Question:
Describe about the Program Planning, Delivering, and Finalising?
A Program Management base organisation is where the organisation has undertaken a group of projects that will be managed in a coordinated way to get benefits however these projects cannot be individually managed as they are all linked to one another. These types of operational work are ongoing activities that produce repetitive outputs unlike anindividual project that is only short term activities (BusinessDictionary.com, 2015).
business management with other frameworks different from these organisations as because of the need of the involvement of different job titles usually with different departments to manage the success of these projects. Management and allocation of tasks for the projects is done by the project manager to employees from the human resources, finance department, production, IT, administration along with marketing departments. It is needed all employees to work on their given tasks in a well organised and timely manner to reach the ultimate goals and objectives of the project. During, allocation of tasks, project manager needs to look at skills, time, and knowledge along with willingness concerned with employees related to each department. It is certain that, project manager to be marked as responsible for making scheduled interviews and meetings to keep eyes on the solution and progress of answer, queries, which have arisen and projects as well (Dfpni.gov.uk, 2015).
Verities of projects are there to include a service, new product to be launched, or modification or to put a new information along with results into the system, changes to be brought to organisational structure or system, research to be done, work on construction, improvement of business procedures and processes. There are some long term and some are there individual projects which are merely temporary which goes on with benefits (Gcis.gov.za, 2015).
Having a larger scope Program managers are able to provide much more benefits and they expect inside and outside changes of the program along with the development in program plans at high level with guided details. Program staffs are managed by the Program managers, and to provide vision and leadership as a whole, project managers always present there. Needs and benefits are the indexes used for the measurement of success of a project (Government of Alberta, 2015).
Three types of available organisations are there which namely functional, project or matrix organisations. Hierarchy system is used by the Functional organisations to determine the authority level of each employee work in organisation. This should start with authority at highest level with CEO/chairman working with and it is not limited but can include to senior managers, senior supervisors, managers, employees and supervisor. Project managers may find it harder in this type of organisation due to the non-assignments of resources which causes lack of control over projects in hand. Resource allocation tasks are the foundation of the matrix organisation and authority over projects lies on the hand of project managers. Assignments of employees are done by the functional managers in a project while the project manager does the assignment of task to those assigned employees. Having full discretion over organisational resources in a project organisation, agenda and time, a project manager full authority does what is required to bring the best outcome of the projects. As a advantage of having less interference and conflict from other sources project organisation achieves accomplishments of its goals and objectives (Ipa.faa.gov, 2015).
Such organisations like Coca-Cola Arnott’s, Aldi, Amatil, Woolworths, Sony, Magnum and Samsung that launch products of different types. In the life cycle of products there are many processes and projects associated with the products. Many processes and projects are there to be done before the launch a product that needed to be undergone before it is ready to see as a final product and then it is ready to launch into the market.
Time management, budget, resources, stakeholders, risk assessment, contingency plan, work breakdown structure, all these are needed in a project, in a logically sequenced order to show all purpose, milestones, of a project and what are the achievements, aimed by the organisation, Gantt chart, parameters, scope, project objectives such as results, goals, and outcomes (Literacy.kent.edu, 2015).
in project management there are such roles, to perform, such as, project owner as an initiator and finances the project also, Being the executive responsible for the project, project sponsor plays an important role of owner, project manager manages the implementations of projects, project team is made by putting the employees together, who are responsible for undertaking tasks related to project, tasks are allocated to them, and last of all, the suppliers, company management and customers, clients are the stakeholders. Project team and project manager require organisational skills, budgeting skills, planning skills, problem solving, influencing, and negotiation, leading along with human resources and team building (Managementhelp.org, 2015).
There is a life cycle in Project management which starts by doing planning followed by taking initiative, making plans, doing implementation, monitor and lastly close. Taking Initiative in project management stands the meaning of giving an explanation on aim, scope, purpose, deliverables of project in focus, scaling the duration of project, budget, which the organisation is able to provide for the project in concern, the authority level, people who are needed to be involved to make sure that the team can work effectively and progress checking of project time to time. Goals of a project are important facts to keep in focus, as this can state the actual output need to be achieved by the organisation. May be this is to improve or increase organisational profits, so that market share can come for the organisation in a large amount, to provide customer services properly, increment of efficiency, employee training improvement and to reduce carbon emissions. After achieving the goals, objectives are achieved as outcome. Performance indicators are used to monitor progress of project .As a parameter every project is having location, money, time, and authority along with scope. Working right members in a team is very important before starting a project. As an effective there should be Making of better decisions, solving other issues and problems, resources should be used as in better way and being flexible in work. Identification of all external and internal stakeholders which are having interest in project in concern, will be those whom the project can affect, will be either positively or negatively influencing the project and sponsoring the project (Managementhelp.org, 2015).
Project planning helps project manager in identification of what is needed to be done, who are needed for the involvement, the finalisation date of the project and needed funds which is going to be used. Without a proper explanation and not having good planning may lead the desired project objectives and goals not to meet. As an important part, sub parts plays an important role by making diagram on work breakdown structure, communications plan, Gantt chart along with contingency plan is included in plan of risk management. by bringing whole project together, project plan in detail covers all aspects. This is a nice way to assign resources, task, responsibilities, controlling and monitoring of the project by work breakdown structure which helps to give precise description and make the scope also in a organised, also an overview is given of a list of deliverables which are broken down to ensure not being repeated or missed. Once the team members are allocated as per the task, project managers should make it sure that they have understood given responsibilities fully about what they have asked to deal and what the other team members are responsible to do. Gantt chart is used to schedule the task according to their duration. Gantt chart shows name and type of task, employee name, work ID Number, duration is shown by the start and finish of the task. By identifying the hazards and threats Risk management shows harm in the project, next determination of impact is done, what if it was to happen, evaluation of the risk and making acceptance, by the contingency plan risk reduction measure is undertaken due to it helps for the preparation on these risks and other useful strategies must be identified to manage the risks. The risks types may include still not limited to budget, date of delivery, inspections and WHS requirements, what the customer’s expectations and system requirements will be. The plan of risk management is a documentation, which should be made and presented by project manager to decide whether the risk should be avoided or accepted, mitigation of risk or to transfer the risk. The communications plan includes initiation meeting from beginning of the project to the end, project initiation plan distribution, the actual project start is called as kick-off, team meetings, sponsor meetings, status reports, and those minutes taken at every meeting (Omafra.gov.on.ca, 2015).
Implementation of the project refers to the execution of the project plan, instructing the other team members, checking the project at every stage and making reports out of it. The kick-off meeting is the first meeting, which happens between the project team, and the clients. It ensures all the members have understood the ground elements of the project, clearing all the doubts. The projects should be properly monitored and all the new elements that come out should reach all the team members immediately. Problems are arise during the project, the project leaders must always evaluate the alternatives and be ready to implement whenever needed. A very helpful and corrective action should be implemented in organisations to resolve issues and problems such as, poor quality, customer complaints and an internal audit. Internal audit justifies customer satisfaction, escalated and resolved. Changes are a part of organisational, but the changes should be disseminated to all the members. Project status reports are given to all the stakeholders on a regular basis. Workplace coaching methods and techniques are used by the manager to maintain or improve each of the team members work performance (Planning, 2015).
It is necessary to monitor the project so that the objectives are met and check whether the project is progressing or not. If the requirements of the project are not met and the project is not ready to give the decided results, then necessary action are recommended to be taken. The things that need to be monitored regularly in the project are costs, time, risks, communications and issues that may arise. The project manager can keep track of the progress at the assignment level, task level time, period progression or as total project. Without monitoring the project, it is impossible to decide whether the project is doing good or not. Milestones are the projects biggest deliverables such as completion of the analysis, design, documentation finalised and the system test plans. The key performance indicator needs to document properly; it is of much use for many further projects. Status reports tells about the present situation of the project and what is suppose to happen in the project next on and the issues that are being worked on. The status report is given to the stakeholders to give an overview of the projects progress and all current activities and tasks (Small Business – Chron.com, 2015).
Closing the project claims the finishing of a project. This is the last stage of the project life cycle. The project report is a summary of the project delivered and any changes that has been made in the costs, scope, schedule or quality. At the end of the project the team is rewarded, the lessons learned are reviewed, issues that occurred and their solutions, release of project resources and a formal notification given to the higher management. The post implementation report is made at the end of the project. This shows the project sign-off, the lesson that were learned, management of the customer’s expectations, quality and cost management, skills of the team members and the project organisation structure. A final meeting is held to discuss the projects and the new points that came out newly. The learned lessons are discussed so that when new projects come the team is prepared to face it (Uleth.ca, 2015).
In conclusion, program management have more authority over all the projects and then the project manager’s work on individual projects to meet project goals and objectives. For the projects to meet these outcomes it must go through various phases of the project life cycle which include implementing the project, planning it out, executing, monitoring and closing. There is a lot to be planned before the project can kick-off. The risk management plans, contingency plans, work breakdown structure, Gantt chart and status reports. With proper planning and monitoring all project goals and objectives will progress to a satisfactory project closure (Thecommunityguide.org, 2015).
References
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