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Principles Behind Project Management Systems and Procedures

Paper Type: Free Essay Subject: Information Technology
Wordcount: 5271 words Published: 12th Jun 2017

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The beginning of project management is in the construction business, resulted as pyramids. A king “contracted” for the construction of his own relaxing home, given to a project manager. This manager was accountable for the rational development of the physical structure, with cutting and carriage of stone, organising of workforce, and construction of the pyramid as planned by the emperor.

Modern building organizations hire an updated model of project management, using graphical tools and software to help achieve the sequencing of resources distribution, paraphernalia procedure, and industry knowledge. Usually one organization has several projects underneath at a specified time, confounding the requirement for particular scheduling of resource accessibility to complete each assignment successfully and proficiently.

A number of experts have acknowledged a resemblance to construction firms in operative style. For example, legitimate and public bookkeeping companies, while not necessitating brace beams or earth-moving tools, have various legal cases or specialized checks in progress instantaneously. For these corporations, it is required to assign the accessibility of specialized consultants.

Principles of project Management

Project management principles are most often well-read from practise, and they have world-wide validity for all ventures. This is individuals own perception how he/she could be able to implement those. It is an important matter. Principle Based Project Management begins with these principles:

Rule 1- Keep in mind which type of professional you are going to do. Is this business feasible? Choose projects that are worthy for your business. Recognise the commercial worth in your project and keep an eye for fluctuations. Be conscientious in your selected business, learning and put on finest practices. Define what is exclusive and exterior your capacity of concern.

Rule 2 – Comprehend the client’s requirements and sort them. Carefully apprehend and file the customer’s necessities, get client contract in inscription, and put requirements documents under version identification and change control. Requirements management is the important success aspect for systems development projects.

Rule 3 – Design a sensible plan. Design a plan that outlines the possibility, agenda, budget, and methodology for a practical project. Include job owners in emerging plans and appraisals, to guarantee viability and buy-in

Rule 4 – Construct a worthy squad with clear rights. Acquire noble persons and have faith. Create strong possession of well-defined responsibilities; confirm they have tools and preparation needed; and deliver well-timed response. Track beside an operating plan. Give emphasis to open communications. Construct an atmosphere in which team forces at work can gel. Move oddities out. Lead the squad.

Rule 5 – Keep an eye on project prominence and give it widespread distinguishability. Track development and have repeated evaluations. Deliver inclusive perceptibility and communications of players’ improvement, expectations, and concerns. Conduct systematic evaluations of management and practical areas to support manage customer anticipations, progress excellence, and recognise complications before they get out of hand.

Rule 6 – Use Starting point Controls. Inaugurate reference point for the artefact using configuration management and for the plan using budget and schedule reference line tracing. Manage variations purposefully. Practise measurements to standard problematic extents and then track growth quantitatively on the way to elucidations.

Rule 7 – Put pen to paper Significant Matter, Share it, and Save it. File requirements, strategies, actions, and progressing projects. Keep a record thoughts permit them to grow and improve. Deprived of citations it is difficult to have baseline controls, consistent communications, or a repeatable method. Record all significant pacts and conclusions, along with supportive rationale, as they may come up well ahead.

Rule 8 – A good test plan should be there. Cultivate test cases for validations and verifications. Use pilot tests to attest critical items and decrease technical menaces.

Rule 9 – Guarantee consumer contentment. Keep the customer’s real needs and requirements continuously in view. Invisible changes in buyer requests or not concentrating the project on the customer’s trade requirements are definite routes to project disaster. Make a clear plan for Client’s requirement satisfaction.

Rule 10 – Proactive approach should be there. Don’t wait for damage, have each and every backup in advance in the view of disaster. Project problems worsen over time. Sporadically address project menaces and confront them cooperatively.

Appraise the viability of projects and develop success/failure criteria

Project viability can be checked by keeping in mind following criteria:

a) Scope of the study: Basically before taking any project the scope of the project and the degree should be evidently predicted out based on the requirement of the project. Henceforth deprived of a clear visualisation of the project objective it is difficult to make a fruitful project. All the source desired for the project should be accessible in the report undoubtedly, planned accomplishment date etc.

(b) Procurement of data for the studies: Nevertheless the asset and production expenses should be projected as accurately as possible, the budgets and period involved in procurement of the data are not always accurate and it therefore occasionally it is essential for the project team to have faith in suppositions.

(c) Verification of alternatives and assumptions: When numerous substitutions are being delivered with concerning choice of equipment , capability, financing etc. In datum the nitty-gritties will be robust when the following substitutions are provided along with the particulars of the project outline:

1. Planned cost structure.

2. Work plans.

3. Exchange mechanism.

4. Landmark elements.

(d) Planned cost structure: The expenditure for the project deliverables are always in expressions of prices, regardless of the nature of the produce such as study prices, work expenses, overhead cost etc. Consequently it would be idyllic to brand all the essential expenses experienced throughout the project execution, which justifies to be treated as cost. The manufacture cost depends on accessibility of the data about the vital capitals, manpower, effort agenda, type of equipment, accessible means, and dissemination prices, expertise of the employment.

(e) Setting up the operations: Limit the accomplishment of the project is also a significant feature in project viability study. New practices such as PERT, GERT, CPM, ZBB etc are used for operational time management, in demand to be accurate in their close date.

(f) Project team: It is desirable to formulate the report beneath the administration of specialists since they are mindful time restraints, assets, and source requirement for the project. To conduct a viability study the idyllic team associates would encompass.

1. Industry economist.

2. Market specialist.

3. Management professionals.

4. Technical head.

5. Project Supervisor.

(g) Project meant for extension: Viability studies for a fresh project might be somewhat dissimilar from previously standing projects whose attention is to enlarge their measure of action and the scope of coverage. Depending upon the scope of the project, it should be evident from the new scheme whether the current interior organizational structure and supportive amenities will be adequate or need some alterations.

(h) Cost studies: Scheming of pre-investment expenses differs from project to project. Since expenses are essential factors of several types of pre-investment readings it is desirable to specify the size of the expense.

c) Developing success/failure criteria of a project

Essentially, the project demonstrations exhibited success itself is problematic to outline. In a archetypal group of shareholders-i.e., the project leader, team associates, merchandise end workers, project promoter and top administration-a project’s success might, at any given instant, obtain very dissimilar assessments.

Given this certainty, it turns into clear that an estimation of project accomplishment should comprise both procedure and result principles. They used the following practice-related measures:

Time: Did the project come in on planned time?

Cost: Did the project derive in according to financial plan?

Product: Did the project result in a produce of suitable worth and encounter other goods -related stipulations?

The three outcome-related criteria they used were:

Use: Were the project’s consequential products/amenities used by its envisioned elements?

Learning: Did the project intensify interested party knowledge and enhanced formulation the organization for forthcoming challenges?

Value: Did the project lead straight to the organization’s better-quality competence or efficacy? Common metrics comprise internal rate of return (IRR),, , economic value added (EVA) ,net present value (NPV) and the composed record.

References: http://www.performancexpress.org/

Understand the principles behind project management systems and procedures.

Principles behind project management systems and procedures are recognized for the following requirement to fulfil;

  • Meet the client’s expectancy
  • Meet project time limit and liability
  • Bring about project revenue margins
  • Well-organized resource utilization
  • Accomplish facts for quicker decision making
  • Confirming limited resources are used on the right plans
  • Binding the dynamism of work in attaining advantageous modification
  • Supervising multifarious variations in an planned way
  • Measuring risks, describing goals and key success parts and setting excellence objectives.

Identify the key elements involved in terminating projects and conducting post project appraisals

Essential Key Elements are:

Assure that all payments have been collected from the customer

Assure that all payments for materials and subcontractors have been paid

Prepare a written performance evaluation of each member of the project team

Hold post-project evaluation meetings


Have individual meetings with team members and a group meeting with the project team

Hold soon after the finishing point

declare meeting in advance so people can be equipped

Individual meetings allow team members to give their individual impersonation

Develop an plan for a group meeting

Group meeting should talk about performance and recommendation for enhancement

Issue a brief written report to management with a summing up and recommendations

Some topics that might be discussed:

procedural performance

cost performance

schedule performance

project planning and control

customer relationships

group relationships


problem recognition and resolution

2. Examine project organisation and people.

Identify the most appropriate organisational structure, roles and responsibilities of participants within a project

Prosperous organisations are those that:

Have people of visualization and champs of transformation to lead them;

Expose the potential of their staff. This is done by generating principles of sincere empowerment of staff to emphasis on the customer. They also motivate good communication, collaboration and preparation. They roll out any ranked pyramids.

Identify their clienteles – persistently learning from others and going up to the confronts retained by demanding clients. This leads to improvement and keenness.

Produce new and fruitful merchandises or amenities by a good knowledge of contestants, inspiring improvement to achieve new ideas.

Emphasis on the essential business, accompanied by tactical coalitions.

Go beyond their customers’ expectancies.

A virtuous enterprise will admire its individuals as a key resource, not a financial rate. It is a mark of noble administration that all workforces are authorised to appreciate their potential, and profit from working out to ensure so.

Managements of all organisations have four core tasks they require to device:

Fabrication to make the merchandises or amenities;

Transactions and advertising to get the artefact sold;

Human resources (employees to you) to employ and train employees;

Investment to remunerate for the undertakings.


The roles and responsibilities of project contributors will vary. The necessities positioned on participants will be resolute and demarcated during the project planning process phase,following points can be considered:

On a large project, individual role projects may need full-time consideration to the task.

On smaller projects, role duties may be completed part-time, with staff distribution in the implementation of several utilities.

Tasking and specific responsibilities are generally overlapped in the Organizational Breakdown Structure (OBS) as activity projects are defined during the scheduling phase. Typically these duties are shorter term and present only to the attainment of the action distribution.

The Project Team and Shareholders

A project team includes a varied combination of people and qualities who exchanging the responsibility for achieving plan goals.

Shareholders on every project include:

Organizational Management, who outlines business requirements, objectives and purposes of the project as well as describing the guidelines and measures leading the project,.

The Project Manager, who has final accountability for project accomplishment

The Project Team members, who are answerable for holding the performance of the project work actions. These could comprise:

Project management human resources

Business development human resources

Subject Matter Experts (SME)

Documentation (user and practical) human resources

Training human resources

Technical human resources

Information Security Officer

Leaders/decision makers

The Project Supporter, who frontrunners in receiving the need for the project documented as well as in case funding, permitting the means enlistment, and confirming the sanctuary of IT applications.

The Purchaser, who is the individual(s) or association(s) using the merchandise of the project and who regulates the approval criteria for the product.

Organizational Management

Organizational Management is accountable for the identification of the need and occasion for a project, valuation of project risk, and the endorsement of the project’s viability and capitals.

Management Roles and Responsibilities

General Functions

Provide leadership and possessions to establish and advance project management

Ensure that enough resources are available to conduct projects

Analysis/support promises to external individuals (e.g., customers, vendors)

Ensure staff is appropriately qualified in project management practices and principles

Project Commencement

Select Project Manager and contribution in project team recruitment

Review/authenticate/admire project scheduler

Authorize and provide financial support

Project Planning

Authenticate that project goals and objectives are defined

Review/approve project plan, cost, risk and establish management capitals

Provide management inaccuracy as established by review of the project risk analysis, risk reaction planning and mission plan

Allow project staff accessibility

Project Implementation

Repeatedly conduct administrative management reviews and provide your ideas

Project Control

Review project status and corrective action plans (if required)

Review/Approve changes upsetting scope, timing, cost, and/or quality, as essential

Project Close-out

Authenticate project accomplishment (goals & objectives)

Substantiate customer and sponsor reception

Review and close plan accounting/financial records

Review project instructions knowledgeable and post project reports for constant enhancement accomplishment

Project Sponsor / Business Sponsor

The Project Sponsor is typically a member of the management squad who will be the receiver of the project’s end consequence (the product). The Project Sponsor is usually the head of a program region. This specific makes the business argument for the project to exist, controls the overall funding of the project and outlines the receipt criteria of the produce. Many organizations have commands such as Information Technology Security Certification and Authorization which recognizes security related tasks for the System Proprietor. Sponsor Roles and Responsibilities

General Functions

Eloquent project and/or customer necessities

Authenticate that project requirements are met

Provide the necessary finance and resources as correct

Titleholder the project to provide acquaintance and buy-in

Communicate the sponsor’s views on project growth and success influences to the project team and other shareholders

Project Commencement

Provide the deliberate goals and objectives of the recipient organization and guidance to the project team to identify the significance and value of the project

Develop project idea document

Describe sponsor and organizations needs

Acquire or provides capital for the project

Document necessities

Project Planning

Review and approve the Project Management Plan and management attitude

Participate in planning conferences

Project Accomplishment

Attend decision-making requirement appraisals

Decide intensified project requests-issues, removes barricades and difficulties to the project

Deliver transcribed agreement to project requirements and meet the requirements

Project Control

Appear and contribute as required at Project Status Reviews and piloting meetings

Show up change control meetings and appraisals and supports change in scope, timing, quality and/or cost as compressed

Project Close-out

Provide demonstration or input to lessons learned reviews

Sign off on project accomplishment.

Control and co-ordinate a project

Project coordination is planning and managing several responsibilities at the same time. Coordination is indispensable for a industry that deals with two or more linked plans. Projects differ based on commercial goals but may comprise initiation a new produce or growing facilities into new zones.

A project coordinator commonly has diverse roles and accountabilities, dependent on the business, business scope, and mission objective. Project coordinators can function as decision makers or subordinate to lead managers.

Project control cycle

Recognize the purposes and restrictions, and cultivate a plan. Analyse and baseline the proposal. Acquire agreement to proceed.

Do some effort.

Measure performance and bring up-to-date the original estimations and predictions. Bring up to date the plan and financial plan predictions to have explanation of the state-of-the-art statistics.

Explore the reasons of any momentous deviations with detail to the baseline. Analyse the related jeopardies and expectations. If compulsory, improve opportunities for captivating counteractive action.

Settle on any remedial plan that is mandatory and appraise the plans .

Approve that the goals have been accomplished and that the prerequisite merchandises have been distributed. Acquire official sign-off if applicable.

Figure: Project control cycle

Identify project leadership requirements and qualities.

In a team building, populaces are encouraged to provide thoughts and useful conclusions. This transformation rules how plans in the present day are being fulfilled. Moved out is the old-fashioned system of running ventures where the person above you made the judgments, assumed the timeframes, and fix all goals. Today, we must have additional players who will take the compulsory guidance and move the project onward. This turn out to be a struggle with anticipations and values. It is a fact project management is here to stay.

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Shape the Accurate Crew: Several project players practice turf encounters. Persons dispute and are unhelpful; they do not cooperate. Non-cooperation leads to project breakdown .most people are capable to overcome their personal aversions and silently effort together. Nevertheless, the squad leader is accountable for holding unsolved project planning. By cautiously choosing the crew participants in the opening, several types of these difficulties can be escaped.

Explain Something in Great Detail for Your Team Upfront: It all the time works well to convey people the reality. By illuminating the penetration of the venture and how considerable time you expect it will yield for accomplishment will construct your reliability. Generate the right grounds by clarifying the course for conducting difficulties, adjust commands, and projects. By providing the facts up front, you set a gist of admiration and gentility.

Craft an Atmosphere of Reliance: You should create reliability and walk the tête-à-tête regularly. Give people respect. People who are treated badly will not likely be helpful and supportive. Elude and depress dishonesties and backstabbing. These eradicate reliance and give the base for rejection of leadership. Individuals can handle mistakes or catastrophe, but they cannot handle deceptions and lack of respect.

Observe and Provide Opinion: Providing appropriate reaction on the pros and cons of a project is very significant. Never take too lightly the worth of a literal on the rear with a “good job” supplement. If you ponder individuals are performing well, express them. In some cases, leaders applause individuals at the commencement of the project but fail to recall to comprise reaction over the comprehensive time of the project. Reminisce, admiration expenses nothing. Point out optimistic actions with observations. These positive shorings up supports retain people attentive on the right way.

Keep Communication Vulnerable: Keep communications rolling; it helps the efficiency and proficiency of the venture. Circumvent one way communiqué which is only from first management downward. Communication is required which crosses division lines and retains everyone well-versed and on board.

Keep the End Goal Clearly in Mind: Leaders can turn out to be side-tracked and overlook the necessity for checking the project dates. People may lose attention for the duration of a project and permit goals to float. If the overlooked time limit is early on in the project, it can have an undulate effect.

Plan and specify human resources and requirements for a project

Planning of Human resources seeks to place the right employees in the right jobs at the right time, so that an organisation can meet its objectives. Human resource planning tries to forecast personnel demand, assess supply and reconcile the two in a systematic manner. When developing HR plans, it is important for managers to scan the external environment to identify the effects of economic conditions, regional and competitive pressures, governmental influences and workforce composition and patterns.

Planning the requirement for Human Resources for a project

Most firms estimate how many employees they require in future. The demand for human talent at various levels is primarily due to the following factors:

1. External challenges: These challenges arise from three important sources:

(a) Economic developments: Opening up of banking sector, capital market reforms, the on-line trading systems have created huge requirement for finance professionals .

(b) Political, legal, social and technical changes: The requirement for certain categories of employees and skills is also influenced by changes in political, legal and social structure in an economy.

(c) Competition: Companies operating in fields where a large number of players are bent upon cutting each other’s throat (with a view to enhance their market shares) often reduce their workforce. Competition is beneficial to customers but suicidal for companies operating on thin margins.

2. Organisational decisions: The organisation’s strategic plan, sales and production forecasts and new ventures must all be taken into account in employment planning.

3. Workforce factors: Requirement is modified by retirements, terminations, resignations, deaths and leaves of absence. Past experience, however, makes the rate of occurrence of these actions by employees fairly predictable.

4. Forecasting techniques: The manpower forecasting techniques commonly employed by modern organisations are given below:

(a) Expert forecasts: In this method, managers estimate future human resource requirements, using their experiences and judgements to good effect.

(b) Trend analysis: HR needs can be estimated by examining past trends. Past rates of change can be projected into the future or employment growth can be estimated by its relationship with a particular index.

5. Other methods: Several mathematical models, with the aid of computers are also used to forecast HR needs, e.g., regression, optimisation models, budget and planning analysis.

Examine project processes and procedures

Develop project plans and the project organisation

Planning is the key to successful project. When we thought of a project we need to make project plan.

Step 1 Project Goals:

A project is successful when the the requirements of the investors are done. A investor is one directly or indirectly affected by the project. As a main step it is vital to recognize the shareholders in your project. Examples of stakeholders are:

The project guarantor

The client who take delivery of the services

The operators of the project yields

The project manager and project team

The next step once you have piloted all the conversations and have a all-inclusive list of requirements is to give priorities to them. From the this list generate a customary of objectives that can be easily measured. This way it will be easy to know when a objective has been accomplished. Once you have recognized a clear set of goals they should be chronicled in the project plan. It can be beneficial to also comprise the needs and opportunities of your shareholders.

Step 2 Project Deliverables: Supplement the deliverables to the project plan with an predictable delivery date. Further exact delivery dates will be established during the development phase.

Step 3 Project Schedule: Build a list of responsibilities that must be voted for out for each deliverable acknowledged in step 2. For every task ascertain the following:

The amount of effort (hours or days) required to do the task

The resource who will bring out the task

After finding out the amount of work for each task, you can work out the effort mandatory for each deliverable and an accurate delivery date. Update your deliverables division with the more precise distribution dates.

Step 4 Supporting Plans

This step deals with plans you must create as quantity of the planning process. These can be comprised openly in the plan.

Human Resource Plan

Classify by name the persons and associations with a important role in the project. For each one designate their roles and tasks on the project.

Next, designate the number and kind of people necessary to carry out the project. For each means feature start dates, assessed time and the technique you will use for tracking down them.

Craft a single sheet encompassing this statistics.

Communications Plan

Design a document displaying who wishes to be kept informed about the mission and how they will collect the facts. The most corporate mechanism is a weekly/once-a-month development report, telling how the project is performing, landmarks attained and work scheduled for the next period.

Risk Management Plan

Risk management is an imperative portion of project management. Though often unnoticed, it is significant to recognize as numerous menaces to your venture as probable and be organized if something badly takes place. Some examples of mutual project risks:

Time and cost approximations too enthusiastic

Customer analysis and opinion phase too slow

Unanticipated economical cuts

Unclear roles and accountabilities

Shareholder input is not required or their needs are not correctly assumed

Shareholders varying necessities after the project has on track

Shareholders adding new necessities after the project has underway

Bad communication ensuing in misinterpretations, quality problems and modify

Deficiency of resource assurance

Apply project scheduling, estimating and cost control techniques

Project Scheduling helps you do the following:

They deliver a foundation for you to monitor and control project undertakings.

They assist you regulate how best to distribute resources so you can attain the project objective.

They support you evaluate how time postponements will influence the project.

You can figure out where additional resources are obtainable to assign to other projects.

They deliver a root to support you track project development.

Cost Estimating

Resources for which expenses are estimated include infrastructure, employment, equipment, components, etc. and special class like rise or emergency. If the performing organization does not have properly skilled project cost estimators,after that project team must require to contribute both the possessions and the proficiency to carry out project cost estimating actions.

Analogous Estimating

Analogous cost estimating means using the real cost of previous or similar projects as the base for estimating the cost of the existing project.

Analogous cost estimating

This technique is used when there is a inadequate amount of comprehensive information about the project. It uses professional judgment, is less costly and is less precise but cons


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