Designing Project Manager Authorities For BEC Organization Essay.

Objectives of the Research

Beijing EAPS consulting INC. organization is business units for the growth and profitability of the enterprise. The subordinates are receiving the orders and tasks from departmental manager and project manager which makes the collision of deadlines which results in failure to complete the given activities on time. The owner of the project is looking forward to analyse the root cause of the project failure and the limitation of the project manager in providing effective distribution of responsibilities. The purpose of this paper is to analyse the limitation of the project manager in the working program of the BEC organization and recommending improved project manager role to increase the efficiency and effectiveness of the project management principles.

The aim of the research is to analyse the limitation of the project manager and design the framework of authorities and responsibilities of the project manager to increase the throughput of the enterprise by the positive correlation and coordination among the team members.

The BEC organization is facing the problem in managing the operational program effectively due to the lack of coordination and distribution of the responsibilities in the existing working environment. The disputes and conflicts arises in the employees since they are retrieving the orders and assignment of the tasks from two different manager i.e. departmental manager and project manager which creates the chaotic environment and collision in the deadlines of the assigned tasks. The organization hierarchy is not properly drafted in the BEC enterprise. The project manager and departmental manager are located at the same level of organization hierarchy. The incapability of the project manager in taking effective decision for the improvement of the business processes and operational efficiency results in the poor management of the activities. The misunderstanding occurs in the employees which results in the project failure and affects the quality of service provided to the customers. The consistency of the working employees gets affected due to the irregular instruction given by the different managers at departmental level due to the poor management of the organization hierarchy. The stability and balance should be adopted in the project manager role and responsibilities by designing the new framework of functions and responsibilities.

The focus should be given on analysing the capabilities of the employees to driven the assigned task. The project manager plays a vital role in managing the complexities of the under taken project. The success and failure of the project depends on the adequate management of the project activities schedule, distribution of roles and responsibilities among the working parties of the enterprise, selection of the right person for the delivery of the information at right time, support from the top executives in resolving the issues and conflicts of the employees, managing tools and technologies for completing the given assigned tasks within the given project boundaries. He should motivates its team for improving their performance and throughput so that the quality of the end product can be effectively improved. The key responsibilities of the project manager are depicted below:

Problem Statement

Planning: The success of the under taken project depends on the systematic management of the processes and activities in the direction of project goal and objectives.

Tracking: The project manager is responsible for monitoring and tracking the follow-up of the work breakdown structure constructed for completing the task effectively.

Initiating: The project manager takes the responsibility of initiating the proposed project by preparing the requirement specification plan.

Controlling: The controlling of the business process depends on the proper monitoring and tracking system implemented by the project manager.

Managing: The project management principles and methodologies should be adopted by the project manager so that the information can be systematically managed among the working employees.

Execution: The success and failure of the project can be predicted by identifying the gaps and limitation in the execution phase of the project development model.

Estimation: The project manager should arrange regular meetings with the procurement manager and marketing manager so that the cost of the physical and human resources can be easily determined.

Communication: The formal and informal communication tools should be employed in the development of the project so that the required objective and management of activities can be effectively done.

The table below shows the authorities which should be provided to the project manager for controlling the functional program and operational process at BEC enterprise:

Designed Authorities provided to the project manager	Description
Designing standards for the project management processes and procedures	The review process should be incorporated for developing the standards of operational efficiency of the undertaken project
Identifying project deliverables	The milestones of the project are recognized by the project manager according to the demand placed by the customer during the project initiation phase.
Identification and management of risks	The risks and uncertainties associated with the project should be identified so that effective management policies can be drive proactively so that it can be settle down before their occurrence
Identifying interdependencies of the activities	The systematic review of the project activities helps in identifying the interdependencies of the activities which results in reducing the slack time between them
Administration	The processes and procedures undertaken by the employees should be administrated and monitored for completing the tasks effectively.
Identification of the project critical path	The critical activities of the project should be identified so that priority can be set to the critical path to complete the critical activities prior to the other activities which help in reducing the chance of overrunning of the project

From the analysis of the case study of the BEC organization, we have analysed that there are problems and differences exists in the working plan of the project manager which creates the discrepancies of the work and affect the performance of the employees. Some of the major recommendation for providing authorities and improving performance of the project manager are:

• The standard should be created for identifying the success parameters of the developed product in meeting the customer requirement and expectations.
• The milestones of the project are recognized by the project manager according to the demand placed by the customer during the project initiation phase.
• The manager should focus on identifying the flow of communication between the organization hierarchies.
• The tracking of the assigned tasks helps in notifying the completion of the activities without any conflicts.
• The systematic review of the processes and procedures helps in identifying the exceptions associated with the development plan of the project.
• The privilege should be given on identifying the control parameters for managing the changes asked by the customers during the project development phase
• The critical activities of the project should be identified so that priority can be set to the critical path to complete the critical activities prior to the other activities

The efficiency of the BEC enterprise can be improved by designing the effective authorities of the project manager. The leadership quality of the project manager helps in minimizing the differences and gaps in the activity schedule and the actual schedule. The project can be successfully completed by minimizing the value of the cost variance and the schedule variance. The clear specification of the job and authorities provided to the project manager helps in improving their performance in managing the coordination between the physical and human resources. The performance and the output of the tasks and processes can be improved by increasing the willingness of completing the work.

Conclusion

It can be concluded that the project manager work efficiency can be improved by adopting the attitude organization behaviour theory because it helps in moulding the behaviour and responses according to the requirement of the situation. The new organization hierarchy should be created so that the subordinates retrieve the task and assignment from the single person only and helps in managing the deadlines of the undertaken activities. The business strategy has to be changed for improving the present working condition.

References:

Carstea, G., Paun, O., Paun, S. Quality management in procurement and management of material resources. Interntional conference on management, 7(8). 2015. Accessed 26 Oct, 2018 https://conferinta.management.ase.ro/archives/2014/pdf/38.pdf

Chang, G. “Total quality management in supply chain”. 2009. Accessed 26 Oct, 2018 https://citeseerx.ist.psu.edu/viewdoc/download?doi=10.1.1.659.3799&rep=rep1&type=pdf

Davies, T. “Aspect of complexity: Managing project in the complex world”. 2007. Accessed 26 Oct, 2018

Gu, P., Song, R. ,Chen, X. “Management practice of supply chain quality management in service oriented manufacturing industry”. 2016. Accessed 26 Oct, 2018 https://www.matec-conferences.org/articles/matecconf/pdf/2017/14/matecconf_gcmm2017_05035.pdf

Kuo, C. “Effect of total quality management implementation and supply chain capability”. 2012. Accessed 26 Oct, 2018 https://www.jgbm.org/page/6%20Chia-Chen%20Kuo.pdf

Otieno, F. “The role of monitoring and evaluation in projects”. 2014.  Accessed 26 Oct, 2018 https://www.irbnet.de/daten/iconda/CIB8942.pdf 

Sperling, D. “Guide to project management strategies for complex projects”. 2015. Accessed 26 Oct, 2018 https://onlinepubs.trb.org/onlinepubs/shrp2/shrp2prepubr10guide.pdf

Sundqvist, E., Backlund, F., and Chroneer, D. “What is project efficiency and effectiveness”. International conference on social and behavioural sciences. 2014. Accessed 26 Oct, 2018 https://www.researchgate.net/publication/261512636_What_is_Project_Efficiency_and_Effectiveness

Vidal, L., and Marle, F. “Understanding project complexities: Implication of project management”.  2015. Accessed 26 Oct, 2018 https://hal.archives-ouvertes.fr/hal-01215364/document

Wilson, D. “The role of project management in achieving success”. International journal of project management, 14(2). 2012. Accessed 26 Oct, 2018 https://www.researchgate.net/publication/222499103_The_role_of_project_management_in_achieving_success