Question 3 (Marks: 20)
It is the project manager’s job to make sure that the customer is satisfied that the work scope is
completed in a quality manner. Choose a software development project that you have been
involved in and answer the question that follows:
With regards to project manager responsibilities:
1. Define each specified phase below.
2. Discuss how as the project manager, you would implement the responsibilities as
specified under each phase.
:
Planning:
Communicate objective to project team.
Spearhead Plan development.
Organising:
Securing appropriate resources
Assigning responsibility
Monitoring & Controlling:
Tracking progress
Comparing planned progress to actual progress.
1. Planning phase:
- Communicate objective to project team: In this phase, the project manager needs to clearly communicate the project objectives to the project team. This involves discussing the project goals, desired outcomes, and any constraints or limitations.
- Spearhead Plan development: The project manager is responsible for leading the development of the project plan. This includes identifying project activities, defining deliverables, creating a timeline, and assigning resources.
2. Implementation of responsibilities in the planning phase:
- Communicate objective to project team: The project manager should conduct a kickoff meeting with the project team to discuss the project objectives and ensure that everyone understands the goals and expectations. Regular team meetings should be scheduled throughout the planning phase to provide updates and address any questions or concerns.
- Spearhead Plan development: The project manager should work closely with the project team to develop a comprehensive project plan. This involves gathering input from team members, analyzing requirements, and creating a detailed plan that outlines the tasks, dependencies, and timelines. The project manager should also ensure that the plan is aligned with organizational objectives and any client requirements.
3. Organizing phase:
- Securing appropriate resources: The project manager is responsible for identifying and securing the necessary resources for the project. This includes human resources, such as team members and external contractors, as well as physical resources and tools required for the project.
- Assigning responsibility: The project manager needs to assign specific responsibilities to team members based on their skills and expertise. This involves breaking down the project into smaller tasks and delegating them to individual team members. Clear expectations and deadlines should be communicated for each task.
Implementation of responsibilities in the organizing phase:
- Securing appropriate resources: The project manager should identify the resources needed for the project and work with project stakeholders to secure them. This may involve requesting additional budget, equipment, or personnel. Regular communication with stakeholders and vendors is crucial to ensure that necessary resources are available when needed.
- Assigning responsibility: The project manager should create a clear and well-defined project organizational structure that outlines the roles and responsibilities of each team member. Assigning responsibilities should be based on individual skills, expertise, and availability. Regular communication and feedback should be provided to team members to ensure they understand their responsibilities.
4. Monitoring & Controlling phase:
- Tracking progress: The project manager needs to monitor the progress of the project to ensure that it is on track. This involves regularly reviewing key performance indicators (KPIs) and metrics, tracking milestones, and identifying any deviations or risks.
- Comparing planned progress to actual progress: The project manager should compare the planned progress, as outlined in the project plan, to the actual progress being made. This helps in identifying any gaps, delays, or areas where corrective actions are required.
Implementation of responsibilities in the monitoring & controlling phase:
- Tracking progress: The project manager should establish a monitoring system to track the progress of the project. This may involve using project management software, conducting regular progress meetings, and requesting status updates from team members. The project manager should also ensure that project tracking mechanisms are in place and that team members report their progress accurately.
- Comparing planned progress to actual progress: The project manager should regularly review the project plan and compare it to the actual progress being made. This can be done through project status reports, milestone reviews, and periodic project audits. Any deviations or discrepancies should be addressed promptly, and corrective actions should be taken to get the project back on track. Regular communication with stakeholders is essential to keep them informed about the progress and any necessary adjustments to the project plan.