Professional Practice & Standards Week 1 PDF

Professional Practice & Standards WEEK 1 DR Muath Abu Arqoub, PMP BOND UNIVERSITY  The way a corporation or organisation is established is known as its structure of organisation. How is the project going to be implemented?...

Professional Practice & Standards WEEK 1 DR Muath Abu Arqoub, PMP BOND UNIVERSITY  The way a corporation or organisation is established is known as its structure of organisation. How is the project going to be implemented? Key approaches: functional organization, project-based, and matrix structure Organisational Advantages and disadvantages Structure When it comes to project managers, the organisational structure of a corporation will influence the way resources are divided within the portfolio and how much authority the project manager will have in the organisation. The managing of projects in certain companies, even with identical structures, is often quite different. Reason: various organisational cultures (personality) Project managers should know the “lay of the land” so that they can avoid obstacles and take advantage of pathways to complete their projects Some claim that an organisation will not survive without a clear organisational type and structure that helps to support its objectives. This enables you to identify stakeholders and other team members as a project manager. “A good project management system appropriately balances the needs of both the parent organization and the project by defining the interface between the project and parent organization in terms of authority, allocation of resources, and eventual integration of project outcomes into mainstream operations. “ Factor Description Division of labor Labour should be divided among departments to ensure specialization. Dividing labour into distinct tasks and coordinating these tasks will define the structure of an organization Background and experience Previous experience with project organizational forms Interdependence and interactive The number of systems and subsystems that integrate the project, the different methodological and philosophical assumptions across these management systems, the cross-organizational and schedule interdependencies between activities. Authority, responsibility, and leadership Authority and leadership should correspond with responsibility. Vision, strategy, and a cohesive team are also considered key factors Unity of command It should be clear who the upper level managers are with a well-established lines of commands. Every member of the project must also know what their obligations are Personnel Good selection of personnel with adequate skills and talents, which can lead to objectives accomplishment Stakeholders The number of project participants and how the information flows between them can affect the form of the structure Spans of control Work processes and systems should be efficient and effective with adequate levels of control Flexibility Structures should be flexible and dynamic with the ability to adapt to changing conditions of the external environment Culture values Loyalty of workers and commitment to the project Other factors Project size and duration, environment and territory, technology Factors affecting the form of a project organizational structure Organic or Simple work groups arranged by Flexible; people working side-by-side project manager’s role Part-time; may or may not be a designated job role like coordinator who manages the project budget? owner or operator Project Management Project Manager’s Authority Resource Availability Administrative Staff Functional work groups arranged by Job being done (e.g. engineering, manufacturing) project manager’s role Part-time; may or may not be a designated job role like coordinator who manages the project budget? Functional manager (part-time) Project Management Project Manager’s Authority Resource Availability Administrative Staff Matrix Organization – weak work groups arranged by Job function project manager’s role Part-time; done as part of another job and not a designated job role like coordinator who manages the project budget? Functional manager (part-time) Project Management Project Manager’s Authority Resource Availability Administrative Staff Matrix Organization – balanced work groups arranged by Job function project manager’s role Part-time; done as part of another job and not a designated job role like coordinator who manages the project budget? Mixed (part-time) Project Management Project Manager’s Authority Resource Availability Administrative Staff Matrix Organization – strong work groups arranged by By job function, with project manager as a function project manager’s role Full-time; designated job role who manages the project budget? Project manager (full-time) Project Management Project Manager’s Authority Resource Availability Administrative Staff Project-oriented (composite, hybrid) work groups arranged by Project project manager’s role Full-time; designated job role who manages the project budget? Project manager (could be full-time or part-time) Project Management Project Manager’s Authority Resource Availability Administrative Staff Functional organization Example Project-oriented Organization https://www.youtube.com/watch?v=OyJ4QPMMoOg Project-oriented Organization Matrix “Matrix management works, but it sure is difficult at times. All matrix managers must keep up their health and take Stress-Tabs.” Organization – A project manager Project manager (staff assistant): 1. draws the schedules and checklists 2. collects information on the status of work 3. facilitates project completion 4. indirect authority to expedite and monitor the project Functional managers: 1. decide who does what and when the work is completed 2. make almost all the decisions Weak Matrix Organization Project manager (staff assistant): 1. establishes the overall plan 2. integrates the different disciplines’ work 3. sets schedules 4. monitors progress Functional managers: 1. assign personnel 2. execute their segment of the project according to the schedule Balanced Matrix Organization Strong Matrix Organization Project manager (staff assistant): Functional managers: 1. controls most aspects of the project 1. has title over her people 2. controls the scope 2. is consulted on a need basis 3. assigns functional personnel 3. might act as the ‘subcontractor’ 4. makes the decisions 5. manages and assigns the specialists Advantages and Disadvantages Functional Matrix Fewer negotiations/ no change Efficient allocation of specialists No competition Role flexibility Flexibility Effective information flow Team members are familiar with each other Easier post-project transition Fewer specialist High admin cost Lack of focus Shared authority Slow Complex reporting system Project-oriented Strong project control Fast Centralised lines of communication Well established project scope Costly resources Internal strife Limited knowledge sharing References 1- Larson, E. W., & Gray, C. F. (2020). Project management : the managerial process. (8th ed.). McGraw-Hill US Higher Ed ISE. 2- San Cristóbal, J. R., Fernández, V., & Diaz, E. (2018). An analysis of the main project organizational structures: Advantages, disadvantages, and factors affecting their selection. Procedia computer science, 138, 791-798. 3- PMBOK Guide 6th Edition - PMI