This process allows the program manager to examine the performance of the project managers in executing the project according to the project plan. Effectively reviewing the project manager’s performance can enhance their contributions to achieving the program goals. This review process plays a fundamental role in the “Program Management Professional (PgMP)” examination, which certifies program managers for managing complex, multi-project programs.
Understanding Project Manager’s Role in program management
Project managers are key roles in any program. They are responsible for the planning, execution, and closure of projects under the program. They need to work closely with the program manager, the project team and stakeholders on specific project deliverables, while ensuring alignment with the overall program goals.
Reviewing their performance effectively is, therefore, crucial to the success of the program. The review process can identify strengths, areas of improvement, and training needs, which can further enhance their contribution to meeting program goals.
Approaches to Reviewing Project Managers’ Performance
1. Milestone Reviews:
One of the most effective ways to evaluate a project manager’s performance is through milestone reviews. These reviews are done at critical points in the project timeline to assess whether the project is on schedule and if the project goals are being met. These reviews can also identify and address potential issues early before they impact the rest of the program.
For example, during the milestone review, if a project manager under a software development program is consistently missing software release deadlines, this could indicate a problem either with planning or execution. The program manager can then delve deeper into the issue and identify the exact cause, which could be anything from unrealistic deadlines to inefficient processes, and provide solutions accordingly.
2. Performance Dashboards:
Performance dashboards provide a visual representation of project data and key performance indicators (KPIs). These can help to reveal patterns and trends in the project manager’s performance and how it impacts the overall program.
| Performance Indicator | Weightage | Program A Score | Program B Score |
|---|---|---|---|
| On time delivery | 35% | 90% | 80% |
| Budget Adherence | 30% | 95% | 85% |
| Quality of Deliverables | 20% | 85% | 75% |
| Stakeholder Satisfaction | 15% | 90% | 70% |
*Performance Score Calculation: total score = (performance indicator * weightage) / 100
Hence, by making use of performance dashboards, program managers can identify areas of concern, investigate causes and implement solutions.
3. 360-Degree Feedback:
This feedback method takes into account perspectives from the project team, stakeholders and even the project manager themselves. Since project management success requires successful interaction with everyone involved, getting a rounded perspective can give a more accurate measure of their competency.
Benefits of Regularly Reviewing Performance
Effective performance reviews can provide program managers with the insights they need to take corrective actions, steer projects back on track and meet program goals. Regular performance reviews can also:
- Identify areas of improvement and training needs
- Facilitate better communication and understanding between program managers and project managers
- Enhance project manager competency and confidence, thereby increasing their contribution to program success
- Improve decision making by providing data and insights.
In conclusion, reviewing the performance of project managers in executing the project, according to the project plan, can maximize their contribution to achieving program goals. By incorporating milestone reviews, performance dashboards and 360-degree feedback, program managers can cultivate a more productive and efficient team that delivers better project outcomes. They can then use these insights to improve processes, decision-making and overall performance, thereby contributing to successful program management. This knowledge is essential for the Program Management Professional (PgMP) exam.
Practice Test
True or false: Reviewing project managers’ performance in executing the project in accordance with the project plan is an unnecessary task.
Answer: False
Explanation: This task is crucial in managing program performance as it helps in assessing how well the project manager is sticking to the project plan and contributing towards program goals.
What could be the consequences of not regularly reviewing project manager’s performance in executing the project plan?
- A. Project delays
- B. Poor adherence to program goals
- C. Overspending on the project
- D. All of the above
Answer: D. All of the above
Explanation: All these are potential consequences since keeping track of project manager’s performance is crucial in ensuring project is on time, within budget and adhering to program goals.
Project managers who consistently fail to adhere to the project plan are usually:
- A. Less experienced
- B. Unsuccessful in achieving program goals
- C. More successful in achieving program goals
- D. Both A and B
Answer: D. Both A and B
Explanation: Less experienced project managers might struggle to adhere to the project plan, and failing to adhere to the plan often leads to challenges in achieving program goals.
True or false: The main goal of reviewing a project manager’s performance is to find faults.
Answer: False
Explanation: The main goal is to identify areas for improvement and provide feedback, thereby optimizing the contribution towards program goals.
Which is not a method to review project manager’s performance?
- A. Peer review
- B. Self-assessment
- C. Customer survey
- D. Guesswork
Answer: D. Guesswork
Explanation: Guesswork is not a valid or reliable method for reviewing performance. Objective methods should be used instead.
Which of the following is not a benefit of reviewing project managers’ performance?
- A. Improved productivity
- B. Lower program costs
- C. Fewer project risks
- D. Guaranteed project success
Answer: D. Guaranteed project success
Explanation: While performance reviews can improve many aspects of program management, they cannot guarantee project success.
True or false: Reviewing project managers’ performance is a one-time exercise.
Answer: False
Explanation: Performance should be reviewed periodically to identify trends, monitor progress and make necessary adjustments.
The review of a project manager’s performance should be:
- A. Objective
- B. Biased
- C. Based on favoritism
- D. Irrelevant
Answer: A. Objective
Explanation: Reviews should be based on measurable criteria to ensure fairness and accuracy.
The performance review of project managers usually includes:
- A. Adherence to project plan
- B. Contribution to program goals
- C. Quality of team management
- D. All of the above
Answer: D. All of the above
Explanation: The review process usually involves evaluating multiple factors in order to get a comprehensive understanding of project manager’s performance.
True or false: Continuous feedback is an important part of the performance review process.
Answer: True
Explanation: Regular feedback allows project managers to be aware of their performance and areas of improvement on a continuous basis, so they can keep working towards achieving program goals efficiently.
Interview Questions
What is the primary responsibility of project managers in relation to the project plan?
Project managers are primarily responsible for executing the project in accordance with the project plan. They ensure all project activities are aligned with the planned objectives, timeline, and budget.
How can a project manager maximize their contribution to achieving program goals?
By diligently executing the project as per the plan, managing risks, resolving issues, leading the team efficiently, ensuring project deliverables meet the quality standards, and driving the project towards its intended outcomes.
What mechanisms can be used to review a project manager’s performance in executing the project?
Performance can be reviewed using various mechanisms such as project audits, status reports, stakeholder feedback, and performance metrics like schedule variance and cost variance.
Can a project manager modify the project plan on their own?
A project manager cannot modify the project plan on their own; any changes should be made based on controlled procedures and approved through the project’s change control board.
When should a project manager’s performance be reviewed?
Ideally, a project manager’s performance should be reviewed periodically throughout the project lifecycle and at the end of the project. Regular reviews ensure that any issues are addressed in a timely manner.
Why is it important for a project manager to have excellent leadership and communication skills?
Leadership and communication are necessary for managing teams, resolving conflicts, making decisions, and ensuring crucial information is effectively disseminated to all stakeholders.
How do risk management strategies contribute to the execution of the project plan?
A well-defined risk management strategy allows project managers to anticipate potential problems that could derail the project plan, and prepare corresponding action plans to mitigate their impact.
How can a project manager’s contribution to achieving program goals be measured?
It can be measured using key performance indicators (KPIs), like project completion within budget and deadline, achievement of project objectives, stakeholder satisfaction, and the project’s contribution towards strategic program goals.
How does a project manager’s performance affect the overall success of a program?
A project manager’s performance directly affects the program’s success as their effective management ensures all interrelated projects are completed on time, within budget, meet intended objectives, and the program goals are accomplished.
What could happen if project managers do not follow the project plan?
If project managers do not adhere to the project plan, it can lead to project delays, cost overruns, resources inefficiencies, lower quality deliverables, unsatisfied stakeholders, and could even risk the achievement of the program’s strategic objectives.
What is a project manager’s role in managing project stakeholders?
Project managers are responsible for identifying stakeholders, understanding their expectations, communicating with them effectively, managing their concerns, and ensuring they are engaged and satisfied throughout the project.
What is the relationship between project management and program management?
Project management focuses on managing individual projects effectively, while program management ensures the coordinated management of several related projects to achieve strategic and beneficial goals.
Why is it important for project managers to understand the strategic value of the project within the larger program?
By understanding the strategic value, project managers can align their decisions and actions towards achieving the broader program goals and can better communicate this value to the project team and stakeholders.
What are the main components of a project plan that a project manager should be concerned with?
The main components may include project objectives, scope, schedule, budget, quality standards, risk management plan, stakeholder management plan, communication plan, and change management plan.
What role does a project charter play in guiding a project manager’s performance?
A project charter serves as a reference document for the project manager. It outlines the project’s objectives, stakeholders, main risks, and high-level schedule and budget. It serves to guide the project manager in leading the project to its intended outcomes.
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