The management of large and complex systems can be
visualized as a kind of feedback control system with functions
of monitoring, evaluating, and control elements. The effects that
these elements have are controlled by methods and tools utilized
by the project manager and documented in a 'Project Management
System'.
Initially the aims of management need to be defined by the establishment
of a 'Program Management System' which shall define the methods
and procedures necessary to achieve it, and to anticipate potential
problems.
These aims shall be documented in the form of project plans and
standards. The staff shall be selected, organizations and methods
established and tasks allocated.
Once the 'Project Management System' is established the project
manager takes a monitoring stance and is informed of what is happening
in the form of reports (review, audit, analysis, etc.,), memos,
etc., and predicts the eventual path and probable outcome. If
it is not satisfactory he can seek to investigate, change, or
modify the requirements and/or alter the methods and tasks being
utilized.
From experience most problems occur mainly from variety, complacency, and changes. Common sources are undefined requirements, conflicting requirements, and changes to requirements while work is proceeding. Most managers try to resist these changes but if they are real (customer) requirements then the management must adapt to the change.
Usually, changes will be requested or contracted and the plans updated to accommodate. However, for systems already designed and developed the managers task is to predict the time and cost to completion in the face of uncertainties.
The necessity of having a stable well tried 'Project Management System' in place and understood is absolutely essential to inform project members and allow real cost and timescales to be predicted.
Even with appropriate authority, a project manager needs to use effective methods if he is to be successful.
The 'Project Management System' will provide the necessary methods for predicting time and cost for example:
To be continued.
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