Overview of the Project Management Process is the fundamental analysis that helps one in taking decision for any sort of project from initiation to completion. The process has to be explained in a way that the employees and stakeholders understand the whole process to get better results for future projects. This helps the process to move ahead faster.
It is very essential that you understand the process of the project. This will help you in knowing what the project is about and how it can be done. To start with, you must know what the goal of the project is, what is the purpose of developing such a project. That is happening at the very first stage of the project which is called initiation.
Based on the concept of the project, you would than identify the essential steps required to be taken in order to meet the project goal. Identifying the steps and gathering all material requirements are necessary and helpful for the second phase, which is key to successful project management as it focus on establishing a roadmap which will be followed by the entire project team throughout the project duration. This process is called Planning. It typically begins with setting goals / milestones, which should be specific, Measurable, Attainable, Realistic and to be achieved within Time frame.
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In order to prepare the document, all the team members must be involved. They must understand that it is the only way to ensure that the document is well researched and written and that it provides them with all the details as required. Once you have a good overview of the project management process, then you should be able to explain the document in a way that the stakeholders can understand all the steps taken.
There are many different kinds of documents that need to be prepared. One of the documents that need to be prepared is the Baseline Programme of Works. This is the work schedule of the entire project. This contains all the key activities required to be carried out in the project to meet the objectives of the project, how it works, how it is going to be completed, and what it will achieve.
Another very important aspect is the cost-effectiveness of the project. You must also have an overview of the technical documentation that has to be created by the team. The information will be very helpful in preparing the required documents so that the document creation process takes less time and will not be cumbersome. These documents are basically required by the stakeholders so that they can understand the whole process. You must also know how to prepare the project reports in the prescribed manner to make sure that the project is completed within the budget set by the stakeholders.
Once the baseline programme of work with all essential documents are prepared, the project is ready to enter execution phase, where the whole project team put its effort in performing all the activities prescribed in the baseline programme of works in timely manner to avoid any delay and to complete the project within the budget and time frame. Usually a kick-off meeting are being organized to mark the start of project execution phase. In execution phase project team focus on developing and completing the deliverables, i.e. developing team, assigning resources, procurement of tools, material & equipment, setting up a tracking system and maintain the track of progress, completion of partial scope, inspection of works, claims for the works done, status and progress reporting, development updates, performance reports, updating project schedule etc., and revising the schedule as required.
Though the project monitoring and control has different requirements, this often occur simultaneously with project planning and project execution. As understood by the title, the project monitoring and control is mainly all about the identifying the project performance to ensure that the works a being carried out in line with the project management plan. The managers use key performance indicators (KPIs) to identify if the project is progress as planned or if the project is off the track. By selecting few of KPIs the project manager must identify if the current rate of progress will achieve the project objectives as planned, if the quality of deliverables is being compromised or not, and how does the current project performance impacting on the project budget. In case of any error being found, the project manager should immediately take necessary actions to control the situation and rectify the slippage in the project management plan and adjust the schedule and resources where deemed necessary. A clearly devised risk management plan is an essential document which will help the project manager is such scenario.
Upon the completion of all project activities and milestones being met, the project enters in the completion phase. At this stage, the project manager should hold a project close-out meeting to identify the overall performance of project team and evaluate what went well throughout the project duration and identify the project failures. This is very helpful in order to finalize the lesson learned register which is one of most essential documents of the project, and maintaining such record would help project management in future. Then the contractors will prepare final project progress and budget report, finalize all project documents for handing over as prescribed in the project specification by client.
As mentioned, the process needs to be clearly understood before all the steps taken for the project. This will be beneficial in ensuring that the project is done in an effective manner and will provide the required results.
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