Effective Management Strategies in the UAE - Essay Example

? Project Management of the of the GASCO Project Management Survey Report Table of Contents Executive Summary 4 Background of the Problem 4 Main Research Objective 5 The Methodology 5 The Sample 6 Limitations 6 Findings 6 Recommendations 13 Appendices 14 Reference List 24 Executive Summary With the advent of globalization business across the world are getting connected in one way or the other. Consequently the complexities associated with such business are increasing at a rapid rate. Businesses are facing new challenges almost every single day in their respective field of work while conducting different projects which is affecting their performances significantly. In order to makes themselves stand apart from their competitors and gain competitive advantage; businesses are adopting various project management strategies. By adopting such strategies businesses all over the world are responding to a challenging economic environment thereby positioning scarce investment funds in order to purse and attain a competitive edge in this seemingly competitive world. These initiatives are actually delivered by the projects that businesses undertake which represents a significant investment for the organizations concerned. In order to conduct a robust research, we have adopted a survey questionnaire methodology which catered to set forth questions regarding various aspects of project management followed and implemented within an organization. The survey was conducted over the telephone and was directed towards senior level officials of businesses based in UAE. The sample size was 30 and the reason for such a sample was to overcome any complexities in ambiguities associated with the answers that are obtained from the survey. Moreover, the time allocated for the survey also limited the number of officials who could be interviewed. Having done an in-depth study, it was seen that, businesses are not being able to deliver the commitments related to a project successfully. Although some businesses are delivering the promised commitments, however, the delivery is quite inconsistent. The value that a business is expecting to obtain from a particular project investment is not being achieved, as a result of which the discipline of project management is coming under question. The survey that we conducted in the year 2012 has formed a good ground work which provided a useful insight about global challenges and based upon that we have been able to provide further detail regarding economic challenges and how proper project management helps in tackling such challenges. The trends have changed over the last two years and significant improvement have been seen the project management strategies adopted by businesses all over the world. An increase in the number of project that is being undertaken has witnessed. The study identifies effective management strategies that are critical competitive differentiator and how they are being adopted by businesses in the UAE in order to beat the competition. The project also caters to highlight certain project management practices that will help GASCO to attain more value from investments made in projects and to do so on a consistent basis. Background of the Problem Abu Dhabi Gas Industries Ltd GASCO established in the year 1978 under the benefaction of H.H. Sheikh Zayed Bin sultan Al Nahyan. GASCO is a joint venture between Shell 15%, ADNOC 68%, Partex 2%, Total 15% and ATHEER. The organization aims at capitalizing the significant gas resources of UAE to create competitive advantage. Honesty, integrity and respect are the three pillars of the company’s vision and it also focuses on the health, safety of people and better environment. The company is also known for sustainable development which allows them to maintain a balance between the long term and short term interest of the business (Davidoff, 2009; Fannin, 2011; Fryer, 2001). It has been observed that in the recent past the company has been dealing with the issue of quality management. The issue of quality management has not remained constrained with this company only but has been gaining widespread attention across the globe. As a result of that, it has been decided that through this project the quality management issues being faced by GASCO and how they deal with the same will be explored. On the basis of the findings, recommendations to the company will be also provided (Argenti, 2002; Copeland, Sliwa and Hamblen, 2001). Main Research Objective The principal research objective is to inspect about the quality management issues at Abu Dhabi gas industries limited GASCO. Furthermore, this research paper is also aimed at identifying and analyzing the various aspects of project management followed and implemented within an organization. The study observed that business houses are failing to deliver the quality standards as expected from them due to certain intricacies such as poor quality management, improper scheduling or due to flaws in the development process. Hence, the aforementioned factors will be also evaluated from the perspective of the company. The Methodology The methodology adopted for this survey process was telephonic interview. This mode was adjudged best because it has the deftness to reduce various complexities such as personal visits to the markets and that resulted in shortening the overall data collection timescale. Furthermore, it has been observed and identified that the immediacy of response and flexibility is comparatively higher in telephonic interviews. As a result of that telephonic interview was adjudged best (Grant, 2000; Hagen, 2010; Hanson, 2003; Leeman, 2010). The telephone numbers were retrieved from the company account with prior consent of the HR department and assistance of the administration department. The sampling method adopted in choosing the 30 candidates was judgment sampling. Candidates were alimented from the pool on the basis of the following factors: - 1. One who could not be reached via phone or will not be available for the responses. 2. Managers who are not involved in any kind of project management activity, rather they are departmental heads of the firm or manage other kind of operations. On the basis of these factors a total of 30 respondents were chosen and was interviewed through telephone to know about the project management issues at GASCO and allied activities. The Sample The total sample size for this project was 30 and each of the respondents is manager of the firm. However, not all the managers are from the same department. The distribution of the total sample size is presented below: - Limitations There are hardly any studies or any work that has been completed without facing complexities or difficulties. In the similar way, this study has also faced intricacies in the overall process. The major problem arrived during the data collection phase. At times due to poor network voice was not coming out properly and that caused difficulties in recording data. In addition, some of the managers when approached were busy and that increased the total data collecting timing (Hollenback, 2007; Manning and Curtis, 2002; Mitroff and Alpaslan, 2003). The last major limitation experienced in the overall process was the cost. The telephonic interview turned more costly than what was expected. In some situation, it was even costlier than the personal physical interview. Findings In this section of the study, the findings of the questionnaire survey will be highlighted. In addition, the findings will be also displayed pictorially so as to ensure better understanding. The first thing which will be depicted is the demographics of the respondents. The graph shows that the distribution of samples was harmonic as respondents from each segmented group was present in the study. Nature of projects Nature of Work according to project Managers The results make it evident that the pace of work is very high and it is coupled with high pressure (Mitroff, 2001; Mitroff, 2004; Regester and Larkin, 2002). Nevertheless, it provides the managers with opportunity to develop their skills and special attributes. When it comes to their freedom, the graph below indicates the amount of freedom in decision making is less. Project Manager’s Role Adoption of Project Management Methodology Risk Management Initiatives In order to mitigate the risks, GASCO undertakes various approaches such as improved communication, risk eductauion etc. However, the most prevalent ones are allignmnet of the project risk with the activity undertaken and increasing the engagement levels of the stakeholders. Implementation of Project Management Maturity Model The survey shows that most of the managers actively uses project maangement maturity model in the process of scheduling and controlling the proejct. Project Delivery within stipulated Budget Project Delivery as Per Requirement The above two graphs clearly indicates that the perfoamcne of the company is considerably good as the company has been able to deliver the projects on time and has also been able to remain within the budget. The comparison of the performance for the year 2012 and 2013 shows that 2012 was better because the perfoamcne dramatically in the subsequent year. Therefore it is obvious that the project management strategy or initiatives undertaken by the firm is not paying off and requires further consultation from the industry experts. Average Project Numbers Team Members The above findings have shown that each team on an average consists of 10-20 members and each team works on less than 4 projects at a time. However, this depends upon the nature and value of the project. The study also has shown that there are less usage of specialized project management tools and the same reflects in the less percentage of awareness of project management tools among the managers and the recommendations for the same is presented below. Recommendations On the basis of the findings following are the recommendations to the firm: - The company is strongly recommended to benchmark the current organizational performance and set a standard for itself so that it can reach that standard by devising appropriate strategies (Singh, 2009). The company is also recommended to establish a project management culture which is productive and valuable. In addition, the company is strongly recommended to carry out periodic evaluation of the effectiveness of the project and simultaneously develop strategic quality plans (Williams, Champion and Hall, 2011). The project leaders must be trained so that their skill, knowledge and efficiency pertaining to the subject is enhanced and they provide the company with better results (Youngman, 1998). Lastly, specialized project management tools must be implemented so as to ensure better management and risk mitigation. This will also increase project quality and add to customer satisfaction. Appendices QUESTIONNAIRE ID# Client:  Abu Dhabi Gas industries GASCO. Business Name: Interviewer detail: Phone Number: Date and time of interview: Interviewee detail: Length of interview: [Introductory Statement] “Hello, I am calling on behalf of XYZ Company for a survey being conducted for an Abu Dhabi based Gas company. I was wondering if I could speak with the manager or owner who is primarily responsible for project management.” [If the person sought is not available, ask if they would be available anytime during this week. If yes, then schedule a convenient time to call back to talk to the person, thank respondent and terminate the interview process. If no, thank respondent and terminate interview process.] [Contact is made with the person in charge of project management] “Good morning/afternoon/evening sir/madam, my name is ABC XYZ. I am an active member of the market research group at XYZ University. Currently we are conducting a survey regarding different aspects of project management. For this survey your participation will be highly appreciated. This survey will take about 10 minutes or less depending on your answers. I was wondering if you would be willing to answer some questions about your business how do you go through with project management activities in your company.” [Contact refuses to take part] Thank you for your time. We hope that the next time XYZ University calls; you will be able to take part. Terminate the interview process and code as refused. [Contact agrees to take part; proceed to next screen] Thank you for choosing to take part. Here is the first question: [Screen] 1. How would you describe the nature of projects in your organization? Would you say…? [Multi code question] Factors Strongly disagree Disagree Neutral Agree Strongly Agree the job requires working very fast the job requires working very hard The project does not require excessive amount of work Project team members get enough time to complete each assignment 2. Taking into account the unit where the project managers work; how would you describe the nature of work there..? Factors Strongly disagree Disagree Neutral Agree Strongly Agree Work is carried out under pressure of time There are peaks in the work The pace of work is too high There is too little time to finish the work The work is too complicated 3. When working on projects, does the project manager..? Factors Strongly disagree Disagree Neutral Agree Strongly Agree make a lot of decisions on his/her own have very little freedom to decide how to work Need to learn lot of things Require to be creative get to do a variety of different things on the job get the opportunity to develop own special abilities 4. Thinking about the projects, how frequently do project mangers adopt project management methodology? Always Often Sometimes Never Don’t know 5. As far as improving risk management in projects is concerned, what initiatives do you take in order t o ensure the same? Communication of the approval risk framework Align project risk framework with organizational risk framework Increase engagement from Board Facilitation by external provider Risk education No initiatives currently underway Other 6. Do project managers adopt working in your organization adopt program management methodology? Always Frequently Rarely Never Don’t know 7. While executing projects, does your organization implement the project management maturity model? Yes No Others; please specify ________ 8. Do you have any plans to evaluate the project management maturity model that you have in place in the next two years? Yes No Don’t know 9. In the year 2012, have you been able to deliver project consistently within the stipulated budget? Yes No Don’t know 10. In the year 2012, have you been able to deliver project consistently within the stipulated time? Yes No Don’t know 11. In the year 2012, have you been able to deliver the stated deliverables within the project consistently? Yes No Don’t know 12. In the year 2013, have you been able to deliver project consistently within the stipulated budget? Yes No Don’t know 13. In the year 2013, have you been able to deliver project consistently within the stipulated time? Yes No Don’t know 14. In the year 2013, have you been able to deliver the stated deliverables within the project consistently? Yes No Don’t know 15. Would you say that over the last two years the project management done in your organization is improving? Yes No Don’t know “Now I would like you consider the performance of the project mangers employed by your organization. This is because the next few sets of questions are regarding their aspects and the nature of work that they do. So…” 16. Which category would you say your project management officer served the most? I will read out the list of options, please interrupt me when you hear the right option. Value Added Administration Process Control Others, please specify: __________ 17. What is the average number of project team members, the project management officer in your organization typically supervises? Would you say it is…? Less than 10 Between 10 and 20 Between 11 and 30 Between 31 and 40 Between 41 and 50 50 or more 18. What is the average number of projects you typically work on simultaneously? Would you say it is..? Less than 4 Between 4 and 8 Between 8 and 12 12 or more 19. What industry does your organization operate in? I will read out the list of options, please interrupt me when you hear the right option. Telecommunications Professional services Manufacturing Education Information technology Health and community services Government Financial services Engineering and construction Energy and utilities Consumer products Others, please specify: __________ 20. Which project management strategy does your company adopt mostly? I will read out the list of options, please interrupt me when you hear the right option. Proprietary methodology In-house methodology MSP PMBOk – based PRINCE 2 Other Don’t know The survey is about to finish. Before that I just need to ask few questions regarding your business in order to compare the answers with other business firms that we interview. 21. How would you classify the type of your business? [refer to code book to code answer] 22. An estimate of the budget for a typical project that you executed the last year. Would you say it is..? Less than $10,000 $10,000 – 15,000 $15,001 – 30,000 $30,001 – 50,000 $50,001 – 80,000 $80,001 – 100,000 Greater than $100,000 23. An estimate of the duration of a typical project with which your organization is involved. [In months], [code answer according to interviewee’s response] 24. What is your job title? Owner Chief Executive Officer Managing director Business head Project manager Project Administrator Project engineer Senior executive Project team member Others, please specify: _________________ 25. How long have you been working for the company under your current position? [In months] 26. How long have you been with your current company? [In months] Now, I would like you to think about the type of projects that is typically undertaken by your business unit. I will read out a list of options. Please interrupt me at time when I read out the right option. So, is it…? Information technology Construction Manufacturing Pharmaceutical Research and development Financial Professional services Others; please specify: ___________ [Transition] In order to ensure that we interview a wide representation of the public, we will ask you some demographic questions so as to eliminate any biasness in responses. 1. Code gender Male Female 2. What is your age? Would you say it is between..? 18 – 29 years 30 – 49 years 50 – 64 years 65 years and over. 3. Your highest level of education Some high school High school graduate Some college Trade/technical/vocational training College graduate Some post graduate work Post graduate degree [Termination of interview process] “Thank you very much for your time and cooperating. We appreciate your participation. Bye.” Reference List Argenti, P., 2002. Crisis communication: lessons from 9/11. Harvard Business Review, 80 12, pp. 103-10. Copeland, L., Sliwa, C. and Hamblen, M., 2001. 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