Systems and Processes to Assess Progress in Achieving Objectives - Case Study Example

OPERATIONAL PERFORMANCE Name Course Lecturer Date Systems and Processes to Assess Progress in Achieving Objectives There are different systems and processes that can be established to monitor the project in order to evaluate progress in achieving the objectives and targets. These systems and processes measure the objectives by providing what is expected versus what the project has delivered, they also provide quantifiable measurements as well as financial measurements. Monitoring is very essential as it involves continuous evaluation of the project implementation in relation to the agreed schedule, infrastructure, use of inputs, as well as services by the beneficiaries of the project (Jiang et al., 2006). One of the most effective systems for assessing project progress in achieving productivity is the establishment of the balanced scorecard. The balanced scorecard is good because it provides a structured report and it is supported by automation tools as well as design methods, these can be used by the project managers to keep track of the project implementation and execution. It enables the staffs to execute activities within their control and abilities as well as to monitor the consequences and impacts arising from their actions. As such, this is a very effective process of assessing project progress in achieving the targets and objectives as set out. The balanced scorecard focuses on the strategic target and objectives of the project and therefore helps to achieve them. In addition, it selects a number of data items to monitor and uses a mixture of non-financialand financial data items to monitor. This makes balanced scorecard a very effective process for monitoring the progress of the project in achieving objectives and targets (Collins et al., 2005). Another process is continuous training of the staff working on the project, this is very important as well because it keeps the staffs informed of what to input and how to go about the various activities in the project implementation. As such, I would establish continuous staff training to monitor the project; this will be efficient and effective way of evaluating the project progress in achieving objectives. Moreover, I would also establish the GQM approach to assess progress. This approach is subsequent to the identification of the principal objectives and targets of the whole project. It identifies suitable quantifiable metrics that are aligned to the overall objectives of the project. It identifies the metrics needed for certain targets and goals. This approach is good and therefore I would establish it to monitor the progress in achieving project targets(Mäestu&Jürimäe 2005). Timeline for monitoring Project Monitoring Timeline Project Activities Project Year 2014/2015 (from 1/08/2014 – 30/07/2015) 1 2 3 4 5 6 7 8 9 10 11 12 Meeting for project planning Creating and Implementing a networking and Communications Plan amongst the team members, this will include email distribution list, website, database, among others Collecting data Analysing data Setting temporal database Development of prototype/ refinement and evaluation methodology as well as developing the final interface Refinement and application of case study Strategy workshop and eventual preparation of strategy recommendations Drafting the final report Training and Public forum Project recommendations, dissemination and the final report Project appraisal and financial reporting Date/Venue Event Approximate number of participants 27/08/2014 Canberra Policy Workshop 43 14-15 September 2014 Canberra Training and Public Forum 231 Budget Activity Expenditure One month trip $13,000 Meals $10,000 Ground walks $2,500 Swimming $3,000 Health assessment $12,000 Personal trainer $60,000 Maintenance $10,000 Profit margin $19,500 Total $130,000 Probable Areas Where Unsatisfactory Performance May Be Experienced There are some areas in the project that the clients may feel that they are not satisfied. Considering that this project involves the elderly persons of above 55 years, it may not satisfy every person. All the participants have different expectations and therefore it may be very difficult to meet the expectations of all the clients. Altogether, the project conveners will give their best to meet the expectations of the clients and ensure that they are satisfied. Some of the areas that the clients may not be satisfied or may experience unsatisfaction are the training methods. The personal trainer is qualified and has a wealth of experience. The trainer will use different training methods to improve the physical fitness of the clients (Parsons et al., 2006). It is this methods and training systems as well as approaches that the clients may not be satisfied with. The clients prefer different methods and they may not be comfortable with others and therefore this may make them to be unsatisfied. Notably, the training program includes one hour of training and will have 20 clients. As such, it is difficult to give personal attention to each client because of the limit in time. The personal trainer will use training methods to all the clients in attendance. This may result to some clients experiencing unsatisfaction. To deal with this likely scenario, I will consult the personal trainer to enquire of the methods that he intends to use in improving the physical fitness of the clients. The personal trainer and I would examine the clients and enquire from them what they methods they feel comfortable with or the methods theyprefer. From the responses of the clients, we would prepare a training program that will include clients with the same preference in the same training hour. Clients preferring the same training methods will be grouped together (Buschkuehl et al., 2008). This will rectify and improve the satisfaction of the clients. Another area that the clients may feel unsatisfaction is the location of the training the clients may prefer different settings and or different environments. To solve this, we would advise the clients to choose the location and training centres that they want to be attending their classes. There are four training centres one in Sydney, Newcastle, Wollongong and Parramatta. We will facilitate the transportation of the clients to visit all the training centres in order for them to choose. Allowing them to make choose will improve their satisfaction, rather than directing them where to attend their training. Moreover, some clients may not be comfortable with the medical checkup. The company will organise for external medical checkup for the clients who feel uncomfortable with the professional in charge. Support For Use of Resources Effectively, Economically and Safely Mentoring is very important, however, it cannot be done by any other person. Mentoring the clients, considering that they are older adults, adds to difficulty of providing effective mentoring. In relation to physical training and the purpose of the project, mentoring will be done by professional trainer possessing the right skills and at least ten years of experience in the respective field. An experienced professional will be effective since he or she knows the areas of client needs, they know how to use resources economically and ensures safety. Experience plays a vital role in achieving the three aspects of resources. Coaching is also very important, this should be provided by experienced person commanding respect among the clients. Coaching will be different from training and they will be treated and categorised differently, each will be provided to the clients exclusively. The organisation will hire a professional in the same field and in accordance with the organisational policies and goals. The preference on the person to provide coaching will be a person above the age of 55 years. This will make the clients to be comfortable and feel of the same age mate, this will make the person to command respect and honour among the clients. The extra personal trainer will provide the training. The personal trainer will collaborate with the organisational staff to provide effective, economical and safe training to the clients. It is essential that the trainers collaborate in order to ensure that they use the organisational resources effectively, economically and safely for the purpose each resource is intended to serve. This is very important as there is limitation on the resources and time. Essentially, the above circumstances will help facilitate mentoring, coaching and training in line with the organisational expectations and requirements. They will be carried out within the budgeted costs and resources as well(Parsons et al., 2006). Recommendations So far, the project is running very well. It is within the requirements and expectations of the organisation. The project is win line with the managements plan. Although the project is running well and in accordance to the plan, there are areas that can be improved in future. One of the areas that need improvement is the rigorousness of the training. In order to ensure that the clients are satisfied with the training and medical checkup, it is important to allow use training methods that do not strain the clients. The clients are older and it is good to use less rigorous methods. This will improve their participation and satisfaction as it will meet their expectations(Collins et al., 2005). Furthermore, it is important to increase the number of resources as well as training centres. The company is experiencing increasing growth, the client base is increasing rapidly and the company resources are not enough. As such, it is important for the company to set additional training centres and equip them with the necessary and appropriate resources. The company should also increase personal trainers with experience; this will enable the company to provide diverse training to their clients (Mäestu&Jürimäe 2005). References Buschkuehl, M, Jaeggi, S, M, Hutchison, S, Perrig-Chiello, P, Däpp, C, Müller, M, &Perrig, W, J, 2008, impact of working memory training on memory performance in old-old adults: Psychology and aging, 23(4), 743. Collins, J, R, Jones, J, B, & Rogers, W, F, 2005, U.S. Patent No. 6,934,644: Washington, DC: U.S, Patent and Trademark Office. Jiang, B, Frazier, G, V, & Prater, E, L, 2006, outsourcing effects on firms' operational performance: an empirical study, international journal of operations & production management, 26(12), 1280-1300. Mäestu, J, &Jürimäe, T, 2005), monitoring of performance and training in rowing: Sports Medicine, 35(7), 597-617. Parsons, T, L, Toffelmire, E, B, & King-VanVlack, C, E, 2006, exercise training during hemodialysis improves dialysis efficacy and physical performance: Archives of physical medicine and rehabilitation, 87(5), 680-687. Read More