Between (6-8) et al, (2011)

This report discusses the importance of project management in successfully implementing a new IT system project. It highlights the need for monitoring and appraising the status of the project using methods such as Gantt charts, identifying and managing issues that arise during the course of the project, and assessing tasks needed to be completed in the final stage. The report also emphasizes the significance of evaluating and analyzing risks and uncertainties associated with the project at various stages, and discusses the importance of using techniques such as WBS, AB Costing method, and risk assessment to mitigate these risks.

PROJECT MANAGEMENT
1

Table of Contents
Introduction................................................................................................................................................3
Activity 1....................................................................................................................................................3
Initial project report of appraising objectives and estimating resource needed to complete the project
...............................................................................................................................................................3
Developing the project sub-division and estimation of resources including time and costs.................4
Activity 2....................................................................................................................................................4
Methodology for evaluation of project..................................................................................................4
Feasibility study of project....................................................................................................................4
Structure of management and administration of the project.................................................................5
Role and responsibilities of Staff..........................................................................................................6
Job description and person specification for a project manager...........................................................6
Activity 3....................................................................................................................................................7
Project Plan............................................................................................................................................7
Activity 4..................................................................................................................................................10
Assessing the alternative project team structure.................................................................................10
Quality management of the project.....................................................................................................11
Procedure for managing the project change proposals........................................................................11
Activity 5..................................................................................................................................................12
Issues and risks that may impede a project.........................................................................................12
Issues and risks likely to be encountered in the final stage.................................................................12
Monitoring and appraising the status of a project...............................................................................13
Detecting and managing issues arising in the course of projects........................................................13
Activity 6..................................................................................................................................................14
Assessment of tasks needed to be completed in the final stage of the project....................................14
Conclusion...............................................................................................................................................14
References................................................................................................................................................15
2

INTRODUCTION
Project management can be defined as the discipline which helps in appropriately carrying out
the activities of business like planning, organising, motivating and controlling available resources to
achieve desired goals and objectives in a suitable manner (Dorfman and Cather, 2012). According to
the given case scenario, researcher focuses on illustrating different project management components to
carry out a relocation project of consultancy firm from London to Banbury. There are several
expectations of managing director regarding company's corporate aim which are the base of relocating
the branch. Therefore, present study undertakes and illustrates methodology for evaluating project,
carrying out feasibility study, roles and responsibilities of project team and risk assessment as well as
different ways to manage them at the final step of the relocation process.
ACTIVITY 1
Initial project report of appraising objectives and estimating resource needed to complete the project
Analysing the objectives of business:
In the present corporate market, competition is constantly increasing the problems for firms and
in order to deal with it management has to undertake various crucial steps which directly or indirectly
affect the objective of the business (Paul and et. al, 2011). Every company has its own corporate goals
and objectives for which itmakes valiant efforts. According to the given case study, Managing director
of Consultancy firm wants to relocate its business with maintaining the same objectives. However, to
grow income of business by 10% every year and maintain the overall turnover with time can be
achievable by improving the existing IT systems. Furthermore, to decrease costs of workforce,
especially at the time of recruitment and training without declining the quality of service offered to
customers can be possible with the help of developing suitable and reliable software system through
which communication process can be enhanced between each level of business enterprise as well as
external stakeholders like clients and service providers.
List of projects:
In the present case study, senior authority of consultancy firm wants to relocate their business
enterprise with the aim of reducing different overheads. Therefore, considering need and situation of
cited firm, various essential list of project has been framed which will play significant role in
successfully carrying out relocation process. These are the list of potential projects:
 Constructing the building
 Setting LAN and Cabling services
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 Wide Area Network services
 Proper telecommunication services
 Enhancing and improving overall IT system
Therefore, as per the given case there are some of the suitable projects which management of
consultancy firm can undertake in order to carry out their relocation strategy in an effective and
efficient manner.
Developing the project sub-division and estimation of resources including time and costs
On the basis of case and above study, the selected project is development and enhancement of
IT software system of the company. However, the main purpose behind selecting this project is that, it
is closely associated with defined corporate goals and objectives of the company as well as this will
create appropriate platform for carrying out relocation process of office in a successful manner (Hobbs,
2009). Furthermore, being a consultancy firm it is important to manage client and employee's data base
in an appropriate and systematic manner. Hence, MIS will be introduced in the functioning of the
company so as to enhance overall IT system during the time of relocation. In context to this, the cost of
entire project is estimated at £1000 as well as the estimated time for completing the project is 98 days.
Resources Costs Time (Days)
Equipment Resources 350 50
Technical resources 250 48
Human Resources 400 98
Following diagram depicts the sub division of MIS system for the relocations project:
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Figure 1: Project Subdivision
ACTIVITY 2
Methodology for evaluation of project
From the above study and looking at the nature of project, the best suitable methodology of
project is PRINCE 2. Rationale behind selecting this methodology is that, it will help in enhancing
performance of new system as well as creates appropriate platform for achieving defined goals and
objectives (Lewis, Pun and Lalla, 2004). Herein, following steps of PRINCE 2 methodology will assist
the project manager in carrying out activities of project in suitable and reliable manner. Other than this,
the present project is based on the development of IT software system which can be appropriately
supported by SDLC (Software development life cycle) method because it will help in creating
5
MISProjectPlanningandrequirementanalysisRevisingdifferentproposedprojectsSignificance'sofrequirementsAllocationofavailableresourcesFramingtheteamDefiningrequirementsDefininggoalsandobjectivesDeterminingbriefdiscussionofproposedsystemDesigningofsystemarchitectureComprehensivedescriptionHardwareandsoftwareplanDevelopingthesystemDatabasedesignDevelopingsystemstructureCodingandtestingeachmoduleTestingthesystemTestingthelogicTestingtheworkingDispositionofthesystemInstallationofthesystemGeneratingfeedbackthroughmanagerialpeopleImprovedthesystemEvaluationandmaintenanceDeterminetheerrorsActionforremovingthemMaintainingandmonitoring

considerable system documentation. However, this documentation assist in tracing back to the stated
business requirement and make sure that, IT project is carried out in a suitable and reliable manner.In
order to evaluate the PRINCE2 Strategy, project manager has to undertake its procedure so that entire
project can be executed in reliable and suitable manner:
 Start-up of a project: At the initial stage it is essential for the project manager to develop brief
scenario of the entire project as well as gather the team so that each and every aspect of
renovation project can be carried out in reliable and suitable manner.
 Project initiation: On the basis of defined activities, project manager has to allocate all the
financial and human resources. However, it is one of the crucial aspect that lies under the
implementation of management aspects.
 Project direction: During this stage, manager has to monitor and analyse each activities so that
required modification can be identified and made appropriately. Along with this, project
manager can also indulge potential controlling measures so that areas of loopholes can be
managed accordingly.
 Controlling stage: In this phase, project manager supervises the work done by the team so that
review of success and failure can be made and ideas and measures can be introduced for future
betterment.
 Stage boundaries management: Under this phase, board members of the project are responsible
to take decisions regarding execution of project activities as well as developing alternative plan
in case of any adverse situation.
 Product delivery management: In this, quality of project is being analysed so that required
changes before delivering to its end users can be made as well as implementation process of
project can be conducted.
 Winding the project: This is the last stage of PRINCE2 in which project winds up after the
completion of entire course of activities as per the defined aims and objectives.
Feasibility study of project
Looking at the present competitiveness, it is essential for managers to evaluate each and every
aspect before carrying out any of the strategic move. Herein, before developing MIS project, it is
crucial for managers to conduct a feasibility study (Dey, Clegg and Bennett, 2010). The main aim
behind conducting feasibility analysis is that, it assists in evaluating the viability of idea. Furthermore,
through the help of this, project manager should be able to give answers regarding important question:
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Should company move forward with the proposed business idea or not? In addition to it, Project
manager will be able to determine several opportunities in different areas so as to develop software as
well as maintain quality of information regarding associate clients and users. Following are the steps
which are important in context to check feasibility of MIS Project:
 In the first step, project manager should determine existing issues within IT system so that,
potential measures or improvement can be focused.
 Once the problems are identified, next step is to identify alternative solutions as in case of IT
system it can be outdated, thus manager can update existing one or develop new with latest
technology for better future functioning (Turner, 2014).
 Thereafter, project manager can check the viability of idea through feasibility analysis in which
different prospects about the project can be evaluated such as: financial position, market
conditions, technical analysis and social and environmental situations.
Therefore, these are some of the steps through the help of which project manager can evaluate
viability and reliability of project (Leach, 2014). According to the present study, feasibility test helps
project manager in identifying that, there is major issue in existing IT system and in order to enhance
efficiency level of functioning new IT system should be developed. Thus, using PRINCE 2 and SDLC
model will assist the project manager in developing system suitable as well as in budget and in time.
Structure of management and administration of the project
Organisational structure play crucial role in carrying activities of business enterprise in an
effective and efficient manner. Following is the structure of consultancy firm:
Team members Roles and responsibilities
Office manager Project manager
Top management Resource allocator and major decision maker
Administration department Testing and system maintenance
Technical person System developer
Middle level management Risk assessment
Role and responsibilities of Staff
Workforce is the most significant resource that an organisation possesses. They are responsible
7

for carrying out each and every activity of business in an effective and suitable manner. Thus, it is the
duty of top level management to acquire skilful and capable individual which can positively contributes
towards achievement of goals (Gido and Clements, 2014). However, at the time of formulating the
team for particular project, there are certain roles and responsibilities which project manager has to
define to his or her team members so that, they can modify their approach accordingly and achieve
desired corporate aim and objectives.. During this project, both management and administrative people
will be responsible for carrying out relocation project in suitable and reliable manner. Following are
certain roles and responsibilities that needs to take care of:
 Individuals should gain accurate perspective of costs and future scope of assigned duties or
tasks (Fan, Thomas and Anantatmula, 2014).
 They must follow each and every step appropriately for achieving certain goals and objectives.
 Most importantly, team member should make efforts to complete the tasks in selected
constraints such as: time, cost, quality and many more.
 At the time of issue or problem, project manager should be consulted.
 Each team member should interact or communicate with each other so as to mitigate any
confusion (Boud, Cohen and Sampson, 2014).
 Lastly, they should develop suitable understanding between them so that, they can take smart
and effective decisions regarding project mutually.
Job description and person specification for a project manager
Project manager is responsible for carrying out entire selected operation or task in an efficient
and reliable way. There are certain roles and responsibilities that project manager have to play in
context to the assigned tasks. According to the present case, job description and person specification of
Project manager is as follows:
Job Title: Project manager
Scope of position:
Individual is responsible for development and implementation of reliable IT system to manage and
monitor the performance of business as well as bring innovation and creativity within the system
so as to generate desire results and outcomes.
Key responsibilities:
There are several key responsibilities that Project manager need to posses:
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 To develop appropriate plan as per the requirement.
 Manage the project within time and budget.
 Make optimum utilisation of available resources to generate feasible results.
 Develop and maintain coordination between different inputs and assemble them according
to the projected plan.
 Create suitable work break down structure.
 Frame suitable tactics for future risk and uncertain situations.
 Proper communication channel must be maintained within each department.
Qualification:
 B. Tech in business or Master in Production and Operations.
 Experience of minimum 3 years is required.
Interpersonal skills:
 Interaction
 Motivator
 Leadership
 Technical
 Smart decision maker
ACTIVITY 3
Project Plan
Tasks Days Predecessors Start Finish
Relocation project 98 days - Wed 10/14/09 Fri 2/26/10
MIS system development 98 days - Mon 10/12/09 Wed 2/24/10
 Planning and requirement
analysis
18 days - Mon 10/12/09 Wed 11/4/09
 Revising different proposed
projects
5 days - Mon 10/12/09 Fri 10/16/09
 Significance's of requirements 3 days 4 Mon 10/19/09 Wed 10/21/09
 Allocation of available
resources
5 days 5 Thu 10/22/09 Wed 10/28/09
 Framing the team 5 days 6 Thu 10/29/09 Wed 11/4/09
9

 Defining requirements 9 days Thu 10/29/09 Tue 11/10/09
 Defining goals and objectives 4 days 7 Thu 11/5/09 Tue 11/10/09
 Determining brief discussion
of proposed system
5 days 6 Thu 10/29/09 Wed 11/4/09
 Designing of system
architecture
10 days - Thu 11/5/09 Wed
11/18/09
 Comprehensive description 4 days 10 Thu 11/5/09 Tue 11/10/09
 Hardware and software plan 6 days 12,9 Wed 11/11/09 Wed 11/18/09
 Developing the system 20 days Thu 11/19/09 Wed
12/16/09
 Data base design 7 days 13 Thu 11/19/09 Fri 11/27/09
 Developing system structure 7 days 15 Mon 11/30/09 Tue 12/8/09
 Coding and testing each
module
6 days 16 Wed 12/9/09 Wed 12/16/09
 Testing the system 6 days - Thu 12/17/09 Thu 12/24/09
 Testing the logic 3 days 17 Thu 12/17/09 Mon
12/21/09
 Testing the working 3 days 19 Tue 12/22/09 Thu 12/24/09
 Disposition of the system 15 days Fri 12/25/09 Thu 1/14/10
 Installation of the system 5 days 20 Fri 12/25/09 Thu 12/31/09
 Generating feedback through
managerial people
6 days 22 Fri 1/1/10 Fri 1/8/10
 Improved the system 4 days 22,23 Mon 1/11/10 Thu 1/14/10
 Evaluation and maintenance 15 days - Fri 1/15/10 Thu 2/4/10
 Determine the errors 5 days 24 Fri 1/15/10 Thu 1/21/10
 Action for removing them 10 days 23,24 Fri 1/15/10 Thu 1/28/10
 Maintaining and monitoring 5 days 26,27 Fri 1/29/10 Thu 2/4/10
Gantt Chart:
10

Network diagram:
11

ACTIVITY 4
Assessing the alternative project team structure
While carrying out a project there are certain situations in which manager has to bring different
changes which helps in attaining desired results and outcomes (Rolstadås and et. al, 2014). In
particular, the structure of team is changed often because of the needs and wants of project. According
to the present given scenario, the alternative team for relocation of consultancy firm would be:
Team members Roles and responsibilities
Senior Authority Project manager
Executive Level Management Resource allocator
Technical Workforce Testing and system maintenance
Administration department System developer
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Quality management of the project
Quality is one of the most significant components that customers ask from the service or
product provider. In terms of project, each one of them provide specific outcome at the time of
completion. Thus, it is the duty of project manager to ensure that, results generated are of higher quality
to satisfy needs and wants of customers or clients (Saadé, Dong and Wan, 2015). In this regard, both
parties and users should set certain objectives and accordingly complete the project. According to the
present case, project manager has to make sure that, he or she fulfils the quality standard of
deliverables so as to achieve expectation level of client. Hence, Project manager is responsible for
maintaining quality standard of deliverables.
Herein, developing and implementing IT project require higher quality of services. However,
there are several methods through the help of which manager can make sure that quality of final
outcome is managed appropriately. Out of all, PDCA (Plan, Do, Check and Act) model can be
considered as the better option to achieve quality standard of project. Furthermore, through the means
of this cycle, project manager can plan, execute, monitor and action according to the needs and wants
of clients or customers (Besner and Hobbs, 2012). Apart from this, project manager has to make sure
that, proper communication within his team has been maintained as well as he can set key performance
indicators for maintaining quality. Other than this, manager can indulge quality check at each level of
the project so as to develop and implement IT system in suitable and reliable manner (Fowler, Lindahl
and Sköld, 2015).
Procedure for managing the project change proposals
There are various steps in project management process which can help the manager in managing
the project change proposal. These are as follows: Identify Change Request: It is the first step in which responsibility of project manager is to
identify and record all the issues and obstacles regarding project so that accordingly potential
measures and decision can be made (Garon, 2006). Furthermore, involving team members
could assist in evaluating current issue in the project which need to be addressed. Validate Change Request: Under this, validity of change request is measured on the basis of
different aspects of the proposed project. Through team meetings, project manager can take
suggestions from the team members and on that basis it should accepts or rejects the proposal of
project. Analyse Impact: This step is considered as the most important because in this project, manager
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analyse the impact of changes undertaken within the project (The Project Management
Processes. 2007). Further, estimation of resources is also based on evaluation of impact. Control Change Request: On the basis of cost, time and resource requirements, project manager
will control the change request. However, it will also lead to provide certain smart
recommendations for generating desired results as well as maintaining quality standards. Action Change Request: Actions will be taken on the basis of above evaluation and accordingly
new contracts will be signed with suppliers so that, latest technical and updated components can
be used to develop IT system (Chandler and Arizona, 2013).
 Close Change Request: In the last step, project manager will communicate all the changes
within his team so that, they can plan their work accordingly. Furthermore, project manager can
monitor and control the changes at each level with efficiency.
ACTIVITY 5
Issues and risks that may impede a project
In a project there are various risks involved and associated which need to be taken care
appropriately for the successful completion of any project.
 Herein, first risk is related to technical aspects because old technology will not support the
functioning of new IT system (Sami, 2012).
 There will be members in the team who will be unaware about the latest upgradation.
 Organisational uncertainties such as compatibility of existing assets, infrastructure of the firm,
working environment can affect the entire project.
 Project management risks, as manager is unable to deliver the project deliverables at time or in
budget.
 Lack of financial resource may affect smooth development and implementation of IT system
(Dey, Clegg and Bennett, 2010).
Other than this , there are certain issues that may impede the functioning of IT project like
external factors consist of natural disasters, change in technology, change in expectations of client and
increasing level of competition.
Issues and risks likely to be encountered in the final stage
It is not essential that issues and uncertainties rises at the initial stage of the project, if activities
are not managed properly then each stage of the project can be contaminated especially the final stage.
However, risks can affect entire course of functioning that project manager and his team made in past.
14

 Firstly, business risk which can be occurred in administration department while relocating the
business from London to Banbury. Along with this, it may also affect the productivity of
operations.
 Limited skills and abilities of workforce in context with latest technology and updated software
may result in decreasing the productivity of employees (Paul and et. al, 2011).
 Sink and coordination between team members can be affected as they will require adequate
time to understand nature and characteristics of new IT system.
Monitoring and appraising the status of a project
For monitoring and appraising the status of IT system project, Gantt chart method can be
undertaken. The main purpose behind using this method is that, it helps in defining different set of
activities over scale of time period (Saadé, Dong and Wan, 2015). At present, usually project manager
consider this method right for monitoring the process and evaluating the time scale. Through the help
of this method, project manager schedule the planned activities and as per the priority, suitable
allocation of time and cost is being carried out. Further, this method helps in comparing actual costs
and time of one activity according to the budgeted costs and time. Therefore, with this project manager
can easily determine areas which are lacking behind as well as identify those areas which are carrying
certain risks and uncertainties. Furthermore, by the means of this method, project manager can easily
evaluate the risks and uncertainties associated with the project. Along with this, it will assist project
manager in understanding the starting time and ending time of the activities so that list of operations
can be managed and controlled in the best suitable manner.
Detecting and managing issues arising in the course of projects
While carrying out the project of developing and implementing new IT system project, there
were several issues which affected the course of manager. Following table illustrates the issues and
measures that project manager indulge to overcome the obstacles:
Issues Explanations Measures undertaken
Lack of Resources After accepting the change
proposal, project manager
identified that, there is lack of
resources like skilled employees;
technical equipments economical
Through WBS, Project manager
was able to allocate adequate
resources to each activity which
helped in carrying out entire
project in a suitable manner
15

resources etc. were creating
several major concerns for the
project.
(Fowler, Lindahl and Sköld,
2015).
Selection of team members Lack of IT specialist created
various issues while selecting
team members for such technical
project.
Manager hired IT specialist at
temporary basis which helped in
carrying out the project.
Budgeting New technical equipments and
use of specialist employees
increases the financial need of
entire project (Garon, 2006).
Using AB Costing method
assiststhe project manager in
allocating adequate amount of
money in the right activity.
ACTIVITY 6
Assessment of tasks needed to be completed in the final stage of the project
Carrying out risk assessment in the final stage helps the project manager in monitoring and
maintaining last minute changes which may unbalance the entire project plan. Comparison between
actual and budgeted costs and time is made because in the final stage, excitement of completing the
project may lead to increase in costs and time limit. Moreover, trial of MIS project should be carried
out so as to ensure that, client is delivered what he or she wanted to achieve (Sami, 2012).
CONCLUSION
In summing up the report it has been observed that, project management play crucial role in
carrying out a project in reliable and suitable manner. Further, project management techniques helps in
evaluating feasibility of entire project, identify risks and uncertainties as well as determine potential
measures for successful completion of entire project. Lastly, report highlights the significance of
evaluating and analysing risks and uncertainties associated at the initial, middle and final stage of the
project and methods to mitigate those risks.
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Dorfman, M. S. and Cather, D., 2012. Introduction to risk management and insurance. Pearson Higher
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