A project involves series of tasks and activities that will require people to perform it. There would also be the identification of other types of resources such as software or hardware and how to utilize and maximize it. When more resources like machines or people are needed, than what is readily available, or just in case a person would need to different tasks and will require him to multitask, the tasks will have to be rescheduled concurrently or sequentially to manage the constraints.

Project resource leveling is the process of resolving unforeseen or unexpected conflicts to bring back the balance and harmony in the project execution. Allocations can be made and updating of the tasks and time table can be done as well to maintain work orders.

Resource leveling involves two elements: completing the tasks by maximizing all the resources; and extending the limited resources. Resource leveling is covered by the three parameters namely: stage, phase and deliverable. These are layers that make it easier to finish the project because it help plan for strategic ways on finishing the project and meeting the deadlines. Resource leveling is too complicated that it would need software to create formulas in examining the entire schedule from multiple perspectives, considering tasks relationships and dependencies, and dynamically setting the start and end dates according to the identified resource levels. There are constraints that will fall into different categories: mandatory which arises due to limited experiments; discretionary constraints based on decision makings; and external which involves the interest of a third party.

How to do it?  

The techniques in resource leveling include: fast tracking where the possibility of rework can be seen because everything has been a short cut just to catch up and beat the deadline; and crashing which entails additional expenditures like buying more machines to make the work faster.

Resource leveling will help the manager to prevent delay in tasks and accomplish it on time. This could mean that the allocations done are highly effective. More so, the difficulty in assigning some resource can be solved because there are people assigned to multitask because of their ability to do so. The manager can also remove or add more tasks when necessary. The budget allocation can also be maximized to avoid over runs and over spending.

Not just mere numbers

Resource Leveling goes beyond numbers and computations. It is being implemented to create a realistic, workable schedule. However, it has to be strategic to make sound and rational decisions relating to the success of the project. The manager has to identify the types or resources to needed to complete the project. It will serve as a guide to the employees to expect what is in the end of everything. Next is to determine whether if there is a possibility that there will be a limitation on the resources to be used. This will help the manager to apply the necessary strategic procedures to cope with the insufficiency. Lastly, it will allow the manager to adjust and re-adjust the time schedule to consider the resources, limitations and the constraints.

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Design of experiments is a tool to predict possible outcomes and planning the delivery under empirically stated conditions. This is a systematic method aiming to determine the relationships among the factors involved in the process. Its level of influence is also measured to manage process inputs. It requires knowledge on statistical tools, and experimentation concepts, which are vital in the implementation of the experiments.it is important to know its basic before implementing it using software programs. This process involves planning, conducting, analyzing, and interpreting tests to evaluate the factors affecting the flow of the process in the system.

Here are the steps on how to use Design of Experiments

Step 1: Set Good Objectives

Nothing beats clear and concise objectives. Make sure that these objectives are specific, measurable, accurate, results-oriented and time-bound. Having unclear goals may impede the process to move further and may always bring you back to step one and the history repeats itself. Establishing goals at the beginning builds deeper and firm understanding of what is needed to be done. A strategically planned and executed experiment may provide not just good, but great deal of information about the possible effects to variables.

Step 2: Measure Responses Quantitatively

Simply stating pass or fail is not enough to prove the effectiveness of the strategy being utilized. There is a need to create quantitative related response method to measure the quality of a product.

Step 3:  Reduplication or replication of procedures may give chances to estimate responses more accurately. In some cases, experiments may be run randomly and it will help identify the factors that directly affect variables.

Step 4: Some effects may be changed or altered depending on the extent of its influence to the variables. Some experiments can be divided to see changes or possible outcomes or the significant impacts it may bring.

Step 5: Application of experiments must be done in a chronological manner to see any pattern that may occur. It is important to be keen and observant at all times and verify the results using tools of validation.

Conclusion

Design of experiments is a practical approach to for exploring opportunities in analyzing the system. It has many applications that are proven effective and efficient for information gathering. It also uncovers relationships among the different variables involved in the process. While many experimental designs are accessible and can be carried out, Designs of Experiments is the most systematic procedure to be executed under controlled conditions, in order to discover the unknown. It attempts to describe or explain the variation of process or information associated with the experiments. Its main concerns are the establishment of validity, reliability, and replicability. These concerns can be addressed by carefully choosing the predictor, reducing the risk of measurement error, and ensuring that the documentation method is sufficiently supported by information and other details.

Properly designed experiments will be of great help in achieving profitability and stability of the company. Technological and scientific advances will help develop the existing overall systems and improve its quality.

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Motivation is the reason or the factor that pushes us to do something. Motivation serves as the driving force that moves the business to progress. It is a theoretical construct to explain behavior. It drives the people to act, to create desires and needs. Motivation gives direction to people to achieve a specific goal.

Organizations promote and conduct activities to awaken the desire of its people. These theories are anchored to the following theories:

The Motivation Theories:

• Motivation Theory #1 : Acquired Needs Theory

People get motivated when they expect incentives or tokens after performing well. Companies may give bonuses or salary increments and even promotion to encourage the employees to achieve high quality work.

• Motivation Theory #2 : Activation Theory

Mental arousal is necessary for effective functioning of employees in the work place. People need a specific amount of activation to achieve goals and go good work. Activation works when people react to complexity, variation and uncertainty that may occur at work.

• Motivation Theory #3 : Affect Perseverance

This is when an employee remains faithful to the company even under unfavorable circumstances.

• Motivation Theory #4 :Attitude-Behavior

In this theory, the attitude and behavior are used to make employees motivated. This involves subjective norms and perceived behavioral control, individual’s intensions of the management towards its workers.

• Motivation Theory #5 : Attribution Theory

This theory motivates people to take part and make history with the company. It includes letting the people make attributions to the company in whatever form.

• Motivation Theory #6 : Cognitive Dissonance Theory

There is a tendency that individuals are seeking for consistency among their perceptions. People are urged to do the required actions to achieve a specific goal. It is helping to realize that mistakes can result to repercussions.

• Motivation Theory #7 : Cognitive Evolution Theory

This theory is when big chunks of tasks are divided to make it attainable. People are inspired to work if the tasks are simpler and clearer. In general, this theory is designed to explain the effects of outer consequences on domestic motivation.

• Motivation Theory #8 : Consistency Theory

This theory uses inner values in keeping the employees motivated. The theory focuses on the individual’s stability which creates rational decisions especially when inconsistencies occur. This creates tension then motivates the people to do what is expected of them.

• Motivation Theory #9 : Control Theory

It is one of the most excellent ways to motivate employees. Employees are aroused in having control of things.  This theory declares that behavior is never caused by a response to an external stimulus.

• Motivation Theory #10 : Disconfirmation Theory

Keeping employees in an environment which is in aligned with their perceptions and beliefs will help them keep motivated.

• Motivation Theory #11 : Drive Theory

In this theory, people need to satisfy what they need. This theory is also based on idea that we are driven by basic biological needs like food, water and shelter.

• Motivation Theory #12 : Endowed Theory

This theory is where employees feel they made progress toward something. It is one way of giving direction to employees to arrive at a particular point and usually for personal gain.

• Motivation Theory #13 : Escape Theory

It is when people feel that they are in the wrong place and pushing them to get out of the situation and look for that workplace where they can blend in.

• Motivation Theory #14 : Extrinsic Motivation

This theory is giving reinforcement through giving rewards to the employees.

• Motivation Theory #15 : Goal- Setting Theory

This is the desire to attain goals in whatever circumstances that may occur.  This drives the employees to beat deadlines and perform better under pressure.

• Motivation Theory #16 : Investment Model

It is motivating the employees to invest on themselves for their career- advancement. The employees are encouraged to take further studies or take training programs to make them more knowledgeable of the field.

• Motivation Theory #17 : Positive Psychology

It is providing the employees a good atmosphere at work. It keeps them motivated if the workplace is a happy place to go to and there are exciting things that may happen.

• Motivation Theory #18 : Reactance Theory

It is when motivating the employees through a salary reduction. It creates desire for them to get the previous salary back. But a  not so good idea. It may cause the employee to just leave.

Conclusion

These are the motivation theories that exist in the workplace and being used by the managers. These theories have significant impact on how the employees will react and take into action. Managers should be able to know the different theories to employ in the workplace to get their employees perform better.

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Organizations use project estimation to plot its activities. Time estimate must accurate and must be achievable for a project to finish on the target date. This technique is used in management and information systems applications to construct an approximate probability distribution of tasks. The complexity of project estimation relies on how large the company is, and how many stakeholders it has to take care of.

PERT (Program Evaluation and Review Technique) is one the most widely used technique which can improve the estimation accuracy and reduces project risks.

The PERT Basics

PERT also involves breakdown of tasks by using simple statistical methods. These tasks are then distributed to the respective departments and people. This process is represented by using charts to show a graphical representation of the process. This process is chronologically arranged. Earliest time (TE) and the Latest time (TL) are also used to figure out the duration of each activity.

The Three Chances

PERT technique includes the following: Optimistic Time Estimate (TOPT), Most Likely Time Estimate (TLIKELY), and Pessimistic Time Estimate (TPESS).

1. TOPT refers to the most ideal time as to when the tasks or activities are done. It could also mean that the available resources are maximized and used very well to complete the tasks on time.
2. TLIKELY is when there are other estimates done by the management to resolve conflicts and bottlenecks.
3. TPESS is the repetition of the whole process when the goal is not achieved. This estimate provides maximum time to get things done to be able to achieve the ultimate goal.

The PERT Mathematics

In the calculation of probability distribution of tasks using PERT, the Estimate and Variance are computed using. The total of V and E represents the whole time estimate for the completion of tasks and activities. Standard deviation is also used, to compute for the desired probability of tasks completion. A simplified, but less accurate method of computing the standard deviation is often used to compute for the project duration. This is when the optimistic value is subtracted from the PERT value divide by six.

Conclusion

Management Practitioners should use PERT method to standardize project estimates. It could yield to better results. PERT method shows the expected value for the duration of the project. This method can also be used in conjunction with the Critical Path. While PERT is best for individual tasks, CPM is more powerful method for estimating the time required to complete a set of tasks and activities. Thus, the combination of these two methods is strongly advised. PERT can accelerate the progress of a project or it can cause delays. The best idea of this method is to provide enough time to complete the tasks. The success of following this method is to send the deliverables on the expected date and in a very satisfying manner. The advantage of this method to cope with uncertainties and bottlenecks are the advantages of this project estimation method. This makes the time estimates more accurate than it may seem.

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There are various organizations that use many management techniques to accomplish the efficient function of their administrations. These techniques are usually goal driven and influenced by existing rules. Procurement Management is one of the methodologies that leaders implement. Through the tasks that are needed to document a purchase order stocks and maintenance from foreign suppliers, it is also the key to run a successful management or company because it can help the leaders to meet their business goals and proclaim the expectations of the partners. The procurement management plans and executes the processes. Procurement Management is also known to assist an organization in buying goods and services from foreign suppliers at low cost.

How Does Procurement Management Work?

• Not all stocks and services of a company are needed to be purchased from outside. This is basis that is why it is very essential to weight the advantages and disadvantages of buying or renting these stocks and services from foreign suppliers.
• The leader should have good plans and ideas of what did she/he accurately needs to require and it should go on to many choices and alternatives. Even there are a lot of suppliers that give the similar stocks and services, an attentive analysis can show you who the best dealer is, and who will give you the finest deal for your management.
• The leader will call for bids and different dealers will give a range of prices. This stage is the same as choosing projects and as the leader will need to review various criteria, separately from the cost and lastly will choose among the dealers that she/he want to go out with.
• After the assessment procedure, the leader needs to choose the best supplier that suits with it. The leader needs to determine the financing terms on how the leaders wish to make the payments to avoid confusion; it has to be written on a contract. Remember that it is very important to maintain the good connection between the leader and the dealer. This comes up with an agreement about what makes them feel satisfied.

Making the Process Work Productively

It means that the leader should is keep on checking the dealers to be ensure that the dealer follows the rules of the contract and can still supply the stocks and assistance before the deadline. The organization should be open and willing to change this is the most important. The changes required must be clarified in order to ensure the efficiency of the process. These changes can be in the form of technological advancements or even changes in employees.

Conclusion

This should be kept in mind that even  the procurement management must be run essentially, smoothly and effectively for the advantages that the company will get. The key for this is an efficient system as same as the good suppliers and their stocks and supplies. The procurement management’s purpose is that there should be group of well-trained individuals, if only the key of procurement management plays a role.

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Projects are done by series of tasks, activities and responsibilities assigned to people to arrive at a specific goal. Using diagrams describe the whole business process and its system. Drawing an activity diagram helps improve a process; it may be simplified if it is too complex or it can become detailed when very specific and limited. It does not only show the steps to be performed, but how are these done. More so, it is used to show the methods, functions and operations that exist in the system.

Mainly because it impossible to explicitly describe parallel events, diagrams are well suited for the illustration of business processes, since business processes rarely occur in a linear manner.

The Workflow

Diagrams may have shapes like any other graphical representations and may also use arrows to show directions and relationships. There are several types of diagrams which are widely used in the business systems. In some diagrams, the activities are written inside the boxes or nodes and also known as activity on node diagram. In some cases, these activities are written on arrows and therefore called as activity on arrow diagram.  Most companies prefer the latter because the former is quite confusing to use.

How to Draw an Activity Diagram?

There steps to draw an Activity Diagram properly and accurate as possible.

1. Identify the tasks, activities or responsibilities to be done in the whole project. You may write them inside the boxes or arrows. Just make sure that the shapes have the same size to appear presentable.
2. Should you have additional information or ideas about a particular task, write it inside the box itself, or outside of it. The point is, it should be near the box.
3. Arrange all the tasks the sequence that they should be done. Put the early tasks on the left and the later tasks on the right. Do the arrangement horizontally. You may arrange and rearrange everything to get it right.
4. Use arrows. Use arrows to show the next step and as to where it is leading. To be more specified, put a box with the word start on the left-most side and end in the box on the right-most side to serve as a guide.

Conclusion

Diagrams show scenarios formed by internal interaction of sequence of actions. With a diagram, it produces a clear visual presentation of the entire process and the communication that will take place among the project team members. These are intended to model both computational and organizational processes. Diagrams show the activity plan for delegation of tasks, partition, action, object, control, and possible outcomes. Diagrams can be formulated in various types of detail. These can also be refined step by step to fit the process. Using diagrams give the whole project team a road map on how to do series of tasks in a more comprehensible and readable manner. It will help the whole team to achieve the target goal because there is a guide to be used and specific stages to be followed.

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Companies have to identify their expenditures for a particular project, program or portfolio. Cost estimates can be done comparatively or parametrically, to be feasible and reliable. These the may be investigated to a produce greater extent of scope, schedule and resources.

A project cost control consists of the base estimate which includes the resources needed and the managing of work. It also overheads the other charges that may occur due to multiple activities of different departments. On the other hand, there are fixed costs that need to remain. Fixed costs may refer to the machineries or other equipment.  There are also variable costs that may need to change just like salaries and other compensation types.  Keeping the budget plan updated to adjustments will result to productivity and efficiency of the project.

There are Cost control techniques to be followed when planning for a Project cost control. First, it has to be planned. All the possible expenditures like payments and compensation have to be included in the plan and must be accurately computed to avoid conflicts. Keeping its track would enable the management to identify the improvements to be done and allocate a budget for it. Each phase of the project has to be provided a budget in respect to its time frame. Should there be needed adjustments, it can be accommodated easily. An effective time management must be kept at hand as well. This allows flexibility in attending to the necessary adjustments and unforeseen conflicts. A time line will serve as a guide to monitor the progress of the entire project. Should there be changes in the project, an effective change control has to be implemented in order to cope with the impacts that the changes would bring. Having enough control to the situation will help the management improve the system. Project performance or earned value must also be measured aligned with the objectives of the company, to apply the necessary changes.

Keeping a proper documentation for the entire costs and expenditures must be regularly updated to make sure that there will be no overspending and the resources are maximized. This will also provide information in the progression of the entire project and its financial aspect. Contingency plans can also be made out of the project cost control in case a need arises. Setting money aside will help the company to get rid of debts. The program manager must know how to allocate the budget so the feedback can be given to the stakeholders. It is also important to keep in mind that these costs must be aligned with the financial cycles of the company.

Conclusion

Within the diverse program that a project may have, whether be it innovative or routine project, project costs must incurred. Though the estimation will vary depending on the program, it will provide an overview of the whole program’s financial condition. A program support needs to be established and should adhere to by all projects and benefits realization at work. The management is then responsible for setting standards of cost estimates, accounting and reporting across all the components aspects so that a decision can be made.

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Meeting customer’s standards and satisfaction can be achieved by defining a set of activities at the beginning of the project aiming to deliver a quality product. The quality of the product is based on the criteria set by the organization and the client. Project quality plan identifies the quality standards that are relevant to the project, to satisfy the customer. Each delivery is examined thoroughly and must be able to pass the quality control before it can be sent to the customer. The strategies being employed are evaluated as well. Both the quality and the methodologies being applied must then adhere to the standards defined by the Project Management Office.

The Project quality plan should be written with objectives to provide the project management with easy access to quality. The objectives are listed as follows:

• Management responsibility is when the team assumes the responsibility of delegating the tasks, executing the methodologies, managing people and ensuring quality of the product;
• Documentation and Records is keeping of the information about the project, its cost and the performance of the whole team. Easy access to information when needed is highly anticipated.
• Requirements are noted to evaluate the resources and the methodologies being used.
• Design Control refers to the involvement of the people knowledgeable of designing a project, like the architects and the engineers.
• Development control monitoring the project would be a great help especially when a need or a conflict arises. Immediate and proper resolution will be done when someone overlooks the project.
• Testing and quality is qualifying the product and evaluating if it passed the quality standards. This is also to identify if there are modifications to be made. The goal is to make the customer satisfied with the product.
• Mitigation should be implemented effectively. Contingency plans should be made to pacify and resolve the problem.
• Audit measures the compliance of the project and the product to the standards being specified and identified.
• Defect Management identifies the defects of the product and the areas should be improved. Guidelines are used to detect the defects.
• Training is intended to improve the skills and explore the capabilities of the team members. It also enhances unity and bond of the team.

A project quality plan is made to set the objectives and plan activities. After the execution has been done, the project quality plan then assesses and evaluates the methodologies and the product in accordance to the objectives.

The development of a Project Quality Plan is a team process that depends as much on communicating with one another. Project managers can prepare plans and actions to counter any weaknesses or deficiencies during the project execution and make sure that the quality standards are being followed. Creating a project Quality does not limit to identifying all the requirements and the stages to go through, but also to make sure that the standards are being met. In the end, customer satisfaction will make the project successful thus making the company to gain more profit from it.

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Risks should be identified for the management to be ready with the strategies on how to handle them. These risks should be enough to stimulate creativity of the management team. There could be different impacts that these risks may bring to the company and they need to be addressed differently. An approach to one risk may not be effective on the other. It is an advantage to be aware of the risk categories and must be able to identify them. Risks do not apply to the business alone, but to the people, resources and strategies as well.

Project risks are categorized into three:

• Scope risks can be defined as the failure to comply with the set standards both by the company and the client. This kind of risk may be attributed to the technology being used and the applications being utilized in the project development. Scope risks can be mitigated through intelligent planning, explaining the project, organizing the changes, adjusting the time of procedures of the project, creating use of risk registers, identifying the main factors or reasons of the risk, and the appropriate reaction to the high risk situations and constructing greater risk toleration that can be made through client and company collaboration.

• Schedule risks refer to the difficulty in finishing the project on time. Such factors occur when this happens. This could be due to the impediment in the process be it people or the resources. These risks can be reduced by the methodologies existing nowadays and are proven to be effective. Setting realistic expectations would be a great help to accomplish and let the project finish at the expected and specified time. Time estimates must be based on the previous projects that have been done and must be based on deeply rooted facts about the nature of the project and the resources to be gathered.

• Resource risks could be the incompetence of the people that affect the operation, or the insufficient funds that need to be extended. Providing training programs to those people who lack skill will help them improve their skills and polish their work. Simply reprimanding them will not help. To add, proper budget allocation must be done and it must cover the contingencies. These costs must be computed accurately so there will not be over spending on a project.

Inaccuracy and incompetency are the factors why risks arise in the project procedures. These risks maybe, are unexpected, but it should not be an excuse not to be prepared with the resolutions for it. It is inevitable in a project to have some constraints or conflicts. These can be the people themselves because they cannot function and perform well in the project, or the lack of money and resources, or the lack of the strategies to be employed. It is important to understand the nature of the risks before arriving at a decision. The managers should identify the risk and its complexity. Having an advanced technology would be a great help in identifying and resolving these issues, so the managers must take advantage of using it.

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Risks cannot be prevented from coming up. Resources may not be enough, or maybe costly. The employees may not be performing well. Even the manager may fall shot sometimes. The risks may be classified into either positive impact risk or negative impact risk.  When these arise, mitigation plans are expected to be utilized. These risks must be addressed strategically by the management team.

Be Strategic when dealing with Risk Management

There are several of strategies to be applied when dealing with risks. The managers should first identify the risk by gathering enough information, and this could be from people or from the other reliable sources. The project manager may set a meeting and ask the team to help him identify the risk. The stakeholders of the company must appoint a team that will be responsible to the resolution of the problem. In whatever kind of risk it may be: be a supplier risk, because the resources cannot be delivered, or not enough; or be it budget risk that could mean overspending or underspending, the manager still need more heads to think  and collaborate with him.

Quantitating risks must be numbered so it will give a more accurate figure to be analyzed. There are available tools and formulas to make it easier to quantify these risks.

Meanwhile, Response risks can be gained from the actions taken by the team or by the manager. If the manager has been so aggressive that he did not take precautionary measures or he did not address the situation rationally, chances are the project would collapse, or the result of the project would be unsuccessful and unsatisfying on both company and the client.

Monitoring and controlling risks is done when the manager keeps track of the project through observation and evaluating the performance of the group and effectiveness of the strategies used.

Risk Management Process includes :

The involvement of the stake holders and take part in the resolution, by doing their roles; the anticipation of the possible risks and the possible solutions; identification of the impacts that the risks could bring; delegation of tasks and responsibilities to the team members and giving them the instructions on what and how to do it ; and the creation a plan for uncertainties and on how to strategically eradicate these.

Risk register has a significant role in Project Risk Management. It refers to the documentation of all the procedures that the project has undertaken and the conflicts that the organization has faced. It also includes the strategies and the actions that the company and the management team have done. After all the necessary information have been gathered and stored, these must be accessible to be used when faced with the similar situation.

Conclusion

Risks can be two faced: the first could bring success and satisfaction to the stakeholders, and the other could bring failure and disappointment. But both should be seen as opportunities to become more efficient and productive as ever as possible. Proper education and enough motivation will help both the company and the management team when dealing with risks.

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