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Requirement
The project management office (PMO) director has decided to make you a program manager. You will now manage 2 related projects. The first project is the implementation of the project portfolio management (PPM) software tool that you discussed in Week 1. The second project, which relates to the first, is the implementation of strategic planning software.
Prepare a report for the PMO director that describes the specific benefits and issues for the management of the 2 related projects in the program. The report will be in Word and formatted using APA style. The report should contain the following:
Title page with the topic title, your name, the course, and the date
Introduction with the purpose of the report
Content pages with the benefits of program management for your 2 projects (the PPM software implementation and the strategic planning software implementation)
Reference list with sources in APA format
Basic APA formatting includes 1-inch margins, double-spacing throughout the paper, page numbers in the upper right-hand corner, paragraphs indented 5–7 spaces, and first-level headings centered and in bold font.
Solution
Introduction
It is important that the manager and the team who is working on a project share common goals. If they don't work with a shared vision, the project objectives cannot be met. When two projects are managed at the same time, the possibility of ambiguousness and mistakes increases. Therefore, it is necessary for the project manager and the team to understand the differences between projects if two or more projects are implemented at the same time. The project goes through certain development phases and if these are made clear to the managers and executives, the control on the project can be maintained in a more efficient manner. The project life cycle for both the projects differs too so it is important to understand the difference between the two projects and the different benefits of the project. In this report, specific benefits and issues for the management of the 2 related projects: implementation of the project portfolio management (PPM) software tool and the implementation of strategic planning software in the program will be discussed.
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Benefits for the management of the 2 related projects in the program
The software for strategic planning is that software that covers many topics related to business organization, methodologies, reporting, and modeling.
This helps in planning for the future and for strategic management. With this software, a blueprint of the entire business plan can be created both at the strategic and execution level. Hence, an entire overview can be seen about everything that is required, going on in the company and is coming together. Then the monitoring initiatives also become easier than ever.
With the strategic planning software, the goals can be set for the team, and the performance can also be tracked. With this software, the executions of the plan and objectives can be done by assigning, tracking and collaboratively conducting the tasks. It becomes easy to manage and maintain the consistency of the performance of a team, and the members can also be held accountable for their tasks. The members of the team can see what are the expectations that they have to fulfill and how they fit into the big picture(Dalcher, 2015).
This software helps the people in the company to collaborate, and management of tasks becomes easier. The people are clear about the work that they have to do and why they have been assigned that particular work. Overall progress can be tracked and also, the progress of separate employees can also be tracked(Donzelli & Donzelli, 2006).
The management of Project Portfolio Management (PPM) systems helps in the planning of schedules of the project, and it allocates the resources. In companies, there are many projects that run simultaneously and the staff also gets rotated so this software makes sure that appropriate staffing is done for the projects, the budgets are allocated on time, and the activities of the project are also delivered at right time.
The software PPM helps in predicting the future needs of the project and staff. It also determines the ROI for the commitments that the project makes. PPM manages the potential for risk. There are some administrative measures that the PPM software handles like cataloging the workloads of individuals, tracking the time, etc.
Project management systems record and organize the minutia involved with executing and delivering a successful project, while products in the PPM category manage project portfolios at a larger scope and higher level than project management systems.
Issues related to the management of the 2 related projects: implementation of the project portfolio management (PPM) software tool and the implementation of strategic planning software in the program:
The tasks related to the projects are sometimes assigned to the person who is incompetent to manage it and do it at the correct time. The right resources are not identified much time which leads to failure of all the effort in the project. The people for the project are selected on the basis of their availability and not on the basis of their skills(Dalcher, 2015).
It is difficult to bring all the people involved in the implementation of the project behind the project. The team fails to get built, and if it gets built, it does not meet the objectives on time. The support from the required departments is difficult to obtain. The role clarity of the people does not happen and until the end of the project, they don't understand their true contribution to the implementation of the projects. Also, if the evaluation criteria are not set in advance, people don’t get motivated to perform.
The executives take part when the project gets planned and starts but in the mid of its implementation the executives stop buying in which reduces the pace of the implementation and hence both the projects can fail.
When more than one project is put into practice, some people get slow down as they don’t bear the pain of multitasking. Then a lack of communication is another issue in this. The assumptions that people make leads to failure many times as they don't get clarity from their supervisors about what needs to be done. When two projects run at a time, there is a lot of confusion while communicating and people often save themselves from communicating their issues.
Any project that doesn't have an ultra-clear goal. there is always a scope for change which is one of the most dangerous things that can happen to your project. If not handled properly it can lead to cost and time overrun. Even something small, like changing the color of a logo or adding a page to a website might cause unexpected delays in the project(Donzelli & Donzelli, 2006).
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Jensen Oellgaard, M. (2013). The Performance of a Project Life Cycle Methodology in Practice. Proj Mgmt Jrnl, 44(4), 65-83. http://dx.doi.org/10.1002/pmj.21357
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Pinto, J. (1988). Variations in Critical Success Factors Over the Stages in the Project Life Cycle. Journal Of Management, 14(1), 5-18. http://dx.doi.org/10.1177/014920638801400102
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Davidson Frame, J. (2013). Program Management: A Life-Cycle Approach. Proj Mgmt Jrnl, 44(3), e4-e4. http://dx.doi.org/10.1002/pmj.21344
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Dalcher, D. (2015). Introduction to Software Project Management. Proj Mgmt Jrnl, 46(4), e2-e2. http://dx.doi.org/10.1002/pmj.21514
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Donzelli, P. & Donzelli, P. (2006). Decision support system for software project management. IEEE Softw., 23(4), 67-75. http://dx.doi.org/10.1109/ms.2006.90
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