A Report On Integrated Project Cycle And Integrated Change Control Is An Essay.

Write a report on the integrated project cycle and also elaborate the integrated change control.

1. Change Request Analysis

The paper mainly focusses on the organization “Quasar Communication Inc. “which is a thirty-year-old largest communication company. The organization utilizes functional structure and as a result the project manager plays a minor role within the project for handling the projects whereas the marketing, production, finance as well as accounting department have strong responsibilities as well as roles. It is identified that due to this structure, the project managers face number of difficulties. In order to resolve the issue, the project managers want to makes changes within the structure of the organization. It is found that in this report proper discussion is undertaken on change request analysis, change details in project management processes as well as integrated change control. Moreover, the paper also provides proper justifications for the needed changes.

The paper mainly reflects on the organization “Quasar Communication Inc.” which is considered as the world’s largest communication company. It is found that the organization utilizes functional structure according to which the project managers generally plays a minor role within the company whereas the marketing, finance, HR, accounting as well as production team plays a strong role as well as responsibilities than the project management group (Kerzner & Kerzner, 2017).  In order to manage the projects quite successfully, it is very much necessary to utilize strong matrix organization structure. The change request for changing the organizational structure within the organization “Quasar Communication Inc” is considered to be valid as well as helpful for the project stakeholders in order to undertake the work of the project successfully.

It is found that changes from functional organizational structure to Strong matrix organizational structure is needed so that the project managers can be provided with high authority, resources, availability as well as proper control on the project budget so that the projects can be successfully managed (Kerzner, 2017).  In addition to this, the vice president wants to make changes within the facility of accessing data and information by providing proper access of the critical information for making proper decisions within the project which was blocked earlier from other departments including the accounting as well as finance department (Serra & Kunc, 2015). It is found that this change is generally needed in order to make decision-related with the project properly by assessing the data and information quite effectively. In addition to this, the vice president of the organization also wants to make changes within the interference of customer engagement.

It is analyzed that while undertaking the changes within the organization it is very much necessary to make the adoption analysis on the project life cycle framework successfully for getting better as well as proper project output (Butt, Naaranoja & Savolainen, 2016). In addition to this, it is identified that the risks that are associated with the change acceptance must be realized at the proper time so that the change requests are helpful in getting proper outcomes of the projects.

 It is found that in order to make the change management procedure successful, it is very much necessary to undertake proper adoption analysis on the entire transition procedure that is required to be committed for getting better output from the project. Thus, the changes that are required in the project management processes as well as in each stage of the project management lifecycle are generally elaborated below:

2. Change Details in Project Management Processes and Each Stage of the Project Lifecycle

 Adoption of an acceptable number of staffs: It is very much necessary to adopt an acceptable number of staffs within the organization for effectively managing the day to day operations of the organization (Doppelt, 2017). 

 Proper management: Proper management system is generally needed in order to make sure that the performance that is related to the activity of the project can be successfully managed. Moreover, the work associated with the project can be completed quite successfully.

Measurement of goals: It is found that is very much necessary to measure the goals in order to ensure the viability of the new processes and for managing the operations of the project quite effectively so that the goals of the project can be achieved (Kuipers et al., 2014).

Proper support system: It is necessary to have an appropriate support system in order to provide appropriate assistance in context to performance change management so that the changes that are needed can be done quite effectively.

Better performance making: It is quite necessary to make better performance measures as well as improvement on the timelines of the project in order to minimize the chances of internal conflicts between the various departments of the organization. In addition to this, it is found that better performance making also assists in finishing the project activities quite effectively without facing any type of conflicts (Van der Voet, 2014).

Changing ideas: It is very much important to allow changes within the ideas so that proper innovation can be reflected within the performance of the team so that the work associated with the project can be managed quite effectively. Moreover, proper facility of rewarding is also helpful in achieving an excellent performance of project work.

  Constant review: It is necessary to review the project management process quite effectively as well as on a regular basis in order to perform the change management within the project quite successfully (Verhulst & Lambrechts, 2015).

Conducting acceptance: The adoption assessment, as well as conduct acceptance, is generally considered to be very much crucial for realizing the importance of change as well as project team operation within the entire changed environment.

 The key focus of the integrated change control is helpful in measuring the impact of the changes on all the project limitations. It is found that changes within any of the project can generally be requested during the entire course of the project during the project execution as well as monitoring phase of the project (Lines et al., 2014). It is quite necessary to execute all the changes within the project. It is found that in the integrated change control, the changes are generally accepted as well as rejected on the basis of an impact as well as evaluation.

It is found that the changes that are b requested by the head of the department are generally allowed after discussing the impact of the proposed changes on the project, cost, quality, risks as well as resources of the project (Matos Marques Simoes & Esposito, 2014). It is found that in this project, there are two prerequisites are helpful in measuring the impact of the changes that are generally requested:

3. Integrated Change Control

 Proper project management plan with proper realistic baseline: It is found that with the help of the proper project management plan, the project manager can be able to identify the impact of the changes within the organizational structure (Ziemba & Oblak, 2015).  It is found that with the changes in the organizational structure, the roles of the project stakeholders generally change and therefore the resources that are associated with the project activities also change. Thus, it is found that with the help of proper schedule the changes within the organizational structure can be reflected quite successfully.

Complete project scope: It is found that the change in scope of the project helps in revealing the impact of changes on the project. It is identified that the changes within the scope of the project generally reflects that the change within the organizational structure is very much helpful.

Moreover, it is identified that in order to control the changes within the project, the project manager must adopt the steps that are generally elaborated below:

 Identification of requirements: The requirements of the project must be initially identified so that it would be helpful in controlling the changes that are required to be done within the entire project (Ramos et al., 2015). Moreover, it is found that proper identification of project requirements avoids changes and allows to complete the entire project within the expected budget and time.

Identification of risks: It is found that the identification of all the risks that are mainly associated with the project generally assists in controlling changes that are generally needed within the project. It is found that due to the identification of risks, it is very much necessary to manage the risks by adopting proper risk mitigation strategies within the project so that the risks can be easily identified and the changes within the project can be controlled easily.

Establishing proper costs and time factors: It is very much necessary to establish proper cost as well as time factors for controlling the changes within the project. It is identified that if the manager treats both costs as well as time as the constraint then it is quite difficult to make changes within the entire project (Bradley, 2016). 

Establishing change management procedure: Establishing proper change management procedure helps in managing the changes effectively so that the changes within the project can be controlled effectively.

Identification of clear roles and responsibilities: It is found that identification of proper roles and responsibilities among the stakeholders who are generally involved in approving the changes are necessary so that the changes can be successfully controlled.

  The changes that are required within the organization Quasar Communications, Inc. with appropriate justification are properly elaborated below:

 Changes in the organizational structure: It is found that there is a need to change the functional organization structure to strong Matrix organisational structure. The change is mainly required as with the help of the strong matrix structure of the organization, the project managers from different groups can be able to get proper authority, high resource availability as well as controlling the budget of the project so that the project can be finished successfully within the expected budget and time (Kuipers et al., 2014). With the help of the matrix organizational structure, the authority of a functional manager generally flows downwards and the authority of the project manager generally flows sideways. It is found that this structure, the employees of the organization needs to report to the managers of the project (Butt, Naaranoja & Savolainen, 2016).  It is identified that with the help of the changes within the organization structure, the project managers of the organization would not face difficulties and as a result, the problem that is associated with the project management can be resolved quite effectively.

Providing access: It is found that it is necessary to provide access to the information and details of different departments including finance as well as accounting department so that the decision that is associated with the business can be made successfully (Verhulst & Lambrechts, 2015).  It is found that in order to make a proper decision related to the business, it is very much necessary for the stakeholders of the organization to have proper details as well as information related to both the finance as well as accounting department of the organization.

Interference in customer engagement: It is necessary to have interference of customer engagement due to other departments including marketing rather than the project management responsibility for proper management (Ziemba & Oblak, 2015). It is necessary to change the interference of the customer engagement so that the projects that are generally undertaken can be completed successfully within the expected time and budget with the help of all the departments of the organization rather than depending only on the responsibility of project manager in context to proper management.

Conclusion

It can be concluded from the entire assignment that it is very much necessary to change the organizational structure of the organization to strong Matrix organisational structure so that the project managers of the organizations are assigned with proper authority, responsibility as well as power of managing cost and time of the project. This will further helpful in managing the project effectively without creating any problem. Moreover, it is identified that the paper also analyzes other types of changes that are required. In addition to this, proper discussion on the integrated change control is done with appropriate justification on the required changes that are needed.

References

Bradley, G. (2016). Benefit Realisation Management: A practical guide to achieving benefits through change. Routledge.

Butt, A., Naaranoja, M., & Savolainen, J. (2016). Project change stakeholder communication. International Journal of Project Management, 34(8), 1579-1595

Doppelt, B. (2017). Leading change toward sustainability: A change-management guide for business, government and civil society. Routledge.

Kerzner, H., & Kerzner, H. R. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

 Kerzner, H. (2017). Project management metrics, KPIs, and dashboards: a guide to measuring and monitoring project performance. John Wiley & Sons.

Kuipers, B. S., Higgs, M., Kickert, W., Tummers, L., Grandia, J., & Van der Voet, J. (2014). The management of change in public organizations: A literature review. Public administration, 92(1), 1-20.

Lines, B. C., Sullivan, K. T., Smithwick, J. B., & Mischung, J. (2015). Overcoming resistance to change in engineering and construction: Change management factors for owner organizations. International Journal of Project Management, 33(5), 1170-1179.

Matos Marques Simoes, P., & Esposito, M. (2014). Improving change management: How communication nature influences resistance to change. Journal of Management Development, 33(4), 324-341.

Ramos, T. B., Caeiro, S., Van Hoof, B., Lozano, R., Huisingh, D., & Ceulemans, K. (2015). Experiences from the implementation of sustainable development in higher education institutions: Environmental management for sustainable universities. Journal of Cleaner Production, 106, 3-10.

Serra, C. E. M., & Kunc, M. (2015). Benefits realisation management and its influence on project success and on the execution of business strategies. International Journal of Project Management, 33(1), 53-66

Van der Voet, J. (2014). The effectiveness and specificity of change management in a public organization: Transformational leadership and a bureaucratic organizational structure. European Management Journal, 32(3), 373-382.

Verhulst, E., & Lambrechts, W. (2015). Fostering the incorporation of sustainable development in higher education. Lessons learned from a change management perspective. Journal of Cleaner Production, 106, 189-204.

Ziemba, E., & Oblak, I. (2015). Change management in information systems projects for public organizations in Poland. Interdisciplinary Journal of Information, Knowledge and Management, 10, 47-63.