Relevance Of Project To Meeting Organizational Objectives

Published Date: 02 Nov 2017

Basically the word Project itself derives from the Latin word Projectum which sense "something that comes formerly anything else occurs". A project is "a sole strive to generate a set of deliverable within obviously regular time, cost and quality restrictions". (Jason Westland, CEO MPMM) "Trying to manage a project without project management is just the same as trying to battle a war in battle field without required weapons" (K. Tate)

The knowledge of the project management life cycle is inestimable for guiding your project successfully from it's very start step to its completion.

Five Steps in Project Management Life Cycle:

when one is arranging a project for him or her it doesn't matter what project is, the project management life cycle can help one and ones members in narrowing the focus of project, keeping the aims of project in order and completing project on due date, along the budget and with minimum of the headaches..

It is said that project management life cycle comprise of five steps which are figured down, none of the below steps have priority over each other each step is playing a decisive role, in getting the project off the ground, through the race, down the stretch and across the finish line..

Initiation

Planning

Implementation

Control

Closure

Initiation

In this first step an over-view of the project over and above the strategy is arranged to the plan that is on using in order to accomplish the required consequence. This phase of initiation is phase of assigning and selecting required team members for the project by project manager based on his/her experience and skills.

Planning

Second the all-important step for every successful project management life cycle and planning should comprise a full informative detailed study and the assignment of each task of the project from beginning to the end. Risk valuation is also embrace in planning phase in addition to describing the conditions needed for the successful accomplishment of each of the task. to put in a nutshell the process of working is described; shareholders are identified and are reporting frequency and channels explained.

& d. Execution and Control

Step three and four are the weighty ones. when it comes to the project management cycle, implementation and the control are considered to be the crux of the five steps in project management span, which confirms the activities of project are appropriately performed and controlled. The planned solution is implemented in order to solve the problem specified in the project’s requirements during the execution and control phases. In the product and the system development, a design which resulting in a specific set of product requirements is created. Prototypes are used to measure this convergence, testing, and reviews. As the phases of execution and the control gets progress, groups across the organization become more deeply involved in planning for the final testing, production, and the support.

e. Closure

Fifth step is the closure-the manager for the project should be fine-tuning little things in order to confirm that the project is done to completion. The phase of closure is typically highlighted by a written formal project review report which contains the following elements: a formal acceptance of the final product that will be by client, weighted critical measurements (a match between the initial requirements laid out by the client against the final delivered product), the lessons learned, project resources, and a formal project closure notification to higher management.

Project management life cycle keeps everyone on the team focused. Time is saved by the project management life span. Fortunately, modern technology provides a variety of templates that will take one from start to finish, which is making the project management life cycle user friendly no matter what is ones level of management skills!

Planning:

Looking ahead and putting up high goals and drawing the future course of action in order to be followed is meant by the word planning or it is a detailed program concerning future courses of action. Planning is a preparatory step and is a general activity which calculates how, who and when is going to achieve an exact job. It is fittingly said "Well plan is half done".

Implementation:

It is the functioning step, implementation, or practice of a plan, technique, or any design for doing something. This step comes after planning is done. In an information technology context, implementation covers all the processes that are contained in getting new software or the hardware operating appropriately in its environment, including installation, configuration, running, testing, and making the necessary changes. Sometimes the word deployment is used to mean the same thing.

Completion:

The step after implementation is step of completion step in a project financing where the cash floods from the project itself become the main source of repayment of the loans. Before completion the sponsors of the project or its turnkey contactor are the source of primary

Evaluation:

Evaluation can be said the arranged explanation and giving sense to the predicted or the real impacts of proposals or the consequences. It looks are original aims, and at what is either predicted or what was achieved and how it was achieved. Primary aim of a program assessment cab be to "determine the quality of a program by formulating a judgment"" Marthe Hurteau, Sylvain Houle, Stephanie Mongiat (2009). Source: .slideshare.net/ashutosh_bangalore/project-managementlife-cycle-phases

The five stages discussed above are used in any project. For example the sales manager of Emirates National Bank of Dubai has been assigned 100 credit cards sell project. The manager is going to take first step of initiation for this project by defining his/her group of sales person based on their past sales experience plus he/she will be targeting the customer area.

The next step is planning how his/her sales group will be approaching the targeted customers plus how the will be convincing the targeted customers.

Thirdly the manager will be going to practical step of implementation of what he/she has planned.

After the implementation takes place step of controlling is really crucial in order to see whether things are going the way in which they were planned or what.

Last step is the closure where the manager along his/her sales group for the assigned project will be ensuring that things are done according to planning and no stuff is remained pending.

P2 Explain the needs and expectations of all stakeholders involved in a project

Mostly people are affected by a project, and in return may also be affected by a project. Shareholders are those who directly and indirectly are involved in the project. Set of people who have analogous needs in relation to the particular project are called shareholder group. It is almost impossible to communicate with each and every shareholder on an individual basis but by grouping shareholders, their needs can be addressed in an effective and efficient way.

Stakeholders type

Needs and Expectations

Customers and Suppliers

To be informed of the high level of activity plans this will affect them during the project.

To be informed about the changes to procedures and documentation on the Project.

Team Members

To understand the plan at a high level and the outcomes key activities and.

To understand roles and responsibilities of team members within project and team. 

To understand the level of accountability and the deliverable responsibilities as a team and as individuals and how it will add value to the business itself.

To provide the feedback sessions for the people inside and outside the team during the project.

Understand the expectations about the project communication and managing the relationships outside of the team. 

To understand how issues can be raised and feel supported.

To know about what is going to happen to them after go live.

Employees

To understand the deliverables required from them at a high level and also the changes to their area.

To feel that their business has been included in the design decisions by representatives attending the workshops.

To feel assured that they are going to get trained and educated in the new system and procedures of the particular project. 

To know the responsibilities of those who are involved in the reporting processes and to be aware of the process and time schedules for any changes that occurs.

Local Community

To be kept informed of high level of the issues and the progress of the particular project.

To review the scope and benefits of the business for the particular project initially and on the basis of exception throughout the project.

Outside agencies and authorities

To be informed of the changes to their area by understanding the high level plans and having the key outcomes that is highlighted for them during the project.

To know the responsibilities of those who are involved and be aware of the process and the time schedules for change.

Shareholders

Shareholders expecting that the business to be highly profitable, offer good returns from business, be honest (with them) expecting some degree of control over the board, to be able to oust members who do not perform as expected.

Most important the shareholders are expecting to be kept well informed of the business activities.

Contractors

Contractors may expect to be kept fully informed; they may expect any problems or issues during the course of the particular project to be eliminated quickly they may expect certain members of their team to be consulted about the aspects of the project; they may expect notification and coordination prior to the particular project delivery; or any number of other expectations as well.

Source: www.sdn.sap.com/irj/scn/go/portal/prtroot/docs/library/uuid/50ea15fd-4d44-2a10-81a1-943c7f84d768?QuickLink=index&overridelayout=true&17639430706948

P3 Prepare a project plan to include objectives, milestones and individual contributions

Relevance of project to meeting organizational objectives

Achievement of the important tasks and the aims of organization today are being accomplished increasingly through the use of projects. A new sort of organization has appeared lately in order to deal with the quickening growth in the number of multiple simultaneously ongoing, and often interrelated projects in organizations. This project-oriented organization is often called "enterprise project management" (Levine, 1998), "management by projects" (Boznak, 1996), and similar names, was created to tie projects more closely to the organization's goals, the plan and to integrate and centralize the management techniques for the developing number of current projects. Given that the organization has an accurate mission statement and the strategy; the selected projects should be steady with the strategic goals of the organization. In what follows, we first discuss a range of common project selection methods. We then define the process of strategically selecting the best set of projects for execution, called the Project Portfolio Process.

Overall purpose of the project

The aim of project is basically assessment of individuals’ projects or groups of projects and then electing in order to execute a set of them so that the aims of the parent organization are being fulfilled. Before starting project life span, it must have been elected for the aim of funding by the parent organization. Whether the project was suggested by a client outside or by a member of organization, it is subject to approval by a more or less formal process of selection. Often conducted by a committee of senior managers, the major function of the selection process is in order to confirm that the several conditions are considered before a commitment is made to undertake any project.

Aims

To organise an event for the IT professional in order to introduce the new Windows 8 and Office 2013

Objectives

To plan, execute and assess the particular project, creating all the necessary documentation for it.

Timescales

Action Items

Programming

Promotion

Operations

Sponsor- ship

Member-ship

Web

Treasurer

Program topic decided

90 days or more

Identify potential sponsors to meet budget

90 days or more

Secure Venue

60 days or more

Signed speaker agreement

60 days

Secure sponsors, collect all funds due

60 days

Speaker bio/topic outline

60 days

Obtain sponsor logos

45 days

Write invitation copy

60 days

Print invitations, posters, banners, etc.

30 days

Mail invitations

20 days

Reminder e-mail

15,10,5 days

Obtain Speaker A/V requirements

15 days

Obtain copy of speaker handout materials

15 days

Secure A/V equipment as required

15 days

Establish registration process

30 days

Report registration headcount

15,10,5,3 days

Order food/beverage

5,3 days

Update web site with program announcement

21 days

Secure membership table/information

3 days

Maintain budget, report variances

15,5,3 days

Prepare registration table materials

day of

Process on site and pre-registrations for attendees

day of

Process on site payments

Day of and 1-2 days after

Reconfirm venue, food/beverage, room setup, A/V requirements

3 days

Reconfirm speaker arrangements

3 days

Greet attendees

Day of

day of

Set up and monitor membership table

day of

Test A/V equipment, confirm timing schedule

Day of

Update database with attendee information

2 days after

Thank you letters to sponsors

2 days after

Update web site

day after

Report final accounting

5 days after

Resources

Limited Submissions and Internal Competitions are required.

Not-For-Profit Sponsors is required.

Commercial Sponsors should be there.

Industry-Supported Clinical Trials are required.

Start-Up Sponsored Agreements are needed.

Key milestones

The typical life cycle of a particular business project includes the several key milestones that mark significant points in the process of the business project. While the specifics of the various projects differ, many of the critical points are being similar, whether you're managing the development of a new software program or constructing a building. For determining whether the project is on track of off track these checkpoints in the planning, building and completion steps will make help

Purpose

Every project has a work plan that designs the specific steps and performance that are considered necessary in order to complete the project. Specifying steps in that plan as your key milestones for the project, you can pursue your progress toward the completion of it. You probably know the end date or expected delivery date for the project, but you'll want to pursue your progress all over the project necessarily. Assigning the specific completion dates for each and every milestone helps you in order to determine if you are staying on pursue to meet the final deadline or not. Without the milestones built into the work plan, you may not realize until it's too late that you won't finish on time.

Identification

The ends of each phase of the project or particular project create natural goals for pursuing the purposes. For example, a software-development project typically embraces the planning, the growing, the testing and the using for the software. The end of each phase delegates a decisive stage in the particular project. Another way to identify the key milestones is to examine the plan in order to calculate which actions are required before the next step is possible. In a construction project, the base must be completed before the walls can go up. You may need to pass specific reviews during the construction process before you are able to move forward to the new step. Look for the critical actions that play a decisive role in keeping the project moving as your milestones are.

Timeline Development

The identified milestones need an assigned completion date in order to observe your progress. Calculate the total amount of time available for the particular project. Look at each and every section of work leading up to each and every milestone so you are able to estimate how long it should take to complete it. Use this information in intention to divide the total project time among each of the milestones. Determine the due dates for each milestone based on the time approved.

Monitoring

The milestones themselves won't keep your project on the course. For confirming this that your employees are staying on the track you need to regularly monitor the project activities and compare them with your milestone. If you note that project falls back or you begin missing key milestones, assess that in where the project is getting off track. If you aren't able to extend the project's timeline, determine how you can make up ground to get back on the course.

Individual contributions

The focus of the individual involvements is on the success of team in terms of rewards and tributes. If you do need further intuition, the team’s leader(s) are a good source in sureness of they are any good and the team itself is a good source of positive feedback (like a "player of the month" award). 

The viewpoint of an individual motivational that an environment where "Not wanting to let the team to be down" is usually being very healthy. If one don't really have teams, that won't work and one either invest in creating a team or recognize one have got a bunch of individuals and that are acting accordingly. 

The success for any given particular of group project is to break the project down to its individual components with very specific deadlines for each and every of the task. Hold the individual team members that are responsible for accomplishing the specific objectives by the given timeline. While the group is held accountable for the results of the project, each team member must carry their weight accordingly. group discussions like when each individual reports on their progress, and not be allowed without preparation to meeting creates a sense of mate pressure," if one of us fails, we all fail"

Output

Failure of a particular project is determined based on the quality, the quantity, and the timeliness of the deliverables of all sorts that are being arranged at the conclusion of the particular project. The sum or total of the deliverables as well as other sole post project outlays are being referred to by the project management term output. In terms of specific project management theories, the term output are referring specifically to any particular services, results, and or products that are generated as a result of a particular project related process. One interesting component of the intangible idea of the output also is that it may come from the result of input to a successor process. Output can come in a variety of formats from the written short form reports, written long form reports, and other verbal means of the output. Output may also be a formalized type of material or it can be inform and in some cases discretionary and or informational only.

Evaluation criteria

The evaluation criteria include the following:

1. Link to the Strategic Imperatives.

2. Application of the Six Sigma Tools.

3. Availability of the Active Sponsor Engagement.

4. Team being Actively Engaged.

5. The Broad Organizational Awareness of the Project.

6. Project Delivered the Anticipated Results is required.

7. Project Completed on Time is necessary.

8. Successful Transition of the Ownership to the Process Owner.

9. Improvement should be sustained over Time.

10. Replication of Results is needed.

Sources: http://my.safaribooksonline.com/book/project-management/9780470533017/the-world-of-project-management/selecting_projects_to_meet_organizationa#X2ludGVybmFsX0J2ZGVwRmxhc2hSZWFkZXI/eG1saWQ9OTc4MDQ3MDUzMzAxNy8xMA==

http://smallbusiness.chron.com/key-milestones-projects-34472.html

www.linkedin.com/answers/business-operations/.../48998-1621258

http://project-management-knowledge.com/definitions/o/output/

P4 Prepare at least two methods for monitoring project progress

Gantt Chart.

A Gantt chart is a type of bar chart that shows a project schedule. Gantt charts start the start and the finish dates of the particular project.

1. Clarity

One other big benefit of a Gantt chart is the capability of tool in order to reduce the multiple tasks and timelines into single document. Shareholders throughout an organization can easily understand where teams are in a process while grasping the ways in which the independent elements come together toward the completion of particular project.

2. Communication

Gantt charts can help the team to replace meeting and improve the other status updates. It clarify the chart position offers an easy, visual method so to help team members to understand the task progress. To see other ways in order to compile status information, go through these series of articles.

3. Motivation

Some of the teams or the team members become more efficient when faced with a form of external inspiration. Gantt charts suggest the team’s capability in order to focus work at the front of a task timeline, or at the tail end of a chart segment. Both types of the team members can find Gantt charts meaningful when they get their own work habits into the overall project schedule.

4. Coordination

For the project managers and the resource schedulers, the benefit of a Gantt chart embraces the capability to arrange events and reduce the potential for overloading the team members. Some project managers even use the combinations of charts in order to break down projects into more manageable sets of the tasks.

5. Creativity

Often, the conditions such as lack of time and resources makes project managers and teams to work more hard and find productive or creative solutions for it. Observing individuals tasks interweaving on the Gantt charts mostly inspires the new partnerships and the cooperation that night not have developed under the traditional task assignment systems

6. Time Management

Most of the managers regard scheduling as one of the major benefits of Gantt charts in a creative environment. Most of managers say that considering schedule as one of the major advantage of Gantt charts in a creative environment. Helping the team to understand the overall impact of project delays has another benefit which is it can promote stronger cooperation while motivating better task organization

Network Flow Chart

It is a schematic demonstration of a arrangement of operations, as in a producing process or in a computer program. It is also called flow diagram, flow sheet.

Visualization of Concepts

Diagrams provide the easy way of learning as it offers way for your audience or the classroom or the team members of a particular project to visually hypothesize the material and occupy with it in a way that isn't necessary possible with lecture alone. Certain type of the diagrams, such as Venn Diagrams, shows the interrelation of ideas by placing correlate words in the overlaying bubbles. This can help the students, audience, and the team members to understand lessons that may seem too complicated when communicated in a purely lecture-based teaching/delivering situation.

A Picture Can Say More

Basically diagram is a picture that illustrates information. Statistical data and other information can be explained through diagrams, like how a specific system works, quickly and with less of pressure on the resources. Diagrams procedure is more helpful than a narrative-based method. This is essential in the business world where information is constantly disseminated and the need for accuracy, the speed and the understanding is supreme.

Graphics Maintain Attention

In the bright and the shiny world of the desktop publishing, colorful presentations that capture the eye can mean the difference between listeners captivating the information or turning the aimed concept down. A presentation is depending deeply on the diagrams that can both maintain the listener's attention by giving them something engaging to look at and by allowing them to absorb the information in consumable, memorable chunks. A diagram is also helpful in distilling the lesson plan or the presentation into simple concepts, which allows the listeners or the students to quickly comprehend the outline.

Source: www.brighthubpm.com/templates-forms/2434-top-ten-benefits-of-a-gantt-chart

P5 Explain how to deal with two problems which might impact on progress of a selected project

There must be an alternative for the introduction of windows 8 that must be the following:

2 speakers should be given the accountability to get prepare for the introduction, incase if one is unavailable the other can carry the introduction speech.

The hotel that has been booked can now only accommodate 300 people due to a change in fire regulations

What is a must in this is an alternative for the hotel that been booked can now only accommodate 300 people because of change in fire regulations that must be the following:

They can book the hall room as well, in case there is a lack of space, they can book another hotel to provide the accommodation to guests.

Staff can compromise with the accommodation issue by adjusting 3 to 4 people in a single room.

They can book a hotel which is not single piece hotel but has chain, so that the hotel management can easily provide them with another hotel with same facilities.

P6 Design a suitable reporting method to review outcomes for a given project

The above chart shows two main objectives for the given project that are planning and implementation and output and evaluating. Under planning and implementation the aim, key milestones, resources, timescales, and individual contributions falls where the output and evaluating get the network flow diagram, Gantt chart and the evaluation criteria.