Project Management
Project management is an approach to facilitate every project in the most convenient way as possible. Understanding the concept and techniques of managing the project is like having a special tool that is very useful in every kind of situation.
As a senior project manager in a well-founded organization, it is best to guide a new employee with the one who can deliver the different side of a new project. An orientation is not necessary a guide but an introduction on the different views or perspective of a proposed project. A trainee is expected to listen to whatever does the senior manager told him and therefore, reflect in all of the thoughts he gained within a short period of time.
Part 1
1.0 Project Introduction
Project management is the use of techniques and skills in planning and controlling the tasks or activities involved within a proposed project. In addition, the identification of the needed resources is also part of the planning and control. The main purpose of the project management is to achieve not only the completion of the project but also the success of its implementation.
A successful project management has three basic requirements: completion on time, within the allocated budget, and performs to a technical or standards which satisfy the end user. Being familiar with the use terminologies enables the individual to understand the project management. At first, the term project is an interrelated set of activities that has a definite starting and ending point and anticipated to accomplish a unique outcome. Another term is called the activity or task which is the smallest unit of work effort within the project and consumes the time and allocated resources and definitely under the control of the project manager. An appropriate sequencing of activities has a great impact and advantage toward the entire project. And the last terminology is the schedule which refers to the allocation of resources. The use of schedule sets the priorities to accomplish the activities within the given time.
Every project is carried out by people, and machineries without any human interaction are impossible because the roles of people are the critical part of the success of the project. This human coordination is the main feature of the project. The project teams are composed of people come form different environment and background of experience. And all of the people are trained and responsible to deliver the project with full benefit for the entire organization.
2.0 Planning, Control, and Tools of Project Management
2.1 Relationship between Planning and Control
The project planning is the start of every project management that is set after the decision made by the organization. With the planning, the choice of the people oath to contribute their responsibilities and committed for the success of the project. The project manager is the one who appoints and makes an explicit decision for the entire team. The planning involves the selection of the people and based on their skills and knowledge. A well-developed plan can help the team establish their task as their very special task. For a broader view, the planning needs to identify the objectives that will drive the whole project to in detailing the different activities and costs.
Meanwhile, the control in the project management has many factors such as knowledge, skills, goals and personalities. In addition, the controls are facilitated with the technical skills. For the project control, every stage should be clear in the project team to have a better implementation over the activities. The right control assists the successful development that is required in the completion of the project.
Moreover, the control requires adequate monitoring and feedbacks as part of the initial projections at each stage. The importance of the monitoring and feedbacks enables the project manager to anticipate problems, where the manager or the entire team can measure the drawbacks and benefits. The control is not only in the hands of the project manager but with the help of his chosen allies.
2.2 Assisting Tools and Techniques
A project manager acquires a set of tools and techniques to deliver the project in a more efficiently and effectively. Every part of the project is subject to breakdown the essential elements such as identifying the phases, activities, milestones and controls. As part of the project lifecycle, the influencing factors, goals, objectives and scope of the project will be determined. The use of tools and techniques will assist the manager to develop a precise strategy, recognize and understand the limitations and make an alternative course of action.
The appropriate project tools and techniques raise the level of the critical path of the project to all participants as well as interpreting the resource requirements and other possible risks. The tools are composed of Network Analysis Diagrams which helps the planning and scheduling process through the use of Program Evaluation and Review Technique (PERT) and Critical Path Method (CPM); Gantt Charts that provides the timescale and sequencing of project activities; Resource Histograms that needs the documentation and identification of the needed resources; Stakeholders Analysis and; Budget Planning and Development that corresponds to the control of the project and starts in the budgetary control procedures.
3.0 Brief Report
The fabricated activities of the recent project have been evaluated through the intensive planning and management. The management of the project and their requirements includes all the expectations and constraints from the technical and nontechnical requirements. The requirements will be set out after the detailed planning of the project.
The basic stage of the proposed project will consider the legal affairs and regulations of the government. The purpose of this legal aspect is to assimilate the different trading regulations, such as shipping of the domestic government and from the foreign country. At some point, the negotiation for the foreign government is currently on-going and can build a strong foundation of relationships.
In the first wave of the project stages, it is important to find appropriate people who can fill the necessary facilities. The continuous hiring and recruitment of the workforce that passed through screening and skilled enough is an advantage for the company. Therefore, the staff and workers that are qualified to join the project are anticipated to contribute and dedicate their efforts for the accomplishment of the project.
The project manager is expected to set out the needed criteria in filling the gaps of the project. With the help of intensive research and guided with the critical minds of the propellers, the appropriate methods and strategies will be formulated and be applied in the pilot operation of the said project. The stages of the project are relatively difficult since it is new to the entire organization and the leaders expects great outcome. But the project team is defining the right process to accommodate the projected timescale for this project. With the measurement based on the networking analysis, the project will be successfully accomplished.
4.0 Responsibilities of the Project Manager
If the person really shows his ability and performance, there is no doubt that a senior manager should accept the offer. Other than that, there are other responsibilities that he should possess in leading the project. These responsibilities will determine his strong influence within the organization and can help promote a well-accomplished project.
Firstly, every project manager can plan thoroughly in all aspects of the project. The manager’s active involvement and commitment can help satisfy a more realistic plan and functions. Secondly, the essential control is indeed required on the organization of manpower. A manager should maintain the harmony of his people because coordination enables the accomplishment of the project. Thirdly, the manager has his own control and assurance on the technical and cost aspect of the project.
Fourthly, a manager who can lead his people has a strong indication of a good leadership. With that advantage, the assigned task will not create any chaos and the elements of his management will move forward the completion of the project. Fifthly, he can monitor the performance, costs and efficiency of all elements under his management and judged them without any signs of bias or self-interests. Accordingly, a manager is also expected to resolve any misunderstanding between the workforce and any problems in the activities where he can apply the probable solution. And lastly, a manager should possess the complete understanding on how complicated the project maybe in which he can apply the overall standard of performance he learnt form his 10 years of experience.
Part 2 Project Activities and Other Information
Activity
Preceding Activity
Duration (month/s)
Costs (0s)
A
1
20
B
A
5
45
C
A
2
30
D
B
4
52
E
C
2
40
F
D
4
56
G
D, E
3
36
H
F
2
30
I
G, H
4
60
1.0 Requirements:
Network Diagram
(A, 1) (B, 5) (D, 4) (F, 4) (H, 2) (I, 4)
11111 (E, 2)
(C, 2) (G, 3)
Critical Path Chart
Start Time
Finish Time
Event
Activity
Activity Time (month/s)
Earliest
Latest
Earliest
Latest
Slack
Costs (0s)
Critical Path
1, 2
A
1
0
0
1
1
0
20
2, 3
B
5
1
1
6
6
0
45
2, 4
C
2
1
1
3
3
0
30
3, 5
D
4
6
6
10
10
0
52
4, 5
E
2
3
8
5
10
5
40
5, 6
F
4
10
10
14
14
0
56
5, 7
G
3
10
13
13
16
3
36
6, 7
H
2
14
14
16
16
0
30
7, 8
I
4
16
16
20
20
0
60
Note: All of the rows that are marked by check are all critical and candidate for delaying the execution of activities or eliminating the activity to lessen or gradually minimize the time and costs the whole project will consume. The network diagram shows the relationship of every activity and how they can be coordinated with each other. Meanwhile, the critical path method is an analysis of every activity where the project manager can base his decision.
2.0 Requirements:
If the company or the project manager decides to reduce the time involved in the project, he has the will to lessen, delay, or eliminates the unnecessary activities by crashing it down. The Crashing of activities in a project has an objective to determine the best time where it can be cut substantially with minimum costs. In addition, it is used to find the most efficient allocation of additional funds to reduce the project and be in exact completion time. The idea of using the crashing of activities is best applied if and only if the
Gantt Chart
Months
Costs
Activities
1
2
3
4
5
6
7
8
9
10
(0s)
A
20
B
18
C
30
D
39
E
40
G
36
H
30
After the crashing of activities, the project manager has a free will to eliminate or delay any activities that has critical paths. The crashing of activities enables the manager to weigh what is the applicable activity to help the team lessen the time and costs allotted for the project. As shown in the Chart, the duration of activities is set in definite time or months and expected to be finished within 10 months. The arrows show the normal duration of activity before it has been crashed. As you will notice, the cost of the crashed activity was also affected been minimize. This strategy aims to accomplish the project in a less possible time and at minimal cost as much as possible.
Conclusion
Every project needs to be managed by a person who is qualified and have a strong sense of leadership that can facilitate the workforce and resources involved in the project. In fact, the managerial skill of the person over the given project reflects in the efficiency, not only in time but as well as the cost of the project. The project that is fueled by the knowledge and skills of people is best accomplished with the coordination and strong relationship between them.
The decision of the project manager to facilitate the project is based on his past experience and qualities. The duties and responsibilities of the manager are focused on making the project meet the expectations of the corporate leaders and generate more benefits. The use of the tools and techniques in determining the critical stage of the activity is advised to be applied in any proposed project to eliminate the unnecessary activities and be a cost-efficiency project.
Consulted Works:
Burke, R., 2005. Project Management Planning and Control Techniques 4th Edition. John Wiley& Sons, Ltd, p. 158.
Cortez, G., et al., 2001. Management Operations (Quantitative Technique). Grand Publications and Research Corporation, pp. 169-181.
Del Rosario, A., 2005. Quantitative Techniques for Business Management 3rd Edition, p. 306.
Project Management [Online] Available at: http://members.tripod.com/humphrey_doc/teacher/bused/PM_Text.pdf. [Accessed 16 Dec 2009].
Project Management London School of Business & Finance [Online] Available at: http://www.lsbf.org.uk/files/pg_certificate/Project_Management.pdf. [Accessed 16 Dec 2009].
Credit:ivythesis.typepad.com
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