Project management is a discipline that involves initiating, planning, executing controlling and the closing team works with the aim of ensuring that specific goals are achieved while meeting a defined criteria. A project is a temporary process which is designed to produce unique product or service.Each project I s designed in a unique way to produce a unique product or services within a given timeframe and should meet intended goals and objectives which are usually beneficial. Project management is highly prioritized in many organizations and companies regardless of their size it has been an important tool in ensuring that projects are implemented in a successful way. A Project Manager is a profession in the field of project management.
The role of project managers is to plan, execute, control and close any project. I every project managers are supposed to set clear and attainable goals and objectives, determine the project requirements and manage the triple constraints of projects which include time, cost and scope. Project managers serve as client representatives and are expected to implement specific needs of the clients which are dependent on the knowledge of the forms they are representing. Project managers should form close links with the selected representatives which make it possible realize any issues related to cost, time and quality and to ensure that the clients are satisfied.
Project managers have the responsibility of ensuring that projects are completed within the stipulated timeframe. The resources allocated for the project should also be utilized as planned so to avoid wastage. For project managers to achieve this, they are required to have a working schedule which acts as a guide for the implementation of the project. Schedule management is crucial in for successful project management. This study focuses on the role of schedule management in project management.
Project scheduling is defined as a tool that is used to communicate what work need to be performed, the resources that the organization is required in the performance of the work and the timeframe within which that work needs to be performed. Project schedule shows all the activities that will ensure that the project is implemented on time. It is essential for project managers to have complete management schedules so that they can communicate the efforts, in terms of cost and resources which will be necessary for delivering the project. Cole-Ingait (2017), notes that projects always have limited time to be implemented and it should meet the required costs and quality. Therefore it is necessary for project managers to schedule activities in a manner that will facilitate timely completion of the projects. However, in some instance managers are faced with certain issues that hinder timely completion of projects.
Thomas (2009) states that the implementation of a project involves a team of people with different roles and interests. Therefore, there is need to develop a schedule to coordinate the efforts of all the involved parties so as to meet the deadlines of each task or phase in the project. According to Kaulio (2008), key projects teams and all stakeholders are responsible for setting dates while the project manager role it to assist in assimilating the information regarding the scope, resources, budget and estimating the time that will be taken to complete specific tasks in the project. After preparing the working schedule, the project manager has the responsibility of monitoring the progress of the project and making any changes in the schedules where needed (Pm4dev, 2015). In case the project manager needs to make any adjustments in the schedule, it is necessary to consult the project team members who are doing the work. For the project to progress smoothly, it is essential for the project manager to communicate effectively to all the members and stakeholders involved in the project. In a project, a single delay can significantly cause a big problem that could negatively impact the remaining phases and could also alter the success of the whole of the project. Project managers should supervise the implementation of a project to ensure that there are no delays in the implementation process which could make the whole schedule to be laid off.
According to Project Management Institute Global Standard (2008), there are well-developed techniques of scheduling. However, they are being implemented inconsistently in many organizations and thus not meeting the desired results. While preparing an effective schedule, the project manager should have a defined work breakdown structure, an estimate of the effort needed for the completion of each task and a clearly outlined list of the resources that will be required and their availability. Scheduling is the way of managing a project. Therefore, without scheduling failure of the project is guaranteed.
Projects are designed to be completed within a given timeframe any delays in the implementation of the project would lead to a considerable loss of resources, and the project may fail to meet its objectives. Project scheduling identifies and estimates the time that will be required to complete a given project. Different activities in a project require different durations as well as the different sequence of implementation. Depending on the duration of implementation tasks in a project can be classified into predecessor, successor or simultaneous activities. Predecessor tasks are scheduled to start before the successor activities and vice versa. The implementation of simultaneous activities should be done at the same. Thus in schedule management is important in identifying the order in which tasks in a project should be implemented. Projects are also faced with constraints that would that would alter completion of the project on time. Scheduling helps in estimating the shortest time possible that would be required in the implementation of a given task while considering possible constraints. Scheduling is also essential in evaluating the progress of the project in reference to particular activities.
Schedule management is essential for any project to be completed on time and to utilize the resources as planned effectively. Proper schedule management reduces inefficiency in the implementation of a project. Despite having all these benefits some of the organizations still have difficulties in implementing projects due to poor scheduling management. As a project manager scheduling management will be essential in my profession since I will be required to manage several projects. Having a good understanding of the importance of schedule management I can develop and manage effective working schedules that will ensure that the projects that I manage are completed successfully. This purpose of this report is to discuss the impact of schedule management in project management. The study will, therefore, motivate organizations to adapt good schedule management practices to avoid failure of projects.
The study aims at identifying major implications for schedule management in project management.
A project schedule outlines the tasks that need to perform, the resources that will be utilized and the duration which the project will take to be completed. In other words, the schedule can be described as a timetable that indicates the beginning and the completion of projects and the milestones that should be met for timely completion of the project. According to Maylor, H. (2010) While developing a project schedule it is mandatory to have a work breakdown structure which helps in distributing tasks evenly among the team members. Project schedules should frequently be updated as it provides a better understanding of the status of the project.
Before establishing a project, it is essential to estimate the costs as well as the time that will be required to complete the project successfully. At the beginning of a project, it is necessary to set accurate time frame for all the activities so that efforts can be made to meet the desired goals. The set for the completion of the project should be enough, allocating too much time for a project may delay the implementation of the project while setting a very short time for the project may lead to frustrations and failure in completing the scheduled tasks (Ballingham, 2008; Blichfeldt and Eskerod, P.2008)
According to Aritua et al. (2009), project schedule requires accurate forecasting an ability which is developed through trial and error. Schedule management is important to an organization as it helps in preventing wastage of resources and opportunities. Ballingham (2008) indicates that by spending too much time on a single project, an organization may end up using more resources than it had planned for at the beginning of the project. This is because the organization will have to fetch for extra resources to pay the workers and other costs that will be required in the running of the project. If a project ends ups taking twice the time that was required to complete it then it may be termed as a failure. A well-scheduled project is completed on time and maintains the expenditures within the estimated budget.
The scheduling processes for each project is different depending on the specific elements involved. While considering time a project manager should understand the following facets;
According to Knapp, B. (2010) planning the work takes place before the project begins. The project manager and the involved team get together and divide the whole project into smaller segments. Each segment is then allocated a specific duration within which it should be completed. The team also organizes the procedures of the project in a sequence that will use the shortest time possible. During the planning process of a project, one of the most important factor to consider is an experience. This can be achieved by forming a team that consists of members who have taken part in similar types of projects in the past.
A project manager may lack experience in specific tasks which is required in implementing the project on time. Experienced team members help the manager in deciding the time required to perform a specific task. The manager should take full advantage of the experience that other team members have. This involves the application of work breakdown structure (WBS). By dividing the tasks that will be identified in a project helps in developing a sequence which ensures that activities in a project are done as scheduled. The time that will be needed to perform each task should also be estimated accurately and included in the final project schedule. The project manager should ensure that the activities of the project run according to the time plan that was set.
The schedule of the work should also be considered when the project begins. Kerzner (2010) suggests that to ensure that the schedule is followed frequent monitoring should be done throughout the process to ensure that it is accurate and reasonable. According to Larson, E and Gray, F (2010) changes should be made quickly if there are tasks which are taking longer than expected. A project manager must be fully aware that project schedule has to be adjusted in the process, but the adjustments should be made early enough for them to be effective. The project manager should also ensure that the reports made in the report are made accurately. The schedule includes milestones to be achieved within a given period which makes it easier to track the progress of the whole project as wells as the progress made by the team members involved in the project. Accurate reporting helps in identifying any shortcomings in the project and make adjustments on time. A project manager should monitor the progress of the whole project consistently and also involve the team members in the monitoring process.
When the project has been completed, it is necessary to review what has taken place and if it has taken place as planned. Nokes and Kelly(2007) suggests that although by evaluating the project at this time may be too late it is important in making changes that would help in avoiding mistakes in a future project. The management of the project should come together and identify which phase of the project did not go as planned for instance; phases that took a longer time to be completed than estimated. It is also necessary to identify the phases that took the shorter time that planned. By evaluating how the project was carried out the organization is able to make adjustments to streamline the future projects.
In the closing phase of a project, it is essential to maintain the discipline the concentration may shift to the next project. This is usually common when the team has been working on one project for a very long time which leads to boredom. The team could be looking forward towards having new experiences. Maintaining discipline in the closing phase of the project allows the project manager to analyze his or her time management successes and failures which help him or develop good project management skills (Lock, D. 2007).
Projects depend on time and by ensuring that projects are done on time ensure the project stays on budget and thus meeting the set objectives and goals.
According to Cole-Ingait (2017) scheduling, the activities in a project motivates the organization as well as the employees to accomplish the goals of the project. By completing each phase of the project, the whole team is motivated since it marks a success in the business. Scheduling also helps the organization to complete the project on time as scheduled.
Scheduling in a project helps in improving communication within the team implementing the project. It ensures that the whole team is working towards a common goal and reduces confusion among the employees since every activity is scheduled and the manner in which it will be implemented it is outlined clearly (Jonas, 2010).
Scheduling also allows the organization to manage the project cost in a more efficient way. Scheduling also ensures the project is completed on time which avoids extra costs that could have been incurred if the project implementation took a longer time that estimated (Cole-Ingait, 2017).
Knapp (2010) suggests that scheduling also helps the organization to prepare for unexpected occurrences that may take place in the future and hinder the progress of the organization. This is because while developing a schedule the management is able to come up with a plan on how certain issues will be managed in case they took place in the future.
Project managers have the responsibility of delivering the project by appropriately managing the activities required in the implementation of the project. The project manager also delegated various activities in a project and also plans and monitors the project (Kaulio, M.A., 2008).
Jonas, (2010) indicates that projects are also faced with risks which the project manager must be aware of so that they can manage these risks effectively by managing contingency plans. The project manager also monitors the progress of the project and mobilize the required resources where necessary.
The researcher used secondary data in gathering the information for this study. Secondary data is described as data collected by someone else and the researcher or the user. Secondary data involves data collected by governments or organizations for the purpose of research Bishop (2007). Bishop (2007) also acknowledges that using secondary data helps the researcher save time that could have been spent collecting data. Secondary data can provide larger and high-quality information that the researcher could not have attained if he conducted research on his own. Since secondarily is available from other sources which could have been used in previous research. This makes it cost-effective and saves a lot of time. While using secondary data, the researcher is not needed to carry out much of the background since it has been carried out. Secondary data also provides a basis which primary data can be compared and can be useful in developing a research design.
According to Yaghootkar and Gil (2011) used the stimulation of four projects which were to start on a tight schedule. In their study, the starting of the first project was delayed while the deadline for implementing the project was not changed. The delay increased pressure on the first project which makes it become a priority in the implementation and also in the allocation of resources. Yaghooykar (2010) states that delaying project one it consumed some of the resources that were planned for the second project which was scheduled to start after project one. As a result delay in project one increased the elapse time required in delivering the following projects and the project is subsequently deprived of the resources required to implement the subsequent projects. To complete the first project the management is forced to use the resources set apart for other projects to implement the delayed projects. From these results, it can be noted that if the project schedule is not properly followed then, the organization can spend more than what was budgeted.
Conclusion:
Project scheduling is essential for any project to be successfully implemented. The project manager profession is mainly dependent on the successful completion of projects within the planned time and using the required resources. This can only be possible when the project manager develops a project scheduled that helps guide the implementation of the various phases of a project. Project scheduling is, therefore, a crucial element in the career of project manager. Project managers should have a good understanding of how they can develop a project schedule and use it effectively
References:
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