Page 22 - DMGT302_FUNDAMENTALS_OF_PROJECT_MANAGEMENT

Unit 1: Introduction to Projects

Notes
Linking a Global Project Team
L&T identified that managing the flow of information between companies and project
members would be crucial. To keep the project on track, it was essential that the right
people received the right information at the right time.
On any project, this is a significant challenge; however, for L&T, the task was made more
complex by the size and global spread of the project team. More than 70 organisations
were engaged on the project and 45 of these firms were based outside of India, in locations
as far apart as London, Dubai, Singapore and Sydney.
Key stakeholders included the client, Delhi International Airport Limited (DIAL)—a joint
venture consortium comprising the GMR Group, Airports Authority of India, Fraport &
Eraman Malaysia and IDF—and US-based project management firm Parsons Brinckerhoff.
Existing Tools and Processes were Inadequate

For the first few months of the project, the project team used a combination of File Transfer
Protocol (FTP) systems, hard copies and email to communicate. However, with thousands
of documents and files being exchanged, the team experienced bottlenecks and difficulties
in meeting their turnaround targets. The bulky sizes of email meant that drawings sent to
external stakeholders were bouncing back and slowing down the review cycle.
A Neutral Collaboration Platform
Following an extensive review of available solutions, L&T implemented an online
collaboration platform to manage information and link the project team.
After the successful delivery of project, Shankar Narayanan, Head of Project Controls at
L&T, observed the following advantages of using an online collaboration platform over
traditional tools:
1. Rapid implementation and deployment;
2. Instant retrieval of information; and
3. Faster flow of communication.
Narayanan felt that these factors improved efficiency, controlled risk and help delivered
the project on time.
Rapid implementation and roll-out: Initially, as there was no common platform, all the
document were scattered and needed to be uploaded onto the collaboration platform.
From then onwards, the platform was the default tool for managing all documents and
mails.
Narayanan said, “There were challenges in initial implementation, as loading all our
documents onto the system was a considerable task. Further, we had to get team members
using it instead of FTP and e-mail. However, people quickly got into the routine of using it.”
To make the new technology successful, L&T needed all team members, internal and
external, to quickly be adept in using the system. To help get users up to speed, onsite
training sessions were provided followed by unlimited support. Narayanan commented
that new participants also found the system comfortable. The collaboration platform
provider developed the programme and met the required security, reliability and
performance standards. Few of L&T’s in-house IT resources were also required for
implementation and maintenance.
Instant retrieval of information: In an in-house document management tools, company
becomes a silo of information, keeping all its data under its own roof. But in collaborative
Contd...

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