Quality Management for Projects
Assignment 1 1708763 MSc Project Management
TOC o “1-3” h z u Overview PAGEREF _Toc511906009 h 2Quality Management PAGEREF _Toc511906010 h 3The Importance of Quality Management PAGEREF _Toc511906011 h 3Elements of Total Quality Management PAGEREF _Toc511906012 h 4Approaches to Managing Projects PAGEREF _Toc511906013 h 6Assessment of the Scenario PAGEREF _Toc511906014 h 8Initiation PAGEREF _Toc511906015 h 8Planning PAGEREF _Toc511906016 h 8Design PAGEREF _Toc511906017 h 9Execution PAGEREF _Toc511906018 h 9Monitoring and Control PAGEREF _Toc511906019 h 9Completion PAGEREF _Toc511906020 h 10Strengths and Weaknesses PAGEREF _Toc511906021 h 10Strengths PAGEREF _Toc511906022 h 10Weaknesses PAGEREF _Toc511906023 h 11Impact on the Project PAGEREF _Toc511906024 h 11Improvement Areas PAGEREF _Toc511906025 h 12Bibliography PAGEREF _Toc511906026 h 13
This report paper has been designed to critically evaluate the current approach to managing projects within an organization of choice. In this concern, I have selected to follow the British Council’s way of managing projects. The report will identify the current practices, analyze the strengths and weaknesses of the current approach, outline improvement areas on the models they already have in place and lastly discuss how the improvement areas would best benefit British Council and how we would measure success.
The British Council was built up in 1934 and has been in Botswana since 1972. We as of now work from our office in Gaborone, and we keep on engaging in social relations work, building joins between natives of the United Kingdom and Botswana. Our exercises are conveyed through our Arts, Education, English and Society specialty units and in addition a flourishing exams unit giving chances to a great many Batswana to gain all inclusive perceived capabilities CITATION Bri18 l 1033 (British Council, 2018).
The British Council has a number of projects they run in the country and we will discuss a few more in detail on this paper report.
Quality ManagementQuality management began in the early 1900s by specialist who wanted to achieve better products, obtain high production results and reducing wasted resources in the process in order to save as much as possible CITATION Ban00 l 1033 (Bank, 2000). Total Quality organization is portrayed as an expansive and composed approach to manage definitive organization to improve the idea of stock and endeavors through advancing refinements in light of industrious feedback. CITATION Goe14 l 1033 (Goetsch ; Davis, 2014) Define quality as performance to the standard expected by the customer. Thus this brings about that quality is in the eye of the beholder. The management of quality then comes about back to what CITATION Ban00 l 1033 (Bank, 2000) has highlighted in his definition of quality management. Total Quality Management can then be said to be working towards a goal of connecting with steady change of items, procedures, administrations and culture guaranteeing that quality is looked from a comprehensive view as opposed to the item alone.
The Importance of Quality ManagementThe importance of quality management in projects is mainly seen in the results of the efforts input when improving the goods or services. Quality is a very imperative aspect that distinguishes one organization from the other. It is also vital for customer satisfaction and loyalty. Below are a few points highlighting as to why quality management in important;
Superior products – When customers are loyal to the brand, the organization develops a dominant brand power in the market.
Boosts sales – Happy customers mean more sales. Revenues may sky rocket when employees are performing at optimum level. High organizational performance may boost sales thus meaning more profits for the organization if well implemented.
Customer loyalty – Satisfied customers tend to become loyal to a particular brand or product. Ensuring TQM will oblige customers to be loyal to the organizations products
Reduces waste and inventory – QM ensures that employees of the organization fully utilize the available resources and effectively put to good use without wastage.
Elements of Total Quality ManagementAs mentioned before, quality management encompasses around improving goods or services for customer satisfaction. Total quality management is incorporated around an organization that involves all its employees in constant improvement of services CITATION Eas98 l 1033 (Easton ; Jarrell, 1998). Total Quality Management has 8 key principles, which are:
Customer Focused – the customer is the ultimate decision maker if a product is worthy or not. Improvement efforts on products from companies are judged based on the satisfaction feedback received from the customers.
Total Employee Involvement – when change happens, it is very important to involve all employees in it. Employee empowerment and taking into consideration employee opinions is a good way of ensuring this process happens smoothly.
Process Centered – Being process centered we refer to generating steps which will enable the employees to successfully improve thus improving customer satisfaction.
Integrated system – although there are different functionalities in the organization, it is very important that systems are put in place despite the differences to connect throughout the organization to enhance the structure.
Systematic Approach – A basic bit of the relationship of basic worth is the key and considers approach to manage direct achieving an association’s vision, mission, and targets. This framework, called fundamental orchestrating or essential affiliation, joins the significance of an essential course of action that headings quality as an inside part CITATION Oak14 l 1033 (Oakland, 2014).
Continual Improvement – Constant change drives a relationship to be both sensible and creative in finding ways to deal with end up more engaged and more suitable at meeting accomplice wants.
Fact based decision making – Remembering the true objective to know how well an affiliation is performing, data on execution measures are imperative. TQM requires that an affiliation reliably accumulate and analyze data remembering the true objective to upgrade fundamental initiative exactness, achieve understanding, and allow gauge in perspective of past history.
Communication – In the midst of times of various leveled change, and furthermore part of ordinary undertaking, intense exchanges has a broad impact in keeping up affirmation and in moving specialists at all levels. Correspondences incorporate systems, procedure, and promise.
Approaches to Managing ProjectsTraditional Method – the traditional method which is sometimes referred to as the phased or staged method breaks down work into stages or series of steps to be followed. These stages are;
Initiation – The project initiation is when there is a gap and need for a project. The nature of the project is defined here and the purpose, scope as well as the backgrounds is discussed on this stage.
Planning and Design – after laying out the scope and nature of the project, tasks on carrying out the project are put down and scheduling of activities is addressed for the project. Resources are effectively allocated on this stage and estimate work load during the project execution. Failure to successfully address these may lead to the project collapsing midway.
Execution – the execution phase ensures that the tasks generated on the planning stage are executed accordingly and at the proposed times. This stage involves a lot of coordination of human resources. CITATION Pyz13 l 1033 (Pyzdek & Keller, 2013).
Monitoring and Control – this stage involves observing the performed stages if they are doing well in a timely and expected manner. Movement back and forth is expected at this stage as sometime output may not be what is desired. In such an instance, results are reversed back to the execution phase for refinement.
Completion – Closing the project involves checking if the project has accomplished all its deliverables. All documentation is safely stored and ease of access. All activities are finalized and brought to a halt.
Critical Chain Method – is method assumes that at minimum, one variable is likely to hinder projects which use complex processes and large teams. For its application, the approach that should be followed is based on the influence of behavior and mathematical science to predict, and then analyze and finally removing the variable hindering progress.
Event Chain Project – this approach one constraint can create a chain of constraints. For example, in an organization where departments are dependent on each other, a constraint produced in one department may significantly affect the other departments. A Gantt chart is a common tool used track and avoid events.
Assessment of the ScenarioInitiationThe British Council manages a scholarship project on behalf of its assigned client. It is an educational project in which the British Council is responsible for placing scholars in top ranking universities across the world. The welfare of these scholars is monitored throughout until they complete their studies. All the support that the scholars may require is brought done before any eventuality. Having been the coordinating officer for this project, I have come to realize that we apply the traditional method of managing projects.
In my own experience since working for the organization for this project, I have come to realize we apply the Traditional method of carrying out projects and ensuring quality at the same time. On annual basis, we perform a planning session for the year and as the traditional method approach depicts, we plan as the first stage.
PlanningFor this stage, it depends mostly where in the project we are. Of recent, or if I was to refer to our 2018/2019 plan, we are recruiting more students for the scholarship programme. When we performed our planning session, we listed all the activities that needed to happen for a successful recruitment process. These tasks included marketing, strategies of how we were going to do the recruitment to quality control to ensure that indeed we recruit the best candidates available on the market.
DesignDuring the design phase, we further broke down the major activities we had highlighted. For example, marketing, we further broke down how we were going to market or advertise the scholarship programme and in what time frames. Decisions on the platforms to use for advertisement were also discussed in this phase. Our targeted group was decided upon and ways of better reaching them were implemented. This design made sure that the message we were trying to send out was clear and heard by them relevant people.
ExecutionAfter having to send out messages to the relevant candidates, our system for recruitment was put in place and ready to receive the applications. After the deadline for the recruitment time had passed, we went on to analyze the application and discovered the information forwarded to us was exactly how we wanted it. Having a clear bill or plan to performing work assisted us in getting clear and straight forward responses.
Monitoring and ControlAs other scholars are currently on the scheme and have passed through the other stages beforehand, while they study we provide all the support and assistance they require. This is the monitoring and controlling unforeseen events from hindering a successful project.
CompletionThe project completes when all the scholars have graduated and returned to their home country. When all documentation is handed back to the client that is when they project will come to a close.
Strengths and WeaknessesStrengthsClearly and Easy Framework – The traditional method is a clearly and straight forward approach method. It is very simple to engage and the steps follow each other sequentially are straight forward. To carry out a project, you simply plan, initiate, execute, monitor and close.
It breaks down work and makes sure that the executor does not derail form the scope of the project. The executor follows the set out activities or tasks and scheduled periods. This way they are able to check their progress and where they need to invest efforts if they are lacking behind.
Fairly breaks down work – the traditional approach breaks down an overall task into smaller tasks. This ensures high quality control and thorough work done.
Ease to update – following this method or approach is very easy for the team to update its stakeholders or interested parties. The executors are able to know exactly where they are and their progress.
WeaknessesMay not be entirely realistic – during the planning and design phase, exaggerated durations may be used and this may cause an overload of activities when executing the tasks. If the project is time sensitive, this can be a major problem and overtime of human resources may be required thus pressing more on the budget. CITATION IKE18 l 1033 (IKEA, 2018)Budget Exposure – as highlight form the above point, unrealistic resource allocation, costing and inflexibility may distort the original budget of the project. When planning is done, most of the information is based on assumptions and estimates which may clearly mislead the project.
Impact on the ProjectThe unrealistic resource allocation and costing may expose the project to an early close, that is, the project may fail to obtain its objectives and become a white elephant.
On the positive side, the easy application of the Traditional method allows for independence of employees, each employee works knowing what is required of them, tasks are equally allocated across the organization and empowerment of employees is assured as each has a task to do. There is assured increase of competition between employees thus improving productivity.
Bibliography BIBLIOGRAPHY IKEA. (2018, April 15). Retrieved April 16, 2018, from www.wikipedia.org: https://en.wikipedia.org/wiki/IKEA
Bank, J. (2000). The Essence of Total Quality Management (2nd ed.). Europe: FT Prentice Hall.
British Council. (2018, January 5). About Us: British Council. Retrieved March 24, 2018, from British Council: https://www.britishcouncil.co.bw/about
Easton, G. S., & Jarrell, S. L. (1998). The Effects of Total Quality Management on Corporate Performance: An Empirical. The Journal of Business, 253-307.
Goetsch, D. L., & Davis, S. (2014). Quality Management for Organizational Excellence: Introduction to Total Quality (7th ed.). Edinburgh: Pearson Education Limited.
Oakland, J. S. (2014). Total Quality Management and Operational Excellence: Text with Cases (4th ed.). New York: Routledge.
Pyzdek, T., & Keller, P. (2013). The Handbook for Quality Management: A Complete Guide to Operational Excellence (2nd ed.). New York: McGraw Hill.