Topic 3 - Administer and Monitor Project.pdf - Topic 3...

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© State of New South Wales, Department of Education and Training, 2013 Version 2 Topic 3: Administer and monitor project Contents Overview 1 The 5 phases in a project 2 The organise phase 3 The control phase 9 More resource s 24
Topic 3: Administer and monitor project Version 2 1 © NSW DEC 2013 Overview All of your planning will be wasted if the plan is not implemented and monitored properly. In this reading we will look at the elements that lead to the successful implementation of a project: recruiting the right team; obtaining resources; monitoring and assessing the project; and managing risk. For a project to be successful administration and monitoring systems need to be established early in the life of the project. An understanding of these systems must start in the defining stage when formulating the scope of the project. These systems should then be detailed in the project plan. It will be up to the project manager then, to make sure that these systems are maintained throughout the project. Administration is essentially the management of all the activities that allow a system or organisation to function. There are many major and minor procedures to sort out. The budget needs to be managed and measures for accountability need to be set in place. You need to establish work flow patterns, and there will be day-to-day office work to be done. Administration also includes the organisation of attendance and taking of minutes at meetings. It includes management of correspondence, ensuring that project files are well structured, appropriately stored, named and maintained, and there is a regular review of processes for improvement. In a project, there is a tendency to take administration duties for granted, or to resent them, and leave these tasks for someone else to do. However, ignoring them can lead to major problems, particularly when something unexpected happens, or when a dispute arises. Some of the systems that may be required for the successful management of projects include systems for: planning and monitoring; financial management including, budget allocation/funding, income generated and expenditure; record keeping of correspondence, surveys, test results, and contracts; recording time allocated and spent on each aspect of the project as well as reports of progress, performance against milestones and project outcomes; and archiving and management of documentation, samples, prototypes etc.