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Project Management

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Introduction

Project management is a process through which activities related to a particular task are maintained and ensured that they are well controlled, managed and organised. In order to so the project manager use various techniques and skills so that whatever is expected out of the work is achieved without having much deviation in same (Alias, 2014). The following report is prepared in context of QA higher education which is a UK brand and operates in partnerships with educational institutes and deliver them with range of academic programmes. It is planning a launch event for its refurbished campus to communicate the changes that are made in the campus so that more human resource and students can be attracted towards it. Therefore, the below text will discuss the documents that are required in context of same. Use of Gantt chart would be made along with the application of PRINCE2 approach which will further add effectiveness to the project.

Task 1

Project initiation document

In order to achieve success in the project it is important to do planning regarding same in advance as it helps in the execution and achievement of the desired results. PID is an important tool through which all the important information associated with the task can be made available for the user and it act as a guide for the group members that are involved in a project.

Given below is the PID for the event programme.

Objectives

· To facilitate students and staff with better teaching and learning environment

· To attract more students and teachers towards the university

· To establish the competitive brand name in the market

Budgetary information   

· £20,000 for Catering

· £10000 for decoration and lighting

· £15000 for arraigning the accommodation services for people coming from outside

· 5000 for return gifts who will be attending the event

 

Timescales

2 Months

Approach

Prince 2 approach

Key staff

Project manager

Sponsors

Investor

Promoters

 

Stakeholder analysis

Stakeholders are the different parties that are associated with a particular project or business and has direct and indirect interest in the business. which taking the different decisions management has to ensure that sentiments of no party gets affected and maximum benefits are delivered to them so that they sustain with business for long run (Alias, 2014).. The launching event is going to be held and it has different parties which are directly and indirectly associated with business. their analysis is done below which will show how the different parties has their interest in the project and what steps will be taken in order to give them maximums satisfaction.

Name of stakeholder

Significance of stakeholder

Why are they interested

What will be done to manage them

Project manager

He is one of the most interested party in the launch event as he has the complete responsibility of the success of programme. Project manager will be taking all the required steps and decisions which are necessary or the event.

The success of the event is very much important for the project manager as it is his responsibility and it is his accountability if the launch event is not successful.

In order to do the event at the desired level it is very important that all the required resources for the event are made available. This will be ensured that whatever is demanded by the project manager are available on time so that the work can be carried out without any delay .

Students

As the event is organised for an academic institution the first important resource which needs to be considered are the students. They are the one who use the facilities and does maximum study before deciding upon the brand to continue their further education with. This way again they become the important stakeholder to be considered.

They will be benefited form this event as they can evaluate their choice of evaluation for further studies by comparing the facilities which are offered by this institution with that of other. during the event they will get to know what new applications are developed by the management and how through facilitating same better growth is done.

All those students who are going to attend the event will be welcomed and made familiar with the campus. On visit of the students they will be made acquainted with all the developments that are made through facilitating them by a tour of whole premise. It would help in making their decisions more appropriately. As new infrastructure and teaching programmes are brought it would further add value to their knowledge.

Investors

In order to organise such a huge event and to do the refurbishments investors play an important role. Their money is attached with the success and hence it is vital that their expectations are met.

These are the people who has invested their amount in the refurbishment and further planning for the launch event. They are the one who are directly associated with the success of the launch. Returns on investment is their supreme interest in the project and hence are one of the most crucial stakeholder.  

In order to ensure that the expectations of the various parties who has allocated their amount in the project are fulfilled the utilisation of resources will be done in an appropriate manner. It would be given maximum acre that no substance is under used and maximum awareness about the refurbishment is given

 Teachers

In an institute if all the other resources are widely available but the professionals who are going to finally make use of the applications are not there then the whole process is of no use. Teachers are very important and should be considered before bringing taking any decisions regarding the teaching system

Teachers are the one who are going to use the facilities and applications that are developed at the premises

(Teller, Kock and Gemünden, 2014).

They will be benefited with modern learning techniques which are designed according to the 21st century. This will help in their personal and professional growth. Those who will be associated with this college will be able to deliver better and quality service which is important in this profession.

All the educators will be introduced with the latest teaching methods which are introduced in the college after refurbishment and will be provided with complete knowledge as how it works. It would be communicated that how by using same they can deliver better services to learners and hence will be motivated to do well.

Approach

 

Prince 2 approach

 

Key staff

 

Project manager

Sponsors

Investor

Promoters

 

 

Task 2

Work breakdown structure

Managing the project -

In order to carry out the work and achieve the desired objectives it is important that proper planning is done in advance. All the task that needs to be performed should be well scheduled so that targets are achieved within the time limits (Silvius and Schipper, 2014). In order to do so various concepts are used like making the Gantt chart, critical path and work break down structure. How it facilitates in the completion of the work is discussed below:

Critical path –

 It is a presentation of path that shows what is the minimum duration consumed by a particular activity to perform. There are software’s which are used to determine same.

Gantt chart – 

It is another chart presentation through which it is depicted the what is the schedule for the project. It assists in tracking the activities that are involved in any work from the starting to end.

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Task Mode

Task Name

Duration

Start

Finish

Predecessors

Auto Scheduled

introduction

1 day?

Wed 11-12-19

Wed 11-12-19

 

Auto Scheduled

making the project initiation document

3 days

Thu 12-12-19

Mon 16-12-19

1

Auto Scheduled

identifying the objective

1 day?

Tue 17-12-19

Tue 17-12-19

2

Auto Scheduled

estimated the different costs

4 days

Wed 18-12-19

Mon 23-12-19

3

Auto Scheduled

calculating the budget

2 days

Tue 24-12-19

Wed 25-12-19

4

Auto Scheduled

deciding the time duration

1 day?

Thu 26-12-19

Thu 26-12-19

5

Auto Scheduled

Analysed the different approaches

6 days

Fri 27-12-19

Fri 03-01-20

6,5

Auto Scheduled

selecting the approach

1 day?

Mon 06-01-20

Mon 06-01-20

7

Auto Scheduled

identifying the staff members

1 day?

Tue 07-01-20

Tue 07-01-20

8

Auto Scheduled

introduced stakeholders

1 day?

Wed 08-01-20

Wed 08-01-20

9

Auto Scheduled

analysis of stakeholders

1 day?

Thu 09-01-20

Thu 09-01-20

10

Auto Scheduled

prepared WBS

1 day?

Fri 10-01-20

Fri 10-01-20

9,10,11

Auto Scheduled

developed critical path

1 day?

Mon 13-01-20

Mon 13-01-20

12

Auto Scheduled

developed the Gantt chart

1 day?

Tue 14-01-20

Tue 14-01-20

13

Auto Scheduled

Introduced risk register

4 days

Wed 15-01-20

Mon 20-01-20

14

Auto Scheduled

Identified different risk involved in project

3 days

Tue 21-01-20

Thu 23-01-20

15

Auto Scheduled

analyse the need of quality leadership

2 days

Fri 24-01-20

Mon 27-01-20

16

Auto Scheduled

secondary research

7 days

Tue 28-01-20

Wed 05-02-20

17

Auto Scheduled

defined methodology

5 days

Thu 06-02-20

Wed 12-02-20

18

Auto Scheduled

critique methodology

2 days

Thu 13-02-20

Fri 14-02-20

19,18

Task 2

Risk register

Whenever a new project or value to the market is made than there are equal or less chances of its failure too. It is because no opportunity comes for free and a risk has to be taken with an aim of receiving favourable outcome (Pinto, 2014). 

Risk register is a document where the predictable threat is identified and accordingly mitigation strategies are formulated so that the loss or degree of danger can be reduced. It will empower the management to face the risk and hence given below are the dangers involve in the project along with the solutions against them as how the overly issues involved can be resolved.

Id

Area

Risk description

Priority

Liked

(10)

Impact

(10)

Overall

Mitigation action

1

System design

There is great risk involve with the system as lots of different applications will work at the same time. therefore there is high probability that due to multiple installations system may fail (Marcelino-Sádaba and et. al., 2014).

 

High

8.5

10

7

In order to avoid the risk of system failure a trial will be made which will be similar to final date requirements. In this all the new applications or refurbishments that are made will be made to work together along with the other decorations and systems that are going to consume energy.

2

Communication risk

There are lot of personnel’s who will be working on the project and there are chances that due to non-availability of all the parties at the same time some important information is not communicated on time and this may create a great issue for the project as there be more chances of errors in that case (Lientz and Rea, 2016).

 

High

7

8.5

8.5

In order to avoid the risk of communications there will be continuous meetings which will held between those who are associated with the event (Lock, 2016)

It wold be ensured that all important stakeholders are present while the meeting is conducted.

3

Natural risk

These are the dangerous which are not under the control of an individual. It includes heavy rainfall, excess fall in temperate etc.

Low

8

5.5

8

Although the risk cannot be detached completely but there is huge scope through which it can be managed. For example, the tents at the open area should be such that gathered people do not find it difficult to have their visit at the premises. Oher arrangements like conveyance and related services will be made available (Kaiser, El Arbi and Ahlemann, 2015).

 

4

Non turning up of audience

The event will be organised for a huge number of visitors and arrangements are done accordingly. There is possibility that due to prior commitments or other reasons not all the expected delegates attend the event.

High

7.5

7

7

This is a risk which is common to all the events. In order to avoid same prior investigation letters would be given along with the request of confirming

5

Excess of budget

Ever project is allotted with the maximum budget which can be spent (Heldman, 2018). Due to change in the external factors there are chances that the work goes beyond the sudden limits and hence the cost will be raised.

High

6.5

7.g

7

In order to assure that the whole event is complete in the limits which are made close monitoring will be kept over it and corrective action will be taken on the same time

Task 4

a) Need for quality leadership

In order to complete the given project or any other task it is very much crucial that the work force is facilitated with proper leadership. It is a famous concept through which the human resources are kept well organised and made to work with a common vision. Like in context of the refurbishment event is required that use of all the different resources is done to their maximum capacity. Leaders motivate the work force to come up with their different ideas which can be further used by the project manager to get better results (Heldman, 2018). It apart from just the maintenance of budget also raise the employee morale and hence they contribute more. Quality of work is very much important for the project manager and by delivering various leadership styles it can help in making the launch a successful. Project manager has to ensure that whoever is made to work in the project do not compromise on the standards as this will add more cost to the institution and if it is not led well then this is going to impact the image of the firm and there are chances of losing the competitive advantage at global area.

b) Critique of methodologies

Agile –

This is the practice which support nonstop iteration of growth and evaluating overall software development application (Eskerod and Jepsen, 2016).

Through this practice the overall work is divided into four major sections. It includes the individual and team interactions over process and tools. Thereafter working software over comprehensive documented etc. In context of this project it will define to the visitors that what is changed in the system and how customers can use the same.

Advantages:

  • Maximises the satisfaction level of the user by marinating continuous software.
  • It also promotes the communication in personal which further add more value to this system.

Disadvantages:

  • It gives less attention to the decoration
  • The overall activity may go out of track in case the one representing the customer is not clear what actually is required.

Waterfall strategy –

This is another system of doing work where the whole task is divided into different steps. Only when the first phase is done and complete the other step is taken (Burke and Barron, 2014)

Advantages:

  • Less chances of losing or missing out on important task as only when one step work is completed the other is started.
  • Sequence of steps is followed which ensures that manager will not get all.

Limitation

  • It makes the whole process very difficult as the system is rigid and no further work can be done until the prior stage work is completed.

Prince 2 –

This is an appropriate methodology to use and suggested in context of this project to the manager. In this the requirements of the work are tailored so that the needs of the work can be fulfilled. It follows a range of principles, processes and themes together which contribute in the success of the work (PRINCE2 Methodology, 2018). It first communicates the importance of the task and then define the duties and responsibilities of all those who are involve in it. No compromise with the quality is made and more efforts are made to identify the risk involve in the project so that the plans can be made to mitigate same. Thereafter finally the changes are made.

Advantage’s

  • This approach has predictable results as all the steps are performed one after the another and close monitoring is kept over it which eliminates error if any is found.
  • This is one of the most time and cost effective model which will help the project manager in achieving the desired results on time.

Disadvantages

  • The most common negative aspect of this approach is that it demands expertise and cannot be continued by any person without having full knowledge.
  • It only favours the waterfall model and no other.

References

  • Alias, Z. and et. al., 2014. Determining critical success factors of project management practice: A conceptual framework. Procedia-Social and Behavioral Sciences. 153. pp.61-69.
  • Burke, R. and Barron, S., 2014. Project management leadership: building creative teams. John Wiley & Sons.
  • Eskerod, P. and Jepsen, A. L., 2016. Project stakeholder management. Routledge.
  • Heldman, K., 2018. Project management jumpstart. John Wiley & Sons.
  • Heldman, K., 2018.PMP: project management professional exam study guide. John Wiley & Sons.
  • Kaiser, M. G., El Arbi, F. and Ahlemann, F., 2015. Successful project portfolio management beyond project selection techniques: Understanding the role of structural alignment. International Journal of Project Management. 33(1). pp.126-139.
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