Student Version

CHAPTER THREE

Organization: Structure and Culture

McGraw-Hill/Irwin Copyright 2011 by The McGraw-Hill Companies, Inc. All rights reserved.

Where We Are Now

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Project Management Structures

Challenges to Organizing Projects
The uniqueness and short duration of projects relative to ongoing longer-term organizational activities The multidisciplinary and cross-functional nature of projects creates authority and responsibility dilemmas.

Choosing an Appropriate Project Management Structure

The best system balances the needs of the project with the needs of the organization.

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Project Management Structures

Organizing Projects: Functional organization
Different segments of the project are delegated to respective functional units. Coordination is maintained through normal management channels.

Used when
the interest (work content) of one functional area dominates the project or one functional area has a dominant interest in the projects success.

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Functional Organizations

FIGURE 3.1

Functional Organization of Projects

Advantages
1. No Structural Change 2. Flexibility 3. In-Depth Expertise 4. Easy Post-Project Transition

Disadvantages
1. Lack of Focus 2. Poor Integration 3. Slow

4. Lack of Ownership

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Project Management Structures (contd)

Organizing Projects: Dedicated Teams
In a projectized organization where projects are the dominant form of business, functional departments are responsible for providing support for its teams. Teams operate as separate units under the leadership of a full-time project manager.

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Dedicated Project Team

FIGURE 3.2

Project Organizational Structure

FIGURE 3.3

Project Organization: Dedicated Team

Advantages
1. Simple 2. Fast 3. Cohesive

Disadvantages
1. Expensive 2. Internal Strife
Divisiveness between project team and the parent company

4. Cross-Functional Integration

3. Limited (in-house) Technological Expertise 4. Difficult Post-Project Transition

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Project Management Structures (contd)

Organizing Projects: Matrix Structure
Hybrid organizational structure (matrix) is overlaid on the normal functional structure.
Two chains of command (functional and project) Project participants report simultaneously to both functional and project managers.

Matrix structure optimizes the use of resources.

Allows for participation on multiple projects while performing normal functional duties. Achieves a greater integration of expertise and project requirements.

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Matrix Organization Structure

FIGURE 3.4

Different Matrix Forms

Weak Form
The authority of the functional manager predominates and the project manager has indirect authority.

Balanced Form
The project manager sets the overall plan The functional manager determines how work to be done.

Strong Form
The project manager has broader control. Functional departments often act as subcontractors to the project.
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Project Organization: Matrix Form

Advantages (compared to functional org.)
1. Efficient 2. Strong Project Focus 3. Easier Post-Project Transition 4. Flexible

Disadvantages
1. Dysfunctional Conflict

Predicated on tension between functional managers and project managers,

Due to different expertise & perspectives, resulting from conflicting agendas and accountabilities.

2. Infighting
Among project managers due to sharing resources

3. Stressful
As it violates the unity of command mgt. principle

4. Slower than projectized org.

In order to forge agreements across functional groups

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Division of Project Manager and Functional Manager Responsibilities in a Matrix Structure

Project Manager
What has to be done? When should the task be done? How much money is available to do the task? How well has the total project been done?

Negotiated Issues
Who will do the task? Where will the task be done? Why will the task be done?

Functional Manager
How will it be done?

How will the project involvement impact normal functional activities? How well has the functional input been integrated?

Is the task satisfactorily completed?

TABLE 3.1

Choosing the Appropriate Project Management Structure

Organization (Form) Considerations
How important is project (mgt.) to the firms success?
If critical, => consider projectized organization

What percentage of core work involves projects?

More than 75% of core work involves projects => use project org. Have both MTS & MTO in the org., => consider matrix. Very few projects, => dedicated teams or outsourcing

What level of critical resources (human and physical) are available?

Somewhat available but need to share, => matrix Not available, => outsourcing

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Choosing the Appropriate Project Management Structure (contd)

Project Considerations
1. Size of project 2. Strategic importance 3. Novelty and need for innovation 4. Need for integration (number of departments involved) 5. Environmental complexity (number of external interfaces) 6. Budget and time constraints 7. Stability of resource requirements

Notes:
The higher the levels of these factors, the more autonomy and authority the project manger and project team need in order to be successful

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Rated Effectiveness of Different Project Structures by Type of Project

Source: Larson, E. W., and Gobeli, D. H., Matrix Management: Contradictions and Insights, California Management Review, vol. 29, no. 4 (Summer 1987), p. 137.

FIGURE 3.6

Organizational Culture
Organizational Culture Defined
A system of shared values, beliefs, norms, and assumptions which bind people together, thereby creating shared meanings. The personality of the organization that sets it apart from other organizations.
Provides a sense of identify to its members. Helps legitimize the management system of the organization. Clarifies and reinforces standards of behavior.

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Identifying Cultural Characteristics

Study the physical characteristics of an organization. Read about the organization. Observe how people interact within the organization. Interpret stories and folklore surrounding the organization.

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Key Dimensions Defining an Organizations Culture

FIGURE 3.7

Organizational Culture Diagnosis Worksheet

FIGURE 3.8

Cultural Dimensions of an Organization Supportive of Project Management

FIGURE 3.9

Mechanisms for Sustaining Organizational Culture

FIGURE A3.1

Key Terms
Balanced matrix Dedicated project team Matrix Organizational culture Projectitis Projectized organization Project Office (PO) Strong matrix Weak matrix

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Organization of Product Development Projects at ORION

FIGURE C3.1

Traditional Master Plan at ORION

FIGURE C3.2

Proposed Project Organization for the Jaguar Project

FIGURE C3.3

Jaguar Master Plan

FIGURE C3.4