| CMI 513 Managing Projects to Achieve Results |
INTRODUCTION:
The original assignment tasks for this unit involved carrying out a management project and producing a formal report as the final output. It is with regret that this has not been possible due to the fact that I am not in current employment and as a result, the assignment has been adjusted to accommodate my (and others) circumstances. Instead, I have been asked to write a personal statement for each of the learning outcomes.
This report is divided into four tasks and is a combination of theory and personal application. To assist in the articulation of my personal statements I have used a scenario throughout the assignment – pertaining to the moving of a commercial glasshouse and the subsequent growing of tomatoes. I do not profess to be an expert in the horticulture field, however, this is a scenario that has recently occurred within my extended family and so I feel I have some understanding of the situation.
TASK ONE: Be able to identify and justify a strategic investigative project
Projects usually come about due to an identified gap between the current conditions and an alternative improved position. Opportunities for projects arise as a result of the presence of a strategic problem, an issue that impedes the achievement of the strategic plan or an opportunity that benefits the organisation’s strategic positioning. Knutson (2001; Blueprint Education and Training Services Limited 2008a:8) suggests that ideas for new projects are generated from (1) strategic level, (2) front line workers or (3) customers or stakeholders. Holton (2002; Blueprint Education and Training Services Limited 2008a:8) further adds that new projects also arise out of the organisation’s strategy or business plan, external drivers or director interests.
In choosing a topic for investigation for the purposes of this assignment, its suitability, practicality and level of risk need to be determined. The topic should be approved by one’s employer to ensure that it’s of strategic value and with the course tutor for course validity. The process would be the same, should the project be in the real world. One would need to determine that the project had significant importance to the organisation, that it is doable within the time, resources and skill base available and that the risks are manageable and affordable.
The aim, objectives and scope of the project should be set out in writing and senior management and interested parties should be in agreement with them. The ‘aim’ is a single concise statement, outlining what you intend to do and stating the overall vision of the project. The ‘objectives’ outline the specific activities the project aims to achieve or deliver in order to achieve the ‘Aim’. Objectives should be SMART compliant and assigned a clear deliverable if they are to be effective. The scope defines the boundaries of the project, specifying what will be included and excluded within the project, expected outcomes and deliverables. Projects are expected to be completed within budget, time and spec, however, it is recognised that this is rarely achieved and therefore contingencies need to be built in from the onset (Nickson 2005). Ill-defined scope statements and the inability to manage deviations to this plan is the most common reason for project failure.
To reduce the risk of failure, I would work toward creating a Scope Statement. However, prior to doing this, I would look to justify the aim, objectives and scope by conducting an environmental and organisational analysis (using tools such as SWOT analysis, PERT and Gantt planning tools, cost benefit analysis, resource audits, risk registers etc). I would consider the need for a Project Charter; however the Scope Statement would also contain similar information and given the nature of this assignment, might be considered overkill. I would conduct a full risk assessment. Given the power stakeholders can have over the success and failure of projects, I would also conduct a stakeholder analysis and seek to obtain their views and support for the project. Their involvement throughout the project is critical; hence I would establish a process of communication from the onset. I would consider the review process at this point and build in a review structure, outlining who is responsible for this task. Finally, I would produce a Scope Statement that included the following (Blueprint Education and Training Services Limited 2008a:10):
• Aims
• Objectives/expected deliverables
• Constraints
• Success criterion
• Risks
• Overview of the tasks to be undertaken
This would be supported by the activity plan and research plan, plus the environmental and organisational analysis.
A research plan is also essential to the success of the project. It is important that the methodology supports the purpose of the tasks and is designed to elicit the exact information required. The more precise you can be about the information you want to gain from the research, the more effective, efficient and cost-effective you will be while conducting the research. When designing the research plan, I would consider the following points:
• The purpose: what is the desired end result; what questions do I want to answer; what information do I need to be able to achieve this
• The audience: who is this information for e.g. stakeholders, customers, senior management
• Type of information required: what is required to inform the decisions to be made
• Source: where should the information/data be collected from
• Method of data/information collection: how do I intend to obtain this information e.g. questionnaires, interviews, observations, statistics etc.
• Timeframes: when is the information required
• Resources: what is available to ensure the completion of this research – time, staff, finances, equipment etc
I would set this information out in a written research plan for approval. This form of documentation (and the Scope Statement) helps senior managers and investors in deciding the validity of such projects and can be used to decide which project to support if there is more than one option available.
TASK TWO: Be able to conduct research, using sources, and synthesise data and options
The nature of the enquiry will determine the type of research required. For example, research to