement effective tools such as the Gantt chart
and WBS. These tools can help the project manager to accomplish all the tasks & project related
activities within the setup deadline of the project in the effective as well as in an efficient manner
(Hydari, 2014). Apart from all these things, the utilization of all these tools can also help in
meeting up the pre-determined standards to be achieved within the whole project.

9. Propose appropriate PM application systems to support successful project
execution in the infrastructure and resource industries
In order to effectively & smoothly accomplish the goals or objectives & perform all the duties as
well as the responsibilities, it is very essential to implement the appropriate system of PM
application. It can result in the fruitful improvement along with the continuous development &
arrangement in relation to the innovated & successful advancements of the whole project,
effectively & efficiently. The application system or the software of project, program & portfolio
management can help the project manager to effectively solve all the challenges as well as the
critical issues related to the project.
Summary
Different tools or the software such as the Microsoft office, IBM, etc. can be utilized by the
project manager in ensuring & enhancing the successful development of the whole project. All
the project related activities can also be performed effectively & efficiently for sustainable
development the whole project of BP Deepwater Horizon. Application & implementation of the
innovative strategies can help the project manager in dealing with all the future aspects of the
project along with meeting up with the development standards (Fillion, et.al. 2012).
Evidence
For resolving & eliminating the major problems & issues related to the BP Deepwater Horizon
project. Various effective tools of project management can be applied & implemented by the
project manager for enhancing all the adapted & implemented strategies, effectively &
efficiently. All the activities can be achieved easily with the help of all these tools
(Hadjinicolaou, & Dumrak, 2017).