Project Management Monitoring and Controlling Phase

This report discusses the project management monitoring and controlling phase, objectives, benefits achieved, and changes made for the completion of the project. It also includes lessons learned and recommendations for future projects.

Business Management
Assessment 2
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Table of Contents
INTRODUCTION...........................................................................................................................3
MAIN BODY...................................................................................................................................3
Project management monitoring and controlling phase..............................................................3
Objectives of the project.............................................................................................................4
Benefits achieved........................................................................................................................4
Did the project stay within its original scope?............................................................................5
Changes that were made for the completion of the project.........................................................6
Lessons learnt during the project and recommendations for future projects..............................7
Any risks which could have been identified earlier on in the project? What prevented from
identifying them, or were they unavoidable and unpredictable?................................................8
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9
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INTRODUCTION
Project Management can be defined as the process of applying different processes, skills
and knowledge in order to achieve the goals and objectives of a project effectively. It is
important as it makes sure that the output which is being delivered to the end user is accurate
(Barney, 2019). Not only this, project management helps in improving the overall chances of
achieving the goals and objectives of the project and also set a proper schedule and allocate the
budget effectively. This report includes a discussion regarding the project management
monitoring and controlling phase. Apart from this, the report also includes an End of Project
Evaluation Report which outlines the objectives of the project and if they were achieved or not
along with any benefits that have been achieved.
MAIN BODY
Project management monitoring and controlling phase
The purpose of monitoring and controlling phase basically is to measure the overall
performance of the different activities or processes in a project. Apart from this, it also helps in
identifying the potential risks which can affect the overall performance of the project. The phase
is helpful as it helps both, the project manager as well as the team members to track the overall
progress of the project. For the project considered in Assessment 1, there are certain risks that
can affect its overall performance and the final output. One of the risks is the cost of the project.
This risk can occur if the budget planning is not done properly. In order to control this risk, the
project manager would be required to manage the risk rate and the available resources in order to
make sure that the cost of the project does not exceed the budget. Another risk which needs to
monitored and controlled is the project schedule due to lack of effective policies.
Therefore, in order to manage this particular risk, it is important that the project activities
take place under the guidance of a project coordinator (Chaffey, Hemphill and Edmundson-Bird,
2019). This is because he will monitor different activities and track the progress of the project.
Apart from this, an effective project schedule can also be developed. Technology is another risk
which can have an impact on the overall performance of the project. Therefore, it is important to
implement latest technology and ensure that it is used for setting dates. Resources available in
order to complete the project should also be managed and controlled properly so that the tasks
are completed properly and the desired output is generated. The supplier management should be
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enhanced because it can help in reducing unnecessary costs and improve the overall efficiency of
the project at the same time. Not only this, there will be a continuous improvement in the
operations of the business.
Objectives of the project
Objectives can be referred to as a measurable and specific statements which can help in
an effective completion of the project. The objectives of the project in this report include
promoting benefits of refurnished classrooms and laboratories, assessing the overall effect of
education on different learners within the university and to provide various opportunities to the
students for their overall improvement (Davis and Comeau, 2020). Another objective of the
project was to enhance the overall learning style of the university. The objectives of the project
were fairly achieved as the overall learning process for the students improved which could be
seen in their overall academic performance. Apart from this, there were certain objectives that
could not be achieved like the university had planned to provide various opportunities to the
students. Although it did provide some opportunities, but most of the students did not avail the
same. The overall learning style of the university did enhance because effective technology was
implemented and the teachers were effectively trained.
Due to this, the students were able to make effective use of the technology to complete
their projects in an efficient way. The classrooms as well as different laboratories were
reconstructed with new features and were promoted along with their respective benefits. The
promotions were done using various methods like social media, distribution of pamphlets across
the campus. This helped the students in becoming aware of the new classrooms and laboratories.
It can be said that that most of the objectives were achieved successfully due to which the overall
performance as well as productivity of the university also improved (Fatehi and Choi, 2019). As
a result, the number of admissions in the university also increased. Some of the objectives could
not be achieved due to lack of effective planning as well as implementing strategies. This
affected the overall completion of the project and as a result, the project was also affected.
Therefore, it can be said that some of the objectives of the project was achieved effectively,
while some could not be achieved.
Benefits achieved
After completing the project, there were many benefits which were achieved. Completing
Assessment 1 helped me in enhancing my overall knowledge about the concept of project
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management. Some of the benefits were expected, while others were unexpected. It was expected
that this would be a great learning opportunity. Not only for academics, my learning by
completing this assessment will be helpful not only for my academics, but also for my future
career growth. I also acquired effective time and task management skills due to which the task
was completed in an effective manner and within the provided time frame. This was because I
did not waste any time and strictly followed the project schedule. By completing the assessment,
I feel more productive and less stressed (Herrera and de las Heras-Rosas, 2020). Another benefit
achieved by completing the project is that it helped me in increasing my overall focus.
The overall efficiency of the final project was improved and planning helped in clarifying
the key objectives. Project Management is an important concept and learning more about the
same also proved out to be beneficial for me. I was able to manage my time according to the
different tasks of the project. Different risks associated with the project were identified and
measures were taken for the same. There were also some unexpected benefits that were achieved,
like ensuring that the tasks within the assessment were completed in an effective manner. Also, I
learnt that project management is an important aspect that an organisation should take into
consideration in order to ensure an effective achievement of goals and objectives. The expected
benefits were that the students performance improved. This could be seen because they were
more engaged and committed to their academics.
The university saw an increase in the overall admission rate and a greater number of
qualified and experienced candidates applying for jobs (López-Robles and et. al., 2019). The
promotion process proved out to be effective because it was not only cost-effective but also, a
large number of students became aware of the new classrooms and laboratories within the
premises. The execution of the project was done in the most efficient manner. My overall
competency skills also improved along with effective communication skills. It was expected that
the costs would exceed the budget of the project, but it did not happen and the project was
completed in the most efficient way well within the time frame as well as the budget.
Did the project stay within its original scope?
The scope of a project includes all the work or tasks that is required to be done in order to
achieve the goals and objectives of the same effectively. It also includes the objectives of the
project that had to be achieved. The scope of the project in Assessment 1 was to reconstruct the
classrooms as well as laboratories within the university. Apart from this, the cafeteria of the
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university was also improved. This was done by adding colourful chairs and tables, innovating
the menu by introducing new food dishes etc. The project stayed well within its scope and
ensured that the objectives were achieved in an effective manner. Apart from this, it was being
expected that the project would exceed the budget. But, all the tasks and activities were
completed in an effective manner without any requirement of an additional cost. There were
many activities that were a part of the project like promotions, decoration and lighting etc.
Although, a certain amount of money was kept aside for unexpected expenses, only some
amount was used from it. Apart from this, the time taken to complete the project did exceed by 2
days. But, it was manageable because almost all of the work got completed within the time
frame. A proper project schedule was prepared in order to ensure that the efficiency and quality
of the project was maintained and there was no compromise (Maunder, 2019). Project tolerance
can be described as a boundary for the area of the project in which changes can be made without
seeking the approval of a supervisor (How To Manage Project Tolerances (with PRINCE2
Guide), 2020). There were only few areas wherein changes could be made, otherwise it was
essential to seek approval from the team leader or supervisor. Therefore, it can be said that the
project stayed within its original scope and was completed in an effective manner well within the
timescale.
Changes that were made for the completion of the project
In order to complete the project within the time scale and in an effective manner, some
changes were made in the original project. This included a slight change in the budget to ensure
that there was no shortage of funds. This helped the university in reconstructing its classrooms
and laboratories and implementing the latest technology within the premises. Apart from this,
there were certain changes made in the project plan (Myers, 2019). For example, there were
some processes which were initially the part of the project, but were removed during the course
of the project. There were also some changes made to the project schedule to ensure the
completion well within the time scale. The number of staff members required to complete the
task was also increased. This was done because the initial number of workers required which was
mentioned in the plan were not enough. After identifying and analysing the different risks
associated with the project, necessary measures were taken.
Most of the changes that were made for the completion of the project had a positive effect
on the same. These changes not only helped the university in completing the project well within
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time, but also in an effective way. For example, changes made to the project plan by eliminating
certain processes helped in reducing any unnecessary costs. Adding a certain amount to the
budget ensured that there was no lack of funds in order to carry out different processes related to
promotions. Therefore, it can be said that the overall effect of the changes made in the original
plan for the completion of project is positive. Although, at some points, there were certain
changes that proved out to be in effective. I observed that changes made to the original plan can
be both positive as well as negative. This is because the customers at the cafeteria increased due
to which there was an increase in its overall profitability.
Lessons learnt during the project and recommendations for future projects
While undertaking the project, I learnt many lessons, for example, I got an opportunity to
enhance my knowledge about the concept of project management. Apart from this, I learnt that it
is very important to keep a track of time (O'brien, 2019). This is because effective time
management helps in completing the tasks in an effective manner and well within the time scale.
The project was successful and most of the objectives were achieved. This helped me in learning
that the budget of the project plays an important role and it is important to always adhere to it.
Also, there was another big lesson that I learnt regarding budget. This was that the project budget
should always contain an unexpected expenses factor. This is because it can help in meeting any
additional costs that might arise during the project. Last but not the least, undertaking this project
has helped me in improving my overall written communication skills.
Although there are certain areas wherein I need improvement, like I should prepare a
project plan wherein each task is assigned a time scale. Once this is done, I should adhere to the
same as this will help me in completing the project in an effective manner. Apart from this, there
are certain recommendations that I can implement in my future projects in order to enhance the
overall efficiency of the project as well as improve my productivity levels (Raut and et. al.,
2019). It is recommended to always prepare a budget in order to ensure that the expenses of the
project can be tracked. I would implement this recommendation in order to ensure that the goals
and objectives are achieved as well as the overall efficiency of the project is maintained. Apart
from this, I learnt that project management is an important aspect within an organisation as it
allows a realistic planning as well as is clearly focussed on the project objectives. Also, it ensures
a quality control over the different processes.
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Any risks which could have been identified earlier on in the project? What prevented from
identifying them, or were they unavoidable and unpredictable?
There were certain risks that I could have identified earlier on in the project. For
example, the condition of the site which was not known should have been identified earlier. This
would have made the task easier (Richards and et. al., 2019). Although the budget was planned
and prepared carefully, there were certain materials which were required and were expensive.
Risks like these could have been identified earlier. This would have made the process of project
completion effective and well within time. Another risk could have been a shortage of labour.
Some of these risks were unavoidable while others were unpredictable and were only
identified during the course of project. Apart from this, there were certain risks that were
identified successfully before the initiation of the project. They helped in developing plans as
well as strategies effectively. These risks included lack of funds, technology etc. and as a result,
effective measures were taken in order to address the same (Sousa and Rocha, 2019). I could not
identify certain risks because of other commitments. But these risks did not have a great impact
on the completion of the same. But I would keep all the lessons learnt during this project in mind
in all of my future projects.
CONCLUSION
From the above report it, can be concluded that project management is an important
concept that all organisations should take into consideration. This is because it can help in
achieving the goals as well as objectives of the project in an effective manner. Apart from this, it
also improves the overall efficiency as well as increases focus on the objectives. It involves the
timescale, budget and other factors associated with the project. There can be certain risks that
might be associated with the project like technology, lack of funds etc. Therefore, it is important
to identify the same before the project initiates and address the same effectively.
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REFERENCES
Books & Journals
Barney, C. E., 2019. The absence of teaching how to teach during the business management PhD
programme: A call to action. Innovations in Education and Teaching International.
56(1). pp.121-124.
Chaffey, D., Hemphill, T. and Edmundson-Bird, D., 2019. Digital business and e-commerce
management. Pearson UK.
Davis, C. H. and Comeau, J., 2020. Enterprise integration in business education: Design and
outcomes of a capstone ERP-based undergraduate e-business management course.
Journal of Information Systems Education. 15(3). p.8.
Fatehi, K. and Choi, J., 2019. International Business Management. Springer.
Herrera, J. and de las Heras-Rosas, C., 2020. Corporate social responsibility and human resource
management: Towards sustainable business organizations. Sustainability. 12(3). p.841.
López-Robles, J. R. and et. al., 2019. 30 years of intelligence models in management and
business: A bibliometric review. International journal of information management. 48.
pp.22-38.
Maunder, W. J., 2019. The human impact of climate uncertainty: weather information, economic
planning, and business management. Routledge.
Myers, M. D., 2019. Qualitative research in business and management. Sage Publications
Limited.
O'brien, J., 2019. Category management in purchasing: a strategic approach to maximize
business profitability. Kogan Page Publishers.
Raut, R. D. and et. al., 2019. Linking big data analytics and operational sustainability practices
for sustainable business management. Journal of cleaner production. 224. pp.10-24.
Richards, G. and et. al., 2019. Business intelligence effectiveness and corporate performance
management: an empirical analysis. Journal of Computer Information Systems. 59(2).
pp.188-196.
Sousa, M. J. and Rocha, Á., 2019. Skills for disruptive digital business. Journal of Business
Research. 94. pp.257-263.
Online
How To Manage Project Tolerances (with PRINCE2 Guide). 2020. [Online]. Available
through:<https://www.girlsguidetopm.com/inside-prince2-tolerances/>.
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