PROJECT CONTROL USING A PROJECT MANAGEMENT SYSTEM

УПРАВЛЕНИЕ ПРОЕКТОМ С ПОМОЩЬЮ СИСТЕМЫ УПРАВЛЕНИЯ ПРОЕКТАМИ

Смолянникова Анастасия Кирилловна

студент, кафедра Управления Промышленными Организациями, Государственный Университет Управления,

РФ, г. Москва

Сухарева Наталья Александровна

научный руководитель, доц. кафедры английского языка, Государственный Университет Управления,

РФ, г. Москва

ABSTRACT

This document outlines the modern approach to project management, emphasizing the integration of digital tools to streamline operations, enhance task control, and improve efficiency. The focus is on identifying and correcting deviations from planned objectives, managing resources effectively, and ensuring the completion of the project within set deadlines and budgets.

АННОТАЦИЯ

В этом документе описывается современный подход к управлению проектами, в котором особое внимание уделяется интеграции цифровых инструментов для оптимизации операций, улучшения контроля задач и повышения эффективности. Основное внимание уделяется выявлению и исправлению отклонений от запланированных целей, эффективному управлению ресурсами и обеспечению завершения проекта в установленные сроки и в рамках бюджета.

Keywords: project management, task control, reports, quality control, resource management, project execution.

Ключевые слова: управление проектами, контроль задач, отчёты, контроль качества, управление ресурсами, выполнение проекта.

All project work is now done in one system. This means no more paper reports, no more month-end project cost summaries, no more unreasonable deadlines and no more chaotic task completion.

Project management is reduced to systematization, reporting for any period and tracking project costs at different stages of the project.

Once the project and its data have been entered into the project management service, the next step is to break down the project into individual tasks.

Control of employee tasks will be carried out with the help of tools that in project management improve the efficiency of the whole team, each individual participant and lead to successful realization of the whole project.

For each task there are initial data, which can change in the process of work. For example: twenty hours were planned for the task, but in fact it took thirty hours.

Comparison of plan and fact gives an opportunity to argue to the client why the costs of a particular task should be adjusted.

It is better to entrust one employee to control the fulfillment of tasks. For example: this could be the person responsible for the task.

Now that individual tasks have been created and formalized within the project, it is important to use control tools effectively.

Tool №1 - Timer.

The timer can be used for each individual task. If several people are working on a task, the timers are summarized at the end of work on the task, but each participant can see his/her data and use it in the report.

A timer allows you to monitor the actual time spent on a task. Using a timer will become a useful habit if the importance of this tool is communicated to the team.

By running the timer on a task, the actual time spent on the task becomes clear, and if it differs from the plan, it can be shown to the manager or client to make changes to the planned costs.

If not all employees start the timer at the start of work on a task, they can enter the actual costs at the end: the amount of time spent and the cost of that time, or one or the other.

Supervisors, project managers, and clients want to control time by project and individual tasks. Time control eliminates mistakes that can cost money, reputation, and the bottom line.

Tool № 2 - Gantt Chart.

Another visual control tool. The Gantt Chart displays projects, tasks and subtasks. On the Chart, you can change the deadline on a task, for example, without going to edit it.

The Gantt Chart is a roadmap of the project, which tracks the links between tasks, critical points, start and completion dates of the task.

Control of task execution with the help of Gantt Chart is based on visual color indication of deadlines, creation of links between tasks. For example: if the deadline for a task is delayed, it will be displayed on the Gantt Chart with a colored indicator.

Understanding when exactly one or another team member goes on vacation will allow you to adjust the workflow so that the work on the project does not stop. For example, you can delegate responsibility for the task of a temporarily absent employee to another team member.

Tool №3 - Reports.

In the project management system you can generate and upload reports for any period and according to the parameters you need. That is, now reporting will not be closed at the end of the month, where approximate data is taken as a basis. The unloaded report for a day, week, month, year or any manually selected period will display accurate information on project tasks.

Project Execution - This management involves the alignment of human, time and other resources to realize what is intended and achieve the intended result. In the course of project implementation, the manager not only organizes and integrates efforts, but also conducts analysis, identifying discrepancies between actual performance and planned indicators.When necessary, the project manager initiates change requests, makes forecasts on the timing and budget of the project. Proper monitoring should address all parameters and be conducted at the frequency specified in the baseline plan.

Project implementation control and monitoring is a continuous process of observing, regulating and analyzing the project progress to help achieve the set objectives within the planned timeframe. If a discrepancy is identified between the current status of project activities and what is indicated in the plan, an analysis is carried out to find out the cause of the deviation and to take corrective action. This usually entails changes to, for example, project deliverables, project content, project documentation or the project management plan.

Initiation is the most important stage of a project, characterized by the passing of certain milestones for its successful launch. This includes: developing a project concept, reviewing and approving it, clearly defining project objectives and goals, creating a charter, identifying project team members and all stakeholders, and deciding how to resource the first phase of the project. The result of project initiation is the authorization and approval of the start of the project or a new phase of its life cycle.

Project milestones are a set of specific milestones that are defined at the project planning stage and for which a schedule is created and visualized (results are linked to their due dates). The description of milestones contains information about the timing of the planned tasks and what will be the result of their fulfillment. When the milestones are reached, the actual performance (at the time the milestone is reached) is compared with the planned performance.

The project life cycle includes three phases of control activities: start-up, ongoing and final. The initial control phase takes place before the activity is launched and is intended to ensure that all resources meet the specified criteria and framework.

Project control is the systematic processing of information to detect and analyze discrepancies between expected and actual values. The purpose of control is to monitor progress, identify deviations from project objectives, predict the consequences of these deviations and justify the need for corrective action.

Intermediate audits should be performed directly during project implementation and should compare the results obtained with certain standards of quality, time, cost and resources. Final audits should be carried out at the end of the project and should be aimed at a comprehensive assessment of its implementation. Project success criteria - a set of qualitative and/or quantitative indicators formulated at the planning stage of the project to judge the degree of success of the project. They should be clearly identified, evaluated and thought through. Project success indicators are: its quality, meeting or exceeding the expectations of the customer, completion of the project in accordance with the established deadlines and allocated budget.

Thus, project quality control involves monitoring the achieved results for compliance with the specified criteria and eliminating sources of current and potential deviations.

In other words, quality control is the observation of intermediate outcomes of work to assess their compliance with established norms and the development of corrective actions. It should be an integral part of every stage of the project. Statistical methods and probabilistic calculations are used to quantify quality control.

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