Is a planned undertaking of related activities to reach an objective that has a beginning and an end?
Project Management: Tools & Techniques Sean Maserang MSIS 488: Systems Analysis & Design Fall 2002 Introduction | Projects | Project Management | Tools | The Future | References Introduction Problems arise in every organization. Such problems as what products/systems to develop, should capacity be expanded, or should a computer be purchased are just a few of an endless number of continuing problems about which management must concern itself if the firm is to survive. These problems and their alternative solutions establish some elements of change around which the organization must adapt. Projects are generally established to carry out these changes and someone is always responsible for each project's successful completion. [11]Every project is unique in terms of the problems that arise, the priorities and resources assigned it, the environment in which it operates, and the project manager's attitude and style used to guide and control project activities. Therefore, the organizational structure for the project must be designed to fit within that project's operating constraints. The organizational structure implemented may not be the same structure used throughout the life cycle of the project due to changes in priorities, available resource, project personnel, laws, and other contingencies. Regardless of the project management structure chosen, management must realize that a dynamic state of equilibrium between limited personnel and financial resources and the objectives of the project will be necessary if project management is to be successful in their particular organization.[11] Before touching on the major tools and techniques of project management, let's get to the bottom of what project management truly is. Later, I will list the benefits that the tools and techniques of project management bring to the systems analysis process. Projects Nearly every activity within an organization could be labeled as a project possessing unique characteristics and varying levels of importance to the organization. A project is defined as a planned undertaking of related activities to reach an objective that has a beginning and an end.[16] All projects solve some type of problem, but projects may also be established simply to determine and define feasible alternative solutions to problems. Seven primary characteristics of a project include:[11]
Project Management In the past, a company typically decided to undertake a project effort, assigned the project and the "necessary" resources to a carefully selected individual and assumed they were using some form of project management. Organizational implications were of little importance. Although the basic concepts of project management are simple, applying these concepts to an existing organization is not. Richard P. Olsen, in his article "Can Project Management Be Defined?" defined project management as "�the application of a collection of tools and techniques�to direct the use of diverse resources toward the accomplishment of a unique, complex, one-time task within time, cost, and quality constraints. Each task requires a particular mix of these tools and techniques structured to fit the task environment and life cycle (from conception to completion) of the task." [11] Employing project management technologies minimizes the disruption of routine business activities in many cases by placing under a single command all of the skills, technologies, and resources needed to realize the project. The skills required depend on each specific project and the resources available at that time. The greater the amount of adjustments a parent organization must make to fulfill project objectives, the greater chance exists for project failure. The form of project management will be unique for every project endeavor and will change throughout the project.[11] The project management process typically includes four key phases: initiating the project, planning the project, executing the project, and closing the project. An outline of each phase is provided below. Initiating the Project
Planning the Project
Executing the Project
Closing Down the Project
The techniques listed above in the four key phases of project management enable a project team to:[3]
Tools Project management is a challenging task with many complex responsibilities. Fortunately, there are many tools available to assist with accomplishing the tasks and executing the responsibilities. Some require a computer with supporting software, while others can be used manually. Project managers should choose a project management tool that best suits their management style. No one tool addresses all project management needs. Program Evaluation Review Technique (PERT) and Gantt Charts are two of the most commonly used project management tools and are described below. Both of these project management tools can be produced manually or with commercially available project management software.[4] PERT is a planning and control tool used for defining and controlling the tasks necessary to complete a project. PERT charts and Critical Path Method (CPM) charts are often used interchangeably; the only difference is how task times are computed. Both charts display the total project with all scheduled tasks shown in sequence. The displayed tasks show which ones are in parallel, those tasks that can be performed at the same time.[3] A graphic representation called a "Project Network" or "CPM Diagram" is used to portray graphically the interrelationships of the elements of a project and to show the order in which the activities must be performed.[2] PERT planning involves the following steps:[7]
Benefits to using a PERT chart or the Critical Path Method include:[6],[7]
Gantt charts are used to show calendar time task assignments in days, weeks or months. The tool uses graphic representations to show start, elapsed, and completion times of each task within a project. Gantt charts are ideal for tracking progress. The number of days actually required to complete a task that reaches a milestone can be compared with the planned or estimated number. The actual workdays, from actual start to actual finish, are plotted below the scheduled days. This information helps target potential timeline slippage or failure points. These charts serve as a valuable budgeting tool and can show dollars allocated versus dollars spent.[4] To draw up a Gantt chart, follow these steps:[1]
Benefits of using a Gantt chart include:[8]
The Future Project management tools have evolved from simple spreadsheet products to sophisticated, Web-based project information portals. The obvious trend in project management software, as with almost everything in information technology, is a move toward Web-based systems. Most project management tools can be accessed via browsers and those that do not currently have this capability are moving in that direction.[17] One product that allows users to take non-Web-based project management tools and to then bring the data to a Web browser is mesaVista from Mesa Systems Guild, Warwick, R.I. The product acts as a portal development tool that allows firms to view information from products such as Microsoft Project over the Web. These project management portals are becoming more common as the collaboration capabilities of project management tools improve.[9] Another trend is the move toward hosted project management applications. For example, users can outsource project management to product/service offerings such as onProject.com from onProject.com Inc., Morristown, N.J., or WorkLenz from Metier Ltd., Washington D.C. onProject.com is an Internet workspace that allows users to share and mange information associated with projects and their related tasks. WorkLenz is a software application that serves as a virtual project manager with intelligent agent features. Offered via the ASP model, WorkLenz manages a customer's project and provides real-time alerts of issues, inefficiencies and problems, and even recommends solutions.[9] Project management tools continue to evolve in terms of capabilities and user interface. The general direction is toward more integrated process and knowledge management systems, and user interfaces with a "Web" look.[17] Project management tools are gradually becoming integrated project information portals with capabilities far beyond simple project tracking and reporting.[9] As the sophistication of these products continues to grow, however, so too does their complexity. It is important for project management software vendors to keep things simple and easy to use. Project management tools should not become the focus of a project manager's life or add time to project activities. If a project manager has to spend too much time learning a product's features, their ability to actively manage the project process diminishes, totally defeating the purpose of the tool.[9] References:
What is the first activity in the project planning phase?The first planning activity is to define project activities, using a Work Breakdown Structure. The purpose of this activity is to establish a common understanding of project scope. This is a sample work breakdown structure. It is a description of the work that must be done to complete the deliverables of a project.
What is the process of dividing the project into manageable tasks and logically ordering them to ensure a smooth evolution between tasks?Task identification structure refers to the process of dividing a project into manageable tasks and logically ordering them to ensure a smooth evolution between tasks.
What is a planning phase?The planning phase is when the project plans are documented, the project deliverables and requirements are defined, and the project schedule is created. It involves creating a set of plans to help guide your team through the implementation and closure phases of the project.
Which of the following best defines a Gantt chart?A Gantt chart is a visualization that helps in scheduling, managing, and monitoring specific tasks and resources in a project. It consists of a list of tasks and bars depicting each task's progress. It's the most widely used chart in project management.
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