Advantages and Disadvantages of Manual Data Management System
Discuss about the Consolidated Portfolio for Journal of Project Management.
Project management is referred to as business level practice that is widely used by the project managers in the business organizations to reach the objectives. It is expected that with the successful implementation of the project management practice different business level issues will be resolved accordingly. For most of the companies the project management and business analysis is becoming two main strategic disciplines. Project management is strictly focused on creating products, services and result for the project so that it can meet the project objectives. The purpose of business analysis is to deeply understand the requirement of the stakeholders. Project management practice is more focused on integrate all the operational and functional activities together so that, the outcome meets the business objectives. The three weekly portfolios are respectively deals with advantages and disadvantages of different manual as well as electronic application system within each of the project management knowledge area over the life cycle of the project, appropriate application of project management system for executing a project successfully and identification of project management application that can assist project managers to monitor the performance and managing changes within a project. The specific learning from three of these portfolios are illustrated in this consolidated portfolio.
The weekly portfolio demonstrates result based upon the comparison and contrast on advantages and disadvantages of various manual as well as electronic Project management application systems within the project management knowledge area over project management life cycle. A project can never be implemented successful without proper project development phases. It is the responsibility of the project executives to consider all necessary phases and make the project team members engaged to their job roles so that the project can meet the defined objectives. For this particular project the learning details include project definition, closure and delivery benefits. From the project perspectives manual data management is not at all helpful. This approach is time consuming and gives huge chances of man-made error. Manual system gives pressure on people to be correct in all the details of their work at all times. Manual system gives negative impact on customer services. It has been found that the consumer queries can become more difficult to respond to because information are stored in various places and this may even require correct person before being able to respond. The main disadvantages that may affect the business organizations and their success lines include the inconsistent information entry, misleading information, huge amount of cost for on-job training, system dependency on good individuals, reduction in haring data and consumer services. The other issues associated to manual data management are lack of security, data redundancy.
Advantages and Disadvantages of Automated Data Management System
Checking and reporting of the manually inserted data are very much expensive. These are the identified issues that raises question of system benefit. Due to lack of security the third parties can easily enter to the manual server and hijack information from the server. Data redundancy occupies storage location unnecessarily. On the other hand, the automated data management system minimizes the issues of manual data management system. It has been identified that there are certain advanced features associated to the automated data management system which resolves the issues of traditional data management approach. Automated data management system reduces the load of work from the employees and offers good multitasking abilities. The automated data management boosts up the feasibilities creates long term sustainable office environment.
However, the technical excellences has some major disadvantages also which implies that, storage of information means saving different confidential as well as major documents and records those are related to offices. The office automation system are also consists of data application handling those are utilized to tackle are create documents, image, spreadsheet and files simultaneously. Automated data management system allows the employees to handle real time data and boost up the employee productivity at the same time. This approach is time saving, can integrate many resources and it increases the overall system accuracy. The total management cost gets reduced with this application. However, before implementing the system it is necessary for the business organizations to check that whether the automated system is applicable for that specific business or not.
The evidence for the portfolio 7 is gained from “Humera Amin, S. Z. A. B. I. S. T., & Ahmad, B. (2015). The impact of soft total quality management practices on employees’job satisfaction: evidence from project based organizations in pakistan. Practice and perspectives, 7.”
The week 8 portfolio is focused on identification of project management application system that can assist the project managers and also can monitor and manage the changes within the project. It has been learned that the process of system learning is dependent upon different factors such as service evaluation, productivity etc. It is the role of the project managers to monitor and control the overall progress of the project. There are many project management application systems are available those are widely used by the project managers to meet the preliminarily determines organizational or project objectives. It is also determined that, the project managers should control and monitor the project progress. Throughout the project development life cycle the project managers should control and monitor the project. In order to successfully accomplish any project for each tasks proper resource should be engaged.
Identification of Project Management Application System
Cost and management factors will ensure that the project manager is capable to successfully accomplish the project within the estimated time and allotted budget. Open communication allows the project manager and project team members share their innovation, creativity and ideas with each other. The overall organizational and business efficiency increases a lot with the proper application of project management tools. Besides resource, cost, time and communication management the project managers are assisted through the quality management. The aim of any organization is to deliver specified quality products and services to their consumers within estimated time and budget. With the usage of theses possible actions the business efficiency gets enhanced and associate project stakeholders also becomes highly engaged to their job roles. For any project, scope management plan is one of the most important things that should be considered. Project scope management is referred to as a process set that ensures that the scope of any project is properly mapped and defined.
The scope management technique enables the project managers as well as the supervisors for allocating just the correct amount of work necessary for successfully accomplish a project that is concerned preliminarily. It has been found that, the project management application assists the project managers for successfully accomplish the project. Properly prepared budget of any project helps the project manager to ensure that whether the project is beneficial or not. However, the project managers should ensure all the project sub activities are following by the project team members accordingly. In addition to this, change management is another important application of project management which is generally developed based on the changing requirements of the consumers. With the help of Microsoft project the project progress can be monitored. According to the changing time period and progress details the project baseline cost should be set. Based on the baseline cost the variance can be defined, it shows the difference between the actual cost and the cost difference that has been occurred. During the project progress period the works are to be updated with the changing time. In order to implement any project successfully the project manager should analyze the project performance based on the earned value analysis. Creating project report based on the project progress is another important responsibility of the project manager.
The evidence for the portfolio 8 is obtained from “Ramazani, J., & Jergeas, G. (2015). Project managers and the journey from good to great: The benefits of investment in project management training and education. International Journal of Project Management, 33(1), 41-52.”
Proposed Accurate Project Management Application System
The portfolio week 9 is about proposed accurate Project management application system that supports successful project execution in different business industries. It is very much important for the project managers to consider any accurate project management methodology successfully accomplish any project. The project level complexities gets minimize with proper project management methodology. Based on the project background the project heads should consider an accurate methodology among agile, PRINCE2, PMBOOK, waterfall etc. All of these applications are not suitable for every project such as for large projects the waterfall method is noit beneficial similarly for the complex projects agile methodologies are very much beneficial. The main aim of using project management methodology for implementing any project is to reduce the project complexity and to make it a simple one. Among these stack of project management methodologies the project manager can select any ingle project.
PMM has many benefits associated to it rater it can be said that, with the successful utilization of PMM the project can meet the identified and expected project goal. In other words the project management is an incredibly important business discipline which ensures the strategic organizational and business success. The project and organizational effectiveness gets increases with the successful implementation of PMM. PMM is a cyclic approach that starts from the planning and close to closure. Project management methodology also helps to identify the roles if the project managers and the other project team members during the development and the implementation of the project. In order to manage both the internal and external project stakeholders it is the necessary for the project managers to adopt the most suitable tool.
In traditional time the project management application systems were manual which is not at all beneficial from the business perspectives however, with the implementation of the automated data management system increases the overall business efficiency will increase definitely. It has been found that, the project management methodologies help the project managers to investigate the details of the projects much easily. In order to design the project structure effectively it is necessary for the project manager to adopt one of the most suitable PMM so that it can meet the project objectives. As soon as the project meets the preliminarily defined project objectives the project rate of progress become easier and appreciable at the same time.
The evidence for the portfolio 9 is obtained from “Mir, F. A., & Pinnington, A. H. (2014). Exploring the value of project management: linking project management performance and project success. International journal of project management, 32(2), 202-217.”
Benefits of Project Management Methodology
From the overall discussion it can be concluded that, with the successful application of project management prcatices the business organizations those are applying these PM practices are able to get competitive advantages and commercial revenue at the same time. Project management practice is a combination of time, scope and quality which implies that in order to deliver high quality project to the clients it is necessary for the project manager to consider all the project actors in terms of resource management, time and cost management, stakeholder manager, communication management etc. Based on the background of the project and organization proper data management approaches are also required to be adopted. The main focus of the company is stick to satisfy both of their internal and external stakeholders. In order to make this possible system thinking, critical success factors and transformational changes are the additional factors those have to be measured and applied in the business organizations. Throughout the project lifecycle from the project initiation up to the project closure phase, these factors are to be maintained by the project executives and project heads.
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