EXECUTIVE SUMMARY (ABSTRACT) Managing all the documents in VINLEC is challenging. An efficient information/document management system is a primary mechanism that any utility company should have to increase its productivity. Documents can easily be retrieved and shared with employees in the workplace while protecting confidential information and can easily be backed up and stored for disaster recovery. The company in study, VINLEC, is the sole state-owned electricity company in St. Vincent and the Grenadines (SVG) which serves about 42,000 customers and provides electricity to 98% of the populace.
VINLEC is known in St. Vincent and the Grenadines as a large company having 312 employees with offices spread across nine locations and eight departments. Implementing an Electronic Document Management System (EDMS), as a result of this project, has the potential to enhance the information management in the dayto-day activities of the company, without radical changes to current activities.
Currently, the company does not have a proper Project Management Plan in place to implement such a system. Although VINLEC has had experienced in projects, the company recognizes the need to apply formal project management practices to successfully implement the project. Additionally, it is vital for the company to engage in Project Management and plan to implement strategies, utilizing appropriate tools and techniques of Project Management to achieve more efficient and effective services.
Lack of Project Management planning can lead to unorganized implementation. Nevertheless, the purpose for developing the Project Management Plan in the company is to be able to get the company to adapt a project management philosophy and understand its tremendous, attainable benefits and profits. The culture of the company has to have the appropriate mindset of engaging in and developing proper management processes, tools and techniques to be used in any future project as a template.
The general objective of this Final Graduation Project (FGP) was to create a project management plan to implement an Electronic Document Management System (EDMS) within VINLEC. The specific objectives were 1. to create a Project Scope Management structure to ensure that all required work is covered to successfully complete the project, 2. to create a Project Time Management structure to ensure that the project is timely managed and completed within the time constraints, 3. to create a Project Cost Management structure with all defined processes to ensure that the project can be completed within the approved budget, 4. to develop a Project Quality Management structure to determine quality policies, objectives and responsibilities so that the project will meet expected needs and standards, 5. to create a Project Human Resource Management structure to ensure that the processes involved that organize, manage, and lead the project staff are included in the project, 6. to create a Project CommunicationsManagement structure to collect, store, organize and distribute project information to all stakeholders of the project, 7. to create a Project Risk Management structure to identify and control risks to ensure the successful completion of the project, 8. to construct a Project Procurement Management structure to ensure products and services are efficiently acquired for project success, 9. to develop a Project Stakeholder Management structure to analyze the people, groups or organizations that could impact or be impacted by the project and to develop required strategies for effectively engaging them in decisions throughout the project lifecycle.
The methodology used for this research was analytical and observational. Interviews were held with members of the project team and were used in data collection and the data was analyzed for the development of a methodological solution through in-depth analysis and identification of appropriate strategies, tools and techniques. Other information sources included reference books, literature reviews and articles. However, the main source of information was gathered from A Guide to the Project Management Body of Knowledge (PMBOK Guide) which was used to develop the Project Management Plan for the EDMS project.
The available information was applied in sequence to the input, tools & techniques and the outputs of the applicable project management processes. The main objective was achieved with the creation of the project management plan for the implementation of an electronic document management system.
In conclusion, having a project management plan and a Project Manager or person with a background in PMI standards to properly execute the project significantly increases the chances of project success. This is especially true if all project management plans (Scope, time, cost, quality, human resources, communication, risk, procurement, and stakeholder) are documented and are carried out as detailed and followed up by taking necessary action when required. It is recommended that the company under study train its staff members in project management to facilitate the application of suggested techniques and tools for more effective project planning. Further recommendations included maintaining control and follow-up of staff workloads to enable project culmination within the required time frame and greater participation of staff through more effective communication about improving the quality of planned tasks. The final recommendation included the retention of documentation of finished projects and lessons learnt for future project improvement.
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http://www.uci.ac.cr/Biblioteca/Tesis/PFGMAP1942.pdf
Resumenes Ejecutivos de las nuevas tesis desarrolladas para el programa de Maestría en Administración de Proyectos en la Universidad para la Cooperación Internacional. La cual contempla todos los estandares del PMI.
