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generated automatically on the basis of the schedule and all accounting actions required
from PMs can be performed in one system. In this way, implementation of the system fulfilled the requirements regarding simplifying accounting responsibilities of PMs.
4.2 Project supervision
Introduction of the system significantly benefitted controlling and reporting processes, facilitating duties of Local Project Management Offices (LPMOs) and Central Project Management Office (CPMO) as well as PMs. At the moment PMs utilize two basic reports available
in the system. The first converts a schedule into a budget plan, allowing PM to overview
budget distribution in time and control its deviations. This report is very useful during change
processing or applying for funds when project has not been approved yet. The second report
called State of the Project Report (SPR), is the most important reporting tool related to
project management utilized within the company. It is a base for both financial and technical
verification of projects. Beside project details and financial data uploaded from the system,
PMs have to give their own comments on the essential project parameters using standardized survey. The survey contains statements on budget and scope estimation, state of signed
contracts, involvement in purchase processes, project’s products delivered or delayed and
upcoming milestones. This reporting tool provides two major advantages in comparison to
the previous solutions. Because of the connection with accounting database, all the financial
data is consistent and cannot be modified by PMs so all mistakes like e.g. copying incorrect
data are eliminated and budget plans are always reliable and up-to date. PMs can report
their own budget estimation as an addition to real data, but only with regard to the future.
The other advantage is the ability to automatically consolidate these reports into a single
report dedicated to portfolio or program. In this way Portfolio Owners and program directors acquired a quick and useful tool to check the status of all elementary projects under their
management. They can now monitor combined actual spending, processed changes, causes
of delays or milestones achieved in projects and prepare for the upcoming issues that have to
be resolved on higher management level.
Along with increasing number of projects entered into the system, CPMO started to conduct so called “projects reviews”. These are periodic meetings with project teams working on
the strategic projects or programs. Project Management System allows for easily checking of
the information given by PMs or Program Directors against data uploaded from the system,
verify the quality of project management in reference to planned schedule and discus technical sides of the projects.
4.3 Skill improvement
The system is functioning not only to control PMs, it has also proved to be very useful in
raising their professional skills. As it was mentioned before, many PMs are specialists in their
respective fields, but have little experience in managing projects according to the methodology. Requirement of keeping projects entered into the system up to date and supervising
workflow when processing changes, gave them better understanding of project management
and investment processes. A clear set of instructions, standardized procedures and always
available support from the PMOs allowed them to gain the experience much faster. In order
to enhance training process, e-learning site and testing environment is available. There they
can work on training copy of the system with all functionalities and data inherited from the
real system. It has been observed, that PMs working in the same departments started to support each other and share their knowledge partially relieving PMOs from training duties. In
more problematic or complicated situations, the system proved to be very useful, as it plays
the role of common workspace. PMOs can access any project and instantly help PMs with
all pressing issues or in time limited situations to fast track any changes that have to be processed. All the positive aspects regarding PMs raising abilities are reflected in faster and more
professional way of managing projects and cooperating with company’s departments reliant
on data exchange with investment projects.
generated automatically on the basis of the schedule and all accounting actions required
from PMs can be performed in one system. In this way, implementation of the system fulfilled the requirements regarding simplifying accounting responsibilities of PMs.
4.2 Project supervision
Introduction of the system significantly benefitted controlling and reporting processes, facilitating duties of Local Project Management Offices (LPMOs) and Central Project Management Office (CPMO) as well as PMs. At the moment PMs utilize two basic reports available
in the system. The first converts a schedule into a budget plan, allowing PM to overview
budget distribution in time and control its deviations. This report is very useful during change
processing or applying for funds when project has not been approved yet. The second report
called State of the Project Report (SPR), is the most important reporting tool related to
project management utilized within the company. It is a base for both financial and technical
verification of projects. Beside project details and financial data uploaded from the system,
PMs have to give their own comments on the essential project parameters using standardized survey. The survey contains statements on budget and scope estimation, state of signed
contracts, involvement in purchase processes, project’s products delivered or delayed and
upcoming milestones. This reporting tool provides two major advantages in comparison to
the previous solutions. Because of the connection with accounting database, all the financial
data is consistent and cannot be modified by PMs so all mistakes like e.g. copying incorrect
data are eliminated and budget plans are always reliable and up-to date. PMs can report
their own budget estimation as an addition to real data, but only with regard to the future.
The other advantage is the ability to automatically consolidate these reports into a single
report dedicated to portfolio or program. In this way Portfolio Owners and program directors acquired a quick and useful tool to check the status of all elementary projects under their
management. They can now monitor combined actual spending, processed changes, causes
of delays or milestones achieved in projects and prepare for the upcoming issues that have to
be resolved on higher management level.
Along with increasing number of projects entered into the system, CPMO started to conduct so called “projects reviews”. These are periodic meetings with project teams working on
the strategic projects or programs. Project Management System allows for easily checking of
the information given by PMs or Program Directors against data uploaded from the system,
verify the quality of project management in reference to planned schedule and discus technical sides of the projects.
4.3 Skill improvement
The system is functioning not only to control PMs, it has also proved to be very useful in
raising their professional skills. As it was mentioned before, many PMs are specialists in their
respective fields, but have little experience in managing projects according to the methodology. Requirement of keeping projects entered into the system up to date and supervising
workflow when processing changes, gave them better understanding of project management
and investment processes. A clear set of instructions, standardized procedures and always
available support from the PMOs allowed them to gain the experience much faster. In order
to enhance training process, e-learning site and testing environment is available. There they
can work on training copy of the system with all functionalities and data inherited from the
real system. It has been observed, that PMs working in the same departments started to support each other and share their knowledge partially relieving PMOs from training duties. In
more problematic or complicated situations, the system proved to be very useful, as it plays
the role of common workspace. PMOs can access any project and instantly help PMs with
all pressing issues or in time limited situations to fast track any changes that have to be processed. All the positive aspects regarding PMs raising abilities are reflected in faster and more
professional way of managing projects and cooperating with company’s departments reliant
on data exchange with investment projects.