Individual Assignment Neville Van Staden July 2020
Individual Assignment Neville Van Staden July 2020
Individual Assignment Neville Van Staden July 2020
CASE STUDY
INDIVIDUAL ASSIGNMENT
MODULE M1
“I/We hereby declare that this assignment is entirely my/our work and that it
has not previously been submitted to any Higher Education Institution. I/We
also declare that all published and unpublished sources have been fully
acknowledged and properly referenced. This includes figures, tables, and
exhibits. Where modified by me/us, this has also been indicated.”
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B. TABLE OF CONTENTS
A. COVER PAGE
B. TABLE OF CONTENTS
C. EXECUTIVE SUMMARY
D. PARTNERING – THE ACCOUNTING SOFTWARE INSTALLATION
PROJECT – CASE STUDY
E. BIBLIOGRAPHY
C. EXECUTIVE SUMMARY
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This document discusses the case study of a software installation project, which
originally started on a positive note, but in the short period of six months was in
danger of failure. The project manager, Ms Karin Chung, was responsible for
installing accounting software throughout the company and decided to use a
partnering approach between six contractors and the different company divisions to
complete the project. Associated project costs, return on investment, and risk
assessment. The certain step requirements for the project to be successful and the
methodology used for tracking progress. Industry 4.0 is based on the horizontal and
vertical integration of production systems driven by real-time data interchange and
flexible manufacturing to enable customised production. The Fourth Industrial
Revolution will lead to full automation and digitalization processes, and the use of
electronics and information technologies (IT) in manufacturing and services in a
private environment. This submission identifies the various challenges portrayed
in the case study. It presents an evaluation of these challenges and seeks to
identify the causes that led to the challenges.
The illustration through several problems identified in this report such as a lack
of project prioritisation, no clear and appropriate balance of power between
project- and functional managers, inefficient utilisation of resources, lack of
personal development and knowledge growth programme and a display of
dysfunctional behavior by individuals.
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Programme Management
Project Management Leadership Skills
Programme Behaviour
Project Team Interaction.
Project Management Office
Projects big and small can feel overwhelming at first glance and for Karin Chung that
was then cased when he was appointed as the Manager for the large corporate
accounting software project. The impression of just leaping in and learning how to
swim is how projects drown in lost time and costs. As an experienced project
manager knows, everything must first be planned before putting it into action.
One of the Big Five consulting companies assisted in the development of a work
breakdown structure (WBS). This a way to organise the work into smaller, more
manageable pieces. According to the Project Management Body of Knowledge
(PMBOK), WBS is a “deliverable oriented hierarchical decomposition of the work
to be executed by the team.”
What that means is the WBS is a graphic representation of every task in the project.
At the top is the final product with a line that goes down the page to a box that
represents the larger tasks that lead to that completed projects. Each box is attached
to lines that go under it to smaller tasks. This is visually defining the scope of the
project into smaller parts that can be worked on by the project team. As the levels go
further down on the WBS, there is more definition and detail. This provides a sort of
task map for the project.
The whole team who identifies the major deliverables and then subdivides them into
smaller and smaller sub-deliverables creates the WBS. This process continues until
the team reaches a point where the task can be accomplished, who will get that
assignment.
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A WBS defines and organises a project, but it can also be used to breakdown more
than just tasks. Budgets can be calculated based on the breakdown schedule and
even risks when a branch is not well defined.
A Gantt chart is another visual project management technique, but this one has
even more applications for a project manager. Making a Gantt chart is a
technique, but it can be combined with a Gantt chart tool to make that technique
much easier to execute.
When you import a WBS into a project, it creates a visual timeline across the life
cycle of your project, with start and end dates. You add the start and end dates,
which creates an individual timeline for each task. The time it takes to complete each
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task over the length of the project period will be seen. This can assist in better
scheduling of the project.
WBS also can be used to break down project activities such as a project manager
that can evaluate the risk involved easily and would be able to assign resources to
the project with ease.
Gantt charts can help with more than planning and scheduling tasks over one or
multiple projects. You can also plan and schedule entire projects, plan in sprints and
milestones, scheduling teams’ work, and compare planned versus actual timelines in
your project.
Karin Chung should consider using network diagrams when planning their projects
since they are involved in multiple projects. With the network diagram, you would be
able to see the complex interdependencies of activities of projects, to avoid
overcoming on resource allocation.
The CPM (critical path method) calculates the start and finish dates of the
activities, their float, and the critical path.
CPM is a cornerstone of project management techniques. CPM requires that you
construct a project model that includes a list of all tasks or a WBS, the duration to
complete each of those tasks, what dependencies if any link the tasks and the
endpoints, such as milestones and deliverables, for the project.
With this information, you can calculate the longest path from the planned tasks to
their completion, including the earliest and latest time these tasks can start and finish
without affecting the project schedule. Now you know what tasks are critical to the
project and can be delay without lengthening the project timeline.
CPM could assist the project manager in proper planning, especially on activities,
which form part of the critical path and have materials with long lead-time. When
submitting the project programme for approval by the client or client’s representative
they are more interested in seeing the critical path of the project because when the
project falls behind, the client checks if the delays were caused by activities on the
critical path. If not the client, will be reluctant to approve the extension of time, as the
delays on none critical activities and will not be extending the duration of the project.
In terms of dealing with contingencies, which are always around the corner in any
project, CPM has something called fast tracking. This is a process of running
multiple tasks on the critical path in parallel. What this does is reduce the overall
project time. This only works if the task is not dependent. Nevertheless, it does
require further resources and can influence quality.
Leadership Skills
The leadership was not investing in continuous development and collaborating with a
virtual network of partners so that they can improve in innovation and product
development, as a result, they were bound to decline in sales, as there was no
campaign regarding healthy foods.
Programme management
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Business plan.
Strategic objectives.
Change.
Other initiatives.
If the whole is too large for a single project manager to handle, then it follows that
several project managers are required to run the smaller projects. So smaller
projects with multiple project managers all designed to achieve a single long-term
goal, objective or benefit for the organisation are what we require.
To control this group and have an overall view, we require a programme manager.
The programme manager is not concerned with the day-to-day running of individual
projects; this is the responsibility of the project managers. The programme manager
needs to ensure that all projects are running on target and that each will achieve its
overall contribution to the programme as a whole. The activities undertaken during
programme management are:
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Programme planning.
Project prioritisation.
Stakeholder communication.
Progress reporting.
Managing benefits.
Quality management.
Risk management.
Issue management.
Programme closure.
The Framework
Vision.
Aims and objectives.
Scope.
Design.
Approach.
Resource management.
Responsibilities.
Benefits realisation.
Vision is the high-level strategy or idea to drive the organisation towards a goal,
benefit or other desired outcome. The vision will usually be a brief statement of
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intent communicated down from the leadership. The vision must have high-level
sponsorship and commitment for it to be successful.
The aims and objectives is a more detailed statement that explains exactly what
is required. This provides a point of reference to go back to when the renewed
focus is required.
The scope gives boundaries to the programme explaining what exactly what will
be delivered. The scope should leave no room for doubt and everyone should be
clear about what is and is not being delivered.
Design is how the projects that make up the programme are put together. In a
process the programme manager considers which projects have dependencies
on others, therefore which should come first, can run concurrently, and those that
come last.
The approach is the way the programme will be run. It is dependent on many
factors and it is left to the skill of the programme manager to decide the most
effective way. The approach should include a communication plan and as a
minimum, and commit to regular progress reporting to stakeholders.
Resource management looks at the scheduling and allocation of resources. Short
term and longer-term views should be taken. For the projects that will start
straight away, it is important to identify resources and obtain line manager
commitment early on. For later projects, required resource levels should be
identified, but line manager commitment is not necessarily needed at this stage.
Responsibilities identify and allocate responsibility for each area of the
programme. Every member of the programme must clearly understand his or her
roles and the roles of the other team members. It is the task of the programme
manager to ensure that this is communicated and understood.
Benefits realisation is the process at the end of the programme by which the
benefits identified at the beginning of the programme and measured. It is the
responsibility of the programme manager to demonstrate to the steering
committee or leadership that the desired benefits have been realised. Often this
will mean that the programme manager will continue to monitor a programme
long after the individual projects are complete to ensure that the benefits are
realised at a business level.
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1. Programme identification.
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2. Programme planning.
3. Programme delivery.
4. Programme closure.
These stages take the programme from initiation, based on strategy and a desire for
change, right through to the final realisation of a defined business objective or
benefit.
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programme manager to assess the degree of success achieved at the end of the
programme.
The planning stage is where the design of the programme takes place. The
programme manager in establishing the programme will:
It is important at this stage to identify adequate levels of resource for the early
projects and identify the requirements for later projects.
At this stage, the individual project managers run the identified projects. The
programme manager's responsibility at this stage is to monitor progress, assess
risks and report progress to the steering committee or leadership. The programme
manager has a view across all projects and must ensure that the programme stays
aligned with the overall objectives and strategy of the organisation.
Like projects, programmes have a finite life and are closed once they achieve their
defined business objective or benefit. Before the programme is closed, the
programme manager must demonstrate to the steering committee or leadership that
the desired benefits have been realised, often called 'benefits realisation'. These
benefits are those that were identified in the first stage, programme identification. As
these have been graded it is easy to quantify success, for example, 100% of 'A'
graded benefits delivered. As a final task, the programme manager should review
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the entire programme and document any lessons that have been learned that will
enable future programmes to be run more effectively.
Often the difference between the projects that succeeds and the projects that fail is
the leadership of the project manager. Project leadership provides direction and
motivation for the team members to follow. Project leadership is particularly
important when a project encounters problems when change is required, or where
there is uncertainty about the objectives and the means to achieve them. This is
when self-directed cross-functional teams adopt an agile/ adaptive style of
leadership, which enables the project team to feel its way forward and progressively
bring structure to an uncertain environment. With their unpredictable nature, projects
need leaders who can adapt to different
Each project team is a group of individuals who needs motivation and coordination.
Planning is vital, but the ability to adapt to changes and work with people to
overcome challenges is just as necessary. A project manager must master the skills
that are necessary to be successful in this environment. The unique and temporary
nature of projects creates a work environment that mandates a different
management approach from that used by an operations manager. Project leadership
is a relatively new field of study, and thus relatively under-investigated. Sotiriou and
Wittmer (2001) stated that even though general leadership has been a focus of
investigation for more than one hundred years, relatively little empirical research has
focused on project leadership. Managers of modern-day complex organisations need
to strive constantly and creatively to achieve greater integration through programme
management principles, structures, and paradigms.
Traditionally, the project manager has been trained in skills such as developing and
managing the project scope, estimating, scheduling, decision making, and team
building. Project Leadership is one of the special project management techniques
within the Role of the Project Manager that enables the project manager to lead and
manage the project team and other participants.
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Although the level of skills needed by the project manager depends largely on the
complexity of the project, the people skills of the project manager are increasingly
more important. The skills to build a high-performing team, manage client
expectations, and develop a clear vision of project success are the type of skills
needed by project managers on more complex projects.
While project leadership is a topic of growing interest, there are challenges to its
investigation. One of those is captured by Slevin and Pinto (1991), whom themselves
asserted that successful project management requires effective leadership.
However, they stated that the fact that it is a topic that is simultaneously well known
and little known to complicate its study. A second challenge in the study of project
leadership is the wide range of meanings ascribed to the concept by different
authors. In his paper titled Technical Project Leadership, Thite (1999a) stated that for
his study, he used the term technical leadership to reference the leadership that is
provided to technical and scientific staff. Other authors considered project leadership
to mean something different, such as a skill for effective project management; others
thought it involved such elements as interpersonal relationships and facilitation
(Gemmill & Wilemon, 1994; Kezsbom, 1988, 1994). Still, others used the terms
project leadership and project leader interchangeably with the terms project
management and project manager (Puccinelli, 1999; Sense, 2003).
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Tolerance for ambiguity – a project manager can often be unfamiliar with the kind
of work the client does and needs to be able to adapt and move the project
forward, even if not all aspects of the company are understood perfectly.
Flexible management style – a project manager is constantly dealing with new
people and environments and must adjust accordingly. They do not have the
luxury of an established rapport with their project associates.
Effective communicating – because of the ambiguous nature of projects, good
communication skills are crucial in understanding what is expected by the client
and being able to convey that vision to the project team.
Empower and delegate key duties to others while maintaining goal clarity and
commitment.
Most frequently, the purpose of a team is to complete a task, so the project manager
needs to maintain focus on the achievement of the objectives. The leadership
responsibilities are:
To ensure that the aims and vision of the team, its purpose, and direction are
identified and agreed upon.
To facilitate the acquisition of resources needed by the team to achieve the task.
To ensure that the team's plan identifies appropriate strategies, build-methods,
and tactics with clearly defined deliverables, measures of success, budgets,
deadlines, and time scales.
To ensure that accountabilities, objectives, and measures are established and
agreed for all team members and that work is delegated.
To ensure those quality standards, effective reporting, monitoring, and control
structures for the task are established.
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There are no continuity and maintenance standards. There are too many
projects running and they cannot keep up even though staff compliment has
grown.
This expertise can be obtained by hiring an outside consulting firm that specialises in
project management or by developing an in-house group. Project management
offices (PMOs) have emerged within organisations to facilitate the development of
organisational knowledge, skills, and tools to internally charter and manage projects.
Scheduling in project management is the listing of activities, deliverables, and
milestones within a project. A schedule also usually includes the planned start and
finish date, duration, and resources assigned to each activity.
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Potential problems and risks would have been identified; Project performance
would have been on schedule if project progress were monitored regularly.
Communication levels and channels would have been in place and effective
communication could have taken place if communication channels were in place.
Effective communication establishes credibility and builds trust.
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Communication styles; Project managers must get others to act and influence
them to get action. Project managers need to be able to recognise a person’s
communication style and adapt accordingly.
Coach and mentor: The project manager must build trust for the team and
stakeholders to seek coaching and feedback.
Active listening skills: Need to read body language, and by listening well they
achieve a better understanding of team members and others. Constructive
project management negotiations: Need to know when to say yes or no. Being
able to create win-win situations.
Issue and conflict resolution: Conflict resolution models to be followed and have
to learn to cope with the resolution and handle stress.
Organisational and leadership skills: Must be able to identify the project
stakeholders and create linkage amongst them to gain respect. •Project
management processes also include planning, estimating, scheduling, tracking,
controlling, measuring, and re-engineering. •Project definition: Any destination
requires a plan as to how to get there.
Project managers need to be able to define the project business objective, goals,
deliverables, assumptions and constraints. It enables the stakeholders to
understand and agree upon the goals required, responsibilities, assumptions, and
the success thereof before the works commences.
Planning process: The project manager must be able to bring the right resources
to project, and one common mistake is that they go through the lifecycle process
once at the beginning of the project and needs to understand that it is constantly
required during the project lifecycle.
CONCLUSION
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Office be started with and program manager in charge to support the new project
manager. A Project Office will help to integrate the project activities, do effective
control and reporting plan on project progress, improve in house and external
communications with the contractors and help with the scheduling of a project risk
management plan or uncertainty that will result in risk monitoring and control.
E. BIBLIOGRAPHY
https://www.management-square.com/matrix-organization/
https://www.pmi.org/learning/library/leadership-project-manager-skills-competencies-
8115
https://pm4id.org/chapter/1-3-key-skills-of-the-project-manager/
Cowie, G. (2003). The importance of people skills for project managers. Industrial
and Commercial Training, 35(6), 256 – 258.
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Russell W. Darnall, “The Emerging Role of the Project Manager,” PMI Journal
(1997): 64.
https://www.inloox.com/project-management-glossary/work-breakdown-structure/
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