Project Management System

What is Project Management System?
Project management software has the capacity to help plan, organize, and manage resource tools and develop resource estimates. Depending on the sophistication of the software, it can manage estimation and planning, scheduling, cost control and budget management, resource allocation, collaboration software, communication, decision-making, quality management and documentation or administration systems. Today, numerous PC & browser based project management software and contract management software solutions exist, and are finding applications in almost every type of business.

Project Management System Challenges

1.Undefined Goals – When goals are not clearly identified, the whole project and team can suffer. When upper management cannot agree to or support undefined goals, the project in question typically has little chance of succeeding. The project manager must ask the right questions to establish and communicate clear goals from the outset.
2.Scope Changes – Also known as scope creep, this occurs when project management allows the project's scope to extend beyond its original objectives. Clients and supervisors may ask for changes to a project, and it takes a strong project manager to evaluate each request and decide how and if to implement it, while communicating the effects on budget and deadlines to all stakeholders.
3.Inadequate Skills for the Project – A project sometimes requires skills that the project's contributors do not possess. Project management training can help a project leader determine the needed competencies, assess the available workers and recommend training, outsourcing or hiring additional staff.
4.Lack of Accountability – A project manager's leadership qualities can shine when each member of the team takes responsibility for his or her role in achieving project success. Conversely, a lack of accountability can bring a project to a complete halt. Finger-pointing and avoiding blame are unproductive, but all-too-common features of flawed project management. Learning to direct teams toward a common goal is an important aspect of project management training.
5.Improper Risk Management – Learning to deal with and plan for risk is another important piece of project management training. Risk tolerance is typically a desirable project manager trait because projects rarely go exactly to plan. Gathering input, developing trust and knowing which parts of a project are most likely to veer off course are aspects of the project manager's job.

Project Management System Attempts
Recent studies point to the four P's of project management; together, these "4 P's" suffice to describe the culture that exists within project teams: 1) P for Plan: this refers to all activities that involve planning and forecasting. At this stage, the project and/or elements of the projects have not materialized yet; 2) P for Processes : as well documented in the PMBOK (Project Management Book of Knowledge), projects consist largely of a series of predetermined and well-structured processes; 3) P for People: People are an essential component of the project's dynamics and a number of studies show that people are at the heart of some projects' endemic problems. In particular, the so-called "dreadful combination" refers to a mixture of poor planning and inadequate people; finally, 4), P for Power which describes all lines of authority, decision-makers, organigrams, policies for implementation and the likes

Project Management System Solutions
There are a number of approaches to organizing and completing project activities, including: phased, lean, iterative, and incremental. There are also several extensions to project planning based, for example, on outcomes (product-based) or activities (process-based). Regardless of the methodology employed, careful consideration must be given to the overall project objectives, timeline, and cost, as well as the roles and responsibilities of all participants and stakeholders.

Project Management System Usefulness

Collaborate with team members in real-time. Project management software commonly offers communication tools that can assist teams in discussing issues in real time. The benefit is that each team member can be kept up to date, quickly dealing with issues as they arise.
Document sharing. For projects that require the use of significant documentation, document sharing tools allow individuals to edit, update the status of reports and create systems that allow for transparency and communication.
Manage project costs. Controlling costs is one of the most important benefits of project management. Project management software generally includes tools that can assist in managing project costs.
Ability to manage risks, forecasting, and budgets. Knowing project risks, creating forecasts and tracking budgets are some of the biggest advantages of project management software.
Reporting capabilities. With flexible report formats and the ability to quickly access needed data, project management software can keep tasks on schedule.
Intuitive to use. Dashboard-based software requires little training to implement. Simple to use and easy to install, new project management software allows for quick ramp-up times.