You have been asked to be the project manager for the development of an informat

Question

You have been asked to be the project manager for the development of an information technology (IT) project. The system to be developed will allow a large company to coordinate and maintain records of the professional development of its employees. The company has over 30,000 employees who are located in four sites: Florida, Colorado, Illinois, and Texas. The system needs to allow employees to locate and schedule professional development activities that are relevant to their positions. Sophisticated search capabilities are required, and the ability to add scheduled events to the employees’ calendars is desired. The system needs to support social networking to allow employees to determine who is attending conferences and events. This will promote fostering relationships and ensure coverage of conferences that are considered of high importance.

Once an activity has been completed, employees will use the system to submit the documentation. The system should support notifications to management personnel whenever their direct reports have submitted documentation. The system should also notify employees if their deadline to complete professional-development requirements is approaching and is not yet satisfied.

The goal is to get this system up and running at the start of the next fiscal year.

For the given scenario, answer the following questions:

Provide your recommendation on how the project's status will be collected, analyzed, and distributed to the stakeholders.

Do you think a project manager can manage the project schedule if team members do not accurately report when they are behind? What are ways that a project manager can ensure that he or she is being given an accurate status report?

In what ways can organizational change that occurs during project execution impact the success of a project?

Discuss an experience you have had with a team that struggled and never really got to the point of functioning smoothly. Explain the factors that might have contributed based upon your understanding of team development methodologies such as Tuckman’s stages of group development. (Search the AIU Library or the Internet if you do not know Tuckman’s model.)

Explanation / Answer

If the team does not accurately report that they are behind in the project manager can have his own metrics of having an eye on the overall development of the project. Even if the team members does not report to the project manager about the schedule into the project schedule and chart I would definitely provide an idea to the project manager about the overall progress of the project. Definitely project manager has responsibility of asking Their employees about the reasons as well as medicating the specific reason by providing adequate solutions for the problem.this type of approach would provide edition support to the overall structure of the project as well as also increase the chances of better problem resolution.

For ensuring about the accurate status , project manager should always do unannounced visit to the place of the project or can monitor the project remotely with the help of different electronic systems. This type of monitoring would enable project manager to create a better structure of reporting where overall reporting process can be easily improved. This is specific approach definitely increases the overall availability accurate as employees working for the specific project would be forced to provide accurate results as these visits would keep them in conduct.

Project management is a very limited to the design new product as well as implementation of new manufacturing techniques in the organisation which should be mitigated. Failure for the factor in manufacturing as well as available logistic solutions and providing logistics support to the overall design as well as having inability to maintain high quality in operation of these specific departments are the main problems in the organisational structure. Creating a Change management structure and implementing new design would be the most appropriate way of implementing change into the organisation and providing better customer care support.

Creating a proper project management team which could handle different part of the organisation for maintaining the change as well as implementation of Change management program by input of a change manager would also be one of the most important part of providing recommendation to Rosas about organising the Jaguar project.

Implementation of organisational chart as well as master plan would provide adequate information about the changes in the organisation as well as it would also streamline the overall process. Starting with the flow chart would be the most appropriate approach of implementation of such a specific project program as it provides information about the sequence of activities. Which could be very beneficial for the specific project as improvement of the performance and different services can be easily done. Alternative master plan development can lead to selection of the organisational chart that is basically change according to the need of the new process.

Change management is a specific process includes all the approaches which are required to implement a change into a system.

Some implications which change manager faces in introducing the change into the organisation are as follows

• Communication

This is one of the main issues change manager faces inside an organisation, change in the organisation requires the proper communication which is mostly not done inside an organisation for implementing a specific change. Lack of communication creates confusion and also create disruptive results as there is no communication between the manager and employee which results into a problem inside an organisation.

• Providing explanations

Provision of explanations to the Employees about the change can be very difficult at the time. Most of the time it is really hard to explain to your employees about the specific change. Buying a proper strategy as well as pre decided system manager can easily increase its ability to grow the explanatory skills which can be used to explain the changes to the Employees.

• Implementing new tech

Implementation of the new technology inside an organisation could be very confusing as well as frustrating for the employees as it can change the hole pattern of the data management as well as the information flow. This specific change creates extreme frustration inside an organisation and lead change leader or manager into trouble. As the technology is totally new most of the managers are not aware of the specific results for the problems included in the new technology. They can be reduced by a learning the specific Technology before applying into the organisation.

• Conflict management

It is very usual that while implementing the change into the organisations, conflict happens. Managing the conflict is an essential quality of a change manager. Managing the specific conflict inside the company or the organisation is one of the most prominent issues while implementing a change. From a manager aspect there are so many conflicts going on inside an organisation along with the change happening so that the specific management of the conflict is really hard.

• Expecting the quick change

Most of the employees inside the organisation expect a larger benefit from the change provided at a very less period of time. This specific factor creates a feeling of failing in implementing change hence it creates a problem of demotivation inside the organisation and create complication for the change manager.

All in all we can say that most of the time change manager faces the extreme implications over the changes happening in the organisations . By maintaining a proper communication and being involved in the company's structure a change manager can easily reduce the overall effect of these implications and can provide support to the basic structure of its workplace.

Once I was a part of a group to make decisions for the promotional program for the FM station I was intern in. Our group was respond getting all the decisions from availability of selection for the location to the deliverables. We decided that the promotional program should be ran into ground in front of a big and reputed mall to increase the level of interaction with the public. This idea was a drastic fail as it was an open space and the weather turned raining and very badly as it reduced the effectiveness of the specific promotional program. As there was no audience available due to the heavy rain, all the expenses done in the specific project were totally waste.

Lack of information gathering as well as looking at the specific project as a small project was our biggest mistake which lead to a devastating failure. This devastating failure in the specific project help us to maintain high quality research before doing anything in further projects. Lack of understanding of the specific place as well as wrongly assessing multiple factors and excluding main and critical factors was the main reason of the failure of specific promotional program.

Making a breakdown structure and following the different processes of analysing the specific location for doing the promotional event would have been one of the most appropriate approach that would have increase the overall efficiency as well as productivity of the project. This type of approach would have provided a positive support to the overall analysis available and for assessment of the weather which was the main reason of failure of the specific project. Group decision in terms of available place should have been based on the knowledge by giving each and every person inside the group a different responsibility of creating a more intuitive event management system and to assess and measure effectiveness of the place and other aspects of the project for making it a success. Using different forecasting methods would also have been a major approaches in increasing the overall effectiveness of decision making systems with the help of the proper assessment of the structure of the specific project.

Deciding the responsibilities in the event would have been part of the decision making which is done in a better way by an individual rather than being focus to a group. If any individual is given responsibility to assign respectable project responsibilities then it would increase the overall efficiency of the specific decision making process as the individual would not be confused or bias by having multiple availabilities of making a fair decision and effective work structure.

Deciding major project events as well as deciding possibilities are one of the major decisions that have to be made by the group. Timings and availability should also be only decided by the group as per their comfort level.

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