Question

During the definition phase of a project, it is important for management to design and develop a management system to support the project. Discuss the importance of each system.

Answer 1

Answer : In the design phase, the project requirements are clearly specified and defined clearly as much as possible by determining the stakeholders expectations with respect to the project desired outcomes. In this phase the roadmap is developed to be followed by the internal or external stakeholders. In this phase the specific, measurable, attainable, realistic and time bound goals are set so that the goals should be collaborative, limited, emotional, appreciable and refinable in nature. In the design phase the project scope is defined along with the project management plan by determining the cost, time and quality etc, and measurable items for project performance. The roles and responsibilities are clearly defined in this phase to have clear accountability by having –

-          the scope statement: this defines the business need, benefits and along with the project objectives, deliverables and milestones.

-          work breakdown schedule structure: defined the project related tasks based on the project scope, milestones etc.

-          Gantt chart – to visualize to project progress based on the scheduled timeline.

-          Communication plan – to communicate stakeholders about the project progress.

-          Risk management plan – to determine the unseen risks and have mitigation and contingency plans.

In most of the organization the management information system is established to have the transparent and on time project status at all the management levels i.e. strategic, operational and tactical levels.