Manage a Project

Setting up a brainstorming session for costs and benefits is the first stage in doing a cost-benefit analysis. Each expense that the project is anticipated to incur will be weighed against the potential rewards. In order to make judgments, it is essential to make sure that costs and benefits are developed over a long period of time. The second step entails giving the costs noted in step one a monetary value. The cost expenditures that will be attached include physical resources required and human labour input costs (Richardson 2010, p. 45). In this stage, ensure that all recurring expenses are identified even after the project is complete. The third step is to assign the monetary value to benefits, but these estimates are not accurate because it is not possible to accurately determine the actual benefits of a project. The last step in cost-benefit analysis involves comparison of the costs and benefits likely to be achieved from the project.

1.2 Evaluate the Use of Risk Analysis Techniques

A risk analysis starts with a brainstorming session that is tasked with identifying risk scenarios that are likely to affect a particular project from achieving its ultimate objectives. Brainstorming is vital in risk analysis techniques because it provides an opportunity to evaluate all possible risk scenarios that are likely to happen in the organisation from experiences of all employees. This serves as a suitable benchmark to start because it ensures all mitigation strategies have been established for a project to be initiated. Sensitivity analysis is involved in risk analysis, and it places value on the possibility of starting a change to the organisation and possible effect on the performance of the project. Risk occurs in a firm through understanding the range of variation for any component that is taken as an estimate in the venture (Campbell and Brown 2013, p. 977). As such, it is for the project managers to ensure that focus is placed on variables that are likely to have a remarkable impact on the cost, time and rate of return for the project.

Probability analysis provides information about the probability distribution likely to be affected by individual variables. As such, it gives the management an avenue to change all the variables at the same time. Through using the Delphi method, the consensus is built through using knowledge of experts. It is likely that the organisation will obtain a very high level of probability of assessing future events that have a high-risk impact (Campbell and Brown 2013, p. 976). On the other hand, using the Monte Carlo approach uses random numbers of incorporating probabilistic data. Risk analysis techniques are essential to an organisation because they establish an understanding of the actual expected situation of the project.

1.3 Evaluate Project Planning and Management Tools and Techniques

Problems are common in any company and solutions should be provided by information of changes so that better results are achieved. A project manager should understand proper tools and techniques that can be used to manage problems in an organisation. The methods that can be used to control a project is through creating a project initiation team, appointing the relationship officer, drawing the project initiation plan, enacting management procedures and creating a suitable environment for the project to be achieved. Management techniques are essential because they enable the manager to link the project goals and objectives to be consistent with stakeholder’s demands (Campbell and Brown 2013, p. 973). Project work structures are broken down, and proper estimates are drawn regarding the costs and milestone deliverables schedule. On the other hand, techniques of project planning ensure that possible risks in the project are identified, and mitigation strategies are developed to provide success.

A Gantt chart is a useful technique that can be used for project planning to manage changes and problems. It is a visual project planning strategy that demonstrates the essential elements of the project (Richardson 2010, p. 202). It shows timescale, necessary tasks, a sequence of vital functions, periods of running parallel tasks and progress obtained in achieving milestones before the completion date. This technique is crucial for a project because it promotes maximisation of clarity and increases accuracy to the pillars of the undertaking. The importance of using Gantt as a tool for project planning is that it creates a situation of easily understanding of the project through clear communication (Richardson 2010, p. 201).

Another tool that can be used for planning and control of a particular project is PERT. It shows all the tasks that are supposed to be undertaken in a project in a sequential manner (Richardson 2010, p. 198). It identifies functions that are parallel and the ones that can be performed at the same time. This tool is critical for a project because it enhances planning and developing schedules for achieving deliverables to the organisation. Secondly, the device helps the project manager to forecasts for necessary resources that will be required for the project to be complete. Also, it identifies repetitive planning schedules that inform projections, and this makes planning an easy task for the managers.

1.4 Evaluate the Impact of Changes to Project Scope, Schedule, Finance, Risk, Quality and Resources

Changes are inevitable in an organisation because they provide a basis of aligning activities of a firm to corporate objectives, through information from a supply chain process, changes can be initiated to ensure that they solve administrative problems that can be identified. Changes are likely to affect the project scope in several ways because it can increase or reduce the level of magnitude. For example, in a project that is affected by financial constraints, it is advisable that the scope is reduced so that available resources can be aligned to achieve desired objectives (Richardson 2010, p. 389). Changes in the range should be consistent with the realisation of better results at the end of the project. The second aspect of reform that is likely to be affected is the schedule timelines for the project. Every plan is developed and founded on particular timeframes and milestones that every individual should work hard to ensure they achieve. As such, changes affect scheduling because a project can be behind or above schedule. In projects that milestones are behind the program, it is essential for changes to be initiated to ensure that they increase the time of achieving the deliverables. Where the schedule is over time in reaching milestones, then changes can be made to reduce the rate so that the project is completed at the required time.

Finance is an essential factor that determines how business activities are undertaken in an organisation (Campbell and Brown 2013, p. 973). The presence of finance ensures that all deliverables are achieved at the right time so that it does not affect other operations. A change in a project has a direct impact on the finance because it increases or lowers the financial demands. For example, in a project that is behind schedule, changes will be initiated to improve the time of achieving results, and this requires additional finances. Risk management in an organisation is a broad area that should be conclusively addressed to promote continuity of a team. Changing a project creates its risks that can be detrimental or beneficial. Quality standards are definite and should be achieved through a particular procedure. Changes in a system will ensure that quality is affected either positively or negatively. For example, a change in the demand for products in a project will mean that more effort is made to obtain the products and this lowers the quality. On resources, it is directly proportional to a change in a system at equilibrium. Any increased modification of a system will require additional resources to achieve (Campbell and Brown 2013, p. 973).



1.5 Analyse the Requirements of Project Governance Arrangements

The governance of a project has a fundamental responsibility of ensuring that the project reaches completion and is successful. Governance has a significant responsibility that management and specific stakeholders should be considered to ensure that the project remains within the stipulated time of the end. The first requirement is to provide that a venture has a sponsor who will manage all aspects of the business case. Sponsors will form the bulk of people responsible for the formulation of establishing resources and developing the vision of the team (Richardson 2010, p. 56). Similarly, they will assume risk likely to be experienced in the project and will form the basis of decision-making organs. Secondly, proper governance should have a complete plan that comprises of sub plans and strategies that will be used to manage risks, project changes, quality, and resources.

Another requirement that is important to an organisation is the establishment of a correct reporting procedure. This is vital because it will be tasked with updating the steering committee about the progress that has been realised at a specific time. It is the project manager to ensure that all stakeholders are fully engaged in achieving the deliverables of the project. As such, a high level of engagement provides that the project is managed efficiently within the organisation (Richardson 2010, p. 32). Also, managing lessons learned is a vital requirement that will enable the firm to eliminate the probability of repeating problems in project implementation phases. Similarly, having clear roles and responsibilities of stakeholders is an essential requirement because it reduces conflicts during the implementation phase (Richardson 2010, p. 321).



References

Richardson, H.S., 2010. The Stupidity of the Cost-Benefit Analysis. Journal of Legal Studies, 29 (S2): 971–1003

Campbell, H. and Brown, R., 2013. Benefit-Cost Analysis: Financial and Economic Appraisal Using Spreadsheets. Cambridge University Press



Unit 414: Develop Working Relationships with Stakeholders

1.1 Analyse the Principles of Quality Management

Organisations are governed by quality standards that enable them to understand how well their products and services have achieved the level of standard. Eight main principles of quality management are observed in an organisation. The first policy of quality management is customer focus (Nederpelt 2012, p. 87). Organisational success mainly focuses on customers so that they provide essential products and services can satisfy their needs. The substantial benefits of customer focus include a higher revenue, market share, enhanced effectiveness of organisational performances, and improved customer loyalty. The importance of customer focus in an organisation enhances researching and a better understanding of customer needs. Secondly, it incorporates the organisation objectives to address customer needs. It serves as a basis for measuring customer relationships so that the organisation gets a better balance of satisfying customers and other external stakeholders (Rose 2005 p. 41).

The second principle of quality management is leadership that serves to provide direction and objectives of the organisation. A proper internal environment is vital to ensuring the success of an enterprise because it creates a better coexistent of workers and managers. The benefits of leadership in an organisation are that it enables people to understand corporate objectives and stimulate motivation to achieve high-quality services and products. Also, leadership reduces miscommunication of different levels within the organisation. The command creates a clear vision for the future of the firm, enhances shared values, fairness and ethical conduct among the employees and provides necessary resources like training that improves performance (Nederpelt 2012, p. 87).

The third principle, of quality, is the people involved so that the organisation can benefit from their abilities. Incorporating all people in the company increases employee's motivation, commitment and provides innovation (Rose 2005 p. 41.). This creates a sense of continuous improvement for the company products and services. People can understand their role in contributing to the company, and this enables them to identify the constraints that can affect the performance of that organisation. Also, it improves quality through allowing people to share knowledge and experience. Process approach principle ensures that all activities are managed as a single process in the organisation. Implementing this policy helps to lower costs and reduces cycle times in management of resources (Rose 2005 p. 42.). The process approach improves results and focuses on priorities for the organisation.

System approach to management is another essential principle of control because it involves identification, understanding and proper management of corporate objectives (Nederpelt 2012, p. 87). It also provides a better understanding of roles and responsibilities that are required to achieve common goals through mitigating cross-functional barriers. Continuous improvement is a principle that enhances the capabilities so that they are aligned with the organisation strategy. Factual approach to decision making enables the management to make informed decisions, it improves the effectiveness of choices, and it allows the organisation to review and change perceptions of corporate decisions. It is an important quality parameter because it relies on valid methods of assessing data and establishes decisions that are based on the factual analysis (Nederpelt 2012, p. 88). The last principle of quality management is mutual beneficial supplier relationships. Its implication to the organisation is that it enables improved activities through inspiring and encouraging achievements by suppliers (Nederpelt 2012, p. 89).

1.2 Analyse the Purpose and Requirements of a Range of Quality Standard

Quality aspects of an organisation should be maintained at reasonable levels so that it is consistent with international standards. The purpose of quality standards is to ensure that they continue a constant flow of products and services that ultimately satisfy the customer needs. The goal of quality standards is to ensure that health safety of the products is maintained throughout the share market. It is essential to have proper quality standards because it is a legal requirement for participation in a particular market. Every government has quality standards that are required to be achieved so that such an organisation can participate in that market. Through observing a quality standard, it will enable the team to operate legally in that market (Rose 2005 p. 45).

1.3 Analyse the Advantages and Limitations of Range of Quality Techniques

Total quality management is a technique that is used in an organisation to enhance a continuous improvement process for their products and services. A group is set to benefit from quality techniques in several ways. The first advantage is in minimises product disruption through training of employees on different aspects of problem-solving techniques. Quality techniques require a vigorous exercise of statistical process control, Pareto diagrams, and approaches for brainstorming. The limitation of this element is that it reduces the productivity of the organisation at that time when training is being undertaken.

The second advantage of quality techniques that it lowers production costs for operating services in an organization. Production costs are reduced because quality techniques work to eliminate defects and any possible wastes in the supply chain. It is an essential aspect because it reduces the production costs. As such, quality improvement techniques will enable the company to identify redundancies in the supply chain process and this adds to the profit level of the organisation (Rose 2005 p. 43).

Quality techniques promote a permanent change of mind-set in employees to observe all quality aspects of an organisation in many firms, managers overlook team approach to quality techniques, but this can create a sense of fear leading to eventual resistance. However, incorporating employees into quality techniques strategies is vital for achieving success through increasing morale and enhance workers’ productivity (Rose 2005 p. 47).

1.4 Assess how the Management of Quality Contributes to the Achievement of Organisational Objectives

Quality is an important aspect that is appealing to external stakeholders of an organisation. Customers require quality products and services and so that they achieve satisfaction to their needs. The level of comfort determines organisational performance to the customer need, and this influences their readiness to purchase products and services. Observing high-quality products and services improves the performance of an organisation because it increases interaction with customers and employees. Through maintaining quality standards, customers are satisfied with the products and services provided and this increase loyalty level. Increased customer levels on the products and services of an organisation enable the organisation to realise their corporate objectives because it improves performance. Secondly, quality standards ensure that accidents within the firm are reduced. The quality standards ensure the safety of employees while undertaking their duties, especially where it involves dealing with dangerous substances. As such, organisation performance is increased because of a high level of motivated employees and loyal customers (Rose 2005 p. 41).



References

Nederpelt, P., 2012. Object-oriented Quality and Risk Management (OQRM). A practical and generic method to manage quality and risk. MicroData.

Rose, K.H., 2005. Project Quality Management: Why, What and How. Fort Lauderdale, Florida: J. Ross Publishing.



Unit 406: Resolve Administrative Problems

1.1 Evaluate the Effectiveness of Different Types of Information on an Administrative Function

Information is an essential factor that is considered in making decisions because it is based on data collected from a particular process. Administration functions work towards providing leadership on specific issues that are important to the management of an organisation (Kroenke 2015, p.20). In this regard, administrative functions like planning, recruitment, and promotion are dependent on accurate information from the systems in an organisation. For example, the decision to recruit more employees in a firm is determined by the need or shortfall that is being experienced in the company. The effectiveness of different types of information to administrative functions is that it enables proper decision-making processes to be achieved.

An administrative function is likely to be affected by ineffective types of information that are not timely. In an organisation, different types of departments require administration decisions. For example, finance, accounting, human resources, production, and supply chain departments. Various types of information will be collected by the information system so that it can inform an administrative function. Stakeholders can recommend on the better of the company based on wrong financial reports and information, and this is likely not to have any impact for the performance of the organisation (Kroenke 2015, p.23). As such, the effectiveness of different types of information in a group helps to promote administrative functions because they establish the basis through which decision-making concerning various aspects of the organisation are based.



1.2 Explain the Basis for Selecting Tools, Techniques, and Strategies to Analyse Administrative Functions

Administrative functions are varied within an entity and should be adequately undertaken to ensure that it leads to correct progress. Managers should sufficiently analyse administrative tasks so that they advise the way forward for the organisation. This analysis requires specific tools and strategies that should give a clear perception of the actual events in the company. The first basis is through considering the nature of the information that is required for that particular administrative function. The tools and strategies should be able to show the work achieved by the employees at any specific period. It is essential because it will enable to determine the effectiveness of that employee or machine so that a proper decision is undertaken (Kroenke 2015, p.15).

Secondly, knowledge of the strategies and tools that are being used in the organisation is paramount. Some tools and strategy require a particular level of expertise for it to produce significant information. Administrators should, therefore, make themselves conversant with the tools and procedure before using to analyse the administrative functions so that they can understand the actual underpinning of the information obtained from the apparatus and strategies. Another basis is through considering the cost of the tools and strategies. An organisation should remain profitable at the end of the marketing cycle, and it is vital that any means or approach that is initiated should be considerably affordable so that it does not strain other corporate activities of the organisation (Kroenke 2015, p.15).

Reliability of the tools and strategies is another fundamental basis for analysing administrative functions. The selected device should be reliable to provide the required information at any time in the cycle so that it does not inconvenience other administrative tasks. Similarly, the strategy should be accurate and devoid of any inconsistencies so that it gives a correct account of the supervisory capacity. Selecting an ideal tool and strategy for analysing executive function will enable the organisation to achieve a lot of corporate success through making critical decisions that address the needs of a broader market (Kroenke 2015, p.16).

1.3 Explain the Constraints Attached to the Use of Resources Needed to Resolve Administrative Problems

Achieving high levels of profitability is the full mark of an efficient administration in an organisation. Many organisations, especially this that are small-scale lack enough resources that can be used to achieve high levels of success. The first constraint that is attached to handle of resources in a firm is the unavailability of the funds to manage a specific administrative function (Kroenke 2015, p.15). The organisation will be required to hire resources to handle that executive role, for example, installation of CCTV cameras in the firm is a valuable tool that can be used by management in administrative tasks. However, the initial costs of installing this device are high and require a lot of resources. Secondly, funds should be used to provide high levels of productivity to the organisation. Sometimes the resources incorporated to achieve a particular function do not meet the level of productivity that is expected. Another constraint is that some funds require knowledge and expertise to use for administrative duties. Here, the resources can be available to the organisation, but it is not possible to be used by the management. Through understanding the existence of constraints, the administration can allocate available resources in a manner that will promote performance and enhance the effectiveness of all administrative functions (Kroenke 2015, p.19).

1.4 Explain How to Apply Risk Assessment and Management Techniques to Identify and Resolve Administrative Problems

Every organisation faces various problems from its stakeholders, especially customers because of different needs and preferences. Information obtained in a group should be very accurate to ensure that it serves as the basis for decision making. All decisions should be critically analysed to ensure that they provide administrative accuracy functions. Resources are always limited to an organisation, and they should be used appropriately to achieve success in the business. One of the best strategies for ensuring implementation of proper procedures and policies is through undertaking a risk management assessment. Every decision made in an organisation is set to achieve a particular objective, but its implementation can result in other implication for administrative functions. For example, introducing a new electronic system to a hospital can be an innovative strategy for achieving institution’s success, but it is likely to affect other systems (Kroenke 2015, p.23).

A risk assessment is a procedure that is applied in an organisation to determine the impact of a particular corporate decision. Through risks assessments, managers can identify the advantages and disadvantages that are associated with an implementation of a specific policy to that organisation. As such, the evaluation will inform administration on the best approach that can be used to implement a change in the structure. After a risk assessment, it is vital to deploy proper management techniques so that they advance the needs for critical corporate changes. Management techniques are crucial because they will enable management of change, resistance and prepare everybody to accept the new solution to an administrative function (Kroenke 2015, p.17).

1.5 Analyse the Effectiveness of Different Techniques Used to Resolve Administrative Problems

The success of an organisation is based on its resolute to solve administrative problems efficiently at the appropriate time. Correct techniques should be used to address regulatory issues because they are likely to impact negatively on the organisation. Any approach used by the team should adequately identify the cause of the problem that is facing the administration. Identification of problems is crucial because it establishes the need for corporate change so that it guarantees success (Kroenke 2015, p.15). Secondly, the technique should allow for a risk assessment so that it analyses the extent that can be achieved through an individual solution. Through a risk assessment, it is possible to propose solutions that are systematic to solving problems associated with administrative functions, and thirdly, the technique should focus on evaluating the ideal approach that a solution can be incorporated into the organisation.

Conflict resolution is a technique that can be used to resolve administrative functions. Majorly, regulatory problems result from conflicts of the management and employees or other stakeholders. Through initiating a conflict resolution mechanism, it is possible to ensure that issues are discussed, and practical solutions are provided to ensure that it does not get out of hand for managers (Kroenke 2015, p.10). Group discussions are essential to enable members to brainstorm about the problems they are facing the organisation. Brainstorming sessions are a source of innovations that can promote the performance of a team. On the other hand, giving rewards and punishments is another strategy at the disposal of the management to ensure that problems are solved amicably. Rewards will motivate the employees to change behaviour and adopt a policy that will focus on promoting success; conversely, punishment will stimulate a change in behaviour that will be in line with the requirements of the administration in achieving corporate goals (Kroenke 2015, p.12).



Reference

Kroenke, D., 2015. MIS Essentials. Boston: Pearson.



Unit 404: Manage Information Systems

1.1 Explain the Uses of an Information System

An information system should have precise mechanisms for collecting data that is then analysed to provide information that forms the basis of decision making in an organisation. The first importance of an information system is to act as a communication tool. An information system allows for managers to undertake communication within an organisation rapidly. For example, through Internet-based information systems, a manager can use email to send a message to employees as many times as possible to effect any vital communication that is required. The advantage of such interface is that it allows for the manager to collaborate within an organisation systematically. Also, the employees have an opportunity to communicate back to the manager through making essential changes to the system (Kroenke 2015, p.10). Management of an organisation is controlled by the level of information that is at the disposal of the administration. A well elaborate information system will provide recent and actual data that give managers the basis to hold vital corporate operations. For example, through an information system, a company is set to gain a cost advantage to the customers through providing outstanding customer service. Similarly, sales data provide a basis to understand the purchase trends of customers and managers can use sales information to stock the products.

Decisions are an essential part of determining the level of success because through initiating choices an organisation streamlines itself to the needs and requirements of the market. Information systems provide information that can be used to model decisions in a firm to reflect on the crucial aspects that require handling. Ordinarily, a decision involves selecting the best approach for a particular case so that success is guaranteed through pursuing the best choice (Kroenke 2015, p.11). In an instance where more than single information is appealing, information systems provide the basis in which the absolute decision can be selected. An information system offers a reliable approach for maintaining records that are accurate and easy to retrieve for use in an organisation.

1.2 Describe Typical Information System Interfaces

An interface is a boundary that enables two parts of a computer system to share information like an exchange of data by software and hardware. A hardware interface is composed of logical and electrical signals. The importance of a typical hardware interface is that it allows its users and manufacturers an excellent level of flexibility in performing their function within an information system (Kroenke 2015, p.25). Mainly, hardware interfaces are designed with electrical connections so that it can carry data at the same time. On the other hand, a software interface is comprised of several kinds of interface that are linked at different levels within the computer system. The fundamental aspect of a software interface in an information system is that it will restrict access to all sorts of resources as a setting. This is an important strategy to ensure access to the information system is only achieved through distinct entry points (Kroenke 2015, p.24).

1.3 Analyse the Implications of System Updates and System Developments to an Organisation

An information system is required to analyse daily data into relevant information that can be used as a basis for decision making. An organisation has its activities being undertaken on a regular basis, and this means that new data is achieved on a daily basis. An information system interface allows for communication between human beings and the software to translate the data into valuable information. In this regard, it is essential for employees and the management to ensure that they update information systems so that they provide accurate pieces of information that can be substantive in making decisions of the organisation. Giving the actual data of a group will ensure that it is criticised correctly and significant innovations that are consistent with the position of the company are achieved in improving the organisation (Kroenke 2015, p.14). Systems should be updated because technology is advancing and their need for more information from any data collected. Through upgrading a system, it is possible that a new interface will be used to analyse the data, as such; the level of effectiveness and accuracy of the information will be achieved through incorporating new technologies to that organisation (Kroenke 2015, p.19).

Computer-based systems are likely to be affected by external users and malicious people through the internet. Competition in the world for a particular market segment has forced some entrepreneurs into the unethical behaviour of obtaining information from the organisation without authority so that they can develop marketing strategies to win. Here, a system update is significant because it will protect the data held in a team for possible and malicious use by other external parties. Therefore, systems updates and developments are essential ...