4.5. RESEARCH OBJECTIVE TWO: TO INVESTIGATE THE CHALLENGES
4.5.4. Mechanisms in place to identify foreseeable challenges
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they use reports to diagnose if there are any challenges or setbacks the project is encountering. The respondents expressed the view that there are several reports a Project Manager can use to diagnose challenges the project is facing, one of them being the Key Performance Indicator report. According to IASP (2011), reports are an important tool that can be used to ensure that projects are complying and progressing, without these reports projects are not being managed appropriately (IASP, 2011).
The technical support group was another element used to diagnose current challenges.
According to Unit (2007) technical support groups were coordinated by the Department of Public Works to provide technical assistance for the different sectors. This group provides Project Management and training assistance. In the Msunduzi EPWP project, the technical support group assists in procuring training needs, however, the process of procuring these trainings is lengthy with terms and conditions. According to CGIAR (2017), in the PRINCE2 framework, challenges are identified and resolve immediately before they build up. The EPWP needs to adopt the PRINCE2 initiation stage practices. In PRINCE2, all the possible challenges are already planned for, and by doing so, risk is eliminated (CGIAR, 2017).
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the implementation of Project Management practices. As illustrated by the words of Respondent 23:
“We currently have no mechanisms to diagnose potential problems. Previously we had a guy that was a researcher in the programme. He was able to diagnose challenges IASP could incur within operations and amendment would be done to avoid those challenges. However, we do not have a researcher in the programme anymore.
The second theme identified by six respondents was the toolbox talk. Respondents stated that the toolbox talk allowed them to diagnose foreseeable challenge‟s that could affect project implementation of Project Management practices.
Respondent 15 stated that:
“The discussion that happens during the toolbox session covers both current and potential future challenges. We talk about potential dangers such as working in high risk areas”.
Other respondents (five) identified monitoring and evaluation as being one of the ways in which they diagnose potential challenges. According to Respondent 3:
“Monitoring and evaluation is done by the Project Manager, they are able to identify the problems that are likely to occur”.
Another theme identified was sector meetings. Respondents stated that:
“Sector meetings are very important. All sectors representatives are present at that meeting. They share challenges their sectors are experiencing. These challenges are then attempted to get resolved on a sector level rather than a project level. Those that are not experiencing the noted challenges are able to see if those challenges will affect their sector”.
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The fifth theme identified was strategic meetings. Respondents stated that these meetings are conducted quarterly. The purpose of these meetings is to make sure that the organisation is still aligned to its aims, objectives and motives. Respondent 20 reported that:
“Previously strategic meetings have assisted IASP to perform better. These meetings are very important as they provide focus and direction to turn a plan into action.
During this meeting potential challenges are identified”.
The technical support group was identified as a theme. One respondent stated that this support group is able to identify all the challenges experienced in each sector after all their evaluations with their stakeholders. The last theme identified was site inspection. One respondent stated that a site inspection is able to diagnose foreseeable challenges. Respondent 10 pointed out that:
“A site inspection is able to identified future challenges. For example, if the project team will be working in an unsafe sloppy area, without the proper PPE. The person doing the site inspection of that area can then conclude that this area will likely have high incidents, near misses or accidents due to the arising factors”.
It can be concluded from the responses that there are a number of mechanisms in place to diagnose foreseeable challenges in the Msunduzi EPWP project. Some respondents indicated that they use monitoring and evaluation to diagnose if there are any challenges that could transpire. This theme tallies with previous literature stating that monitoring and evaluation of the EPWP has been recognised as an extremely significant component in the implementation of the programme. Information derived from monitoring and evaluation provides management with particulars they need to identify challenges, assess progress, make changes and detect problem areas to be addressed (Unit, 2004).
Other respondents identified sector meetings as an important mechanism used to diagnose foreseeable challenges. This platform allows stakeholders in each sector to engage with each other openly and to talk broadly about their successes or challenges. Stakeholders are able to gain knowledge of potential challenges during those meetings. As Schwalbe (2015) emphasised, a number of professionals agree that the principle threat to project success is failure to communicate. Unceasing communication must flow without any barriers for improved implementation. Sector meetings become the best place to improve communication
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and detect any challenges. In relation to the PRINCE2 theoretical framework, the majority of the mechanisms in place to diagnose foreseeable challenges in the Msunduzi EPWP project are practices within the PRINCE2 framework. The themes identified by the respondents sit within PRINCE2.