Analyzing Project Execution Direction and Management Techniques
Throughout the entire execution of a project, the project manager can employ different techniques to coordinate and direct the various technical and organizational aspects of a project. Tools, such as the Project Management Information System, are powerful work aids that an organization can use to ensure project success. In this article, I want to look at some of the processes of project execution direction in any organization.
Here are the guidelines…
#1 Comply with Organizational Policies
You need to comply with any of the organizational policies and procedures that the organization has in place regarding project execution to ensure predictable and consistent results. Make sure that all contractors are familiar with and comply with the procedures.
#2 Evaluate Work Authorization System
You need to evaluate the work authorization system you will use to formally sanction work to begin on an activity or deliverable. The value of the control your system provides should be balanced with the cost in money and time for designing, implementing, and using the system.
#3 Use Artifacts
In line with good project management practice, you have to use the artifacts necessary to get the job done. You need to use the organization’s project management infrastructure. If your organization does not have one, you should always plan on how to invent one for them.
#4 Work with a Business Analyst
There is a need for you to work with a Business Analyst to create a PMIS that is workable for your project. Make sure that the System Analyst understands the following: who needs to use the information, what type of information will be needed by the user, when and in what sequence will the information be used and who will generate the initial information to be incorporated in the system?
#5 Day to Day running
Once the system is in place, you have to determine who will be responsible for day to day running of its operations, whether it will be you or someone else. Specifically, you need to determine who will be responsible for:
#1 Data Entry
You need to determine who will be responsible for data entry of initial information. This includes assigning people to enter data and setting up specifications for what data must be entered, how it will be entered, and when it will be entered.
#2 Analysis of Information
Analysis means summarizing information, drawing a conclusion from it, and creating graphical depictions of what the information is saying. Your task here is to assign people to do the analysis and provide specifications of how the data is to be analyzed, how it is to be reported, and what reporting format will be used.
#3 Storage and Archiving
You need to also decide who will be responsible for storage, archiving and retrieval of data. This includes assigning individuals to handle day-t0-day storage and retrieval and setting specifications for backing up data and archiving it.
#4 System Documentation
Whatever system you choose, it must be documented. Remember that you will be straining the PMIS during project execution. You may need to adjust it, or even repair it, to improve its performance during this phase of the project. Good documentation will allow support staff to make the adjustments and repairs efficiently, without losing data or backing up the project schedule.
#4 Evaluate the effectiveness
You need to also evaluate the effectiveness of the PMIS for your project. You must not rely too much on the PMIS. You also have to be proactive rather than waiting for the PMIS to report a problem before addressing it. Youn also needs to avoid the temptation to manage the PMIS instead of the project. This happens when you focus more attention on the result from the PMIS than what is happening on the project.
Typical Example…
The Project Team for a municipal fire station completed its project plan, which is well into execution. Using the services of a system analyst, they designed and implemented a PMIS that includes manage and complicated methods.
The team analyzed the needs of the project and a balanced cost and benefits to develop a work authorization system. The system requires an email message to be sent to notify the appropriate people that work can begin on the next component.
Now your take on this argument.
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