Engineering Project Management in Windows Vista - Literature review Example

Name Institution Title: Engineering Project Management Course Code Date Table of Contents Engineering Project Management 3 Commentary 3 The paper introduces the need for the use of project management tools in organizations. PRINCE2 methodology of project management is critically looked at while heading. There is also the comparison between the tool and PMBOK. The last part is an analysis of an engineering project and the project being analysed is the windows vista project. 4 Safety information 4 For any project carried out, the user should not be subjected to any harm. For this reason, all the safety measures and environmental concerns have to be observed. 4 Summary 4 Project management requires that the managers handle the whole project with care and with keen on focus on achieving the organization’s purpose for the project and to operate within the budget limits. For this reason, project management tools should be used to maintain the project within the budget and to help the manager in working towards the achievement of the organization’s goals. Prince2 methodology has been used and is preferred as a project management tool for its suitability to the project. Another tool is the PMBOK. A comparison of these two tools shows why Prince2 is the preferred tool. One of the projects that have been carried out is the windows vista project by Microsoft and the project details are discussed in the paper. 4 1.0 Introduction 4 1.1 Part 1 – Prince 2 5 1.2 Part 2: Comparison of Prince2 and PMBOK 9 1.3 Part 3: Analysis of an Engineering Management Project: Windows Vista 11 2.0 Conclusion 14 Bibliography 15 Office of Government Commerce (OCG), For successful project management: Think PRINCE2, The Stationery Office, Norwich, 2007. 15 Hedeman et al, Project Management Based on Prince2, Van Haren Publishing, Netherlands, 2010. 15 Harris Paul, PRINCE2: Planning and Control Using Microsoft Project- Updated for PRINCE2 2009 and Microsoft office project 2007. Eastwood Harris Pty Ltd, Australia, 2010. 15 Bentley Colin, PRINCE2: A Practical Handbook. Elsevier, USA, 2010. 15 Wideman R. Max, Comparing PRINCE2 with PMBoK, Vancouver, Canada, 2002. 15 Haughey Duncan, The Project Management body of Knowledge (PMBOK), PROJECTSMARTCO.UK. 2010. 15 McIntyre A. Douglas, The 10 Biggest Tech Failures of the Last Decade, retrieved on February 7th 2013 from: 15 http://www.time.com/time/specials/packages/article/0,28804,1898610_1898625_1898627,00.html. 2009. 15 Kerzner Harold, Project Management: A Systems Approach to Planning, Scheduling, and Controlling, John Willey and Sons Inc., 2009. 16 Walker et al, Microsoft Windows Vista Management and Administration, Sams Publishing, USA, 2008. 16 16 16 Engineering Project Management Commentary The paper introduces the need for the use of project management tools in organizations. PRINCE2 methodology of project management is critically looked at while heading. There is also the comparison between the tool and PMBOK. The last part is an analysis of an engineering project and the project being analysed is the windows vista project. Safety information For any project carried out, the user should not be subjected to any harm. For this reason, all the safety measures and environmental concerns have to be observed. Summary Project management requires that the managers handle the whole project with care and with keen on focus on achieving the organization’s purpose for the project and to operate within the budget limits. For this reason, project management tools should be used to maintain the project within the budget and to help the manager in working towards the achievement of the organization’s goals. Prince2 methodology has been used and is preferred as a project management tool for its suitability to the project. Another tool is the PMBOK. A comparison of these two tools shows why Prince2 is the preferred tool. One of the projects that have been carried out is the windows vista project by Microsoft and the project details are discussed in the paper. 1.0 Introduction In the current business environment, the pace of change and the complexity of operations have continually increased and this means that organizations face the critical challenge of keeping up with the pace of this change. The challenge creates tension in the organization and this requires that more money and time is spent so as to manage operations as required. Projects are used by organizations to transform their operations and therefore project management is referred to as the means by which the process of transformation can be managed. Various tools can be used in project management, including PRINCE2 and PMBOK. This paper shall evaluate the Prince 2 Project management methodology as well as the PMBOK methodology and make a comparison of the two methodologies. In addition, the paper shall analyse an Engineering Management Project, including the successes and failures within the project. The paper shall be structured into three parts: the first part shall provide an overview of the Prince 2 methodology; the second part shall be a comparison of PRINCE2 and PMBOK, while the third part shall be an analysis of an Engineering Management Project. 1.1 Part 1 – Prince 2 Prince 2 (Projects in Controlled Environments) is a structured method of project management that is based on the wide experience that is drawn from various projects conducted in organizations worldwide (Clarkson, 2010). Clarkson further stated that PRINCE2 is a framework by which management of a project can be done with efficacy. The method provides the guidance on what should be done for the project to be run and why the project should be carried out in that manner. In addition, it provides the description on how to manage the project. It does not involve doing the work in the project but involves management of the project. PRINCE2 presumes that the people handling a project may not have worked together in the past and therefore lack the experience to produce similar results or outputs. Therefore, the coordination between the people handling the project will have to be very organized. In addition the responsibilities that are shared between the people handling the project, the managers and the sponsors have to be defined clearly (OCG, 2007). Some of the striking characteristics of the PRINCE2 methodology include the following: A definite lifecycle The products are definite and measurable Activities to realize the outputs are corresponding The amount of resources required are defined The structure of organization has defined responsibilities meant for project management. According to Hedeman (2010), PRINCE2 is a generic method and this makes it autonomous, regardless of the project type. It establishes a clear difference between the management and intrinsic aspects in the projects. It is therefore a straightforward method and can be introduced easily as a standard in organizations. Project management using PRINCE2 method is approached from four perspectives: principles (fundamental principles that must be adhered to by a PRINCE2 project), themes (every theme gives the description of the precise application), processes (the entire project course on a step by step basis from beginning to end) and tailoring the method (adjustment of the method to suit the type of project). These perspectives are used by the PRINCE2 method to direct the operation of the project that is carried out under this method. Various principles are used to govern the operation of a project under this method. The first principle states that the justification of the business has to be done continuously when carrying out the Prince2 project. This refers to the reason as to why the project was initiated. The second principle is the team members under Prince2 project learn from the experience they get and the lessons learnt have to be recorded and used during the projects. The third principle states that the Prince2 project has roles and responsibilities that are clearly defined and organized in a way that represents the business interests. In addition, the project is split into stages that help in the monitoring and managing of the project through management of the various divisions. The Prince2 project also operates on the management by exception principle where high management can keep control of the project even without devoting a lot of time to the project. This approach is efficient since decisions are made by management only when it is necessary and at the right level; thus there is certainty over the progress of the project. During the project, three levels of management are used by Prince2 to direct, manage and deliver the outputs of the project (Hedeman, 2010). Additionally, a Prince2 project is inclined towards the delivery of products and providing satisfaction on the agreed criteria. Each activity that is handled by the Prince2 method has to deliver results. Under this principle, each stakeholder of the project knows what will be delivered by the project and whether their actions are meeting the expectations of the project. This makes the whole process efficient in terms of meeting the expected outcome f the project and the contribution of stakeholders. Finally, Prince2 is custom-made for every project. This method can be used regardless of the project’s nature and the context of implementing the project. This aims to suit the particular project in the environment of operation. The tailoring of the method has to be described in the initial document of the project so that every concerned party is aware of the procedures and processes that the project shall adapt. Bentley (2010) presented the themes’ perspective in Prince2 method and stated that the business case has to be justified. In addition, Prince2 gives the structure that the team will use during project management. This includes defining the roles and responsibilities of all the people involved. Further, the plan for tailoring the method to the project is made and the progress is monitored to ensure sound management. The development path of a business case starts with the pre-project where the business case is verified. This is followed by the initiation stage where a detailed business case is verified. Subsequent delivery stages follow up and this involves confirmation of the benefits and updating the business case. The final delivery stage follows up before the post-project stage where all the benefits are confirmed. The process of managing a project under Prince2 starts with directing the project. Under this process, the project board, management team and the sponsors are informed of the project. These group of people are bus and should be involved at the decision making stage of the project only. They therefore have to be aware of the project. Prince2 helps the group in decision making through its management by exemption principle. The project is then started up and this process has objectives to achieve. Therefore, the project manager has to design and assign a team for managing the project. The scope and of the project objectives have to be known to the team. The manager then has to make a decision on the approach that shall be taken during the project to obtain a solution. This process is followed by management of a stage boundary and this involves checking for the completion of the work to that stage. It also involves planning for the next stage, updating the plan of the project and the business case, updating the assessment of risks and reporting the outcome of the project to the project board. The project is then closed (Betley, 2010). 1.2 Part 2: Comparison of Prince2 and PMBOK According to Haughey (2010), PMBOK refers to a collection of processes and areas of knowledge that are considered to be best practice in the discipline of project management. The method is recognized internationally as a standard that gives the fundamentals of managing projects, regardless of the project type. PMBOK identifies five basic groups and nine areas of knowledge. Processes during the project interact and overlap. The basic concepts that are presented by PMBOK can be applied to programs, projects and operations. One of the differences between PMBOK and Prince2 is that PMBOK only sets the processes, how they can be linked together. It also lays out the tools and techniques that can be used in the project. On the other hand, Prince2 method has to be scaled so as to meet the size as well as the project’s needs. Prince2 is a project life cycle that has six out of eight processes running from the beginning of the project to the end of the project. The other two processes remaining (planning and directing) are continuous ad they support the other processes. Each process has its sub-processes and this totals to 45. Six components feed into the system and these include documents and processes. Prince2 gives a description of three techniques, viz quality review, change control and product based planning. On the other hand, the PMBOK guide has twelve chapters that describe knowledge areas that are function based. These are accompanied by illustrations of the processes for project management and descriptions in form of tools and techniques, inputs and outputs (Haughey, 2010). In addition, Price2 uses the concept of stages and not phases. It holds that using stages is obligatory and the number of stages used can be adjusted based on the requirements made by management of the project. On the other hand, PMBOK uses phases in describing the various processes that should be used as best practice in project management. Further, Prince2 creates the difference between the technical and management stages. Technical stages are characterized by a set of skills whereas management stages are related to committing resources and the power to spend. These two aspects may coincide. On the other hand, PMBOK describes a project phase to be a set of project activities that are related and culminate when a major objective has been accomplished. It does not give the difference between stages and phases and it uses either of these indiscriminately. Prince2 can also be considered to be a methodology for implementation because while it describes the life span of a product to have five phases: conception, viability, implementation, process and culmination, only the implantation phase is covered by the Prince2. On the other hand, PMBOK is a management methodology for the whole project. Therefore, Prince2 methodology is the best method for project management since it gives specific details with respect to the project to be handled. It is also structured in a way as to suit the particular project and provides descriptions on the roles and responsibilities of each individual to be involved in the project. This saves the time needed in finding out who should handle what in the project. This is contrary to PMBOK that gives general guiding concepts on the project and this does not have specifics of roles and duties. In the event that the project hits a snug, it becomes difficult to identify directly who should be in charge of the problem. 1.3 Part 3: Analysis of an Engineering Management Project: Windows Vista Engineering project management has been stated to be a process followed to transform the operations of an organization. Microsoft Windows was on the path to enhance the security of most personal computers in the world. Security of PCs had been an issue considering the number of threats that were faced from the viruses and other attacks. Therefore, the company initiated the Microsoft vista project that would be an addition to the security of the personal computers. The Operating System (Vista) was launched in 2007. Its initial launch was set to be in 2003, but there were delays in the launch and this was probably the longest awaited project from the software company that is the world’s largest. Despite the delay, the operating system realized some appreciation in the market as well as rejection by other people (McIntyre, 2009). In fact, McIntyre (2009) reported that after the release, 8.8 % of personal computers across the world were using Microsoft Vista. One of the project management best practices is that the objectives of the project should be achieved within the pre-set time. Windows Vista was set to be launched in 2003. However, the project was delayed for so many years and this almost led to overlapping of the project with windows 7. In fact, most users who had not yet began using the windows Vista opted to wait for the windows seven project that due in 2010. The management of the project failed in delivering the project in time. In addition, there was no communication to stakeholders (customers) on why there was such a long delay and it was left for the stakeholders to wait and see. Project management requires proper and timely communication and involvement of the stakeholders. Kerzner (2009) argued that one of the major challenges that project managers face is time management. The Prince2 method of project management purports that proper planning can effectively solve the problem of meeting deadlines set in projects. By planning and scheduling, the manager of the project is able to measure the amount of time, effort, scope and cost (Haris, 2010). The business life cycle of Microsoft Company was in line with the life cycle stated under Prince2. This starts with the definition of a definite purpose. This is articulated in form of a vision statement that has values that are defined and it states the goals of the organization. The vision for Microsoft is that of a vision for the future. By deciding to develop an operating system that would improve the security of personal computers, Microsoft was in line with its vision of trying to insure the future of computers. After setting the goals for the project, they are defined to be the objectives of the project. These objectives are then cascaded throughout the company’s business through the system for performance management. The organization also has to develop measures that will ensure the project is successful. This is also accompanied by the strategies that ensure the delivery of anticipated results. The progress of the project is then reviewed time and again, mostly at pre-set intervals. Microsoft’s approach to the development of windows Vista worked along with what Prince2 method for project management requires (OCG, 2007). In addition to the improvements in security, Windows Vista had more exciting features as compared to previous versions of Windows. For instance, it had enhanced driver model and subsystem model and was stable for future versions of windows (Walker et al, 2008). This indicates that the company set the objective to develop the project in accordance to its vision for the future. Its revolutionary architecture changed the way its users would work and manage data on their personal computers. Critical changes in the architecture included user control privileges ‘changes, changes in pre-boot and pre-installation environments and disk imaging and modularization. These modifications were meant to enhance the experience of the users with respect to usability. This achieved the objectives of the project and as Prince2 dictates, the project has to achieve its objectives (Hedeman, 2010). According to Clarkson (2010), Prince2 method of project management considers benefits to be an improvement from what already exists. It is considered to be the measurable improvement that results from an outcome perceived to be advantageous by one or even more of the stakeholders. For the case of Vista project, some of the benefits were not achieved and this is perceived to be the project’s failures. For instance, Vista was a slow operating system as compared to windows XP, an operating system that it was supposed to get the better of. In fact, Windows XP service pack 3 was reported to be twice as fast as the Vista operating system. This meant that the project had not provided the benefits that would be expected by the stakeholders. The Prince2 method of project management requires that projects produce an outcome that is high quality and efficient. Upon release of Windows Vista, Microsoft’s main competitor, Apple, worked successfully and demonized it by deeming it boring, buggy and not easy to use. This quickly spread the notion that Windows vista was a flop of a project. The project did not work out to be better than Windows XP. This was a problem that had to be addressed immediately and Microsoft was already rolling the Windows seven project. By the time Windows Vista was released, windows seven was nearing its release too and this meant that the two projects risked the prospect of overlapping. Various lessons can be learnt from the experience of Windows Vista. For instance, project managers should carefully assess their objectives before initiating. The project should be worked out along the best practices so as to stick within the objectives. In addition, the deadlines set for accomplishments of the projects should be stuck to so as to provide ample time for further projects and to keep up with the changing environments of technology. Project managers should promote their projects based on the competition they face so that the projects they come up with do not demean their organizations but boost their reputation. 2.0 Conclusion Project management requires careful approach and choice of methods that will provide the best outcomes for the organizations since the projects are meant to improve the services offered as well as promote the reputation of the company. For organizations seeking efficacy, the Prince2 method of project management can be the best method for choice since it offers efficiency in terms of monitoring the results, the operations and the resources deployed. It also works with the specific project to be pursued. Bibliography Clarkson Ian, PRINCE2 Business Benefits: Best Management Practice for Portfolio, Programme, Project, Risk and Service Management, White Paper, 2010. Office of Government Commerce (OCG), For successful project management: Think PRINCE2, The Stationery Office, Norwich, 2007. Hedeman et al, Project Management Based on Prince2, Van Haren Publishing, Netherlands, 2010. Harris Paul, PRINCE2: Planning and Control Using Microsoft Project- Updated for PRINCE2 2009 and Microsoft office project 2007. Eastwood Harris Pty Ltd, Australia, 2010. Bentley Colin, PRINCE2: A Practical Handbook. Elsevier, USA, 2010. Wideman R. Max, Comparing PRINCE2 with PMBoK, Vancouver, Canada, 2002. Haughey Duncan, The Project Management body of Knowledge (PMBOK), PROJECTSMARTCO.UK. 2010. McIntyre A. Douglas, The 10 Biggest Tech Failures of the Last Decade, retrieved on February 7th 2013 from: http://www.time.com/time/specials/packages/article/0,28804,1898610_1898625_1898627,00.html. 2009. Kerzner Harold, Project Management: A Systems Approach to Planning, Scheduling, and Controlling, John Willey and Sons Inc., 2009. Walker et al, Microsoft Windows Vista Management and Administration, Sams Publishing, USA, 2008. Read More