Project Administration

Chapter-4

Project Administration

• Project Administration is the process which involves different kinds of activities of managing different kinds of resources for different kinds of project.

Why Project Administration?

• To define Policies and Procedures.

• To complete project on time and also maintains trade offs.

General Responsibility (Project Authority)

1. Asset Management2. Determine Functional Requirements.3. Contribution in Cost-effectiveness of function.4. Maintain Policies, standards, and models. Regular update and

communication are required.5. Investment criteria. Investment decisions (even those not to

take action)must be based on needs, cost-effectiveness, and consistency with standards and models.

6. Training and Support.7. Accuracy. Administrative data must be accurate and collected

in atimely way.

8. Security and confidentiality. Administrative data must be safe from harmand, when confidential, accessible only to those with a "need to know."

9. Ease of access. Administrative data must be easy to access for all groups of authorized users regardless of their level of technical expertise.

10. Multiple uses. Must plan for multiple uses of administrative data, including operations, management decision making, planning, and adhoc reporting.

11. Purposeful collection. A given set of data should be collected once, from the source, and only if there is a need for the data.

12. Common base of data. A common base of data must be created to facilitate sharing, control redundancy, and satisfy retention requirements.

13. Documentation. Detailed information about administrative data mustbe created, maintained, and made available.

14. Ease of use. Applications must be easy to use for both novice andexpert users. Interfaces should be similar enough to present a reasonably consistent "look and feel."

15. Adaptability. Applications must be easily adaptable to changingadministrative and technical requirements.

16. Data sharing. Applications must use a common base of well-definedUniversity data and reference a common repository.17. Ensuring data quality. Applications must help ensure valid, consistent,and secure data.18. Common communications infrastructure. Organizational functions andadministrative systems must share common data, voice, and videocommunications infrastructures.19. Connections within the Organization. The communicationsinfrastructure must be standardized to allow reliable, easy interactionamong individuals, work groups, departments, and work locations.20. Connections outside the Organization. The communicationsinfrastructure must comply with national and international standards thatallow reliable, easy interaction with those communities.22. Emerging technologies. Must devote appropriate, coordinated effort toevaluating and piloting emerging technologies.

Project Control

• Control is the last element in the implementation cycle of planning.

• Information is collected about system performance & is compared with desire or planned result (level) and action is taken if actual and desired performance differs.

• Control is required for filling gap between plan and reality.

• There are few things which requires attention– Performance – Cost– Time

Performance

• If there is any unexpected technical problem.

• If there is quality, reliability problem.

• Insufficient resources are available when needed.

• If client requires changes in specification

• Interventional complication arises.

Cost

• Budgeting is inadequate

• If estimates are too low.

• Reporting is poor.

• If technical difficulty needs more resources.

• If scope of work increases.

Time

• If task sequencing is incorrect.

• If tech difficulty takes more time then planned.

• If govt or regulatory body alters the rule

• If change in requirement or specification