Exploring the effectiveness of the project management system: a case study of the Kwazulu-Natal Department of Public Works.

Abstract

Project Management has been widely used in different geographical regions and across different cultures using different methodologies as well as different processes. The KwaZulu Natal Department of Public Works has a challenge of completing projects on time due to funding delays, community interference and unrests, sometimes leading to halting of projects, budget problems, scope creep, and late payments of contractors by client departments, and projects that started late and can’t meet the deadline. The study aimed to examine the effectiveness of the project management system used in the implementation of projects within the KwaZulu Natal Department of Public Works by looking at the tools and techniques used. The PMBOK was used as a theoretical framework to support this study. The study was conducted through qualitative research methodology and was exploratory in nature. Purposive sampling was used to select the 26 participants. The findings showed that the Department uses Gantt charts, progress meetings, WIMS, IPDMS, IPAC, IPIP, and SOPS. The findings further revealed that some of these tools are not effective as project team members don’t know how to use them, some aren’t aware of them and sometimes there aren’t enough licences to use the Gantt charts leading to no monitoring of project milestones. Furthermore, the Department also takes long in implementing current frameworks causing challenges during project implementation as current tools and guidelines set for project tasks are not implemented for improvement, there is not enough information on WIMS limiting IPDMS, and the manual IPIP makes it difficult to monitor project budget. There is no PMO for IS projects. Weekly progress meetings monitor progress of all projects. The manual IPIP makes it difficult to manage new project changes made and this indicates how important project planning is and how project expenses must be managed in accordance to the Project Cost Management knowledge within PMBOK. The overall analysis of the information shows that the challenges faced consequently affect the project timelines, budget, and the project scope changes. Compliance risk is analysed for mitigation which advocates for progress on policies that control and restrict the usage of land. It is recommended that training and development is provided for all project team members and that the Department formulates the IS PMO for ease of project implementation and monitoring of milestones and that frameworks must be implemented on time for effective project management of projects.