Program Management And Resource Planning Essay.

 Program management is defined as the process of managing often different types of project with the intention of improving the performance of the organization. On the other hand, it is found that project management is defined as a practice that is mainly utilized in order to initiate, plan, execute as well as control the work associated with the project in order to meet the project objectives within a specific time (Blair 2015).

 It is found that a program mainly comprises of number of interdependent project and all these projects mainly serve in order to achieve the main goal of the program (Humphries et al. 2014). It is found that the projects that are generally combined to form a program helps in achieving a specific set of project objectives. The main role of the program managers is to make sure that the delivery of all the projects must achieves greater benefit in context to business. In addition to this, the program manager plays an important role in order to ensure smooth transition from the present operations to the future approach.

 It is found that in order to execute all the project that are mainly associated within program, it is very much necessary to manage the program quite effectively.

It is found that program management is defined as one of the structured frameworks that generally helps in enabling the entire organization to run on number of projects at the same time for achieving the common objective. The main role of the program management is very much important for the organizations that generally helps in providing value for greater leadership as well as awareness related with the business risk in order to deliver projects. In addition to this, it is found that program management helps in providing a proper comprehensive view of the entire program. The program manager gain knowledge about all the projects and ensure that the goal of all the projects will not interfere with the objectives of other projects (Bentahar and Cameron 2015).

It is found that it is very much necessary to have clearly defined resources as well as appropriate authority in order to accomplish the projects as well as programs successfully. It is found that proper resource needs to be defined so that the project manager can get idea about the needs as well as requirements of the project. Proper resource planning is required to be made during the planning phase of the project in order accomplish the activities of the project in a very much organized way (Joslin and Muller 2015). Moreover, it is found that appropriate planning of resources is helpful in providing proper overview about the needs of resources in the project so that the project manager will be able to complete the entire project within the approved budget and time successfully. Additionally, it is found that proper definition of the project resources helps in avoiding the unforeseen issues, prevents overallocation as well as helps in minimizing the lack of resources. Furthermore, high level of resource understanding helps in managing as well as executing the project effectively in order to measure the ROI successfully (Kaiser et al. 2015).

 Proper authority also plays an important role in making the undertaken project successful. It is found that that proper authority within the project is necessary so that proper focus will be on the status as well as on the progress of the project. Analysis of proper project status helps in analyzing the completion date of the project. Moreover, it is found that proper management of project with the help of the individual that have appropriate authority within the project is quite helpful in executing all the activities of the project within proper budget and time and thus the objectives of the project can be achieved successfully (Sanchez 2015).

Brainstorming session worksheet – Future state of programs

Program Manager:

<Name of 1^st project manager>

<Name of the 2^nd project manager>

<Name of the 3^rd project manager>

Program being reviewed:

Program manager

Participating groups:

 Project team members

Location:

Australia

Issues identified

1.

 Budget shortfall: It is found that construction of cascade peak needs huge amount of money however if the budget that is assigned for the project is not enough then the project manager will face number of financial issues. It is found that the problem of budget shortfall can be resolved by utilizing the resources properly as well as by keeping focus the project status report. In addition to this, it is found that by avoiding scope creep the problem of budget shortfall can be handled.

2.

Slippage of schedule: It is found that the chances of schedule slippage is high as the program managers need to complete the work of the three projects within the assumed time. If any project will get delayed then the completion date of the resort will also get affected negatively. It is found that in order to resolve the problem, it is very much necessary to manage the schedule of the project on a regular basis. In addition to this, tracking of the project on a weekly basis is very much effective.

3.

Lack of experience: It is found that as the organization “Cascade Peak Hotel Pty Ltd” undertakes small projects for last 25 years and therefore undertaking the construction of resort in Cascade will be challenging. It is found that due to lack of skill and experience in large projects, the staffs of the organization can face issues in executing the project activities. It is found that in order to avoid such situations, it is very much necessary for the organization to provide a facility of training to the team members so that they can get proper overview about handling large projects.

4.

Lack of resources: Due to transportation, lac of resource can be one of the significant problems. Due to lack of needed resources, the project managers face challenges in completing the work and as a result the project work an get delayed in order to avoid such situation, it is very much necessary to reflect on some other alternative method of transportation or keeping the resources in stock so that the work of project does not delayed.

5.

Transportation issue: It is found that as the construction of the resort will be completed on the Cascade peak, therefore the project managers will face number of issues and challenges in transportation of resources that are generally needed. In order to resolve this problem, the project managers need to keep the resources in stock so that the project does not get delayed due to insufficient resources.

 The tools that can be utilized in order to monitor as well as evaluate the internal as well as external work program are generally listed below:

· Project progress report

· Cost management report

· Ongoing evaluation

· Post project evaluation

 It is found that project monitoring plays an important role in making proper decisions within the project. It is identified that proper monitoring of project generally helps the project managers as well as project teams in order to foresee the potential risks as well as challenges that remain unaddressed within the project. Project monitoring generally helps in analyzing the team performance, progress reports as well as providing proper suggestions as well as recommendations in order to make proper decisions associated with the project.

 Communication plays an important role while communicating with the stakeholders of the project when the program manager takes the responsibility of monitor the project. It is found that effective communication within the project is necessary while the program management engages with project monitoring.

This is because with the help of communication, the program manager will be able to know about the problems as well as issues that they are facing while undertaking the project. It is found that proper communication will be helpful in resolving the risks as well as issues of the project so that the entire project can be completed on time. In addition to this, if there is proper communication with the project stakeholders then they can easily take proper steps as well as strategies in order to resolve the problems as well as issues (Chih and Zwikael 2015).

Moreover, it is found that proper communication helps in providing detailed needs as well as requirements of the project which is further helpful in meeting the objectives of the project successfully. In addition to this, it is found that collaboration between the stakeholders can be built with the help of proper communication tool so that one can be able to share information quite effectively. Team meetings are also considered as a means of communication through which the stakeholders can be able to know about the information as well as data that they have generally failed to collect with the help of project status report on a weekly basis (Golini et al. 2014).

Program Manager:

<Please Fill>

Project Managers:

<Please Fill>

Prepared by:

<Please Fill>

Prepared by:

Date:

27-11-2018

Project stakeholder

Internal environment

External Environment

Best source of information needed

Planned method of delivery

Timing considerations

 Project manager

 The project manager of all the three projects have got proper internal project environment. The project plan that was developed includes all the information related with the project and the team members are supportive.

The project manager faces challenges due to transportation issues. It is found that due to transportation issue they face lack of resources which further creates delay within the project.

It is very much necessary for the project manager to manage the project effectively so that the objectives of the project can be met successfully.

Design bid build method of project is generally used.

The project manager needs to work hard in order to finish all the three projects within the expected time.

Project planner

 It is found that the project planner receives huge support from the project managers and as a result they will be able to work on developing project plan quite successfully within the internal work environment.

It is found that due to lack of communication with the project contractors, the planners can face issues in developing proper plan for the project.

 It is quite important to develop proper plan for the project so that the entire project can be successfully completed within the expected time and budget.

Design bid build method of project is mainly used.

 It is quite necessary to complete the project plan within specified time in order to avoid delay.

Project contractor

 It is analyzed that the project contractors of all the project will able to get proper support from the internal environment so that the work of the project can be completed within the expected time.

 It is found that the project contractors generally face number of challenges and issues due to lack of issue as well as because of delay deliver of the project.

 It is very much necessary for the project manager to utilize proper source of information as well as details so that the they can be able to finish the project within the expected time and budget

Design bid build method is generally used.

 It is very much necessary to collect proper details as well as information so that the entire project can get finished within the specified time.

Suppliers

 The suppliers get proper cooperation from the internal work environment and they generally receives time update about the project needs and requirements that are required to be delivered.

The suppliers face number of challenges in supplying the needed materials as well as resources due to lack of proper facility of transportation.

 It is quite important for the suppliers to deliver proper materials with proper quality.

 Design bid build method of delivery is generally utilized.

It is quite necessary for the suppliers to supply the needed requirement within the specified time.

Meeting Minutes

Team/Project:

 Construction of a resort

Meeting Date:  

27-11-2018

Meeting Facilitator/Program Manager:

<please fill>

Project Managers

<Please fill>

Apologies:

Minutes taker:

Purpose of Meeting:

 To keep track on the project and to discuss on the future issues and challenges

Action Items from Previous Meeting: No actions

Discussion point

Delegated to

Deadline

Slippage of schedule: It is found that by analyzing the project status report, it is identified that the project is running out of track and the main reason behind schedule slippage is improper management. It is found that schedule slippage generally causes delay in the completion of the project.

 Project manager

30-12-2018

Increasing cost of project resources: It is found that the cost of the project resources is increasing which generally can create financial issues and challenges within the entire project.

Financial manager

4-12-2018

 Unskilled workers: It is found that the workers who are generally involved within the project are not very much skilled and as a result they can face difficulty in completing the work of the project within the expected time.

Human resource manager

6-12-2018

Misuse of resources: It is found that the resources of the project are not properly utilized which further can create issues related to the project budget.

Human resource manager

11-12-2018

 Project delay: It is found that from the entire progress report, that the project manager faces difficulty in completing the project activities as per the plan of the project and therefore they generally face project delay.

Project manager

12-12-2018

Improper utilization of project budget: It is analyzed that the budget that is generally needed in order to complete the project generally changes and therefore the problem of budget shortfall generally occurs.

Financial manager

17-12-18

Inexperienced team members: It is found that as the ream members are not very much experienced then they will face lot of challenges as well as issues in completing the work that is associated with the project within the expected time and budget.

Human resource manager

21-12-18

 Projects

Project progress

Gap between current and desired state

PROJECT 1: PREBUILDING WORKS - RETAINING WALL

 The prebuilding work project is progressing properly for successfully finishing the project activities but it is found that they are behind the schedule.

It is found that as per the schedule of the project, it is necessary to finish 30% of project work but currently only 22% of the work related with the project is completed.

PROJECT 2: PREBUILDING WORKS – BUILDING SUPPORT AND EXCAVATION

 It is identified that the project is progressing as per the schedule however it is analyzed that the budget that is spend on the project exceeds.

As per the project plan, the project manager needs to invest 25% of the money in order to finish the work till now however it is analyzed that around 35% of money is spend.

PROJECT 3: CASCADE PEAKS LANDSCAPING PROJECT

 It is found that both the landscaping project is behind the schedule.

 As per the assumption, the project must have completed 10% of its work however it is found that the work of the landscaping project has just started.

Projects

Actions needed to meet the objective of future state

PROJECT 1: PREBUILDING WORKS - RETAINING WALL

 It is very much necessary to track the schedule of the project on a regular basis so that the problem that is associated with the schedule slippage can be resolved.

PROJECT 2: PREBUILDING WORKS – BUILDING SUPPORT AND EXCAVATION

 It is very much necessary to manage the costs as well as resources of the project effectively so that the entire project get completed within the expected budget.

PROJECT 3: CASCADE PEAKS LANDSCAPING PROJECT

 Proper management of project schedule with appropriate support of the project team members is helpful in meeting the project goals and objectives.

Risk Management Plan

Program name:

 Development of resort

Prepared by:

<Please fill>

Description of Risk Management Methodology to be Used:

Approaches

The approaches that are used for managing risks that are associated with the project are elaborated below:

· Top down multi pass procedure

· Quantitative risk-based forecasting

Tools

The tools that are generally used in order to manage the risks of the project are generally listed below:

· Threat analysis

· Program risk management

· Cost risk analysis

· Capability risk analysis

Data Sources

It is found that information related with project risks are generally collected with the help of the steps that are generally illustrated below:

· Interview

· Observation

· Analysis

· Brainstorming

Roles and Responsibilities

Risk analyst must undertake the entire responsibility of identifying, analyzing as well as monitoring the risks as well as managing the risks as well as challenges that are associated with the project. In addition to this, the risk analyst is also responsible of mitigating the risks successfully by adopting proper strategies so that the entire can be completed successfully within the expected budget and time.

Timing

 It is very much necessary to complete the risk management plan within the expected time and budget so that the challenges as well as risks that are associated with the project can be resolved quite successfully.

SWOT Analysis

Project name:

 Construction of resort in Cascade Peak

Prepared by:

<Please fill>

Program Strength

 The strengths are listed below:

Ø The resort that is being constructed in Cascade peak will generally be helpful in providing accommodation to the skiers and climbers

Ø The construction of resort will be helpful in gaining huge amount of money from tourism

Program Weaknesses

The weakness of the program is listed below:

Ø Huge amount of investment is required in this project

Ø The time that is needed for completion of the project is more than 3 years.

Program Opportunities

The opportunities that are associated with the program are generally listed below:

Ø The construction of resort will be helpful in boosting the business of tourism

Ø More revenue will be earned due to tourism

Program Threats

The threats of the program are generally elaborated below:

Ø It is identified that chance of financial risk is too high in the project

Ø Schedule slippage can be greatest problem for the project

Program objective

Very low

.05

Low

.1

Moderate

.2

High

.4

Very High

.9

Cost

Very High

Schedule

Very high

Scope

High

Quality

High

The program mainly reflects on the construction of a resort in the Cascade peak. It is found that the due to increased tourism in the Cascade region, it is very much necessary to have a resort in the peak as the nearest accommodation in the region is over two hours of drive. It is found that the construction of the project will generally create both excavation as well as landscaping services ecologically within the resort on the lower slopes of the Cascade region. It is found that the construction of the resort in Cascade region will successfully get completed within time period of 4 years by utilizing budget that is generally provided by the project sponsors.

 The criteria that are needed to be specified in order to reflect that the benefits or objectives of the program will be met are generally reflected below:

Completion of project within specified time and objectives: If the entire program will get completed within the expected budget and time then it can be analyzed that the benefit of the program will be met as the program manager does not need to undertake more work in order to finish the project.

Meeting project objectives: If the objectives of the project are successfully met then it can be analyzed that the goals and objectives of the project are met successfully and the resort that is constructed will be able to provide proper facility or services to the tourist.

Satisfaction among the tourist: If the construction of the resort in the Cascade peak will be able to provide proper accommodation facility to the tourist then it can be analyzed that the program benefits are met.

 The program or project sponsors are considered as the champions of the project or program. It is found that the project sponsors are the ones who generally helps in providing financial resources for the project. The role of the project sponsor is to gather proper support for the project by providing funds so that the project can be completed successfully. In addition to this, it is found that the project sponsor helps in providing information related with the scope of the project (Bucero and Englund 2015).

 The project sponsor plays a great role in developing the project plan and during the development of the project plan, the project manager generally reviews the WBS and then determines the report that is needed by the management for overseeing the project. Moreover, it is found that during the project execution, monitoring as well as control phase, the project manager mainly involves themselves in enforcing various types of quality policies, evaluation for fast tracking as well as helps in resolving the conflicts that are associated with the project (Pollack and Adler 2015). In addition to this, it is found that the project generally acts as an arbitrator and they make decisions that are associated with the project beyond the authority of the project. They also act as a link between the business community as well as project manager and thus helps the management decision making groups in making decisions

 The responsibilities of the program or project sponsor are generally elaborated below:

The typical responsibilities of project sponsor are elaborated below:

Approves key deliverable: The project sponsor takes the responsibility of approving the deliverables of the project that are generally important for meeting the objectives of the project.

 Ensures project control: They are mainly responsible of making sure that the project is on the track and it will get completed within the expected time and budget and thus the project is in the control.

Resolves issues: It is found that the project sponsor is mainly responsible of resolving the problems as well as challenges that are generally related with the competition of resources as well as priority clashes which are generally the beyond the control of the project manager (Zeng et al. 2014).

Establishes project organization: It is found that the project sponsor mainly takes the responsibility of establishing the project organization as well as roles and reporting structure that is generally needed within the project in order to execute the project successfully.

 Ensures risk management: Thy take the responsibility to make sure that the challenges and issues that are mainly associated with the project can get resolved successfully and the project will be completed within the expected time and budget or not (Hopkinson 2017).

 Focuses on project quality: It is found that the project sponsor mainly helps in improving the quality of the project and they generally utilizes number of methods in order to maintain the project quality.

Ensures changes are managed: They takes the responsibility of making sure that the changes that are generally needed within the project can be implemented quite successfully. In addition to this, they also ensure that these changes that are generally don within the project are helpful for the success of the project or not (Andersen 2016).

Keeping to schedule: The sponsors of the project are heavily involved within the project in order to make sure that the entire project is kept to the schedule along with the project manager and in order to manage the schedule of the project, the project sponsor review the status of the project quite frequently.

 It is found that proper governance structure is generally needed for realizing the benefit of project or program. It is found that as the program progresses, it generally needs proper linkage mechanism that generally helps in making sure that the alignment between the business strategy as well as direction are quite helpful for the result of the outcome of the project. It is found that the governance mechanism generally helps the program inn sustaining the potential I order to deliver the promised value (Levin and Green 2016). Furthermore, it is identified that the mechanism is also helpful in putting insight as well as control over the entire execution of the program. They generally help in allowing proper management in order to refine the success in order maintain the alignment with proper evolving strategy of the business. It is found that in order to achieve proper linkage as well as oversight, it is necessary to have effective governance.

In addition to this, it is found that governance is considered as the combination of various individuals filing the management roles as well as program oversight different functions that are generally organized into various structures as well as policies in order to define the management principles as well as decision making (McCall and McMahon 2016). Moreover, both the governance as well as structure are generally focussed on giving proper direction as well as oversight in order to guide the achievement related with the business outcome. Thus, it is analyzed that effective governance structure as well as different functions of the governance helps in identifying, assessing as well as responding to various internal as well as external events by making adjustment within the program components as well as features.

 It is found that setting boundaries is considered as one of the important parts of establishing one’s identity for the success of the program. It is found that in order to design the program boundaries, it is very much necessary to follow the steps that are generally elaborated below:

Clarifying the target outcomes: It is found that the most effective program generally begins with a focus in order to target the outcome by enhancing he performance as well as by improving the management skill. It is found that one of the most important way to clarify the target outcome is to define as well as clarify the program’s theory of change (Humphries et al. 2014).

Leveraging the existing knowledge: It is found that effective programs generally rely on the activities as well as content in order to have a measurable as well as meaningful impact. It is found that leveraging the existing knowledge of the social sector helps in identifying the program inputs. It is found that capitalizing the previous experience as well as research assists in maximizing the effectiveness of the program in order to avoid the mistakes that have generally learned and made from.

Connecting the program inputs into specific output: It is found that once the high impact programs are identified then one needs to revisit the entire theory of change in order to make sure that the targeted outcome is quite sufficiently supported by the inputs. In addition to this, it is found that input must be logically led to enable various outcomes of the project that are very much specific (Steinfort 2017). Thus, it is found that connecting the program input into proper output is generally helps in creating program boundaries as well as governance structures that are generally needed.

Focussing on measurement as well as implementation: It is found that in order to determine effective inputs to the program that is generally connecting them with specific project outcomes, it is very much important to design programs in such way that it generally anticipates the obstacles of the organization which can be implemented effectively. It is found that it generally requires proper planning and thinking. Moreover, it is found that by focussing successfully on measurement as well as implementation generally helps in determining the program governance as well as structures that are generally required.

Project boundaries are generally identified to be important as it generally helps in making the entire project successful as the entire program can be develop as per the design so that it can be helpful in meeting the goals and objectives. Therefore, it can be analyzed that project boundaries generally plays a great role in making the entire project successful by designing the program effectively so that it can be completed successfully within the expected time.