Aveneu Park, Starling, Australia

1. the management field and was a manger

1. What are the personal
competencies (according to Project Management Competency Framework) that Jack
displayed in the case? Highlight how the competencies identified helped him to
be successful.  

Personal competencies, according
to (PMCD) Framework, the personal competencies that project managers should
have include Leading, Managing, Effectiveness, Professionalism, Cognitive
Ability and Communicating. Cartwright, M. (2007).

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Build on our case Jack was the
new project manager assigned for the Customer Master File project, Jack was an
experienced project manager and business leader, during the project Jack gave
an example of the good project manager and leader, he has the following personal competencies within him:

§  Managing: in
managing competency the project manager should be able to manage and maintain
his team and that is what Jack did when he co-locates the team member for the
project and tried to build the harmony among the team members. Also, when he
conducted several interviews to find out the problem and solve it, we could see
his managing skills in term of resolving issues related to project team when
Jack find out that the IT architects are disagreed with the direction of the
project he just hired IT architects on full time basis in order to come over
this issue. Jack planned and managed the project in organized manner. He had
this competency within him as he is experienced in the management field and was
a manger and project manager for long. Thus, that is what managing competency
in the project manager means and it really helped him to turn around the
project to success.

§  Effectiveness : project manager
should be an effective in his tasks, he should be able to resolve problem of
the project, made the necessary change that required in the project to meet
with its goals and objectives. Also, to involve the stakeholder in each and
every aspect of the project. In the case Jack showed this competency in many
part of the project, he showed that when he asked the director Brandon to be
involved and be more often visible and active in making decision in the
project. Additionally, Jack made the required changes in the project in order
to lead the project towards success when he started the project with new well
defined scope and new budget and get the consensus buy in. Therefore his
effectiveness competency was there and led the project to successes.

§  Leading : effective project manager
should be able to lead people and has the ability leadership. Also, the leading
competency require the project manager to be able to create an environment for
the team to promote high performances, Jack did that when he assign number of
the project team to full time base and co locate them. He also mentors and
motivate the team we could see that in case of Sharon who was going to quit and
after the project she was very happy. Additionally, Jack take the responsibility
to delivers the project.  Jack was an
experienced leader and project manager, he showed his ability to take the lead
and lead the team and show them how to do the work. Therefore, we can say that
Jack had the project manager leading competency and led the project team to
deliver the project towards success.

§  Cognitive Ability: The project
manager should be able to have good and holistic view of the project and
effectively resolve problems involve in the project. In our case Jack had a
holistic view of the project, once he took over the project lead, directly Jack
start to find out the aspects of the project, learning more about it and the
challenges that the project was facing, after that he started conducting
interviews with major stakeholder involved in the Customer Master File project to be fully aware of all project aspects. Also,
when he came back to Brandon after finding out the problem with the project,
Jack provided how he can resolve these problems. Therefore, his cognitive
ability played critical role in project success.

§  Communication competency: the
project manager must be able to communicate and having good communication
skills as it plays critical role in project management, it is one of the
success factor in every project. A good communication can help the project
manager to develop better understanding of the case. Without communication
among the project stakeholder it would be impossible to meet
the project objectives. Communicating competency is about actively listen and
understand and respond. In our case Jack really showed his communicating skills
from the earliest part of the project, he conducted several interviews with key
stakeholder and project team. From these interviews, he
found out the issues to be solved that is what shows how effective and quality
of his communication skills. Also. Jack was inline communication with Brandon
all the time giving him his opinion and showing his what he found and what
could be done these were effectively exchange of information. Additionally, he
communicated with the project member and actively listen to them we could see
that when the IT architects were disagreed with the project and by
communicating with them he found why there were disagreed and convert that and
solve it. Thus, every project manager must have the communication competency
within him as it could lead the project in either ways success or fail. In our
case due to his high communication skills he led the project to be successful.

All these competencies helped Jack to drive the
project toward success, once he had these competencies within him, he could
know what to do and how to do it in order to turn around the old project to new
successful project which what happened in our case 6 months later the Customer Master
File project sounded success.

2. What is the difference between
“stopping the old project to start the project afresh with a well-defined scope”
and “continuing with the project while making the necessary scope changes
required”? Compare and identify which would be the better approach.

Stopping
old project and starting new one, project managers do that when the project is
going to fail due to over budget run or schedule over time. It is better to
start from the beginning as it is the way to defined new scope, make proper
plan and create a chart for the project. The chances of success are higher when
we start new project with well-defined scope, schedule and even new team
members, as the project manager can go through the old project and find out the
mistakes and problems that were in the old one. Also, project manager can learn
from old project and how he could avoid these mistakes in the new one in order
to make sure that the new one would be successful. Moreover, the project
manager can build new team for the project were these might be better than the
previous team members and he can choose them and allocate them according to the
need of the project. In our case it was the better to start the project from
the scratch as the old one was over budget and behind the schedule and that
what made the new project manager redo the project from the starting point.

Continuing the
old project with making the changes required in the project is not always the best-case
due to that the old project would be already behind the schedule and the budget
is over run, also that might be because of project team member are not
functional well event there might be lack of executive directors’ involvement.
When the project is behind the schedule and over budgeting that means it is
going to fail and there are some problems in scoping and planning part, that is
not what any project manager or any company wants to end up with. They always
prefer to start new as it would have higher chance to success. Additionally,
the risk in continuing the old project is higher and if continued there will
more expenses and the project manager would require more budget or time.

In our case the best choice is to start a new
project with well-defined plan and scope rather than continuing the old project
with making the necessary changes. As the project manager would consider the
old project and find out the problem that led the old one to be in the failure
stage. There are many advantages in starting new project such as the project
manager can relocate the team by assign the right people, learn from the old
project and have more control over by making things clear from the beginning,
which makes the chance of success higher. To be noted not all project can start
over and do new scope and plans for example in infrastructure or building
projects the continuing might be better even if it is behind the schedule and
over budget.

3. What does “consensus buy-in on
the new scope” mean? Who would be included in the “consensus”? Why is this
important? Explain where and how this scope would be documented and used.

 Consensus means that the all the people involved in the project must
have agreement about the project aspect and make the decisions according to
that. Also, it is the process of evaluating, analyzing and synthesizing the
factors on the project. It is the approach whereby the entire stakeholder of
the project come to one agreement, putting the ideas of all of them to come up
with the final decision accepted by all of them. Moreover, it means that all
people involved in the project has to buy in the decision. Consensus often
require the compromise the lose-win case or win-lose case, not everyone
involved can get what he wants out of the final decisions (Haner, 2017).

buy in means the all parties or stakeholder in
the project needs to be involved in the project or scope decision making
processes in order to get the consensus. In other words, agree on the project
and make the decision related to the project together. Buy in gives an
opportunity to get new ideas and opinions, also it helps to align the business
strategies with the needs of all stakeholder. Therefore, the idea of consensus
buy in new scope means that everyone can be a part of the project by
understanding and coming up with best choice in order for the project to
success. Also, it is important due to that all parties of the project are
involved they bring in the agreement and agree on the new scope. And it leads to
more effective final decision (Smallbusiness.chron.com, 2017).

The scope normally documented in the project
chart and in the meeting reports.

In Consensus, there are several people
involved in it, they are they Stakeholder internal or external stakeholder. According
to (Opentextbc.ca, 2017) the people who actively involved in the processes of
the project and the one who can affect the project from any side or the one who
have the say in the project they are the stakeholders. The following list are
the people who involved in consensus:

·        
Board of directors

·        
Executive directors (top management)

·        
Project manager

·        
Project teams (legal department, marketing, IT
department, etc)

·        
Peers

·        
Resource Manger

·        
Suppliers or Venders and Subcontractor

·        
Customers

·        
Government

4. The project encountered a “lack of executive sponsorship”.
Who did Jack secure as the executive sponsor? Highlight the difference this
would make to the project and why this is important.

Executive sponsorship are the
people in high level of responsibility on the project success, normally form
the top management they are the responsible of making decisions related to the
project. Lack of the executive sponsorship is considered as a big problem in
the project. The project has to have someone in power to give more control over
the project and for everyone involved in the project to be aware and take it
serious.

In our case the old project
was lack of the executive sponsorship that is why there were another agenda for
some of the project team, there was not anyone to stop that, we could see that
in the case of the marketing guy Steve where he was manipulate the project to
his own political agenda. Also in the case of the IT architects they had an
issue with the part time base on the project and there was not anyone who can
see the situation and find out a solution for their problem and even there was
not a good control over the project.

When Jack took over the
project he knew from the interview he conducted that there were lack of
executive sponsorship and directly considers this aspect and asked Brandon to a
part of the project to cover the lack of the executive sponsorship. Brandon was
in the position of power in the company where he could make many changes and
was the boss of Jack, he had been in the company for 20 years which means that
Brandon is experienced leader and know the company very well.

It is really important to have
the executive sponsorship in the project, it give more control over the project
and because they are the decision maker where the can give decision and make
changes required. Also, the executive sponsorship makes the project team more
responsible and the project team would deliver more efficiency on their tasks
as they want to show their ability to the top management.

5. What is the difference between having the IT architects on
a full time basis compared to just being consulted on the project? Analyse and
highlight the advantages and disadvantages of this 2 form of resources.  

The difference between having
worker on full time basis and just being consulted on the project. Full time
basis are hired for ongoing work or project, they works for the one company
needs and the work under a director or manager and take order from him. The
worker on full time basis are very willing to do their job as they are part of
the company and they hold the company name if it is successful company or just
failure company. The loyal workers always take the responsibility of their
tasks more than if they just being consulted. When you are having full time
basis worker you can have the say on what to be done and they have to do what
tasks they were told to do. Which means they will be more into the job. Full
time basis workers will spend the working hours doing their job and putting
more effort in the work.

However, full time workers
develop relationships among the other which lead to more collaborative and team
work in the company, working as a team is important to every company as that
consider as success factor in the working environment. On the other hand,
hiring full time basis for one project sometime is not the best choice, it could
be disadvantages as it brings extra cost for the project and bring new people
who would take long to get into the company culture and would require training.

Consultants is specialized
people in their field, they provide support and advices. They normally hired to
do specific tasks where they give advices and apply expertise knowledge in
their area. Consultants normally hired for specific durations. They depend on a
contract that they made with other companies, they work independently. For
example, in construction project they consult IT specialized to do some tasks
in the project but their job finish once they done their tasks.  In some scenarios having consultant hired for
the company can be beneficial in term of cost added and training providing.
Also, they do not need to be a part of the company and go through all processes
of hiring new people and fir them after the project done. On the other hand,
when you have consultant, you cannot have control over them and they can do
their work without getting back to you and at the same they do not the company where
they would not have the ability to communicate with other team member which is
very important in order for the project to success. Also, they do not have the
power of making decision which consider as disadvantages.

But in our case the consultant
IT architects were not doing their job properly due to lack of communication
which led them to disagree with some aspect of the project. As a result of that
Jack hired full time basis architects in the project to ensure the project run smooth
by involving all of them in the consensus buy in.  

6. How did Jack resolve the issue of manipulation by a
stakeholder from another department? Critically analyse the different
approaches to tackling this issue and comment if the Jack’s approach is
appropriate.  

Manipulation is an artificial
act of deflating or inflating the project to influence the behavior for
personal gain. it is illegal in every case. The manipulation is normally done
by a stakeholder in the project trying to gain something out of that project it
might be any gain maybe political gain such as in our case or could be
financial gain in other cases. According to Bryson,
J.M., (2004) “any group or individual who can affect or is affected by
the achievement of the organization’s objectives”.

In our case Jack find out that
there is a project stakeholder trying to manipulate the project for his own
political gain. That stakeholder was Steve from the marketing department, Jack
directly resolve that by informing to one of the executive director who is in
position of power at the higher level in the management Brendon, Jack asked him
to have heart to heart talk with the manipulator Steve or if that is not workable
to inform Steve director who would be able to resolve the manipulating in the
project and get it out from the project, in order to make the changes and
turnaround the project toward success. However, Jack could have talked to Steve
and communicate and listen to him before that but he did not, if Jack talked to
Steve he might resolve the issue without involving the top management and cause
some issue among them.

The approach that Jack used is
not always the best as it could result in creating some personal issue among
the project team between (Jack and Steve) which might cause a lot of problem in
the future. But as Jack was new in the company and he needed to turnaround the
project by making the necessary changes, one of these changes is to end the
manipulation. Therefore, in my view by taking into the account the stage that
the project were in, it is the best to inform the top management and let them
resolve it, that what Jack did. He informed Brendon and ask him to talk to
Steve and get the manipulation issue done.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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