This reflective essay depicts a clear reflection regarding professional project management practices in the RMIT University. The automated AMS system is used by the University to record the financial and personnel details. However, in these days the system is becoming inefficient to calculate the fees for the students and other confidential data as well (Young, 2016). It is crucial for the RMIT University to check for their current system effectiveness through utilization of professional project management practices.
In this reflection advantages and disadvantages of using PMBOK project management lifecycle are discussed. In addition to this, he main challenges or risks that the project team member has faced during the progress of the project are also elaborated. Apart from this, how the project management lifecycle is useful for the progress of any project including the future success are elaborated here. In addition to this, it is also discussed here whether in future the project management lifecycle approaches will be applicable or not are also demonstrated in this reflective essay.
From the application and operation details of RMIT’s AMS system it is defined that, currently the system is facing he difficulties in record keeping. Due to inadequate technical support and supportive IT infrastructure the system is facing major challenges throughout. It is the role of the project manager to adopt the most suitable cloud based architecture so that the system effectiveness and the efficiency gets enhance. In addition to this, due to inappropriate infrastructure the current challenges that the RMIT University is facing include enrolment, finance, library etc. This application level solution will give the students a better user experience. Therefore, the University should concentrate on the system efficiency considering the issues as a main priority. The project manager is interested to update their AMS system from the current one to in house cloud based architecture. The total duration of the project is estimated as 20 months and the starting and finish date of the project are respectively 1/1/2019 and 6/10//2018. Including the staff salary the total cost estimated for the project is $1, 357, 224. Basically, this project is experiencing staff level and technical risks throughout.
I think that, in order to combat these issues the project manager should focus mainly on technical risks and staff related challenges. According to Zwikael (2016), on job technical training will allow the project team members to become more familiar to the project requirements. On the other hand, Nicholas and Steyn, (2017), argued that only training can never build a professional but their interest to individual perspective of project are also important for them to give them high user experience. Apart from this, the man concern for the accomplishment of this project include project objectives, project goals, delivery of proper schedule, constraints and risk assumptions, roles and responsibility of the stakeholders (Larson & Gray, 2014). I have experienced that successful risk management approaches and risk register can lead this project towards success.
Besides this, I think that the schedule baseline of this project should be followed professionally including proper control and monitoring. Ramazani and Jergeas (2015), argued that, many important factors are there that should be considered for the success of this project. Fleming and Koppelman (2016) opined those proper consensuses related to project goals among all the project team members are very much crucial for project success. On the other side Peppard and Ward (2016) stated that, effective communication among the project team members will lead this project towards its objectives. I think that technical experts are required to be hired by the University Redesign and reconstruction of the AMS system. The final document will be approved by the board of directors and project sponsors.
I think that, advancement in career will overwhelm the practices of professional project management. Many advantages and disadvantages of project management are there due to which most suitable project lifecycle approach should be selected by the project managers. If the project executives fail to choose the suitable one then the project may fail to reach the project objectives and respective goals (Pinto, Dawood & Pinto, 2014). Instead of searching for the endless resource the project manager should consider reading the project management body of Knowledge (PMBOK). The advantages and disadvantages are discussed in the below section:
Project guide: This is one of the most traditional and widely used practices for developing any software or system like product for the businesses. Similarly, for development of the RMIT’s AMS system the PMBOK lifecycle is the most suitable one (Ghosal et al., 2015).
Professional unit of development: PMBOK lifecycle acts as a professional unit of development. Based on the industry standards reading and studying of the PMBOK is very much crucial.
Project management step breaking: With the help of this approach a large project can also be breakdown in smaller segments (Ramazani & Jergeas, 2015). If proper segmentation is possibly implemented then the working difficulties also gets reduced. Not only this also, complex projects also become easy with this approach.
Tested methodology of project management: This management structure offers tested methodology as well as evidence based practices for making sure that other mythologies may not work in this project.
Expansion of experience: Regardless of the recent structure of the industries, it given opportunities to the project team members and the other experts to gain expanded experiences (Fernandez-Cavia et al., 2014). The advise is in the PMBOK is completely applicable for calling the industries as those are related to project management.
Help to reduce the costs and time: The overall allocated time and cost both gets reduced with successful implementation of PMBOK lifecycle methodology. It gives a well organized project development structure to the project manager and the working project team members. For this, the team member feel engaged to their job roles and also tries to complete the project work sooner (Awang et al., 2015). Because of the professional role play of project team members the issues like over allocation of cist and overrunning time gets reduced. In other words these issues completely get resolved with the successful implementation of this practice.
Resolve resource allocation issues: In this specific project management practice the issues of resource over allocation and cost of resources gets completely resolved. It gives standardization to the project members and also reduces overhead costs among the project team (Bowers & Khorakian, 2014). It also helps to compare the traditional process through best of the project practices which may lead any project to increase the efficiency and accuracy in the current project practices. All the project level opportunities can be also unmistakably characterized.
The PMBOK project practice given unrealistic estimation of project resources, cost and time frame. Not only this but also it gives a completely inflexible nature of project meeting schedule to the project team members. The working project environment that it delivers is completely incompatible according to the project objectives and goals. Many projects are defined to have complexity and in most of the cases the reasons of such difficulties are complex stakeholder management (Fleming & Koppelman, 2016). If the project manager fails to structure project outlines properly then the entire will be lead to failure in terms of resource over allocation and cost allocation.
The PPMBOK project management practice is comprises of five different phases in terms of initiation, planning, execution, control and performance and closure. I think for any successful project the project manager and the associated team members should follow all of theses phases accurately. If any of the aspect of theses phases are missed or overlooked then the entire
Learning from PMBOK lifecycle
Although Laudon and Laudon (2016), have argued that, process of managing project in the application field lacks detail understanding regarding the way through which critical success factors contributes to different phases of project cycle. For the instrumental project success three implications and key findings are also required to be considered by the project managers of AMS system development project for RMIT University. The main phases that are to be processed and followed by the project managers are conceptualization, planning, development, control with project monitoring and closure. It is mandatory for the project managers to complete the project considering all theses aspects. I think that if all the project characteristics are properly followed by the project managers then the project will be completed successfully wihin the structured project cost and time as well. I have learned about many other project factors such as communication management. I have realized that with professional communication strategy the project manager and the project team members will be able to share their point of views with each other. It will also increase the compatibility among the team members. In addition to this, the creativity among the project team members will also enhance.
I have also learned that, risk management and stakeholder management are the two other aspects that are also needed to be followed by the project managers for the success of the project so that it can meet the project objectives and goals. All the project stakeholders are also required to successfully cover their job roles to avoid project difficulties. Based on the project objectives the stakeholders should also invest accurate amount of capital to the project fund. I think that for this specific project the project manager should hire technical experts. The technical experts will only be able to design and develop the data management system for the university. The secured system will make sure that none if the information is getting hijacked from the server without permission of the owners of the system. Besides system security the management department of the university is also needed to have proper experience. It will only guide the employees of the university to operate the system effectively. I think that, operation strategy is another important aspect for the university that has to be maintained by the project manager and the team members. After that only the system can only then operate appropriately by the working university employees.
Conclusion
From the overall discussion it has been concluded that, project lifecycle management lifecycles are mainly used for the IT projects. Therefore, from the analysis details it can be said that this approach is applicable for the Information Technology project (redesign and redevelopment) of AMS system for RMIT University. Based on the requirements details the project management practice should have to be adopted by the project executives. It is expected that, with successful adoption of project lifecycle the operational and functional issues faced by RMIT University can be completed resolved. It has been assumed that, PMBOK project management lifecycle will provide a precise roadmap to the project executive of AMS system development project so that without any error the project can process onwards. In order to deliver either any product or service adoption of proper project management lifecycle is very much mandatory. Based on specific examples, the gathered experiences are also elaborated in this section. Moreover, this reflection implies the experience on application of PMBOK project management lifecycle to the AMS project for RMIT University.
During the implementation of any other projects in future the idea and process of OMBOK lifecycle must be followed by the project manager. The approach needs not to be adjusted in such way. in the initiation phase the project manager should identify the project resources and gather data accordingly from those resources. Then at the project planning phase the project outline should be planned according to the project requirements. Based on the project objectives the execution should be done for the successful implementation of AMS system in the University. Lastly all the associate stakeholders are to be signed off at the project closure phase. If these phases are all followed accordingly then the no such operational and functional error will occur.
References
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