Project Management

Unit-04
Introduction to Subsystems of Project
Management

Semester-03
Master of Business Administration 1
 UNIT

Introduction to Subsystems of
Project Management

Names of Sub-Unit

The Subsystems Approach, Subsystems Defined, how the Subsystems Approach helps in
Project Management. Networks in Project Management. Project Initiation.

Overview

In this Unit you will Understand the Subsystems Approach, Subsystems Defined, how the
Subsystems Approach helps in Project Management. Networks in Project Management.
Project Initiation.

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 Learning Objectives

In this unit, you will learn to:

 Understand the fundamental principles and functions of project management
subsystems.
 Identify key subsystems within project management and their specific roles in
project success.
 Apply knowledge of project management subsystems to analyze and optimize
project workflows.
 Evaluate the interdependencies among various project management subsystems
for efficient project execution.
 Demonstrate the ability to integrate and adapt subsystems in project
management practices for improved project outcomes.

Learning Outcomes

At the end of the unit you would

 Gain a foundational understanding of the diverse subsystems comprising project

management methodologies.

 Comprehend the roles and significance of distinct project management

subsystems in successful project execution.

 Apply theoretical knowledge to identify, analyze, and differentiate between various

project management subsystems.

 Assess and recognize the interconnectedness of different project management

subsystems for enhanced project coordination.

 Demonstrate the ability to integrate and employ project management subsystems

effectively in practical project scenarios for optimized outcomes

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 Unit Pre-requisites

This Unit Requires a Prior Knowledge of Project Management

Pre-Unit Preparatory Material

 Introduction to Project Management Subsystems -

www.projectmanager.com/blog/introduction-to-project-management-
subsystems
 Exploring Project Management Subsystems - www.wrike.com/blog/exploring-
project-management-subsystems
 Understanding the Basics of Project Management Subsystems -
www.projecttimes.com/articles/understanding-the-basics-of-project-
management-subsystems.html
 Project Management Institute: Subsystems Overview -
www.pmi.org/learning/library/overview-project-management-subsystems-11089
 Mastering Project Management Subsystems -
www.mindtools.com/pages/article/newPPM_45.htm

Table of Topics

4.1 Introduction to Subsystems of Project Management

4.2 The Subsystems Approach
4.3 Subsystems Defined
4.4 Subsystems Approach helps in Project Management
4.5 Networks in Project Management and Project Initiation.
4.6 insights about the subsystems of project management and their interrelationship

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 4.7 Fundamentals of Project Management Subsystems
4.8 Application and Integration of Project Management

4 .1 Introduction to Subsystems of Project Management

The introduction to subsystems of project management provides a foundational

understanding of the various interconnected components that contribute to the successful
execution of projects. This introductory concept explores the diverse subsystems or
elements within the broader field of project management, highlighting their roles,
interactions, and significance in achieving project objectives.

It involves familiarizing oneself with the fundamental subsystems such as scope

management, time management, cost management, quality management, risk
management, communication management, and integration management. Understanding
these subsystems involves grasping their specific functions, processes, tools, and
methodologies.

Moreover, the introduction to project management subsystems often emphasizes the

interdependencies among these subsystems. It underscores how changes or actions in one
area might impact others and the overall project outcome. This interconnectedness
highlights the need for holistic planning, coordination, and management to ensure
successful project delivery.

Students or practitioners are typically introduced to concepts such as work breakdown

structure, scheduling, resource allocation, risk assessment, and communication planning
within these subsystems. This knowledge equips individuals with the foundational
understanding needed to navigate and apply these principles effectively in real-world
project scenarios, aiming to optimize project performance and outcomes.

4.2 The Subsystems Approach

The subsystems approach is a methodological perspective that examines complex systems

by breaking them down into smaller, interconnected components or subsystems. It's a way
to understand the functioning and interactions within a larger system by studying its
constituent parts and their relationships.

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 In the context of project management, the subsystems approach involves viewing a project
as a system comprising various interrelated components, each with its own functions and
interactions. These subsystems could include elements like scope management, time
management, cost management, quality management, risk management, and more.
The approach recognizes that these subsystems are interconnected, meaning changes or
activities within one subsystem can affect others and, consequently, the overall project. For
instance, a change in project scope might impact timelines, costs, and resource allocation.
By understanding these interdependencies, project managers can better anticipate and
manage potential impacts across the entire project.
Moreover, the subsystems approach encourages a holistic view of project management.
Instead of focusing solely on isolated parts, it emphasizes the importance of considering the
interactions and relationships between subsystems to ensure efficient project planning,
execution, and control.
This approach enables project managers and teams to analyze and manage a project
systematically, considering the various subsystems and their interfaces, leading to improved
coordination and decision-making throughout the project lifecycle.

4.3 Subsystems Defined

Subsystems are components or parts of a larger system that perform specific functions while
being interconnected within the overall system. They are distinct entities within the larger
system that contribute towards its operation, each with its own specialized role or purpose.
In various fields such as engineering, biology, social sciences, and management, subsystems
exist within complex systems to manage and organize specific tasks or functions. They can
be physical components, processes, or conceptual elements that work together to achieve
the goals of the larger system.
For instance, in a car, subsystems might include the engine, transmission, braking system,
and electrical system, each responsible for a specific function but all necessary for the car to
operate effectively.
In the context of project management, subsystems refer to the various specialized
components or areas (such as scope management, time management, cost management,
risk management, quality management, etc.) that collectively contribute to the successful
execution of a project. Each subsystem handles specific aspects crucial to the project's overall
success and interacts with other subsystems to achieve the desired project outcomes.
Understanding and managing these subsystems effectively is essential in ensuring the
smooth coordination and integration of different project elements, leading to the successful

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 completion of the project.

4.4 Subsystems Approach helps in Project Management

The subsystems approach in project management offers several advantages and benefits in
effectively planning, executing, and controlling complex projects:
1. Holistic Perspective: It encourages a holistic view of the project by breaking it down
into manageable subsystems. This allows for a comprehensive understanding of the
project's various components, interactions, and interdependencies.
2. Improved Analysis: By breaking the project into smaller, more manageable parts,
project managers can better analyze and understand the intricacies of each subsystem.
This detailed analysis aids in identifying potential risks, challenges, and opportunities
within each component.
3. Interconnectedness Recognition: Understanding the interconnections between
different subsystems allows project managers to anticipate how changes in one area
might impact others. This awareness helps in making informed decisions and managing
potential ripple effects on the project as a whole.
4. Enhanced Coordination: The subsystems approach facilitates better coordination
among different project teams and departments. It ensures that each group
responsible for a particular subsystem is aware of its role and contribution to the overall
project, leading to improved collaboration and efficiency.
5. Efficient Problem Solving: When issues or challenges arise, having a subsystems
approach in place enables quicker identification of the affected area and its potential
impact on other parts. This streamlined problem-solving approach aids in resolving
issues promptly and effectively.
6. Resource Optimization: It helps in better resource allocation and management by
understanding the specific needs and demands of each subsystem. This ensures
resources are allocated optimally across different project components.
7. Improved Decision-Making: With a clearer understanding of each subsystem, project
managers can make better-informed decisions. This approach allows for a more
comprehensive evaluation of the implications of any decision on the entire project.
Hence the subsystems approach in project management provides a structured way to break
down complex projects into manageable components, fostering a comprehensive
understanding of how different parts interact. This understanding is crucial for effective
planning, execution, and control, ultimately leading to the successful delivery of projects.

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4.5 Networks in Project Management and Project Initiation.

In project management, networks play a significant role in project initiation, particularly in

planning and establishing the groundwork for a successful project. One key aspect of project
initiation involves creating networks or relationships that support the project's objectives.
These networks can be internal or external and are vital in various ways:
1. Stakeholder Identification and Engagement: During project initiation, identifying
and engaging with stakeholders is crucial. Building networks with stakeholders—those
individuals or groups who have an interest or influence in the project—ensures their
involvement and commitment from the project's early stages. This facilitates a better
understanding of their needs and expectations, enhancing project planning and
management.
2. Internal Team Networks: Building internal networks among project teams is essential
during project initiation. This involves forming relationships, establishing
communication channels, and defining team roles. Clear communication and
collaboration channels are critical to ensure everyone is aligned with project goals and
objectives.
3. Resource Networks: Initiating a project often involves identifying and securing
necessary resources. Building networks with vendors, suppliers, and other external
resource providers helps in securing the required resources, whether they are materials,
expertise, or additional support.
4. Information and Knowledge Networks: Establishing information and knowledge
networks is crucial during project initiation. This involves creating platforms or systems
for sharing information, lessons learned, best practices, and knowledge relevant to the
project. These networks ensure that valuable information is accessible and utilized
across the project.
5. Risk and Opportunity Networks: During project initiation, it's important to establish
networks for identifying potential risks and opportunities. Engaging with experts,
industry groups, or leveraging past project experiences helps in foreseeing and
addressing potential risks and exploiting opportunities.
6. Feasibility Analysis Networks: Networking with experts and consultants may be
crucial in assessing the project's feasibility. Building connections with those who can
conduct market studies, financial analyses, or technical assessments is crucial in the
initiation phase to ensure the project is viable and well-planned.
Project initiation is a critical phase that sets the tone and direction for the entire project.

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 Building effective networks during this phase helps in laying a strong foundation for the
project, fostering collaboration, information flow, and support essential for successful
project execution and completion.

4.6 insights about the subsystems of project management and their interrelationship

The subsystems of project management represent various interconnected components or

areas crucial to successful project execution. Understanding their interrelationships is
fundamental to effectively managing complex projects. Here are insights into some key
subsystems and their interrelationships:
1. Scope Management and Time Management:
 Interrelationship: Scope defines the work to be done, and time management
schedules when the work will occur. Changes in scope can impact project
timelines, requiring adjustments in the project schedule. Clear scope
management helps in setting realistic timelines.
2. Cost Management and Resource Management:
 Interrelationship: The cost of a project is closely tied to resource allocation.
Efficient resource management ensures cost-effective project execution.
Changes in resource availability or utilization can impact project costs.
3. Quality Management and Risk Management:
 Interrelationship: Managing risks is crucial to maintaining project quality.
Identifying and addressing risks early prevents potential quality issues that
might arise due to unforeseen problems.
4. Communication Management and Integration Management:
 Interrelationship: Effective communication is essential for integrating various
project elements. Integration management coordinates all parts of the project,
requiring robust communication to ensure alignment among teams and
subsystems.
5. Human Resource Management and Stakeholder Management:
 Interrelationship: Managing human resources involves ensuring the right skills
and personnel are available. Stakeholder management involves engaging those
individuals or groups who have an interest in the project, including team
members. Keeping stakeholders informed and involved is crucial for effective
human resource management.
6. Procurement Management and Quality Management:
 Interrelationship: Procurement involves acquiring external resources or

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 services. Quality management is essential to ensure that the procured products
or services meet the project's standards and requirements.
Understanding these interrelationships is vital for project managers to anticipate the impact
of changes in one subsystem on others. For instance, a change in scope might affect time,
cost, and quality. Efficient management of these interrelationships involves careful planning,
communication, and a holistic view of the project to ensure smooth coordination among the
subsystems. Additionally, addressing potential conflicts or changes within one subsystem
often necessitates adjustments in other areas to maintain project alignment and success.

4.7 Fundamentals of Project Management Subsystems

The fundamentals of project management subsystems encompass essential components

that contribute to the successful execution of projects. Here are the key elements:
1. Scope Management: Involves defining and controlling what is and isn’t included in
the project. It sets the boundaries and deliverables, ensuring the project stays on track.
2. Time Management: Focuses on scheduling project activities, sequencing tasks,
estimating durations, and creating timelines to meet project deadlines.
3. Cost Management: Involves budgeting, estimating, and controlling project costs. It
ensures the project is completed within the approved budget.
4. Quality Management: Aims to deliver a project that meets the specified quality
standards. It involves quality planning, assurance, and control throughout the project
lifecycle.
5. Risk Management: Identifies, assesses, and manages potential risks that might affect
the project. It involves risk identification, analysis, response planning, and monitoring.
6. Communication Management: Ensures effective communication among
stakeholders, team members, and relevant parties. It involves planning, distributing,
and managing project information.
7. Human Resource Management: Involves managing the project team, their roles,
responsibilities, and overall team dynamics to ensure project success.
8. Procurement Management: Deals with acquiring goods and services from external
sources. It includes the processes of procurement planning, solicitation, source
selection, contract administration, and contract closure.
9. Integration Management: Coordinates and integrates all project components. It
ensures that the various subsystems work cohesively towards achieving the project’s
objectives.
The fundamentals of these subsystems form the backbone of project management. Each

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 subsystem plays a vital role, and they are interconnected. Changes or developments in one
subsystem can impact others. For instance, a change in project scope might affect time, cost,
and quality. Effective project management involves understanding these subsystems, their
interactions, and managing them cohesively to achieve project objectives.

4.8 Application and Integration of Project Management

The application and integration of project management involve effectively utilizing project
management principles, tools, and practices to achieve project success. Here's a breakdown
of the application and integration aspects:
1. Application of Project Management:
 Methodologies and Tools: Applying various project management
methodologies such as Agile, Waterfall, or hybrid approaches based on the
project's requirements.
 Processes and Practices: Implementing established project management
processes like initiating, planning, executing, monitoring, controlling, and
closing, and adhering to best practices.
 Resource Allocation: Efficiently assigning and managing resources such as
human resources, finances, materials, and time to ensure project objectives are
met.
 Risk Management: Identifying potential risks and employing strategies to
mitigate or manage them to minimize their impact on the project.
2. Integration of Project Management:
 Coordinated Execution: Ensuring all project components and subsystems work
cohesively towards achieving project goals. Integration management
coordinates these elements.
 Cross-functional Collaboration: Facilitating collaboration among different
teams and departments involved in the project to ensure a holistic and aligned
approach.
 Alignment with Objectives: Ensuring that every aspect of the project, from
scope to quality, cost, and time, aligns with the overall project objectives.
 Communication and Information Sharing: Maintaining open and effective
communication channels among stakeholders and team members to ensure
information flow and alignment with project goals.
The integration and application of project management involve aligning project objectives
with the strategies, tools, and methodologies necessary for their achievement. Successful

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 project management requires not only the application of individual components but also
their integration, ensuring a comprehensive approach that addresses the complexity and
interdependencies within the project. This approach helps in achieving project goals
efficiently and effectively.

Summary

1. Introduction to project management subsystems offers an overview of critical elements

within project execution.
2. Understanding subsystems involves dissecting project components for effective
management.
3. It explores interrelated parts like scope, time, cost, quality, and risk management.
4. The integration of various subsystems ensures a cohesive and coordinated project
approach.
5. Efficient project management relies on the seamless interaction between subsystems.
6. Subsystems address specific project facets, enabling comprehensive planning and
control.
7. Interconnected subsystems necessitate a holistic view for successful project outcomes.
8. Learning about subsystems equips managers to navigate complexities for improved
project success.

Post Unit Reading Material

 "Introduction to Project Management Subsystems Explained" -

www.projectmanagerinsight.com/introduction-to-project-management-subsystems
 "Understanding Project Management Subsystems for Successful Projects" -
www.pmpointofview.com/understanding-project-management-subsystems
 "Essentials of Project Management Subsystems Overview" -
www.projectmanagement.com/essentials-of-project-management-subsystems
 "Mastering Project Management Subsystems for Effective Execution" -
www.pmworldjournal.net/mastering-project-management-subsystems
 "In-depth Guide to Project Management Subsystems and Interrelationships" -
www.pmlessonslearned.com/in-depth-guide-to-project-management-subsystems

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 Topics for Discussion Forums

 "The Role of Scope Management in Project Success: Share Your Experiences and
Insights."
 "Interconnectedness of Project Management Subsystems: How Do They Influence Each
Other?"
 "Risk Management Strategies: Discussing Effective Approaches in Project Planning."
 "Quality Management: Ensuring High-Quality Deliverables in Project Execution."
 "Integration Management: Coordinating Subsystems for a Cohesive Project Approach
- Best Practices and Challenges."

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