Project Management for Government Offices

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Project Management for Government Offices

Project Management for Government Offices
  31 December, 2020   Dr. Preeti Adhav

Government services represent public duties which state the importance of process in a government office. For proper functioning of the process in the public sector project management becomes very important. In the public sector, various factors like budgeting, deadlines, and resource utilization related to projects are strictly monitored. The discipline process is required in a government office for public servants to serve with quality services to citizens on a timely basis within affordable funds. So project management for government employees is essential. Project management in government agencies also proves beneficial whether agencies are permanent or semi-permanent organizations. Moreover, there are also cases where multiple government departments have to work together on the same page and also making management necessary. During the time of inspection in the government office employees need to explain the process and show proper reports as per management done in a proper way. So like all other private sectors project management for government office is essential.

As Management being art there are various models of project management used according to requirements as follows-

1. Waterfall Project Management-

It is one of the eldest and traditional models of project management. Even though it is an old model still used by many development teams due to its simplicity. The logic of the model is dependency of each step on its prior step. This model is used in the department of defense (DOD), military, and aircraft programs.

2. Agile Project Management-

Agile has an iterative approach and it continues throughout the project's life cycle. Mostly agile is used in Software projects of public sectors to get the benefit of iterations throughout the project. An agile method breaks the tasks into smaller iterations and provides output in terms of the fragments. Government digital services are provided with help of agile project management.

3. Scrum Project Management-

Scrum project management is a type of agile model in which the team is involved in scrum meetings by the scrum leader. The agenda is to solve all the difficulties of working team with help of discussion. In scrum sprint sheet is been generated and tasks are completed according to that sheet till the project is been delivered.

4. Kanban Project Management-

Kanban is one of the most popular frameworks implemented using real-time communication. It also requires work transparency. Visualization of a task is done on the kanban board. The main agenda of this model is timeless and applicable to multiple types of business cases in the public sector. Any team member can check the status of the task on virtual boards.

5. Lean Project Management-

The main focus of lean project management is to output high-quality productivity with less waste with respect to project context. Even it also reduces waste due to uneven workloads. This model works under the impression with respect to client requirements who consumes product or service paying for it.

6. Six Sigma Project Management-

This is a method that provides organizational tools to improve the business process. It leads to high performance leading to good quality products or services. This model also supports the DMAIC approach to solve problems as define, measure, analyze, improve, execute, and control.

7. PRINCE2 Project Management-

Prince2 focus on managing and controlling project from start to end on following principles-

a. Project justification

b. Learning from past

c. Defined roles and responsibilities

d. Work according to stages

e. Control budget

f. Manage deadlines

g. Plan according to scope

All the above models are used as per requirements. The Project Manager assigned for the government project plays a key role to understand the scope of the project and implement the models as per the situation. There can be several situations where uncertain changes may demand change for a model as policies in the public sector may change. In this case, management always has to adapt the process as per changes. Sometimes the combination of project management models can also be used for complex government projects. Each of all project management models has its own benefits and certain shortcomings. As a result, a well-skilled project manager has to decide the implementation of models as per the professional experience of past projects with respect to current requirements. The main agenda of the project management model is to provide quality services with respect to resource utilization, budget, and time in the public sector.

Seeing the old process in government office new technology needs to be upgraded in upcoming projects. So project management also involves automation with respect to information technology. The project manager is required to have overall knowledge to manage the project phase as follows-

1. Project Initiation-

This is one of the major stages as the scope of the whole project is discussed by the project manager along with the team and stakeholders. Analysis of requirements are been done. A project manager also checks the needs of the client and the feasibility of a project. Also, the budget of the project is aimed to meet the estimated cost price. Any queries related to the scope of projects are discussed and solved.

2. Project Planning-

After completion of the initiation phase planning is done for the project. The project manager creates a plan with respect to resource utilization, proper deadlines, and to provide quality products or services. Planning is done in a way that the project's estimated price meets or bit reduced to lesser than a fixed budget price of the project. Considering the risk of uncertain changes the project manager creates multiple business cases.

3. Project Execution-

The actual work starts in this phase. The project manager follows the deadline as planned in the activity chart. A manager also schedules weekly meetings (scrums) to share the status of projects with the leads of the respective team. The planning is actually executed into tasks to complete the project.

4. Project Monitoring-

There are some possibilities where uncertain changes can occur so the project activities are required to be monitored and controlled. Monitoring of project is required till it is completed.

5. Project Closure-

After a quality product or service is delivered by the project then it is marked as a successful leading project closure. Whether a project is successful or gets fails some learning is taken as a conclusion. As no project is complete meeting all requirements future enhancement is written to fulfill the remaining needs in the next version. Documentation of the project is done by the project manager.

The motive of this article is to conclude the requirement of project management in a government office or public sector. If proper management is not done for the project then there are maximum chances of project failure and waste of money, time, and resources. So at most project manager is required to be well skilled in project management. As a result, Monks Learning Lab is offering the best course for PMP training to develop the best management professionals for industries. Monks Learning Lab is well equipped with real industry experts providing their experience along with training to develop skills in candidates. So this is the best opportunity for the students who desire to be management professionals in upcoming future opportunities.