Project Management Effectiveness - Essay Example

? Project Management November 2, I. Introduction Project Management is described to be the application of knowledge, skills and techniques to execute projects effectively and efficiently. It is a strategic competency for organizations, enabling them to tie project results to business goals and better compete in their respective markets (Project Management 2012). Project management entails a systematic approach, one that is scientific in nature, to ensure that goals are properly set and project managers are continuously guided throughout the course of the project. It is howover argued that management of projects that involve innovation and complexity demands for a “systems” approach – a method that aims to look at each operating system and its relationships to be able to come up with the desired results. This paper aims to examine this suggested approach and determine its effectiveness as far as complex project management is concerned. 1. Statement of the Problem The concept of Project Management was first utilized in the mid 1900s, when oganizations started to systematically apply management tools and techniques to complex engineering projects (A Brief History of Project Management 2012). Fast forward to half a century later, complex projects involving developments on information technolgy requires a management style that would adapt to the dynamism of current technological breakthroughts. To support these requirements, Project Management has evolved into a discipine encompassing boundaries of multiple industries, employing fresh approaches, regardless of the project size and scope. This research will specifically focus on the Systems Approach to Project Management and its effectiveness as a guide towards the achievement of project goals. 2. Definition of Terms a. Project Management – The planning and organization of an organization’s resources in order to move a specific task, event or duty toward completion (Project Management 2012). b. Systems Theory – the approach that leads managers to look into the total system performance and the relationships between systems (Systems Approach to Project Management 2012) c. Systems Approach – This is method integrating analysis and synthesis, and is widely succesful in natural science and engineering, and is known to be most effective in treating complex phenomena (Systems Approach 2012). It may also be defined as management thinking that emphasizes the interdependence and interactive nature of elements within and external to an organization (Systems Approach 2012) d. Project Management Processess – The common elements of Project Management, regardless of the methodologies used. This includes initiation, planning or development, production or execution, monitoring and controlling, and closing (Project Management 2012). e. Project Management Methodologies – Step by step tactics that details what the project manager has to do from start to finish. To date, there are 10 identified methodologies being used, depending on the project and industry type. Methodologies answer how questions pertaining to project management as a whole. 3. Methodology Research is the primary methodology used. Online journals and case studies were utilized to enable the writer to support the argument stated in the first part of this term paper. Relevant data have been gathered from specified documents and compiled databases in order to analyze the material and arrive at a more complete understanding of this particular project management methodology. This is a qualitative research utilizing books, write ups and other related researches. Below are the questions that this research aims to address: a. What is the systems approach to project management? b. What are the essential elements to the systems approach? c. What does it require the project manager to do? 4. Review of Related Literature Systems Theory teaches us to to look at the total system performance and the relationships between systems. Every projects is seen as a system consisting of many interrelated and interconnected parts or elements which, to achieve its maximum potential, must operate together as a whole. (Systems Approach to Project Management 2012). Systems, when we talk about project management, refers to various mechanisms such as scope, time, cost, resources and risk management. These systems provide the utility to meet business goals when they operate effectively together. This approach states that there are several aspects required (Using a Systems Approach to Project Management 2012) to be taken into consideration: a. Each element in a project is inter dependent, though they have their own needs and characteristics. Every element would have its complete properties that are unique and needs proper understanding. b. End goals have to be identified and project manager should have a clear understanding of this end in mind, and continuously work for this goal during the entire course of the project. c. Inputs to the project, whether internal or external, would have to be determined and kep constant. Inputs may be transformed into outputs and result in progress of a project towards the end result. They also have considerable impact on the other factors such as work quality, time and costs. d. A project needs a number of specialized units performing specific functions. They may likewise be composed of smaller projects or sub-systems which contributes to the whole project. Different approaches may be needed for specialized functions or sub-systems. e. Alternative methods may be identified and utilized to complete each objective. To support this defnition, ‘systems’ when defined from the engineering discipine’s point of view, has five characteristics (Systems Approach 2012). First is that encompasses both holistic and modular views. Project managers, by understanding the parts of the system and analyzing their roles in the whole project, come to a better understanding of the whole picture. Second is that it grasps the system and its details in many levels. It changes focus to view different levels so the mind is not overwhelmed by complexity. By splitting the whole ‘system’ into sub-systems, it comes to achieve a deeper sense of understanding of the whole concept. Another characteristic of the systems approach is that it abstracts and hides information to focus on a task. It doesn’t focus on the mundane details, but only on the elements that highlight each sub-system’s inerface with the rest of the system. By doing this, each sub system is also treated as individual sub projects, each of them functioning on their own while achieving to reach a common goal for the project as a whole. Last known characteristic, and probably a positive effect of the sub-system approach is that it controls damage and improves safety as it confines most effects of a defect within a sub-system. Sub-systems operating simultaneously still contribute to a positive output for the project (Systems Approach 2012). In another article, systems approach is described to be a technique employed for organizational decision making and problem solving that involves the use of computer systems. The systems approach employs the systems analysis method to examine the extent to which a system’s components are interrelated and interdependent (Definition of Systems Approach 2012). Further, Systems Approach is characterized by input, processing, and output and directly identifies the flow of resources (money, equipment, facilities, personnel, information, and material) needed to obtain a certain degree of the set objectives in two ways – by either minimizing or maximizing some objective functions (Kerzner S 2009, Project Management: A Systems Approach to Planning, Scheduling and Controlling, pp. 192). It characterizes the phrase “the sum of the parts is greater (in this case, equivalent) to its whole. To look at the whole system in smaller parts that through interface with each other, are interdependent and have set objectives on their own. System approach characterizes the interaction between sub-systems and the importance of such interaction to the bigger picture. The Project Management process has evolved into a discipline that aims to put a structure and system to the processes involved. The objectives include defining a project, reducing it to a set of manageable tasks, obtaining appropriate and necessary resources, building a team or teams to perform the project work, planning the work and allocate the resources to the tasks, monitoring and controlling the work, reporting progress to higher management, closing down the project when completed and reviewing it to ensure that lessons are widely understood (Why do you say that project management is the best method of implementing change? 2012). The systems approach provides a scientific approach to project management. The drawback however, is that it takes training and developed skills to implement the systems approach - something that traditional project managers seem to consciously avoid. 5. Scope and Limitations This research aims to discuss and bring proof to the argument that projects involving innovation and complexity, almost regardless of size, need a “systems approach” to project management. It will not discuss other known approaches to project management nor argue that this is the best approach there is. Research is confined to online journals and other available textbooks so that the writer will be able to discuss thoroughly the characteristics of the systems approach to project management. No interviews or surevey was made to complete the project and come up with the recommendations. 6. Significance of the Study This study, with its aim to explain the systems approach to project management, shall provide readers with a thorough know-how of this method, hence allowing them to practice this approach in practical terms. This study will also provide the readers a ready reference for other related studies. II. Discussion System, by definition, means a group of interacting, interrelated, or interdependent elements forming a complex whole. It is a functionally related group of elements. A classic example of a system is the human body, whereby each part has its own function, but has a greater obective of making up the human life. Each part has its own objective, a role that in its own, has a set of objectives. The susbsytems interface with each other, provide utmost support to create life. Some of its systems might malfunction, but with the level of interdependence, somehow the failure of one will essentially not result to the failure of the whole, though it is vital to correct that failure so as not to cause the downfall of the whole system. Same concept applies to project management. Several sub systems or sub processes make up a project – support systems that make the operations possible. These sub-systems are what contributes to a project’s essential factors: money, equipment, facilities, personnel, information, and material. The Finance, Procurement, Human Resource, Operations Departments and Process Analysts are among the sub-systems referred to. Each has a role in the whole process, though on their own, they also have specific functions and objectives to achieve. The process is not exactly linear. These sub-systems interface on multiple levels. They support each other in the project goals but are not limited to these functions. They have key result areas to manage as well. Systems approach sees a project as a collection of interrelated parts that act together to achieve set objectives that are realistic and attainable. System has been defined as a set of objects working together with relationships between the obects and their attributes related to each other and to the environment. It is a set of different independent parts working together in an interrelated manner to accomplish a set of objectives. There are six important keywords pertaining to the systems approach in project management as seen in the literature reviewed for this term paper: sub-system, inputs, output, processes and goal setting, reductionism. Sub-systems, as repeatedly discussed in the first part of this paper, is a unit of a project that is interconnected, interacting, and interdependent. It influences other sub-systems and the system as a whole. The position and function of each sub-system can be analyzed and understood only in relation to other sub-systems and to the organization as a whole. Each sub-system draws strength by its association and interaction with other sub-systems. As a result, the collective contribution of the organization is greater than the aggregate of individual contributions of its sub-systems. Inputs on the other hand are what each sub-system contributes to the cause. These are achieved goals at a macro level, the result areas of each sub-system that strengthens the cause of the whole project. Inputs essentially contribute to an output – a greater result, possibly the achieved objectives of a project. On a linear perspective, project management cycle can be related through the following equation: inputs + processes = output, though it should be noted that the process itself is not essentially linear. The interdependence among systems make the interface more dynamic, not just a series of steps within a process. Goal Setting is the first step to every project and this is where process-mapping and analytics come in. Project Managers at this stage should take into consideration the team, the project obectives and the risks entailed. To have a clear detailed definition of the goals will help the group focused and the manager adhere to the processes at hand. Processes are a result of process-mapping. In the journal “Improving Processes: The Traditional Approach versus the Systems Approach”, it was discussed that proces maps are hierarchal, i.e. each level describes the process in more details (Improving Processes: The Traditional Approach versus the Systems Approach 2012). They are supposed to be visual tools which are handy and useful for communicating with management and with other operating entities. These process maps maintain a unique perspective on the process and link supporting processes to work steps in the main process. Reductionism, on general terms, basically states that complex objects can be simplified in a way that makes them easier to comprehend (The Importance of Reductionism in the Problem Solving Process 2012). It allows a manager to tackle problems by reducing them to a fundamental level that makes them easier to solve. Once the problem has been broken down, the project manager can look at the parts that make up the composition to understand the nature of the problem. Simplifying and reducing the problem makes it easier for the project manager to come up with relevant solutions. Reductionism complements the concept of the sub-system – applying analytics on a macro level and analyzing the parts that make up the whole. It utilizes systems thinking to link the process improvement projects that are selected, and to leverage their lessons learned to every other aspect of the system that can use this information (Improving Processes: The Traditional Approach Versus the Systems Approach 2012). Reductionism also touches on the process of finding solutions to identified problems. It involves identifying several widely different possible solutions. By having various solutions as choices and looking at the problems in terms of these solutions, managers are kept from getting fixated at the main problem. These six keywords or elements essentially say everything about the systems approach. What brings sense to these keywords and integrate them to a comprehensible concept is the project manager himself, who has to be trained to perform this kind of method. First of all, he must be team player, and although not necessarily an expert in the sub-systems, should have a technical know-how and a good inter relationship with the other players in the project. Human resource has been identified as a sub-system, and there has to be a considerable amount of contribution or inputs from the members of the steering committees for the group to collectively achive their goals. The Project Manager is expected to be in control of the whole process, and to be on top of the operations. The performance of the project manager is crucial to the success of the project. Much of the project manager’s responsibility involves achieving these benchmarks through encouraging each participant to give their inputs into the project. The PM has a specific role to play and should focus on the vital parts of the project so that he would not drown into the details. He must understand the roles of his sub-systems and must have the ability to integrate them into an output that is significant to the whole project. His goal-seeking efforts are marginalized by the inputs of his sub-systems and his ability to calculate and manage risks all throughout the course of the project. III. Conclusion 1. Concluding Stateement Any project whether simple or complex requires an analytical approach to ensure the achievement of the desired results. However, in consideration of the scope and risks entailed, it is highly apparent that this particular approach is most applicable to projects that are complex in nature for the reason that it takes massive effort and resources to accomplish goals. Such also is the reason why each step should be analyzed – to ensure that no effort is wasted in the course of the project. System Approach has been considered highly effective because it looks at the whole project as a unified form of small units functioning together for a collective goal. It doesn’t burden the project manager with just the end goal, but with the whole process of achieving it as well. Each unit or in this case, each department has its own role in the achivement of the project’s objectives and are thus considered equally important to the endeavor. A Project Manager employing the System Approach is guaranteed to be guided because he is hardwired to set benchmarks or small achievements that when put together, gives the whole project the weight that it projects. Having this system also helps him in his relationships with other units, thus making it easier for him to coordinate, delegate and manage the systems and processes involved. Academic write ups have emphasized the edge of this method over the traditional method because this is a scientific approach, logical and analytical in its quest for achieveing its end goals. 2. Recommendations Having gathered related data and write ups about the Systems approach in comparison with traditional approaches such as Event Chain and Critical Chain methods, the writer therefore recommends that the former proves to be more appropriate in handling complex projects. At this age when we are mainly reliant on Information Technology and its complexities, the system approach is an effective guide for project managers who wish to tackle their projects from the bottom up or on a holistic point of view, but giving particular consideration on the units that make up the whole team. Such effeciency is being offered by this system that it encopasses the management of other factors involving a project which includes scope management, time management, resources management, cost and risk management. The project manager is encouraged to be in a perspective that allows him to be in synchrony with the processes being implemented by the various units. It also allows him to simplify things to a point where complex problems are further broken down into issues that are far easier to handle. Crucual to seamless implementation of this method is the fact that project managers are expected to be well-trained with this approach. However being trained means also being able to pass on the skills to other personnel involved in the project. Reference List What is Project Management? Project Management Institute. Retrieved November 2, 2012 from http://www.pmi.org/About-Us/About-Us-What-is-Project-Management.aspx Young-Hoon Kwak (2005). "A brief History of Project Management". In: The story of managing projects. Elias G. Carayannis et al. (9 eds), Greenwood Publishing Group, 2005. ISBN 1-56720-506-2 Kezner, H. 2009, ‘Project Management: A Systems Approach to Planning, Scheduling, and Controlling’ 10th Ed, p. 192. Systems Approach to Project Management. Project Management Methodologies. Retrieved November 2, 2012 from http://projmanmeth.blogspot.com/2010/02/systems-approach-to-project-management.html. Project Management. Investopedia. Retrieved November 2, 2012 from http://www.investopedia.com/terms/p/project-management.asp#axzz2B7HF9IIx Project Management. Retrieved November 2, 2012 from http://en.wikipedia.org/wiki/Project_management Using a Systems Approach to Project Management. Retrieved November 3, 2012 from http://www.brighthubpm.com/project-planning/66396-using-a-systems-approach-to-project-management/ Systems Approach. Engineering – An Endless Frontier. Retrieved November 3, 2012 from http://www.creatingtechnology.org/sysapp.htm Systems Approach. Business Dictionary. Retrieved November 3, 2012 from http://www.businessdictionary.com/definition/systems-approach.html Definition of Systems Approach. QFinance: The Ultimate Financial Resource. Retrieved November 3, 2012 from http://www.qfinance.com/dictionary/systems-approach Improving Processes: The Traditional Approach versus the Systems Approach. Quality Tool Box. Retrieved November 3, 2012 from http://isites.harvard.edu/fs/docs/icb.topic729965.files/Supplemental%20Reading%20for%20Week%204/Improving%20Processes.pdf. The Importance of Reductionism in the Problem Solving Process. Retrieved November 3, 2012 from http://www.exforsys.com/career-center/problem-solving/the-importance-of-reductionism-in-the-problem-solving-process.html Why do you say that project management is the best method of implementing change. Project Management Consultancy. Retrieved November 3, 2012 from http://www.spottydog.u-net.com/guides/faq/faq.html Read More