Primavera in Project Management on Requirements

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I have attached the topic which I had worked on week 2 and I need to create a context diagram for the same. Please see the attached document for the topic.I just need the context diagram and instructions are below

 

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Primavera in Project Management: Requirements

 

Student’s name: Sai Divya Kolakaluri

College Affiliation: Ottawa University

Date: November 1, 2020

 

 

Introduction

Project management is ever becoming complex primarily due to companies moving towards managing many different projects at the same time and general globalization of companies. When a single company has numerous projects under its management that ought to be completed within the budgeted amount and within the allocated time, the challenge of project management becomes more hectic and company-wide. Also, some decisions might break the chain of command or order of seniority, which would require a proper platform that allows easy access to higher authorities. Projects especially construction projects have added challenges of unique physical, financial and labor requirements all of which have to be managed and monitored until the desired product is created (Hwang, Ng, 2013). Typically, projects require five simple processes, yet none has ever been completed with the simplicity it requires. These processes include project initiation project planning, executing, controlling and finally closing the project. The challenge comes in the planning executing and controlling phases, sometimes resulting a loop until the desired product is created (Alotaibi, Mafimiseb, 2016). The role of project management primarily includes putting the right tools in the right hands to ensure the correct timelines and budgets are met. This helps achieve strategic decisions, proper control of ever small detail that is critical for project completion, use of resources effectively and productively, and importantly responding to the shifting projects needs of labor expertise and resources.

When all these project management needs are put under a single platform, management is only made easier. Software solutions provide platforms to manage and coordinate activities during a project, which include information management, monitoring and editing project requirements in real time (Niazi, et al, 2016). Yet different software platforms have different functionalities to suit different business projects. Primavera has been in existence for business management for more than 3 decades assisting in project management, risk analysis, collaboration and resource management. Its subsequent upgrade and inclusion of different capabilities has improved its ability to adopt to business changes and the shift in business environments. Nonetheless, Primavera has grown to become a versatile software that can support project management of venture capital as well as plant management in mining and building industry. This study aims at highlighting the software requirements for plant management, rank the requirements as high, low and medium. Conclusions about the main requirements of the software are also provided.

Requirements

  1. Materials requesting

 

This is a key requirement as plant project management requires constant availability of materials to complete a project. Plant management expects minimal late deliveries lest the project runs past the allocated time, hence adding to the total cost of the project. Material requesting is also critical in helping the project manager avoid wastages, assess likelihood of wastages and having proper measures of the materials to be used. It is also imperative that the software allows for measuring of needed materials to avoid increased costs in the supply and delivery of the materials all of which fall on the project manager.

 

  1. Delivery and conveyance

 

Delivery and conveyance of materials is another critical aspect that the software has to offer, in that late conveyance has been known to cause planning issues such as finding room for materials delivered at site of work. The software should allow flexibility in delivery of materials but only allow short lead time to service fast moving organization. The delivery time of materials should coincide with project progress, without compromising on quality of materials, as well as allow free movement of already ordered materials within the work site. This requirement is key especially due to the challenges in maintaining an efficient supply chain of material delivery

 

  • Payment

 

This is a key requirement as the software functionality will enable access to payment date to providers without constrains by amount assessors, inaccurate assessment of materials on location, unit paces of different items not conferred by the providers among other challenges.  The primary purpose behind the payment capability is also to allow sharing of materials data across different utilitarian offices. Ability for progress notification to be viewed by the relevant finance department will allow for time saving in movement and transferring reports from one department to the other. The relevant demand and supply department could also monitor levels of materials and begin the process of demanding for more or halting demand as necessary.

 

  1. Realtime project management

 

An important aspect of the project management software is to allow for monitoring of labor, materials and new designs and other factors of work in the Realtime. The advantage is decisions can be made easily and quickly, to avoid additional costs in time and price when decisions are delayed. The software should be dynamic enough to allow notify all necessary officials and personnel about the changes being suggested and hence allow each to communicate and come up with the correct and favorable decision. Realtime project management is essential in that it allows for monitoring of all resources, identification of needs and modification of the project to meet the client’s changing needs. Realtime monitoring is hence a key inclusion

 

  1. Ability to author and edit project methodologies

 

Yet in projects as mentioned earlier, client preferences or differing environments can demand editing or adjusting the project the suit the new developments. In such situations, many correlated factors could be affected, which include permission from the relevant officers to make changes, passing the draft changes to the officials for approval, and importantly a software capability that allows the project to be edited or adjusting. It is imperative that Primavera software provide these abilities seeing that plant management is a meticulous process.

  1. Ability for executive use in portfolio management

Executives could also be involved in the day-to-day activities of the company and specifically when big projects are at stake. Primavera should be able to provide this capability to the executives, especially in large projects or projects that involve working with the government. Essentially, Primavera should show which projects would materialize to within profitability and which ones have high risks, hence allow for management of profits.

 

  • Data integration capabilities

The essence of data integration capabilities is to allow access to developed and stored procedures that gives a process follow up of the business logic, from authorized personnel. Data integration should also allow flow of information from external sources seamlessly as well as allow security of information in the database.

 

  • Workflow modelling

As the work continues, the software should create a model of how the work is progressing in the normal circumstances and also highlight unusual instances, and record them. This will help when reviewing the work and highlighting areas that might need improvement in the future

  1. Multiple projects management

Finally, this requirement for the entire company that would enable dashboard systems that monitor the progress of the projects and allow interactions between different users and personnel in the project.

Requirements ranking

This subsection ranks the needs of the company according to high need, medium need and low need. The ranking is subjective, based on the company size, type or projects and the types relative needs of each project.

Need Description
High                     i.                        Realtime project management

ii.                        Ability for executive use in portfolio management

iii.                        Materials requesting

iv.                        Ability to author and edit project methodologies

 

Medium                     i.                        Data integration capabilities

ii.                        Delivery and conveyance

iii.                        Payment

 

Low                     i.                        Multiple projects management

ii.                        Workflow modelling

iii.                        Delivery and conveyance

 

 

 

 

Conclusions

Project management is a challenging task especially when the projects present unique problems that have not been encountered before. Managers need constant information to aid in decision making in project management almost in a constant flow hence the need for Realtime monitoring of the project. Depending on the size of the company, the ability to manage several projects at the same time only becomes secondary as some companies hold at most a single project in any given time. However, the ability to monitor and alter ongoing activities ought to be given high priority, as well as coordinating supply of materials as these determine the progress of the project. Executives should also be given a chance to decide which projects are profitable and which ones risk running the company into losses, in real time through comparison of various variables in the projects. Primavera appears to provide all these possibilities and should thus be considered, seeing that it also allows for editing and authoring new projects as other projects run (Mahure, Ranit, 2018).

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Reference

Alotaibi, A. B., & Mafimisebi, O. P. (2016). Project management practice: redefining theoretical challenges in the 21st century. Project Management, 7(1), 93-99.

Hwang, B. G., & Ng, W. J. (2013). Project management knowledge and skills for green construction: Overcoming challenges. International journal of project management, 31(2), 272-284.

Mahure, A., & Ranit, A. (2018). Project Management using Primavera P6. Int. J. Eng. Res. Technol., 241-244.

Niazi, M., Mahmood, S., Alshayeb, M., Riaz, M. R., Faisal, K., Cerpa, N., … & Richardson, I. (2016). Challenges of project management in global software development: A client-vendor analysis. Information and Software Technology, 80, 1-19.

 

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