Defining Project Management and its Scope
Discuss about the Systems Thinking for Palette of Systems Tools.
Projects vary in size and the scope of work to be done. Some projects are centered on technical work, others are centered on social work among others. Therefore, it is important for any project to employ a project manager well conversant with the field involved. That said, the project management institute defined project management as the application of the various skills, tools and techniques on a wide range of activities that are centered on meeting the needs of the particular project (Cicmil, Cooke-Davies, Crawford, & Richardson, 2009). The application of the aforementioned usually covers the whole project life and this is basically from start to the finish. As such, the project manager is the person responsible for overseeing the proper execution of the different tasks and activities that the project entails. Improper execution and coordination may lead to improper project outcomes and/or delay in the completion time while proper project management will lead to desirable outcomes such as early start.
The responsibility of the project manager is stipulated by the project board who ensure that the project team is managed effectively and efficiently (Elmansy, n.d.). Moreover, besides managing the project and the project team, the project manager ensures that there is a smooth interaction between the project and the area that the business is to be conducted (Haslett, & Sankaran, 2009). Some of the responsibilities within the project include: the planning and the coordination of the various activities, ensuring that the project deliverables are attained within the required timeline, the management of risks that are associated with the project, the management of project administration among others.
Some of the benefits of adopting project management methodologies and system thinking approaches include: planning and organizing the chaos that are associated with a project, scheduling and planning all the project activities, ensuring that there is teamwork throughout the project, ensuring that there is maximum use of resources, the management of costs that are associated with the project, ensuring that there is a proper transition of project activities,ensuring that the project is within the required qualities, the usage and retention of knowledge and the obtainance of knowledge from failure.
Besides the project manager, there is the program manager and the portfolio manager, the three types of managers vary in size with the project manager managing the least amount of work since he/she manages a single project. The program manager manages a group of related projects and therefore has a number of tasks under his/her belt as per the requirements of the different projects.Finally,the portfolio manager manages a range of different projects which may fall under different program managers and therefore has the largest degree of scrutiny and tasks. The three managers are in the ascending order with the project manager reporting to the program manager who consequently reports to the portfolio manager.
Responsibilities and Benefits of Project Management
To begin with, it is important to understand that there is an area where the aspects of project management and systems thinking interact. The relationship has developed and evolved over time with the field of science employing the approach more than any other fields (Kim, 2018). The relationship between project management and other system approaches such as systems engineering has evolved over time. In particular, this was when operations research was used to a large extent to manage and monitor projects that were mainly done during the 90’s (Remington & Remington, 2008).As a matter of fact, system approaches and thinking were used because of the complexity and uncertainty that faced humongous projects that were initiated for defense purposes..
World War 2 saw the use of an integrated approach of project management and systems engineering but after the war, the two disciplines separated and this culminated in the development of different bodies of project management (Parkhurst, 2016). Many scholars have indicated that project management and systems thinking have different professional codes of practice but have a number of common grounds which may be on aspects such as the approach which is centered on design, conceptualization and management of projects and systems (Haslett, & Sankaran, 2009).
By definition, a system is a chain of interacting activities and or equipments.However, in the case of projects, a system interacts with the environment but all this depends on the boundary. Projects boundaries are categorized and managed by the scope and the amount of interest invested. Interaction with the external environment can either be in the form of stakeholder management or in the usage of environmental materials in the production of new commodities and goods. The approach has been used extensively in various project management aspects and has been widely explored in the various books and bodies that cover project management. Moreover, considering the complexity of various projects and the management levels required, systems thinking offers long term solutions and in this reduces the chances of a problem reoccurring with the main aim to reduce and minimize consequences that would remain unsolved throughout the project lifecycle (Taylor, 2010).
Some of the advantages of using system thinking as part of project management include: Innovation and creativity brought about when the system is looked in complete rather than when the individual components are looked into. Looking at the project as one aspect and as a whole sparks questions that mainly center on the integration of the different components which leads to innovation. Secondly, system thinking provides a blueprint from where the different problems that are associated with the integration of the different components can be solved. All the risks associated with the dependencies can be mitigated which saves on cost and time. Thirdly, system thinking provides a benchmark from where the different business objectives can be looked at. Looking at the business in whole without considering the different individual components ensures that the bigger picture can be obtained. Moreover, system thinking ensures that abrupt changes in the requirements can be easily done without much stress and strain (Acarogrlu, 2017). Last but not least is the fact that system thinking leads to better production and manufacturing processes which ensures that the commodities produced are superior in quality.
Types of Project Managers
System thinking approach is employed in a construction firm whereby the design and construction of a new building needs to consider the integration of the different systems involved. The initial plans have to consider the manufacture and assembly of the different building parts. Buildings are made up of slabs, walls, windows, beams, columns etc. and this needs to be looked at in detail prior to the commencement of the actual construction work. By doing so, not only will the building have a better appearance, it will also be durable with the different components properly aligned and integrated. Furthermore, the different building components will be in sync which will ensure that the time factor is adequately covered.
There are a number of tools and systems that are used with the system thinking approach. They are collective systems that help visualize the whole approach and are therefore very useful when it comes to management of projects. However, these tools can be put into different categories with the categories which may be independent or dependent on each other.
To begin with, the brainstorming tools are used in identifying the hard and soft quantities that are identified in a session that involves free flowing thoughts (Boardman & Sauser, 2008). One example is the double q diagram that ensures that the members see the whole picture. Secondly is the dynamic thinking tools which provide an insight on the relationship between the different variables. The third category is that of structural thinking tools which, besides indicating the relationship, provides an indication of how the variables affect one another (McGlynn, 2016). Finally, there is the computer based tools which base the relationship on algorithms and calculations ( Shankar, Tim, & Jim, 2010).
In establishing the relationship between the different components of a building and the necessary labor required, it is important to employ some of the system thinking tools. One such tools that has been extensively employed is the casual loop diagram (Syed, & Sankaran, 2009). The diagram explains how the various variables interact and therefore provides a general view of the scope of work required. The laying of the foundation, casting of the beams and columns as well as other structural works are all interrelated and this is clearly indicated by the casual loop diagram.Therefore,the project managers and stakeholders have a general look at the precedence of activity and the interdependencies.
Conclusion
System thinking and project management may be two disciplines but have a common foundation to their different principles and outlines. System thinking is employed in complex systems and is used to provide a general outline of how the various components interact. The approach has been widely used in the management of innovative and new projects that require an overview and overlook of the different project aspects. In this, there has been an increase in the production of commodities as well as design of quality products. Furthermore, risks that are associated with the integration of the different components can be looked at which means that the project manager can save on both time and money.
There are different tools that are used in the system thinking approach. These tools can be used individually or as a combination. They give the project manager and the team a general outlook of the interaction.
References
Shankar, S., Tim, H., & Jim, S. (2010). Systems thinking approaches to address complex issues in project management. From project management institute.
Acarogrlu, L. (2017). Tools of a system thinker. From https://medium.com/disruptive-design/tools-for-systems-thinkers-the-6-fundamental-concepts-of-systems-thinking-379cdac3dc6a
Boardman, J., & Sauser, B. (2008). ystems thinking: Coping with 21st century problems.
Cicmil, S., Cooke-Davies, T., Crawford, L., & Richardson, K. (2009). xploring the complexity of projects: Implications of complexity theory for project management practice.
Elmansy, R. (n.d.). The Six Systems Thinking Steps to Solve Complex Problems. From Designorate: https://www.designorate.com/systems-thinking-steps-solve-complex-problems/
Haslett,, T., & Sankaran, S. (2009). Applying multi-methodological system theory to project management.
Kim, D. (2018). Palette of Systems Thinking Tools. From system thinkers.
McGlynn, J. (2016). Can systems thinking deliver better project outcomes? From apm: https://www.apm.org.uk/blog/can-systems-thinking-deliver-better-project-outcomes/
Parkhurst, M. (2016). Tools for Supporting Systems Thinking and Change. From https://www.fsg.org/blog/tools-supporting-systems-thinking-and-change
Remington, K., & Remington, S. (2008). ools for complex projects.
Syed,, G., & Sankaran, S. (2009). Investigating an interpretive framework to manage complex information technology projects.
Taylor, M. D. (2010). Systems Thinking in Project Management. From the project management hut: https://pmhut.com/systems-thinking-in-project-management
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