Research Topics: Project Management Samples

Efficiency of charactor, comminication skills and form of procuremant

Introduction They said that a success of a project is determined by the character and the communication skills of the project management rather than the procurement used. The project manager is responsible in handling the project. The project manager must ensure that all the processes and objectives of the formulated project plan are followed. But even though having a good project plan does not necessarily mean that certain project will eventually succeed. It needs a good project manager to supervise these plans. Generally, the project manager is the one responsible for the overall success of a project.   The Project Manager In general the project manager is the one responsible for the overall success of a project. The project manager must then gain understanding and agreed on the overall objective of the project, the scope, the risk involve and that will emerge in the process, the approach to be use in making the project a success, how much the budget is for the project, etc. This also includes defining and adopting the specific project management procedure to be used in managing the project. This does not necessarily mean that the project manager must do all the work for themselves. There can be a team or certain people helping in order to create the Project definition and the project workplan as well. However, if error occurred in the process of attaining the project, the project manager is the one accountable for this error. Once the project starts, the project manager must successfully manage all the process and control the work. The project manager must identify, manage, and resolve project issues that can arise while in the process of project completion. These issues must be resolve to avoid conflict in the project plan and to attain all the goals and objectives of the plan. Handling these issues is necessary to attain the target deadline of the project. It is also the role of the project manager to report the development of the project to all the stakeholders. It is the responsibility of the project manager to communicate with all the stakeholders of the firm. All the progress and issues must be discussed by the project manager to the all stakeholders; this will help to determine the capabilities of the project manager in handling the project at hand. The project manager must be capable in terms of identifying and managing project risk. Identifying project risk will help in formulating early solutions to solve these problems. Inevitable risk must be immediately managed and resolved by the project manager so that such problems would not become complicated. The project manager must ensure that all the solutions formulated are of acceptable quality. The project manager must ensure that only the scopes in the project plan are delivered in completing the project. The agreed project plan must be carefully followed, unless sudden changes are approved by the stakeholders. The project manager must ensure that these changes must be followed accordingly. It is also the responsibility of the project manager to collect metrics that will give sense of the progress of the project and whether the expected progress and results is attained. The project manager must also ensure that the projects overall workplan is equally assigned to all those who are part of the project. These works must be completed I time to endure that the project will be done in given timeline. The budget for the project must be responsibly manage and monitored. All this works does not actually mean that the project manager physically must do all this work, but they must ensure that all this works happen. If the project has problems, or scope creep, or feces risks, or id not meeting expectations, then the manager is the one to be held accountable. A good project manager should have management skills, well organized, have great follow-up skills, must be process oriented, can do multi task, have a logical thought process, must be able to determine root cause, analytic, a good estimator and budget manager, and self-discipline. These qualities will the key asset of a project manager in attaining project success. A project manager is also responsible in managing all the people included in the project. A good people management skill is also necessary for a project manager. The project manager must ensure that all the standard processes and procedures are followed by the people. It is the responsibility of the project manger to monitor the people in the project. The project manager must establish leadership skills to get the people and teams in the project to willingly follow directions. Leadership is about communicating a vision and getting those involved in the project to accept and strive to make that vision come true. People in the project must be hold accountable to meet expectations; the project manager must be able to account feedback on member performance. Team building skills is also necessary for a project manager, so that people feel motivated and work together for the sake of the project and for their other team members. The larger the team and the longer the project duration the more important it is to have a good team-building skills. A good project manager is necessary to have good communication skills verbal and written, including good listening skills. Constant communication must be kept by the project manager to all those involve in the project.  If the team and the people behind the project has poor morale and is not meeting the deadline, the project manager must resolve this. It is the responsibility of the project manager to make the team understand what they need to do and when it is due. Depending on the projects size and its complexity, the project manager must be able to do multi task. Project management is a particular role even when the project manager id working in other roles as well. For example: the project manager may assist in gathering business requirements, or help design a database management system, or write the project documentation. Let’s put it this way, the project manger manages the project for 45% of their time, and they also perform business analysis for 25%, work on design for 15%, and still write the documentation for 15%. This simply means the project at hand is not large or complex enough that needs a full-time project manager. A project manager may have a full time role on a large project. A certain project may require a certain level of skill and responsibility for a project manager. On one project, a project manager may be both a project manager and an analyst. In some organizations, the project manager is held accountable for the project’s success, but does not have the right level of responsibilities. For an instance, the ability of a project manager to resolve issues may be hindered because the project manager’s position in the organization is not high enough to quickly resolve an issue.  All issues are resolve by the stakeholders or those who are in higher position to decide for the company. The only responsibility of the project manager is to report problems and issues to the stakeholders.       Procurement Process In general, procurement process is the process of acquiring services, supplies, and equipment in accordance with applicable laws and regulations. In modern business, procurement is usually consists of different seven steps. The procurement process is part of a business plan and must be followed and supervised by the project manager. The project manager is the one in charge to follow these steps for the success of the business. The following steps are as follows:   Information Gathering If a potential customer does not yet established a relationship with the sales marketing function of the suppliers of their preferred products and services, it is then necessary to search for suppliers who can satisfy the customer demands and requirements. Information regarding the potential customers and the potential suppliers who can provide the needs of the customers must be gathered. Through research the organization can gathered important information’s about the capacity and capabilities of a potential supplier. This information will help in determining the best choice of suppliers. This will inform the organization of the strengths and the weaknesses of each supplier by this means each potential supplier in the list will be filtered to determine which of them the best in terms of providing service. By means of conducting survey to the customers, the organization can gain knowledge of the customer’s demands and needs. This will help in knowing what product to market, who can be the best supplier for this products, and what course of plan and actions to under take. The project manager can organized and supervised a team that will conduct the necessary research and survey to gather the required information. The project manager will be the one responsible to compile this information’s and report them to the organizations stakeholders.   Supplier Contact When one or more suitable suppliers are identified, the organization can advertised Request for Quotation (RFQ), Request for Proposal (RFP), or Request for Information (RFI), and the organization can now directly made contact to these suppliers. This process is actually doing business with the potential supplier whom the organization distinguish capable in giving the best products and services. A supplier should also be flexible enough in terms of adapting in sudden market trends and demands. Once the organization had made contact with the potential supplier of choice the next step can now be done. The capabilities of a certain supplier should be given consideration. A supplier should be capable enough to provide the organization with products and services that are required by the customers.             The project manager is the one in charge in communicating with the potential suppliers. Good communication skill must be demonstrated by the project manager. The project manager can then send request to the potential suppliers stating the nature of the request. Communication with potential supplier is necessary in the progress of the business.     Background Review The references of the product and services offered by the supplier must be studied and carefully examined by the organization. These products and/or service should meet or even exceed the required and the expected output of the organization. Also any follow-up in terms of the requirements of the products and the services that includes installation, maintenance, and warranty must be thoroughly investigated to ensure security for the organization. Sample of the product and services being considered must be examined, and must undergo trials to make sure that it passes customer standards. The contract offered must be both agreed upon by the organization and the supplier. It should be carefully studied to ensure that it will not jeopardize the organization’s operation.             The background of the products and/or services must be reviewed by the project manager. Of course, it is not the responsibility of the project manager to decide about the whole business but the opinion of the project manager will be given consideration by the organization’s stakeholders. Because the project manager is the one knowledgeable about the background of the products and/or services offered.   Fulfillment This is the fulfillment of the procurement process. The supplier’s preparation in shipping and delivering the product will be tested. The payment for the products and services are completed, based on agreed contract terms. Installation of the new process and training in managing and handling them is also included. Training is necessary for the end users to adapt to the new process. This will teach the end user on the proper usage of the new process. The end user must be trained for them to have a thorough understanding of the newly installed system. The new system will be fully functional only if its user is adept in using them. The functionality of the new system will be fully attained if the user is trained and knowledgeable enough in using the new system. Once fulfillment phase is initiated, the project manager must then ensure that risks are manage in this phase. Risks are unexpected and can occur in the long run of the process. Managing and solving these risks is the responsibility of the project manager. Early solutions must be formatted to solve such risk.   Consumption, Maintenance, and Disposal After the organization had made a decision on which supplier should provide the needed product and/or services. The organization must evaluate the performance of the new product and service, as well as the service of the supplier, as they are consumed. The evaluation of the product and services will determine if the organization can dispose them or to continue production. If these products and services did not meet the required output expected the organization can invest in other supplier that can meet these requirements. If a certain suppliers deems incapable to produce the expected results and outcome of the organization, the organization can then look for new suppliers to provide the necessary service.             Again it is the project manager who is in charge to report the performance of the new product and/or services, and the performance of the supplier to the stakeholders. The stakeholders then decide about performance report given by the project manager.     Renewal When the product and services had been consumed and/or disposed, or when the contract expires, or the product or service is to be re-ordered, the organization’s experience with these products and services are reviewed. If the product is to be re-ordered, the organization must decide whether to continue doing business with the same supplier or if the organization finds the recent supplier incapable to meet the expected service, the organization can consider other suppliers service.               Managing all the process doesn’t necessarily mean that the project manager will be the only one to do all these. The project manager can designate people to handle other process but these people are the responsibility of the project manager. For example: in the fulfillment phase; the project manager can designate a person who will be responsible in monitoring the shipment of the products. The project manager must ensure that the person incharge is knowledgeable in terms of logistics and shipping. That person is accountable to report to the project manager the progress of the shipment. These reports are then forward to the stakeholders by the project manager, who is in charge of communicating with the stakeholders. The project manager is mostly in charge of the whole process of the project. Most of the works of the project manager are complex and a necessity in attaining project success. A project manager should be capable in handling these complexities in order for the success of the project and the business.       References:         Credit:ivythesis.typepad.com

Efficiency of charactor, comminication skills and form of procuremant

Introduction They said that a success of a project is determined by the character and the communication skills of the project management r...

PROJECT MANAGEMENT: PRINT DESIGNING COMPANY (IRAN)

PROJECT MANAGEMENT 4 Case: Print Designing Company (IRAN) Introduction             To manage the potential of a fresh project and to identify the direction in which these can be understood, there are various elements that should be considered. For this case study on a print designing company, the focus is on the framework for the new project development—that is, to establish a new design for a new client. The comprehension of the relevance of human resource management has been indicated, yet it should also be understood that the event in which the organization is operating in is one of the most critical elements that would affect its outcome. This is because organizational culture and the methodologies are utilized by the organization when it comes to relating with the employees is an integral element that would have an impact on the sales and the direction of the management. Also, there is the necessity to evaluate the government policies and the probable impacts that these will have on the future of the new project. In making a new project to become stabilized, various departments have to be issued their ample jobs and also the limitations of the time in which they must be able to progress. In doing so, this paper also involves the concepts that have been established on the specific departments and their working titles. The particular endeavors have also been integrated in order to specifically prioritize on the direction that they are treading. In order to comprehend the methodologies that will be utilized for the completion of the project, various elements have to be implemented aside from the ones that are stated above. These elements eventually generate an impact on the entire result of the project as well as the result of the organization after the project has stopped to be new. These include not only the particular money-generating perspectives, but also prioritize on the culture and the management of the workers themselves. In this time, several methods can be utilized in order to gain an upper-hand on the needs of the project ( &  2002).             There is the necessity to identify the resources that the organization has, while also putting into consideration the probable dates in which each of the activities can be accomplished. There is also the necessity to allot some adjustments that can be accomplished, such as the occurrences of overtime, backlogs that need to be states, as well as the limitations of the human body and mind, which also have to be capable when it comes to finishing within the time limits, and also flexible when unexpected events have to be faced ( 1998). Entrepreneurship calls for several manners that would not only prioritize on the selling of the product or the service, but there is also the need to guarantee the fulfillment of the requisites of both the workers and the consumers. As such, management of the workforce is always an essential trait for organizations and researches have been established that prioritized on the significance of human resource management for the success of the organization ( and  2001; ,  and  2000; ,  and  1999, etc.).             The setting of both the long-term and the short-term objectives helps with the identification on the probable dilemmas that can be handled and the manners that these can be met as soon as possible. This also aids them in taking a consideration the important activities that have to be accomplished, especially when it comes to the perspective that the company leaders can make. As a planner, this provides the project a rock steady foundation when it comes to identifying the future of the organization and identifying how every member of the company (as well as the customers) can deal within the matrix. The short-term objectives have to be managed first, such as the collection of the materials for the commercial flights, the auditing and management of expenses, as well as the aspects needed for such an activity, as some of the instances. Meanwhile, some of the long-term objectives that have to be realized include the question of the rate inflation when it comes to travel and putting them down in recordable methods, the security methodologies of the individuals and how this can be managed, the human resource management and the skill evaluation of the workers who will participate on the establishment of the new organization, the insurance of the safety of the stakeholders and the ports in other areas where they are traveling in order and the permissions that have to be gathered for landing are also an essential part of the mission, especially when it comes to guaranteeing the partnership with other organizations and formulating political connection, especially when it comes to understanding the policies of each of the areas. Background of the Company In order to guarantee the direction of the organization and the new project that is being done, the primary step is to study the background of the organization into consideration. Small and medium-sized entities are very likely to have customers who more or less have already come to trust them, especially matching their capabilities and the requisites as the organization goes on to get the essential needs (,  &  2002). Based on the data concern for the print designing company, it can be said that it is more of a small or medium enterprise that prioritizes on establishing a particular service to its customers. It gives designs and printed products to their customers and also aids with matching the orders of the customers as well as their wants. Various considerations have to be taken into consideration, such as the creative aspects of the individuals. Yet the designs that the company is presenting should also be congruent with several important elements, that is: 1.      establish a formidable design 2.      able to clearly provide the needs of the customers 3.      make it clear and easy to understand as possible 4.      give in to the qualms of the customers 5.      obey the policies established by the advertising department in the area (and, in this case, the specific regulations set by Iran)             While other marketing methodologies can also be prioritized, the task of the organization is not important, yet being a small organization, it may also be relevant to aid the customers in some specifications especially since SME’s have the capability to establish close relations with their customers, which is part of the establishment of the history for the organization. The designs of the organization have to be focused on the perspectives and the opinions of the customers while also prioritizing on the specifications as based on the designs established by the design company itself. Because of this, as fresh projects planner, all these are merged with the prioritizing on the new projects that are to be accomplished and also to guarantee that the organization continues to manage the direction that they can tread. While the background of the company should also be taken into consideration, the company itself, meanwhile has to also focus on the histories of the customers that they are serving. The framework of the project is essential. As was done in the previous case, the focus of this is to guarantee that there are no dilemmas between the several aspects in which the new designs will be directed to. Because of the tremendous technologies that are essential for the establishment of the new project, it may also be integral to evaluate the probable dilemmas that other design organizations have went through and analyze the probable results and impacts that these same products will have on the present functions, especially taking into consideration the past dilemmas—whether they involving technology, geopolitical means, through companies, and others ( &  2002). Moreover, the technology utilized for this project needs that tremendous analysis be made in order to guarantee the satisfaction of the customers. The issues over the payments, taxes, and other data should also be taken into consideration in an effort to provide an overview to the overall methods that will have an impact on the corporate concepts and the objectives that the company aims for.   Timeframe and Division of Labor The workers are one of the most essential elements of the project because of the direct participation they have with regards to the progress of the company. One of this is to evaluate the skills of the probable employees and how they can have an impact on the results of the project, as well as the method of payment. This calls for the aid of other organizations such as banking companies. At the same time, the responsibility of factoring in the monetary needs and benefits of the employers has to be taken into consideration. This does not only include the monetary advantages that are being given to the employees, but also the health and other advantages that they may receive in exchange for their time and initiatives. Because of the tremendous load of activities that need to be accomplished especially in a new project, there is the need to guarantee that the employees will be able to provide the maximum care and protection that they can provide. At the same time, there is also the need to emphasize that the company is one that obviously depends on the creative aspects of the workers particularly when it comes to meeting the needs of the customers. At the same time, it should also be taken into consideration that in order to establish more progressive results, there is also the need to share the data and ideas of the workers in order to establish a broader view on the project. Because of the high demands of the organization and the need to maintain the schedule in spite of the many dilemmas that can happen along the way, there is also the question on whether the workers will receive the benefits that they have to get. Moreover, there is also the concern on the manner of payment, whether it should be managed based on their seniority, based on their capabilities, or even the amount of tasks that they can accomplish. This will be accomplished on the details on their work descriptions, at the same time, managing on the activities that will enable the members of the team to get to know their own tasks and also be able to adapt on their schedules and their necessities. This is very difficult, as there will always be dilemmas, but there should be an observant on each of the departments that allows for the planet to know if there are more things that can be done or if there are several steps that can be taken ahead of time before problems become piled up, therefore saving the company time and money when it comes to dealing with them. However, this may also eventually lead to some problems between the members as their ideas may clash. It is important to note this and to ensure that there are enough specifications that allows the members of the project to know how they can act on the plan as based on the requirements, but also allow for their creativities to be exposed and seen. Communication with the various members of departments and those with various tasks will also be helpful for the outcome because of their perspectives.  and  (2002) pointed out that the environment of the new project and the way that it is premised to be done is one of the most important parts for the production of the early corporation, and this is also important for this new project in order to avoid the problems that the other similar corporations have suffered. Each of the staff has to be evaluated immediately and precisely according to their abilities, skills and output. The focus of their core works are important as part of the management of the human resources and also included in the ways that their outcome will be done and included in the final output of the entire project, especially during the start.               With these requirements, Design for Print Limited has to focus on the division of labor between the departments, specifically focusing on their creativity. One is the focus on the formulation of the designs and also presentation with the client in an effort to include them with the project, especially as the outcome must be approved by them. When that is finished, there is then the need to focus on the making of the design itself, and the use of the materials available will thus be in question. The costs of the designs must also be discussed with the client as they are the ones who are shouldering the costs, while also considering the creativity of the members of the team in the new project and how they are to be recompensed on their time, effort, and their creativity.             Because of the nature of the project, with it starting on the 1st of July 2006, there is the possibility that it will be finished within ten weeks and 6 days, considering a five-day working week and also considering that there are no emergency problems or national holidays that have been declared. First, the establishment of the needs of the client and their visions will be done during the first few days, and during the second part of the idea-tossing, when there is already some steady idea on the possible problems that can be done, the materials can already be gathered. This is not to say that there will be no problems with regards to the exchange of ideas; in fact, Design for Print Limited has to make sure that the designs will be done on a particular schedule as well. The first few (of the five-day working week) are based on the design conceptualizing and the gathering of materials that are to be used, as well as producing initial drafts of the possible outcomes.             The weekends are considered as a break from the hard work that all the members have experienced and give them the chance to freshen up on their analysis and therefore be able to present a fresher perspective on the work that they are producing. Moreover, the first half weeks also has to have the departments collaborating on the ideas and the productions, but it must be clear among the members that there is the need for them to concentrate on their specific tasks while also sharing their ideas. At this, the second set of week which is made of another five-day work-week is the time when the hardcopy of the designs are to be produced and collected. Several ideas and hardcopies of various designs have to be collected and presented at around the middle of the week to be presented to the client. From these, the client is thus able to pick the designs that best represents their visions, or they may give some criticisms from which may be worked with. From here, it is up to the employers if they are still able to produce the necessary requirements or if they will be able to produce a new product. However, as per the agreement and the policy of Design for Print Limited, the payment has to be done 3 days the target finish of the project. At the same time, the client has to be presented always with the financial report, as much as every other day to keep them updated. There must also be at least two copies of these, one of which is to be given to the client while the other is to be the copy of Design for Print Limited as part of the record.             And finally, it is highly important for the corporation to look at the entire distribution of the tasks according to the long-term goals and be able to provide for the necessary benefits and adjustments based on their skills and abilities of the people. By doing so, it is helping the country and the review on the corporation in establishing the culture in which they will operate in and also gives them the chance to figure the boundaries and definitions of their working area.         REFERENCES   Credit:ivythesis.typepad.com

PROJECT MANAGEMENT: PRINT DESIGNING COMPANY (IRAN)

PROJECT MANAGEMENT 4 Case: Print Designing Company (IRAN) Introduction To manage the potential of a fresh project and to id...

PROJECT MANAGEMENT

Synopsis During the turn of the century, the world experiences more drastic changes than before, which include changes in the environment, culture, education, knowledge, the society, and technology. The world has evolved into a massive ball of information and technology that led to the expansion and the development of the society in several aspects. However, despite the improvement of the performance of many companies, these changes also contributed to the distress of some, which are not apt for these changes. From this, it can be understood that, existing and persisting in the business industry is not as easy as it seems. Because of these, many business organizations and companies are encountering a variety of problems and issues that determine their success or failure in the business arena and in the industry. These problems and issues arise from the external and internal changes that the company encounters.             From these, this paper discusses XYZ Company in Iran, which encountered a number of issues, in relation to the implementation of Information System Security as part of the changes that happened in its internal and external environments. The general issues and problems that the organisation faces was evaluated and discussed. Actually, the discussion covered the issues pertaining to IS security implementation, project planning, human resources, managers’ leadership, and challenge of change management. Moreover, the issues identified were tackled in relation to the scope of its change.   Introduction The business danger for an organisation engaged in technologically dependent business is normally greater than for one that is not. Business operations present a unique set of danger, including an increased reliance on technology and increased vulnerability to the rapid changes in technology. To deal with such challenges, an organisation needs to develop an efficient strategy. An effective strategy requires operational efficiency; within organisation’s information systems, this means an emphasis on information security and controls.             Apparently,  (1998) stated that computers have found their way into all areas of business, industry, education and government. Increasingly far-reaching information networks linking computers and databases provide important benefits, including greater staff productivity and a sharper competitive edge. The more that we expand the reach of our information networks, the more important network security becomes. Basically, this paper discusses the relevant issues about security particularly the Information System in XYZ Company in Iran.    Information Systems Security for XYZ Company             Basically, one of the most vital and difficult tasks is determining important information and the proper way of using it. Where business concerns and financial matters tend to identify themselves automatically, although often too late, with information this is not always simple. Data is engendered in all processes in and outside the organisation. Determining the possible information value of these processes and creating a system to effectively use it requires specialised skills. Meaning to say, we need to combine in-depth business knowledge with in-depth system/process knowledge. Eventually, when the information value is close to the procedure, e.g. obtaining direct process competence, this link can often be made by the organisation. This can be very difficult when information value is business-logically separated from the information source. Information is an asset that needs processing and care. Handling it wrong can render valuable information useless where money can be transformed and traced easily. On the other hand, information can be copied and used on different locations multiplying its value. Like money the optimal use of information requires strict procedures for handling it. As for money this depends on the specific organisation.             From the discussion, this paper aims to conduct a project plan regarding security of information systems.  Basically, XYZ Company is planning to have a complete security of business information within the organisation. Some of the activities needed to get the security system started are: A.          Negotiation with the IS security company B.           Shipping the equipment C.           Recruitment of IT and Security Staff D.          Installation of the security system E.           Pilot operation Making computer and information systems more secure is both a technological challenge and a managerial problem. The technology exists to incorporate adequate security safeguards within these systems, but the managerial demand for secure systems is virtually nonexistent outside of the defence and financial industries. That so many of our commercial systems provide marginal security at best is a reflection of the lack of managerial awareness and understanding of the need to protect the information stored in, and transmitted between, computers. From this, it is essential to determine the technical and non-technical concerns of the possible information systems requirements of the company. Basically, the technical problems that may arise in this project include the suitability of the software and hardware to the type of information to be protected. In addition, employees of XYZ Company should be aware on how this security systems works. Apparently, issues such as system design, system capacity, system control, system maintenance, and system response to requests for information should also be considered. The security systems to be used by the by XYZ must be appropriate, to capably meet the needs of both employees and customers.             In regards to non-technical issues of information systems security implementation, the inclusion of project constraints, such as money, time and staff must be analysed. The company must be able to evaluate the financial aspect needing to accomplish the project. As part of non-technical issues in the project, time in accomplishing the project should also be observed. This is important since time and the amount of money the company will be spending to accomplish its projects are intercorrelated. Every organisation wishes to lessen expenditures, so identifying the project’s specific time frame would enable the company to allocate enough resources for the project. Lastly, staff participation is also essential in the project since they are responsible for making the project move forward. Apparently, the function of an Information System Security in this organisation is to optimise decision-making by delivering the right information in the right format at the right time. According to the experts in XYZ Company in Iran, the information needs changes continuously. They explained that to be useful the supplied information must keep matching the evolving information need of the individual users.             Conversely, the current Information System understands the organisation’s need to deliver the right information. Interaction with users is critical to determine the best content and format for new information. Furthermore, to be able to continuously deliver necessary information the Information System in XYZ Company anticipated the future information needed and gathered data beforehand. Actually, the relationships with the data sources are necessary to maintain a reliable source for information. The relationships with business and sources together with organisation wide information value awareness are the base of an Information System.             Lamentably, organisation is not immune to information system failures precipitated by inadequate management capacities. Many systems failed to perform up to specifications and, hence, had to be scrapped. The report attributes the difficulties squarely to poor management, ineffective planning, and lack of user involvement in implementation.             In addition, the organisation created a data bank that enhances the production function of an Information System. It is a tool supporting the Information System since it consists of a centralised historical database with data management and reporting functions. Normally, the data bank maintains data integrity and consistency and supports the administration of business rules and information definitions. Currently most Information Systems in other organisations are built as Data Storages, i.e. a significant database with reporting effectivity.   Project Plan From the list of activities presented in Task 1, this part of the paper will show the critical path analysis as part of Task Management Plan.  As previously discussed, this project contains of five separate activities. A, B, C, D and E.  The time required and precedence relations among them are listed in the following table:             Table 1. Precedence Relation Activity Activity Time Preceding Activity A. Negotiation with the IS security company 7 weeks none B. Shipping the equipment 8 weeks none C. Recruitment of IT and Security Staff 6 weeks A D. Installation of the security system 5 weeks A E. Pilot operation 4 weeks B, C               These activities and their precedence relation are presented by the following network: Figure 1. Activity Network             Actually, the notation (A, 7), indicates that the arc in question represents activity A, whose completion moths is 7 weeks. A path is a sequence of arcs connecting two nodes as a path.   For example: is a path between 1 and 3 is a path between 1 and 4             An observation of the network diagram will show that the seventeen weeks represent the longest path between nodes 1 and 4, which is called the critical path.  Because it is wanted to expedite some of the activities in order to lessen the total completion in seventeen weeks.  Thus, reduction of the completion time of some of the activities lying on the critical path; say activity C for two weeks must be done.  Then the chances of reducing the completion time of the whole project by two weeks are possible.             Unforeseen delays in the activities not on the critical path may affect the completion time of the entire project.  Any delay in the activities on the critical path will lengthen the completion time of the entire project.             From this network analysis, finding the earliest event times, earliest finish times, latest event times and slack may contribute in determining the critical path for these activities. The complete event including the critical path of activities that should be observed in this project is presented in the following table.         Start Time Finish Time     Event Activity Activity Time Earliest Latest Earliest Latest Slack Critical Path 1, 2 A. Negotiation with the IS security company 7 weeks 0 0 7 7 0 1, 3 B. Shipping the equipment 8 weeks 0 5 8 13 5   2, 3 C. Recruitment of IT and Security Staff 6 weeks 7 7 13 13 0 2, 4 D. Installation of the security system 5 weeks 7 12 12 17 5   3, 4 E. Pilot operation 4 weeks 13 13 17 17 0               If XYZ Company wanted to reduce the completion time of the entire project, then they must reduce the completion times for some of the constituent activities.  Such an action is called crashing of activities.  If activity is to be crashed, it should be on critical path. While every organisation seems to invest in technology, there are other aspects that should be considered in attaining a holistic performance of their respective organisation. One aspect that needs as much, if not more attention and investment than technology is human capital management. An organisation’s human capital management philosophy must value the workforce as a key asset that will define an organisation’s character and performance capacity (, 2001).  Furthermore, organisations must realise that in order for them to recruit, develop, and retain skill employees for future missions, they need to unleash their human resource employee relation’s imagination to create capability and flexibility to institutionalise a well-defined system to expedite the handling of disputes and grievances. Therefore, it is imperative that human resource departments adopt a modern day progressive employee relation’s paradigm that embraces and enhances the recruitment, development, and retention of employees in concert with human capital strategic management planning initiatives.   Potential Problems From the previous analysis, several factors can be determined, which need changes. Primarily, the management or style of leadership in the company must be changed, which suits the style and preferences of its employees. The management style of the company’s managers must then be given enough attention to ensure the organisation and control of the company’s employees. The scope of this change must be rooted to all of the functions of the company’s manager or its chief executive officer, whom includes planning that, involves defining goals, establishing strategy, and developing sub-plans to coordinate activities (, 2005). Function also includes organising, which determines what needs to be done, how will it be done and who will do it, leading to directing and motivating all parties and resolving conflicts, controlling, and making sure that the organisation has achieved its stated purpose (, 2005). In short, the scope in the change of management entails the refreshing and reinforcing of the tasks and responsibilities of the manager of chief executive officer of the company.             Another factor that needs changes is the company’s strategies of taking care of their employees or workers. Workers are the company’s valuable assets, for they are able to hasten the production and operation of the company. Without the company’s workforce, its functions and goals in the industry will never be attained. The scope of the change needed in this aspect must include the development of employees as a whole, to be able to contribute to the operations of the company. Changes are needed in the managing staffs or employees for based on the problems encountered by the company some of the members of the workforce of the company lack the capacity to perform well and take the pressure of the responsibilities assigned to them. For this reason, some of them were laid off. In addition, laying off employees is not always an answer to reduction of costs, for sometimes, the debt of the company can be repaid through the efficiency of the operation and the increase in production.   Due to the problems and the target project plan that have been distinguished by XYZ Company, this company decided to create a plan in relation to IS security measures. As mentioned earlier, the top management of the company wanted to employ IS security as part of change management in the organisation that concern to facilities, maintenance unit, information processes and resource management. Primarily, the major objective is to utilise IS security measures as change management process in order to enhance services of XYZ Company.  Actually the drive of IS security measures, therefore, came from the demands of its customers. Management at the XYZ Company have been faced with the task of integrating what had previously been disparate plants, serving customers in their own country and operating in a largely decentralised way. A key part of forging greater integration IS security was to create management structures in order to bring security of information, particularly in the exchange of information between the organisation and other parties.             However, the manager of XYZ Company should be aware of the culture of the company. He/She should have respect to the company’s history. With regards to ethical issues, the manager should be able to take considerations of what would be the reaction of their employees to the changes that would be imposed.  Furthermore, the manager should have seen to it that her employees have undergone critical explanations about the reasons why the change of management system and strategy is needed for a certain aspects within the company.  In addition, the company should also give the employees enough time to master the skills and proficiency of their employees from maintenance, communication services and human resource management in utilising the changes made by the organisation. This is done by providing them enough trainings and orientation to explain the changes made.             In addition, the leadership skills of managers in XYZ Company are also important. The title of being manager can be utilised by any individual however possessing the title does not automatically makes a person a leader in a true sense. According to  (1995) being a true leader must be obtained through inspiring and motivating people to give their best and a successful leader commits herself to her organisation or group and nurtures the same kind of commitment to its members. In addition, according to Haddock and Manning, a successful leader has the following traits: <ul style="margin-top: 0in; margin-bottom: 0in" type="disc"> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Knows the job and field thoroughly. </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Stays on top of existing development, trends, and theories. </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Knows the people, including their strengths, weaknesses, hopes, and goals. </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Shares a vision of service, ethics, excellence, and accomplishment with others. </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Exhibits by words and behaviour strengths of personality and honour. </li> </ul> From these traits presented by  (1995), the manager of XYZ Company should carefully evaluate his/herself and made the possible changes to become successful.   Conclusion and Recommendations             Based on the discussions above, it is found out that information is a key resource of the organisation, together with people, finances and material assets. Thus, it is accepted to state that information is a business issue. The discussion above revealed that through effective information management of the organisation’s resources and systems, organisation administrators can add value to the services delivered to customers, reduce risks in the organisation’s business, reduce the costs of business development and service delivery and encourage improvement in internal business processes and external service implementation. On the other had, it is recommended that when developing an information system just commence to make sure it produces important information and not data. It is better to build a report that is ideal for a specific need then to make a report based on a predefined concession between several users. The shaped information will have value and increases insight into information needs and the way the business is looked at. Adding more and more information to the system and solving the problems as they occur will eventually lead to a system as mentioned. In fact, that is the way any functional Information System Security is developed. Having an experienced team helping you take the first steps and educating your staff in the first period can make all the difference.             To completely evaluate the information management of the organisation, it is advisable to adopt the devised decision making model. The model consists of the following steps: v     identify and define the problem; v     identify the desired goal or condition; v     consider obstacles to the goal or condition; v     identify alternatives; v     examine alternatives; v     rank alternatives; v     choose the best alternative ; v     evaluate the actions.                         Finally, the use of the quantities in decision-making model helps us to minimise mistakes.  Aside from the steps above, it is also recognised to list all the alternatives, identify future events that may occur, and construct a pay-off table in making effective decisions.   References: Credit:ivythesis.typepad.com

PROJECT MANAGEMENT

Synopsis During the turn of the century, the world experiences more drastic changes than before, which include changes in the environment,...

PROJECT MANAGEMENT

Developing an Integrated Measurement System and Balance Scorecard               DHL stands for the initials of its founders, namely, ,  and . It is a Deutsche Post company providing international document shipping and freight (‘’ 2007), and the leading global express delivery and logistics service provider (‘’ 2007). It extends its services to 120,000 destinations in more than 220 countries worldwide (‘’ 2007), including countries in Europe, the Americas, and Asia. It maintains and sustains its position in the market as the leading international air express network through continuous expansion, improving hubs and gateways, and offering superior service through a well-trained and dedicated work force (‘’ 2007). This provides a superior customer experience by focusing on the needs of the customers and by having an extensive background in management and technology related to the customer experience, thus, offering the most flexible, personable, and enjoyable customer experience in the shipping industry (‘’ 2007). The company also focuses on generating projects that focuses on electronics and telecommunications enhancement and development, and the implementation of their customer-specific project organization system that would provide customers with permanent professional and central contact (‘’ 2007).               The objectives or goals of the company is to provide and offer expertise in express, air and ocean freight, overland transport, and logistics solutions, along with worldwide coverage and in-depth understanding of local markets. This is being achieved by DHL through the development and improvement of its employees, from managers, couriers, and call center representatives, who help deliver the superior customer experience (‘’ 2007). In addition, the company uses and employs its highly specialized logistic solutions, including its electronics and telecommunications expertise, to shorten warehouse and lead times, in ensuring constant control and transparency of processes, and on-time delivery (‘’ 2007), thus, providing an efficient and effective service that sustains and maintains its consumers and operations. With this, the company is able to track their projects effectively, sustain their operations and maintain high organizational performance. It manages its projects through a six-step process, namely, initiation, design, planning, execution, closing, and handover (‘’ 2007), thus, emphasizing the key project deliverables of the company, which are the tangible or verifiable products, such as a specific object, or parts of a service, like machinery parts (‘’ 2007). The delivery of such project deliverables enhances and improves the company’s supply chain management strategies, from efficient project management to integration and distribution of products and services, thus, improving and developing the quality of services that the company offers its customers. In analyzing and stating the quality of services of DHL, a Gap Analysis must be done, which indicates the break or crack from the current position of DHL to its goal. The current position of DHL in its industry emphasizes its being a global organization that services 228 countries worldwide, a company grown by aggressive acquisition, and a company having an advanced, vast, and large IT applications. Being at this position, the company aims for automation, change in deployment footprint, focus on rapid integration and assimilation, to increase its business, number of stakeholders, and competitive advantage in the market, and maintain an accurate performance model ( 2006). To be able to do so, DHL adopts and implements the use of the balanced scorecard, which addresses a serious deficiency in traditional management systems ( and  1996), and the Performance Prism framework to measure its overall organizational performance. The scorecard introduces four main processes, namely, translating the vision that helps the managers build a consensus around the organization’s vision and strategy; communicating and linking that lets managers communicate their strategy up and down the organization; business planning, which enables companies to integrate their business and financial plans; and feedback and learning, which gives companies the capacity for strategic learning ( and  1996). The other measure, called the Performance Prism is a measurement framework that is designed to assist performance measurement selection, and addresses the key business issues to which a wide a variety of organizations will be able to relate. It has five components, namely, stakeholder satisfaction that focuses on the needs and wants of the stakeholders; strategies required to ensure the needs and wants of the stakeholders; processes that develop new products and services, generate and fulfill demand, and plan and manage the enterprise; capabilities or the combination of people, practices, technology and infrastructure that enable execution of business processes; and stakeholder contribution, which recognizes  a symbiotic relationship between the organization and the stakeholders (,  and  2001). With this, the quality of the service of DHL further improves and develops, for the management of the project deliverables becomes effective and efficient, thus, providing better service and satisfaction to customers.         Balanced Scorecard                                           In this point, the Gap analysis will be useful in addressing the problems with improving the quality of services of DHL, which is part of the internal business processes of the company. Improving the quality of the service of DHL includes addressing the issues of checkpoint compliance and capacity utilization. Checkpoint compliance provides the company with an accurate checkpoint system that allows the customers to monitor their shipment status timely and allows them to track and inquire regarding their shipment or package. This system would not only help the customers obtain their shipments on time but would also help the company reduce complaints regarding slow service or lost shipments. Another issue to address regarding quality improvement of service of DHL is the issue of capacity utilization, which helps utilize the space of an aircraft that would carry or transfer the shipments from one place to another. This issue of vital importance for to be able to improve the quality of service of DHL, the company must be able to organize their vehicles to ensure the effective and efficient loading, transfer and distribution of shipments and packages to consumers.               The use of the balanced scorecard guides and influences the behavior of individuals and organizations depending on its applications. However, more importantly, the influence of using the balanced scorecard produces potential benefits, including the following: <ul style="margin-top: 0in; margin-bottom: 0in" type="disc"> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Increased understanding and awareness within the management team, which will come from the discussion during the design process </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> A single concise management report describes operational performance across perspectives </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> The impact of initiatives is monitored across the wider process </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Causal links between measures add relevance to measures, thus, facilitating target setting </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> The articulation of the set of key strategic objectives that are aligned to the vision of the company </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> The shared understanding of planned activities in delivering the objectives </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> A common language that articulates and communicates the objectives, plans, and targets of the organization to its members </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Encouraging dialogue among the members of the organization, thus, reinforcing the goals and expectations of each member </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Encompassing the short and long-term goals </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Reinstating a clear corporate direction </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Better understanding of issues that would provide effective and efficient solutions </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Improving communication and listening skills </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Encouraging and developing teamwork </li> <li class="MsoNormal" style="text-align: justify; line-height: 150%"> Increases interaction among members of the organization </li> </ul> (From ‘’ 2004)               In order to further improve the overall performance of the company, additional recommendations can be made and provided. One of the projects that can be implemented that could further improve the quality of the service of DHL is the implementation of Total Quality Management techniques and strategies that center on quality through member participation, and aim at long-term success through achieving customer satisfaction (‘’ 2006). Another project that the company can focus on is its continuous expansion that would provide each country worldwide with a DHL network and distribution center for more efficient and effective distribution and delivery. However, the continuous expansion of the company entails the continuous hiring and addition of employees, thus, involves continuous employee training and development. Although this requires higher and additional costs, the company would be able to sustain and attract more customers that would strengthen their operations and their position in the industry.               This paper was able to discuss the benefits and the importance of the use of a balanced scorecard in the specific company, which in this case is the DHL Company. This paper was successful in emphasizing the use of a performance measurement system that is essential for the development and improvement of the operations of companies. The goals and objectives of DHL were obtained through different approaches and strategies in relation to performance measurement systems, thus, contributing to the success of the company as a whole. Because the focus of the improvement of the company is in the quality of its service, the recommendation is to implement the Total Quality Management techniques in the company to ensure the improvement of its services. References Credit:ivythesis.typepad.com

PROJECT MANAGEMENT

Developing an Integrated Measurement System and Balance Scorecard DHL stands for the initials of its founders, namely, , an...