- What do you think must be done to prevent failure of the
implementation of this system?
Planning
a project needs to be verified and well studied. It shouldn’t be rushed and
thought in just a jiffy or in a blink of an eye. There should be a lot of
process to undergo before implementing it. There should have been an initial
costing made for the business case so that they can monitor the budget costing.
They wouldn’t have wasted a lot of money in the process because they have
prepared the right amount. The right amount or an amount greater than the
amount needed so that they can cater every need of the business case.
They
shouldn’t forget to prepare the project management process groups so that the
project can proceed smoothly. The process groups can be of a big help for the
project because it is a step by step pattern that can lead the project to a
succession. By following these process groups there would be a big chance for
the project to be successful.
They
need to undergo the initiating process groups; initiating process group defines
and authorizes the project or the project phase. By initiating process group
the entry criteria are verified, including the availability of the required
resources. Whatever requirements that the team has been found needed for the
project or the resources that they would need to have for the project they want
to finish.
In
undergoing the initiating process groups that would simply viewing the
resources that can be of help for the project. Transferring valuable
information between the contractor and the client is one of the things that can
help to the succession of the project. It would also be for the better of the
project because there is closure between the worker and the client. There will
be a clear communication because from the initiating process they have already
spoken about the resources that they would need for the project. They wouldn’t
be struggling because from the very start they have already verified the things
they have decided on for the project and they have viewed on every available resource
they can use. The resources that they will need, use, and important for the
completion of the project.
Planning process
group defines and refines objectives, and plans the course of action required
to attain the objectives and scope that the project was undertaken to address.
Having a good planning process group can help gather information from many
sources with each having varying levels of completeness and confidence. The
planning processes develop the project management plan. These processes also
identify, define and mature the project scope, project cost and schedule the
project activities that occur within the project. As new project information is
discovered, additional dependencies, requirements, risks, opportunities,
assumptions and constraints will be identified and resolved. Significant changes
occurring throughout the project life cycle trigger a need to revisit one or
more of the planning processes and, possibly, some of the initiating process.
In the planning
process group preparing for the course of action and thinking through on how to
proceed on the project is the key. The key in which the project is being
studied and is where they will gather the information they will need. By
studying the project the team can see through and plan through what will they
do if ever there are problems. If ever that they have viewed in their study
that a problem might arise if they would do this and that then to the very
least if they encounter that problem they would already have their own
solutions and answers. They can also review the scope needed while planning on
the project. The proper studying of the range or scope that they will need for
the completion of the project, also the cost of money that they will need to
prepare and the things or the schedules that they need to meet within the given
project implementation. Having good planning they can also prepare for the
possible changes while they are doing the project. The requirements that they
will need for the project, the risks that they have to face while they are
working on the project or while implementing the project and the opportunities
that might arise while they are in the midst of doing the project activities. Prepare
for the assumptions that could pop up while doing the project because there are
sometimes that the team or the client make these assumptions while the project
is just being started or only on its climax. They should see through the
constraints of the project, the team and also the potentials of the client to
work on the projects and having these constraints identified they should be
able to prepare or have their resolution. The resolutions that can help resolve
and clear up the hindrances or problems that might or could cause for the
project to fail or end up as a failure.
Executing process
group integrates people and other resources to carry out the project management
plan for the project. It is consist of the processes used to complete the work
defined in the project management plan to accomplish the project’s
requirements. This process group involves coordinating to people and resources,
as well as integrating and performing the activities of the project in
accordance with the project management plan. It also addresses the scope
defined in the project scope statement and implements approved changes.
Having the
executing process group it would be the section where the team will have to
work on the planned activities for the project. The process wherein they will
have to coordinate to the resources that they have identified and verified
while they were in the initiating process group and the planning process group,
the things they have studied, reviewed and verified. They would also have to
work on the prepared schedule based on the planning process group. Meeting the
assigned activity so that the project can proceed smoothly as planned
beforehand will be one of the main things that should be done in the executing
process group. Having able to achieve the defined scope statement will be the
completion of the execution process because this process is the part where the
team will be working the project plan, showing what they have agreed and
thought of to be the output of the project. Not only the output of the project
but also meeting the range of scope that is given to them or planned for them.
They should be also prepared for the implementation of the changes that they
have approved on thinking that there would really be changes while working on
the project. Consistency is not applicable while doing the project because
there is constant change or there will really be changes that could happen
while the project is still ongoing construction.
Monitoring and
controlling process group regularly measures and monitors progress to identify
variances from the project management plan so that corrective action can be
taken necessary to meet project objectives. It consists of those processes
performed to observe project execution so that potential problems can be
identified in a timely manner and corrective action can be taken, when
necessary, to control the execution of the project. The project team should
determine which of the processes are required for the team’s specific project.
The benefit of this process group is that project performance is observed and
measured regularly to identify variances from the project management plan. It
also includes controlling changes and recommending preventive action in
anticipation of possible problems.
Viewing the
situation there will be constant monitoring and control needed for this
project. This project would greatly make the monitoring and controlling process
group consistently working. They would have to monitor if there were great
difference between the project plans and if there would be possible variances
then they would need to immediately take control of it and correct it. This
process group will be the viewer from the side but the front liner if the project
has a need of correction. Since, they have project objectives this process
group will be the one to secure that every objective is met by the team. These
objectives that they have set so that they can have guidance while they are
working on the project will be one of the things that this process group should
have to observe. By means of monitoring they should have a timely check on the
progress of the project so that they can easily identify the mistake and
immediately take corrective action. Continuously monitoring and controlling the
progress of the project they will have discipline as they are working on the
project because the progress of the project is constantly observed. It also
goes to show that by controlling the project they can also control the changes
that would be or have been made and also having preventive actions in the
arising possible hindrances and problems.
Closing process
group formalizes acceptance of the product, service or result and brings the
project or a project phase to an orderly end. It definitely includes the
processes used to formally terminate all activities of a project or a project
phase, hand off the completed product to others or close a cancelled project.
When completed, this process group verifies that the defined processes are
completed within all the process groups to close the project or a project
phase, as appropriate, and formally establishes that the project phase is
finished.
Working on the
closing process group will be the sowing of the project output. The end result
of the project being worked on. It will be the time where the team will have to
showcase the project by bringing the project to its end. By means of ending the
project it will also be the end of every activities of the project phase. If
the project is already completed then this process group will verify and view
on every defined process that have been prepared and to close the project or
the project phase. This will also be the start of the project being officially
used by the client but the end for the work of the team. This will also be the
section where they will witness whether the clients were satisfied by their
work or not. This will be the part of the project where it will be viewed as a
success or not.
In every project
there will be a proper way to handle it. A very good way of handling is being
able to keep the project working or an effective way where the project will
result to success not failure. It is just a matter of studying, verifying,
reviewing, deciding, planning, identifying and implementing the things that
will be essential for the project. Studying the project well will be a good way
to be able to know what will be the needs, or the ways that can make the
project successful. Verifying is also essential so that you can check on whether
the project can really work, running through thorough examinations and
investigations about the project. Reviewing will be the part where you will
have to see through the arising problems in the midst of doing the project.
Deciding will be the section of thinking whether the project is applicable,
viable and useful, whether you will make the project happen or think of another
project. Planning is when you have clearly decided to pursue the project you
have studied and reviewed. To plan on the project will also be the means of
identifying what will be the needs of the project. By finding out the resources
you might need, the problems that might arise and the things that will set as
solution to these arising problems. Having everything planned and identified
then that will set you up to being prepared for the project that has been
thought of or the project that you have decided on. Then that leaves the
implementation, the part where the true work begins, the beginning of the
proper working for the project that has run through many studies. Having these
things will also be of help to the succession of the project. One should never
forget to plan because having a plan will clearly define the difference between
success and failure.
2. As a project manager, how would
you handle this type of project scenario?
Being a team
leader, a project manager is a big burden. Deciding every move, thinking what
is better and having the vision of what will be best for the team, the group or
the company itself. To be the one carrying out every problem, solutions,
possible outcomes of every decision that is made and every idea that would be
better for everyone. However, having every single thing in your hands, it would
make every decision matter, every mistake accounted to you. As a company
president you may have the power to hold people but as what they say, “Great
power comes with great responsibility”. The company president will be the one
responsible for the good, bad, best or worst outcome that will possibly happen
in the company. The person who will be the one accounted to be the man behind
the work of his employees, their guide and their leader. The work his employees
will clearly reflect on how he handles them and how he manages everything
within the team so if his/her employees won’t do well it might also reflect to
him as the one who manages them. But, you can never expect that he/she is the
one responsible to the failure made by his/her employees.
I
will have to coordinate with every employee so that there can be a big
assurance to the completion of the project even with just a few people working
on it. With coordination and help from other groups might lessen the trouble
for the project team because they will serve as back-up. The other group will
be the one working behind the project team to do other work if the project
teams’ hands are already full. It would also lessen the burden and every
problem they might encounter can be done without consuming a lot of time
because of the coordination they have between groups.
Project teams
needs to be together because being together you can achieve more and do more.
As a team you can finish more and get done a lot more things than usual.
Helping each other, being there for one another can make a big difference
between succeeding and failing. Working on a project you need to get things
done and don’t think that it is for your benefit but it is for the benefit of
the team because nothing is more important than the name on the back. As the
project manager handling and working with the project team can have a key role
to the succession of the project.
We
will need to optimize the time while we are working on the project. By doing
that we can efficiently work on the project having less time and might be able
to get it done even before the deadline. So long as everyone in the team can
work with their full focus and they have everything ready for the project.
As
the project team we shouldn’t forget to have a common vision. By having common
vision until the project team can see through everything until we are done with
the project we won’t be distracted. We should have this common vision so that
we will not forget that within the team we won’t think of anything else but to
finish the project as to what we have promised and signed with the client or
customer.
We
will have to set priorities or to have a simple protocol to follow. To have a
protocol or a priority as a set up, as the team working on the project we
wouldn’t be distracted into doing other projects at the same time. By, setting
up these priorities everything in the project can go smoothly because there is
already a plan for the convenience of finishing the project. So never ever
forget to set priorities while working on a specific project and have a
protocol to follow and to remind each and everyone to get done the project on
hand.
I
will never ever forget to develop a project management plan as clearly as
possible and to have it achievable. It would make a great difference in having
the project done on or before the deadline. To have the scope planning ready to
have the project scope defined, verified and controlled and how the work
breakdown structure will be created and defined. Have an activity definition so
that you can identify the specific activities that need to be performed to
produce various project deliverables. Prepare an activity sequencing to
identify and document dependencies among schedule activities. We also need to
have an activity resource estimating so that we can estimate the type and
quantities of resources required to perform each schedule activity. Also the
activity duration estimating for estimating the number of work periods that
will be needed to complete individual schedule activities.
Balancing the
competing demands for quality, scope of time and cost should also be
considered. Being the project manager I would have to think for the demands on
quality because every client expects that the project that they have requested
is done with effort. Quality of the project should be thoroughly observed
because it might also affect the future of the company. It is great having good
quality for made projects, because you can have assurance to your company. The
client can trust you for doing your best in the project that they have paid you
to work on and they might continue to trust you for every other project they
want to be made. As the project manager I should also have to think of the
scope of time, how much time that it would take before the project can be
finished. Every decision made before signing a contract should be thought not
just in a day or two because there are going to be a lot of problem if there is
misjudgment even a little on the proposed scope of time. The more you are getting closer to the said
time the client might be anxious into seeing the progress of the project. They
might demand a glimpse and if you weren’t getting closer to getting it done by
the said date you are breaching the contract and might have to pay for the
fine. And, if you extend the scope of time you might as well add to the cost of
the project. Instead of having the amount in little numbers but because of the
extension of time the cost will get bigger. If ever the project has been made
out of rush it might affect the quality but the scope of time and the cost is
lessen. These three factors should be greatly considered because a mistake from
any of these it would also affect either of the two left options.
I
will have to integrate people and other resources to carry out the project
management plan for the project. Have every resource within reach to work on
the project with ease and be able to finish it before the planned time.
Produce, create or have other team to be of support to the first, second and
every other team who are working on a project or not. It would provide optimization
and efficiency for the projects that we are making. Provide feasibility study
of the project and have it documented so that details are already prepared.
We
will also need to have schedule development so that we can continually analyze
activity sequences, durations, resource requirements and schedule constraints
to create the project schedule. We need to have cost estimating and cost
budgeting to have definite cost for the project we have accepted. Quality
planning for identifying which quality standards is relevant to the project and
determining how to satisfy them. We really need to have human resource planning
for identifying and documenting project roles, responsibilities and reporting
relationships, as well as creating the staffing management plan. The human
resource planning is one of the processes we shouldn’t forget because it is
very essential to our field of work. The communication planning is also
necessary for determining the information and communication needs of the
project stakeholders.
I will have to
prepare a risk management planning to be able to decide how to approach, plan
and execute the risk management activities for a project. Prepare risk
identification for determining which risks might affect the project documenting
their characteristics. We need to have risk response planning for developing
options and actions to enhance opportunities and to reduce threats to project
objectives. Plan purchases and acquisitions to determine what to purchase or
acquire, and determining when and how.
As to the issue
that has to be considered one of it is establishing clear and achievable
requirement. As the project manager have to think of everything that could
happen even before we have accepted the project, because if it has already
thought of then we can be prepared for the arising issues. We can work on that
issue with ease because we have thought of it beforehand and we are well
prepared for it before it ever happened in the midst of making the project.
And, that we wouldn’t have to take it easy just because we thought that the
project can just be worked for a small period of time. It might be just like
that but everything is possible cause there is no permanent happening,
everything comes with a surprise the only thing to prevent it is just to think
way beforehand and work on the solution.
To
have groups prepared, work for every process for the project, to make it easier
to finish. Groups to: initialize, plan, execute, monitor and control, and
close. These groups could also prove to be helpful and show good results for
the project because; there would be a group to help on the problems that cause
delay on the finishing of the project. The groups that are made will view every
error, changes, progress, delays, needs, corrections, implementations and many
more. In this line of work, these groups will serve as the checkpoint for the
projects progress within the given time and will be the correctors and cleaners
of the project. They will have to help the team to clarify whatever problems
that we might encounter and to help us study the project more and to come up
with better ideas to solve and simplify the work or the project we are
currently working on. To come up with good or even better solutions for the
team, that will also be proved essential to the closing of the project. These
process groups would be the one responsible for the fast progress of the
project, to be viewed as the source for the cleaning and making it presentable
enough for the customers.
By having
prepared these processes there would be a good chance of the project not ending
up failed. All it takes is to get everything ready and have it in steps so that
you won’t miss a single thing while working on a project.
It would just
need a good decision coming from the project manager. Be a helpful guide,
leader, and be as positive and trustful enough to think that the employees
within the company are doing well and good in every project they are going to
work on. To have a lot of back-up plan for everything, to provide a great
number of options and solutions to whatever problems that might arise. Be as
open minded as much as possible to think well within pressure, besides working
under pressure is a proof of having a great and good mind.
But,
you can never know what might happen in the mere future but you need to assure
that you have everything planned. You have to make a fast but a decision not
made out of recklessness or out of a pinch and pressure. As the project
manager, one should be able to face and think of every fact that might happen
while in the midst of doing a project or in the midst of deciding on a project.
In every decision it can be the thing that will help for the better or worst.
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