Digital Project Management - Developing a Project during the Digital Age - Essay Example

Introduction: Project management refers to a process whereby an individual is responsible for organizing, motivating, planning and controlling resources, protocols, and procedures for purposes of attaining a specific goal in a daily or scientific problem. On the other hand, a project is an activity designed for purposes of producing a unique service, or product that has the capability of satisfying the various needs of customers. Dinsmore and Brewin (2011) denote that the major characteristics of a project includes, having an objective which is established, it has a lifestyle which is defined, having a beginning and an end, several professionals and departments within an organization are involved in the development of the project, it has a specific cost, performance requirement, and time for its completion, and finally it involves undertaking an activity that has never been undertaken before (Young, 2010). It is important to denote that the main challenge that faces project management is achieving all of the goals of the project under consideration, and its objectives. This is while overcoming the constraints that face the development and the implementation of the project under consideration (Pollack, 2007). It is important to understand that the main constraint facing a successful implementation of a project includes time, quality, scope and budget. However, the most ambitious and challenging aspect of project management is to optimize the allocation of the necessary inputs, for purposes of integrating them to meet a pre-determined objective (Mehta, 2007). It is important to denote that once a project is complete, the project under consideration must meet its defined objective. It is important to understand that there are a number of approaches that project managers can use in building and implementing a project. There is the traditional approach, which was used by project managers before the existence of the digital era. This approach consists of five stages, namely, initiation, design and planning, control and monitoring, and completion. There is also the existence of the modern approaches to project management, and this approach includes the agile approach, the waterfall approach, and Prince 2 approach. These approaches are shaped by the existence of new technologies in information systems. This paper analyzes the various areas that a project manager has to look at, while developing a project during the digital age. It also provides a critical analysis of two important areas and their effect on the delivery of a successful project. Digital Approaches to project management: The digital approach to project management consists of a five step approach, in which project managers will use in developing a project, either in sciences, arts, business, sports, etc. These steps never changes, and they play a great role in the delivery of a project in a timely manner and within a specified budget. The following are the five most important steps and processes that a project manager has to follow in implementing a project in the digital age (Young, 2010), Requirements and scoping The design stage. Building and implementation. The launch stage. Maintenance stage. It is important to understand that these stages and processes are applicable to the modern approaches in project management which are prince 2, waterfall, and agile approaches. However, it is the responsibility of a project manager to identify an approach that suits a given project, amongst these three modern approaches to project management. Scholars denote that a good approach to project development involves using a methodology that is flexible, and allows the project team to make changes to the project during the implementation phase (Lewis, 2007). This is when there is a cut in budget, changes in scope, and on the development of issues affecting resources. Requirements and scoping Before the beginning of any project, there must be the development of an idea. These ideas emanate from the customers, and they form part and parcel of the requirements of the project under consideration. The customer then gives an estimation of the costs of the project, and the time upon which he or she would require the completed project. It is important to denote that these costs are just estimations, and the project manager can come up with an accurate cost upon evaluation of the project under consideration (Frame, 2010). It is at this stage when a meeting occurs between project manager and members of his team for purposes of defining the project under consideration, and the methods to use in developing and finishing the project. On this basis, every member of the team are required to know when the project begins, when it ends, and what the project is all about. It is at this stage, that the project manager will assign tasks, to specific members of his or her team. It is at this stage when the customer will sign the statement of works, giving a go ahead for the project to commence (Lewis, 2007). The customer will only sign a statement of works, after he or she agrees with the revised costs that the project manager provides, and the initial requirements that he or she provided. The design and planning stage This stage requires a detailed specification and requirements of the project under consideration. Key stakeholders of this project will have to undergo through the requirements and specifications for purposes of clarifying any questions that arise. This stage is important because it will help in writing the specifications of the documents in a clear manner that is understood by the project manager and his team (Frame, 2010). This stage also involves the design of the project, and this is by bringing ideas on how the project manager and his or her team would accomplish the project under consideration. It is important to denote that once emerging issues have been clarified, on the emergence of the project, it is essential for the project manager to design and plan the actual implementation of the project (Frame, 2010). Building and implementation. This stage involves the actual implementation of the project. The project manager and his team are involved in developing the project, and this is while considering all the requirements of the customers. The members of the project team are engaged in fulfilling their duties, by implementing the requirements of the project, and hence developing the necessary project (Lewis, 2007). It is important to denote that this is the stage whereby the project under consideration is built. It is during this stage, that changes might occur to the project, in case there is a change in requirements, and that of the budget. This stage also involves checking whether the requirements of the customers, regarding the project are met. The launch stage Once a project is completed, it will be launched to the customers and its stakeholders. This launching stage involves testing the project, for purposes of identifying whether the project has met the specifications of the customers. This stage will also involve the confirmation by the customers, on whether the project under consideration has met all the necessary requirements established (Lewis, 2007). Maintenance stage This is an ongoing process, whereby the designers of a project are engaged in maintaining the project, and repairing any area that has problems, or issues. It is at this stage, when the project managers will repair the product developed, when an issue arises or a complaint emanates from the customer, or stakeholders of the product under consideration (Sy, 2012). For a product to last long, it must always undergo a continuous maintenance process. It is important to denote that a project will only be successful when there is a good leadership plan. A good project manager will identify and provide a solution to problems, before these problems pose a serious challenge to the project under consideration. However, it is important to understand that that biggest challenge to a successful implementation of a project emanates from the time of completing the project, and the costs that the customers and the project management team will incur while developing the project (Lewis, 2007). Critical review of the requirements, and the planning and design stages of a website: In applying these stages in successfully developing a website, the first stage, which is the planning stage, involves a careful analysis of the requirements of the customer, or the major stakeholder of the website under consideration. Take for instance, in developing a social media website, that has the capability of sending and receiving messages in an instant, and making video calls. The first task that a project manager will undertake is to identify the specifications and the goals of the project under consideration. For instance, the specifications of the website will be to have the ability of online interacting with an individual. The people involved in the interaction should have the capability of signing into their accounts, and sharing video calls, and instant emailing capabilities. Other specifications will include the ability of an individual to invite friends in an online forum, where they can discuss issues. Once these specifications are identified, the project manager will assign tasks and responsibilities to the members of his team. For instance, one team will be responsible for developing links and channels that will make it possible for an individual to invite friends and communicate with them through the internet, the other team will be in charge of identifying the resources and materials to use in the construction of the social website (Müller and Turner, 2007). The team will then develop the goal of this project, based on the requirements identified. This stage is very important in determining the successful completion, and delivery of the project under consideration. This is because the stage forms a foundation upon which the project manager and his team will use in planning and building the website under consideration. It is important to denote that if the project manager fails to get it right at this stage, then the entire project will fail, and this is because the project manager will be unable to meet and fulfill the necessary requirements and specification of the website, as required by the customer (Young, 2010). It is a common practice, that project managers usually consult the major stakeholders at this face, just to get clarifications on the requirements of the project, in this case, on the requirements of the social website to be constructed. The next stage is the design and planning stage. There are a lot of factors that the project manager will have to consider under this stage. These factors include schedules, resources, budgets, staffing and risks. This is also a crucial stage that will determine the quality of the website developed, and whether the website under consideration is able to meet the requirements set up by the major stakeholders, and their objectives (Sy, 2012). Take for instance in developing this website, the project manager will have to consider factors such as the schedule of the website. This includes the time period upon which the owner of the website under construction requires it. Once this is considered, the project manager will plan his time, and that of his team members for purposes of finding a solution on how to fulfill the order under consideration in a timely manner (Sy, 2012). It is important to denote that when the project manager is able to deliver the website on time, then chances are that the customer might gain satisfaction on the work produced. Failure to produce a website on time might result unnecessary anxiety to the customer, or the stakeholders of the project under consideration. Budget is also a very important aspect in this stage. For instance, developing a social website might require a few hundred dollars, to thousands of dollars. The budget might depend on the target market of the website, i.e. is it local or global. Other factors that are involved in the budget include the cost of paying the project manager and his teams, and the cost paid for a server. Being familiar with the budget is very important to the project manager and his team (Lewis, 2007). This is because familiarity will help the project management team, to effectively manage the funds provided by the major stakeholders of the project. Other issue to consider at this stage is the various risks associated with developing the website under consideration. These risks might include change in requirements, changes in the budget, resignation of the team members working in the project. These factors have to be put in place at this stage, and a careful plan developed by the project manager on how to mitigate the negative effectives of these identified risks (Thomsett, 2010). For instance, the project manager should use a digital approach that makes it possible for him or her to make changes in case the stakeholders of the project under consideration have come up with a series of changes for the requirements of their social website. A good approach in this case is the agile method of project development/ management. The agile approach in project management always ensures that there is flexibility in the manner in which a project is developed and fulfilled. On this basis, it is highly recommended for a project manager to use the agile approach when designing the building of a website, whose major stakeholders have not provided all the requirements needed for the construction of the site (Thomsett, 2010). This is important because once the building phase begins; the manager will always have provisions of inserting new requirements and making changes to the layout and structure of the project under consideration. Staffing is also an important factor to consider in the design stage, because developing a website requires extensive skills. On this basis, ability of a project manager to identify the skills and the talent he has, will help in allocating work to the various members of his team (Lewis, 2007). This will ensure that the quality of work produced is high, and the website developed manages to satisfy the various requirements put in place by the customer, or major stakeholders of the project developed. It is important to understand that highly skilled and competent members of a team is an important asset to the project manager, and it is a factor that the project manager highly considers at the planning and the design stage. The availability of resources is also an important factor in this stage. The project manager will have to identify which resources and facilities are needed to the development of the website. For instance, will the project manager use open source facilities such as web 2.0, or Joomla, or will he use other methods of developing the site (Thomsett, 2010). This stage also involves a careful analysis of the kind of servers that will have the capability of hosting the site that is under construction. Conclusion: In conclusion, the success of developing a project bin the digital age depends on a variety of factors. These factors range from the resources available for the completion of the project, the skills that members of the project team have, the type of requirements that the major stakeholders of the project place, and scheduled time in which the project has to be completed. Once these factors are successfully implemented by the project, then chances are high that the project will be a success. Bibliography: Dinsmore, P. C., & Brewin, J. (2011). The AMA handbook of project management (3rd ed.). New York: American Management Association. Frame, J. D. (2010). Project management theory and practice. Project Management Journal, 41(5), 87-87. Lewis, J. P. (2007). Fundamentals of project management (3rd ed.). New York: American Management Association. Mehta, R. C. (2007). Project management. Jaipur: Aavishkar Publishers. Müller, R., & Turner, R. (2007). The Influence of Project Managers on Project Success Criteria and Project Success by Type of Project. European Management Journal, 25(4), 298-309. Pollack, J. (2007). The changing paradigms of project management. International Journal of Project Management, 25(3), 266-274. Sy, D. R. (2012). SharePoint 2010 for project management (2nd ed.). Sebastopol, CA: OReilly. Thomsett, M. C. (2010). The little black book of project management (3rd ed.). New York: American Management Association. Young, T. L. (2010). Successful project management (3rd ed.). London: Kogan Page. Read More