The world of commercialization and business is becoming more competitive every day, it demands higher quality in the design and control of the execution of projects and demands the use of New Information and Communication Technologies (NTIC), to guarantee greater Efficiency in Integrated Project Management (DIP) associated with the investment process, business improvement and the development of Science and Technology in order to satisfy the requirements of project management based on the client.
The main objective of the work is to present a methodology that strategically integrates management by objectives at the project level, planning with a systemic approach, quality management, the use of advanced cost systems, accounting, the application of ICT and logistics in a single computer system capable of guaranteeing project management and enhancing their use in universities and advanced companies, as a means of organizing and directing the investment process.
The methodology is prepared in hypertext support on CD, with links to illustrative demonstrations in Power Point, Excel and Access. Working methods are described making use of email, Outlook, servers and web pages. Real projects executed following the developed methodology are developed as examples and exercises. Distance counseling is provided with the support of the CD.
The cut-off system, making use of milestones, progress lines and the link in Excel, allow to develop the analysis of the behavior of the project and make decisions based on the fulfillment of the objectives and customer satisfaction.
INTEGRATED PROJECT MANAGEMENT (PROJECT MANAGEMENT) SUPPORTED BY COMPUTER TECHNOLOGIES AND COMMUNICATIONS WITHIN THE FRAMEWORK OF BUSINESS IMPROVEMENT.
Presentation
The accelerated development of Science and Technology, the policy of organization by projects and business improvement, create the necessary conditions for the application of the Integrated Project Management (DIP) with the support of New Technologies of Information Technology and Communications (NTIC) in order to obtain the objectives, shortening the time frames, within the budget and with the quality required in investment projects.
To achieve this purpose, it is necessary to integrate into the project strategic management, quality management, advanced cost systems, accounting and logistics, supported by the NICTs, The work allows, with the use of ICT and with a systemic approach, to establish a Project Management system that allows its development from its Planning and Programming stage to the Control of Execution using forecasting techniques linking the Project and the Excel.
The work carried out consists of the elaboration of a methodology for the organization and management of projects with the use of updated professional computer systems that allow its application in the sectors of the national economy.
The proposed methodology analyzes the sequence of execution for the design of organization and management projects, based on the network method and supported by the most up-to-date professional computer systems such as Project 2 000 and Office 2000 add-ons. It is developed the application of optimization algorithms, variant evaluation and cost and time analysis. The bar diagram and the resource distribution curve are obtained as a function of the schedule. In the process of execution control, the evaluation of the project or group of projects is developed, with diagnostic and prognostic techniques that provide the necessary elements for decision-making within the framework of the DIP making use of computer networks and mail. electronic.To define the computer system to be used, we started from the study of the systems that are used internationally in this field, such as Primavera, Champion, Superproject and Microsoft's Project. The determination of the proposal to use the Microsoft Project as a professional system to adapt them to the described methodology was based on two fundamental aspects: The first in the possibilities it offers due to its connection with Word, Access and Excel as well as with the use of the e-mail through Outlook directly that enhance the system and in the second through the training of specialists in postgraduate, master's and diploma courses that have as their content an initial basic training linked to the knowledge of Microsoft Office in all these courses.
This system allows the elaboration of projects, from the very simple to the most complex with multidisciplinary participation. The system has a help that facilitates its use.
In the process of planning the projects of a company making use of structured programming, milestones and sub-projects where required, this programming becomes part of a database, making use of email in a few cases and in others the floppy disk can be used as an update medium. Data warehouses can also provide a good solution .
The execution control loop is repeated as many times as milestones have the structured schedule.
The system will be deposited on a server where each project manager will initially be able to deposit their documentation and will later update it from the place of origin through email, in accordance with the scheduled shutdowns to report compliance with the objectives associated with the criteria of measure. The information is received by the server administrator and deposited therein to facilitate its use by users or interested parties.
The project participants will have access to the information regardless of where they are developing their work. The continuity of the development of the project is guaranteed regardless of whether the interested parties are in different places, zones or countries as long as the preceding tasks that end, deposit in the system the information of the necessary results to give continuity in the rest of the tasks.
The management will be able to enter the system and be informed of the situation presented by the projects and tasks in execution to evaluate the fulfillment of the objectives through the fulfillment of the measurement criteria and analyze the possible solutions to the problems presented, based on the system information and making use of information and communication technologies.
The management will evaluate the proposal and once approved it will proceed to the next stage. The same procedure will be followed for the closing stage.
In the design stage, the scheduling in time is evaluated, with critical path analysis where it is essential and the costs by tasks or stages with its cash flow. For complex projects, quality and logistics problems are inserted into the design and execution control stages.
The final stage of project closure will not begin until the management has evaluated and approved the final results obtained and their correspondence with the project's objectives and customer satisfaction.
In the project development stages, execution is one of the most important due to its complexity and the importance of making the necessary decisions to achieve its objectives in the shortest possible time, within the budget and with the required quality.
A well-planned project, with study of alternatives, evaluations, with a good schedule, definitions of quality and budget, facilitates the task of management in the execution stage.
During the planning process, the structured programming of the project was developed and, on this basis, the computer map was drawn up with the aim of facilitating the knowledge management of the project, a very important concept to develop a good execution control.
To develop an efficient process, it is necessary to have a structured programming with cut-off points, an updated information system capable of guaranteeing an analysis of the information, where it is selected, according to the level of the corresponding structure, with the objective develop an efficient control system in which an evaluation of the project is carried out in cut I, a forecast is made with feasible goals to be achieved in the next cut and the appropriate decisions are made, based on the characterization of the behavior of the draft.
To achieve successful execution it is necessary to develop a team management work where the role of the manager as leader is decisive.
In the programming, the I cuts are made according to the strategy followed, the information is organized in data warehouses, graphical tables and evaluations among others, the information is analyzed and grouped according to the interests of the interested parties with a view so that they can carry out the control of project execution, the results of the evaluation of the measurement criteria, the previous controls, the control with analysis of variants for the adjustment associated with cost, logistics, time and quality for finally make decisions, make forecasts and proceed to adjust and update the system. The diagram roughly represents the most important steps in the execution control.
To see the graph select the option ¨Download work¨ from the top menu
In the execution process, the concept of computerized map facilitates the graphic interpretation of the controls by cuts that are executed in the system. Once the cut-off date I, the progress line and the follow-up are defined, the information corresponding to the actual physical progress of the project and the costs for this date is available.
In the previous cut I - 1, the tasks with difficulties were detected and the goals to be achieved for this cut were set with the necessary actions by both the project manager and the company management.
This analysis is also valid to specify the control between the project manager and the summary task managers.
With the information and analysis of this section I and the previous I - 1 it is possible to organize the information to carry out the control of the project.
The use of servers and web pages are means that facilitate information and communications between scheduled outages to control project execution.
These cuts will be adequately spaced according to the critical control points that the project has, but in the interval there are difficulties that must be dealt with in a timely manner under the work projections given in the previous cut. The dynamic work of the team between the programmed cuts, guarantees an adequate direction within the criteria defined in them. It is necessary to balance the use of strategic in cuts, tactical in cuts and operational.
The characterization of the problems with the analysis of the required information allows a diagnosis to be made in order to carry out a control of the project's execution and evaluate the performance at the different levels of the structure.
Use of computer networks in teamwork
In the process of integration of the project, its structure, initial work group, communication methods, control systems and means of work are defined. In the work process, as the director perfects her relationships, the group begins to work as an integrated team in which the characterizations of the problems, the diagnosis, the evaluations and decision proposals are effectively implemented.
The work team evaluates options about the messaging method that can be used to communicate with its members according to the available means. The options can be: o Oral reports. o Written reports. o Floppy disks. o Use of electronic networks.
o Email o Servers. o Email and Web.
Well-used communication techniques and computer networks avoid unnecessary paperwork and meetings.
The functional structure controls the partial objectives that correspond to execute according to the programming associated with human and material resources, deposits the information in the network and the project manager relies on it for the analysis and evaluation of the problems with the objectives of make the corresponding decisions.
Written reports and paperwork hamper the fundamental job of the project manager. The control system and the proposals for decision-making and adjustments can be deposited on the network for the use of senior management. The use of ICTs facilitates the work of project managers.
The controls are systematic and are planned according to the critical points of the project materialized in milestones and cuts, in which the control of cost, time, quality and logistics are combined.
The system must guarantee the necessary information to the members of the work team, the adjustments made and the goals to be achieved in the next cut-off. This process is carried out, where possible, making use of the computer network and the management pyramid in accordance with the responsibilities matrix defined for the project.
In this process, email can be used with great advantages. The system adjustments should be sent to the members of the work team to ensure good compliance with the goals in the next cut.
For the resources assigned to the project, the system is configured, sending them the information they need to direct their work.
The following graphic represents the way to send the entire project or part of it through email.
The address list is compiled according to the information needs of the project.
The computer system, once the Project is configured with Outlook, allows you to use email by sending the project as a module with the corresponding settings. To facilitate the understanding and characterization of the problems, the necessary graphics, digital photos or power point diagrams can be associated with the tasks. It is also possible to link the task with a report in Word that explains in detail the characterization of the problem, the effects and the possible final decisions. This makes it possible to have up-to-date information on projects, facilitating analysis and decision making.
Interested parties can select the information of their interest and send it via email.
E-mail will also be used in the work of the management team through the transfer of information between the parties interested in the projects. Bar diagrams can be sent with the programming, tables and graphs representative of the progress of the project, cost and time curves planned with its fulfillment and many more depending on the characteristics of the project and the information needs of the management. Web pages are a tool widely used for the facilities they provide for the interpretation of results in graphs and tables.
The generalization of the work so far has been possible from the Counseling has been based fundamentally on the strategy of considering then within the result of the application, the training of specialists through on-the-job training with the use of the information supported in the form of hypertext in word with links to Excel, Project, Access and Power Point with resolved examples and interactions that facilitate its application.
The growing demand for the application of the result and the analysis of the need to extend this result to the different specialists has led to the fact that a distance course on this subject is already in preparation both to guarantee the training of postgraduate specialists and to guarantee the generalization of the result applied to productive and service companies. The Introduction and application test was developed through the master's degree where in its evaluation the application of the methodology to a real project was presented. The direction of the project and its development by the students through the ISPJAE intranet with the use of hypertexts and the evaluation through the use of mailboxes or by email was interesting then.guaranteeing student teacher communication with the use of the project as a module that is integrated into the computer system.
Conclusions.
The content of the work provides a synthesis of the methodology used for the preparation of investment projects and highlights the use of computer tools to solve professional problems based on the analysis of systems Project 2 000 and your OFFICE 2 000 accessories.
The project execution control stage is the most complex of the process and must be approached with cut-off points based on the fulfillment of the partial objectives, represented in the schedule structured by the milestones where the measurement criteria associated with the control of the project are reflected. cost, time, quality and logistics.
The complexity of the projects, the multidisciplinary participation and the incidence of several institutions depending on the solution of a problem addressed on a full cycle, requires the use of flexible computer systems for common use and easy access to specialists.
The facilities provided by the system of sending the entire project or part of it as a module to those interested so that they can analyze the part that corresponds to them and take the appropriate measures to undertake the tasks that correspond to them, according With the results obtained by the predecessors, it allows the development of joint work and comprehensive evaluations that guarantee effective project management, developing creativity and innovation with the active participation of the management team, allowing the rationalization of superfluous reports and meetings that generate losses. of unnecessary time.
The combination of time and cost control, the use of an efficient cost system that allows you to evaluate alternatives, make use of cash flow and develop project management concepts in accordance with the current demands of the environment, guarantees the success of the project.
The use of hypertext in the computer network for the analysis and solution of problems during the execution of the project, the application of the Project, Excel, Access and Word, the sending of the project through e-mail to the teacher's mailbox for review and their return for their adjustment, develops in the specialist the skills in the use of ICT. The development of skills in the NICT allows their permanent remote updating.
Taking as a basis the information in the cuts, the evaluations with the decisions made, the characteristics of the next cut-off interval and the set of indices and indicators representative of the characterization of the project, it is possible to evaluate the behavior of the project and the decisions necessary to guarantee its development from the elaboration of a forecast on objective bases that characterize it.
The methodology guarantees a unique project documentation system on a computer base that is easily accessible to the members of the investment process, guaranteeing communication between the participants and the interpretation of the results in the cuts programmed in the system.
- Bibliography.
- Delgado, Roberto, Vérez, María A. An information system for project management. Project Management. University 98. ISPJAE. 1998.Muller H., Baertsoen G., Vanmaele H., `Using simulation games within the
CIL_SIM integrated educational framework for the acquisition of problem solving techniques in industrial management ', in Simulation Games and Learning in Production Management, Chapman & Hall, 1995, pp. 52-62
- Linn C. Stuckendruck. Integration of the project in the matrix organization. nineteen eighty one
(4) Bruce N. Bakert. Senior R&D management. National Aeronautics and Space Administration. US. 1997.
- From Heredia, Rafael. Integrated management of the project objectives. Polytechnic University of Madrid. 1995. Poulymenakou, Angeliki. An introduction to project management. London, United
Kingdom. Minbas. 1997.
Authors
Dr. Ing. MSc. Roberto Delgado Victore.
Dr. in Technical Sciences. Associate Professor. Specialist in Design and Control of Engineering and Architecture Projects. Professor of Organization and Management of Engineering Projects. Advisor to the Ministry of Higher Education for
Direction of Science and Technology Projects. Graduated from the University of Havana in 1968. He has participated in international courses and projects in Germany, Italy, Belgium, Honduras and Spain among others. It has numerous publications and books.
Lic. María Antonia Vérez García.
Accounting Director. Assistant Professor.
Graduated in 1978 from the University of Havana with a Bachelor's Degree in Economic Control. She has participated in international courses and events in Spain and Germany.
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