This involves managing various aspects such as human resource management, financial management, technology, and scheduling. The Program Management Professional (PgMP) exam assesses the ability of a candidate to handle such issues by identifying and selecting a course of action consistent with the program’s scope.
1. Human Resource Management
One common issue at program level is managing the human resources involved. The program manager is responsible for assembling the right staff, providing them with appropriate training, resolving conflicts, and overseeing their performance. Decisions related to resource allocation, personnel outsourcing and internal team development fall within this category.
For example, if a key team member leaves during the critical phase of a project within the program, it is the program manager’s responsibility to solve the issue in a way that minimizes impact on the overall program. Options might include temporary reassignments from other projects, accelerating new hires, or leveraging outsourcing arrangements, with each choice evaluated for impact and fit within the program’s overarching strategy.
2. Financial Management
Another example of a program level issue is managing the financial resources effectively. This includes budget allocation, cost estimation, tracking expenditures, and managing financial risks.
Consider, for instance, if unexpected costs arise during the course of a program. A program manager needs to make the decision about where these funds will come from, either by realigning the budget, cutting costs elsewhere, or seeking additional funding.
3. Technological Issues
Technology plays a pivotal role in the execution of any program. Technological issues at program level can range from software or hardware malfunctions, outdated technology, cybersecurity threats, or the need to incorporate new technology.
Let’s take a situation where a software that a project in your program is based on, has become outdated. As a program manager, you need to decide whether to update the software, switch to a new platform or make some other change. Each option should be carefully evaluated in terms of cost, time required, risk, and alignment with the program’s goals.
4. Scheduling
Last, but not the least, is the challenge of scheduling. This involves not only planning for how long each task will take, but also coordinating different projects within the program, managing dependencies between tasks, and adjusting the schedule based on changes or delays.
For instance, if there is a delay in a task which is a critical path for multiple projects, the program manager will need to decide whether to accelerate other tasks, adjust the deadlines, or make any other changes that allow the overall program objectives to be met on time.
| Issue Area | Key Responsibility | Example of Response |
|---|---|---|
| HR | Staff management | Reassign resources, accelerate new hires or leverage outsourcing arrangements. |
| Finance | Budget control | Realign budget, or seek additional funding. |
| Technology | Tech management | Evaluate options and decide whether to update the software, switch to a new platform or make some other change. |
| Scheduling | Time management | Decide whether to accelerate other tasks, adjust the deadlines, or make any other changes. |
In conclusion, a competent program manager is able to identify and manage these potential issues within a program scope by considering all available options and selecting the best course of action that aligns with the program’s goals and enhances its chances of success. The PgMP exam evaluates this critical competence.
Practice Test
True or False: In program management, human resource management refers to the process of recruiting, allocating, and managing team members working in the program.
Answer: True
Explanation: In program management, human resource management indeed encompasses the process of recruiting, allocating, and managing team members working in the program. It ensures that the program has the necessary human resources to achieve its objectives.
Which of these do not fall under the purview of program level issues management?
- A. Financial Management
- B. Conflict Resolution
- C. Social Media Strategy
- D. Scheduling
Answer: C. Social Media Strategy
Explanation: While financial management, conflict resolution, and scheduling are all critical components of program management, social media strategy doesn’t typically fall under ‘program level issues management.’
True or False: Allocating tasks to team members does not come under the scope of human resource management at the program level.
Answer: False
Explanation: Allocating tasks to team members is a key function of human resource management. It ensures the right people are working on the right tasks consistent with the program’s objectives.
The ability to identify and select a course of action is most closely related to which of the following managerial skills?
- A. Technical skills
- B. Conceptual skills
- C. Interpersonal skills
- D. Organizational skills
Answer: B. Conceptual skills
Explanation: Conceptual skills involve the ability to understand a situation and make decisions that further the organization’s objectives. These skills would be fundamental when identifying and selecting a course of action.
In program management, scheduling refers to:
- A. Setting deadlines for project completion
- B. Determining the sequence of tasks
- C. Coordinating resources
- D. All of the above
Answer: D. All of the above
Explanation: Scheduling includes all activities related to setting deadlines, sequencing tasks, and coordinating resources to ensure the successful completion of the program’s objectives.
True or False: Technology management at the program level involves understanding the impact of technology on the program and ensuring that technology is used effectively.
Answer: True
Explanation: Technology management at the program level does involve understanding the impact of technology on the program and ensuring its effective use to meet the program’s objectives.
Select all that apply. A well-managed program should:
- A. Follow a clearly defined scope
- B. Have a clear plan for human resource management
- C. Ignore financial constraints
- D. Have a structured schedule in place
Answer: A. Follow a clearly defined scope, B. Have a clear plan for human resource management, D. Have a structured schedule in place
Explanation: A well-managed program should always adhere to a clearly defined scope, have carefully planned human resources, and maintain a structured schedule. Ignoring financial constraints can lead to overspending and failure of the program.
Which of the following is not a part of financial management at the program level?
- A. Budget preparation
- B. Expense tracking
- C. Profitability analysis
- D. Setting product prices
Answer: D. Setting product prices
Explanation: While budget preparation, expense tracking, and profitability analysis are crucial aspects of financial management at the program level, setting product prices often falls under product management.
True or False: A program manager should always choose the course of action with the lowest cost.
Answer: False
Explanation: A program manager should consider various factors while choosing a course of action, including potential risks, resource availability, and alignment with program objectives. Cost is an important consideration, but not the only one.
What is the purpose of identifying a course of action in managing program level issues?
- A. To identify problems
- B. To execute tasks
- C. To set a strategy for addressing the issue
- D. To increase profits
Answer: C. To set a strategy for addressing the issue
Explanation: The purpose of identifying a course of action is to develop a strategic approach for addressing program-level issues.
Interview Questions
What is the main strategy for managing program level issues?
The main strategy for managing program level issues is by identifying the issue, examining and choosing a course of action consistent with the program scope, and then executing that action.
What is the fundamental aspect of human resource management at program level?
The fundamental aspect of human resource management at program level is to ensure that the program has sufficient skilled personnel to achieve its objectives.
What role does financial management play in managing program level issues?
Financial management is crucial in managing program level issues, as it allows for budget control and effective cost prediction and allocation, enabling the organization to make informed decisions.
How can technology issues be managed at the program level?
Technology issues at the program level can be managed by having a proper IT governance framework in place, which includes processes for issue identification, risk assessment, decision making, and implementation of solutions maintaining program scope.
How does effective scheduling help in managing program level issues?
Effective scheduling helps in identifying potential conflicts or overlapping in tasks, enabling managers to proactively address these issues before they become significant problems.
Can program scope be modified to handle program level issues?
Ideally, the program scope should guide the course of action for managing program level issues and it should not be routinely modified. However, if necessary, any scope modifications should follow the formal scope change control process.
What are the key elements of an effective program issue management process?
The key elements of an effective program issue management process include issue identification, impact analysis, prioritizing issues, developing action plans, tracking resolutions, and communicating the status of issues to stakeholders.
How does knowledge management contribute to manage program level issues?
Knowledge management contributes by capturing, storing, and disseminating knowledge learned from resolved issues. It aids in avoiding repetition of similar issues, saving time and resources.
What role does communication play in managing program level issues?
Communication ensures all stakeholders are aware of the issues, the potential impact, and the chosen resolution strategy. It fosters collaboration, encourages proactive problem solving, and maintains transparency.
How does risk management relate to issue management at the program level?
Risk management involves proactively identifying and mitigating potential problems before they become issues. If a risk materializes into an issue, the program management team should manage it through the issue management process.
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