Project Management Deliverables for Office Move of an Insurance Company

This report discusses the project management deliverables for the office move of an insurance company, including scope overview, milestone schedule and deliverables, initial risk identification, quality risk assessment, resources required, initial stakeholder identification, communication planning, team operating principles, lessons learned, and commitment.

Charter

Contents
INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
1. Scope overview........................................................................................................................1
2. Milestone Schedule and Deliverables......................................................................................2
3. Initial Risk Identification.........................................................................................................2
4. Quality Risk Assessment.........................................................................................................3
5. Resources Required.................................................................................................................4
6. Initial Stakeholder Identification.............................................................................................5
7. Communication Planning........................................................................................................5
8. Team Operating Principles......................................................................................................6
9. Lessons Learned......................................................................................................................7
10. Commitment..........................................................................................................................7
CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Project management is known as the activity of initiating, planning, executing, controlling
and closing of work for attainment of the specific goals within stipulated period of time. All the
activities related to the management of project are taken by project manager (Project
management, 2020). The main challenge associated with this exercise is about attainment of all
goals within given period of time and resources. The current project cover in this report is about
office move of an insurance company. This company has its office in Suburban location. Two
months of time is having by project manager to shift the office at nearby Suburb location. The
main aim of this report is proper implementation of project management deliverables in
successful movement of office.
The aspects cover in project includes assessment of the different project associated
deliverables includes scope, milestone, risk, communication, resources, lessons learned and
commitment in successful movement of insurance company office.
MAIN BODY
1. Scope overview
This is known as the smart summary about the aspects which are going to be cover in project.
This means information about deliverables that project will provide to end user. On the other
hand, project goals are mainly describing about the expectations of user with different
deliverables associated with project (Kloppenborg, Anantatmula & Wells, 2018, pp. 65-66).
The current project is related to shifting of office from one place to another. The
insurance company is needed to move office presented at Suburban location because
of lease expiry that cannot be renewed. The project manager has to shift within two
months of time period at nearby Suburb location.
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2. Milestone Schedule and Deliverables
This is considered as high level plan that provides the information about different deliverables
that are anticipated to be completed during the performance overall project. These can be
identified on the basis of project tasks. The completion date for each separate deliverable is
needed to fix on the basis of the already given start and end period of project (Kloppenborg,
Anantatmula & Wells, 2018, pp. 66-67).
Milestone Completion
Date
Acceptance
Criteria
Stakeholder
Judge
Charter signed off 10/4/2020 In front of project
manager and
before to the date
given
Project manager
Packing up of all office material 10/4/2020 Undertaking of
labour and CIT
report and
checking with list
of main heads of
office fixtures
Project manager
Removal and Relocation 11/4/2020 to
12/4/2020
Checking up the
report of labours
and CIT and cross
checking with
initial list
Project manager
Complete setup 13/4/2020 Determination and
clearance of staff
issues up to the
day end
Project manager
3. Initial Risk Identification
All the projects which are undertaken within an environment are associated with some kind
of uncertainty. This clearly depicts that there is no such thing exists as name of risk free project.
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This is the process related to the identification of different number of risks associated with
project. This will be in the any form like delayed in nature, exceeded budget, non-fulfilment of
legal requirement etc. This is the process which is about assuming all possible risks attached with
each stage of project (Kloppenborg, Anantatmula & Wells, 2018, pp. 66-68).
Project (Potential) Risks Risk Owner Contingency Plans
Financial risk Administratio
n manager
Focus over alternative
sources of fund
Technological risk CIT Separate relocation and
double checking of all
connections
Time related risk Project
manager
Allocate task to
professionals or deploying
large number of personnel’s
High disturbance of staff members Project
manager
Focusing over facility of
work from home
4. Quality Risk Assessment
This is ordinarily not considered as the part of charter stage. This is covered basically for
the deeper analysis. This is also known as risk register. This includes the common approach
about the categorisation of identified risks on the basis of the factors like probability and impact.
Probability is defined as the risk of eventuating and impact has presence of factor that lowers
performance capability.
Risk Probability
(P) Scale 1 -5
Impact (I)
Scale 1-5
Risk
factor /
score (P x
I)
Mitigation
strategy
Owner
Financial risk 1 4 4 Proper
allocation of
fund
Administration
manager
Technological
risk
3 3 9 Technological
work
performed IT
experts
CIT
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Time related
risk
4 2 8 Performing
the work of
shifting in
nigh too
Project
manager
High
disturbance of
staff members
4 3 12 Completion of
market related
work or
performing
work from
other devices
Project
manager
5. Resources Required
This is about the identification of resources which are needed for the successful
performance of project. The main aspect upon which focus is provided related to funding,
workers and equipment’s (Kloppenborg, Anantatmula & Wells, 2018, pp. 69).
Funding: One of the most important source which is needed to complete the project
work. In current project, fund is provided by CEO is $100000.
People: This is about the number of employees who are going to involve in the
performance of project.
CEO- Sponsor
Labourers- Packing and relocation
Branch manager- Project manager
The manager of communications and information technology (CIT)-
Technological activities
Administration manager- Fund allocation and other financial activities
Equipment: This is about the equipment’s and materials used in the performance or
completion of project. In current project, the equipment’s needed include
loading truck, packaging materials, safety materials etc.
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6. Initial Stakeholder Identification
This includes the assessment of the number of stakeholders associated with project on the
basis of their interest and power. This further aid in strategy formulation and better decision
making (Kloppenborg, Anantatmula & Wells, 2018, pp. 69 &178-80).
Stakeholder Interest in
Project
Stakeholder
Affected by: Stakeholder is: Priority
Process Result Internal External
Project manager High
Project
manager
Project
manager
Project
manager
3
CIT High
CIT CIT CIT 4
CEO High CEO CEO
CEO 5
Staff High Staff Staff
Staff 1
labourers Low Labourers
Labourers 2
7. Communication Planning
This is about the development of communication plan and strategies for performance of
work related to different stages. This will aid through delivering correct message from one party
to another (Kloppenborg, Anantatmula & Wells, 2018, pp. 184-92).
Stakeholder Purposes Structures Methods Timing
Project manager To effectively
communicate
with all
associated
parties of
project
Flat structure of
communication
will be adhered
by project
manager
Oral method of
communication
will be used
with CIT, staff
and labour. In
relation to CEO,
written
communication
method will be
adopted
All 4 days till
the project
continues and
not completed
properly
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CIT To effectively
communicate
with project
manager and
labourers
Flat structure of
communication
is to be
followed as
anyone can
need of
technological
help
Oral method of
communication
will be adhered
Till the project
continues or
decided 4 days
CEO To effectively
communicate
with all internal
stakeholders
associated with
project
Top down
structure of
communication
is to be
followed
Adopt written
communication
method
Till the date
when project is
not completed
successfully
Staff To effectively
communicate
with project
manager and
with CEO at the
time of urgency
Flat structure of
communication
is to be
followed
Oral method
communication
will be used
When they not
satisfied with
new working
setup
Labourers To
communicate
with project
manager and
provide
information
about the
progress of
work
They have the
authority to
communicate
with project
manager
directly for any
requirement.
Oral
communication
method will be
adopted
Till they not
completed the
work
successfully
8. Team Operating Principles
This includes the information about the principles adopted by team members while
executing their project (Kloppenborg, Anantatmula & Wells, 2018, pp. 69-70).
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No. Team operating principle
1 Working with full dignity
2 Usage of unbiased approaches
3
Work with supportive nature and help each other in completion of whole target
within time
4 Communicate all possible information in true manner
5 Performance of work with having motivate nature
9. Lessons Learned
This is about the aspects learned from the completion of project (Kloppenborg,
Anantatmula & Wells, 2018, pp. 70).
No. Lesson
1
The aspect learned from the completion of project is that each and every project is
associated with different number of risks and their assessment is must for competing
project on time.
2
Determination of the stakeholders and their interest associated with project is must
because this will aid in improvement of decision making ability.
3
Working over communication plan has same importance as have by other project
management deliverables. This will help to improve communication and working
speed.
4
Resource identification is must as this will help in their procurement and effective
allocation as per the need in project.
10. Commitment
This provides the information about the parties involved in project (Kloppenborg,
Anantatmula & Wells, 2018, pp. 70).
Sponsor Department / Organization Signature
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CEO
Insurance company
Project Manager Department / Organization Signature
Branch manager
Insurance company
Core Team Members Department/ Organization Signature
CIT Insurance company
Administration manager
Insurance company
Labourers
CONCLUSION
It has been concluded from the above report that all the deliverables of project
management have equal importance towards the successful completion of project. These help in
development of effective strategies along with identification of potential risks. The contingency
plan and mitigation measures are important in this direction to overcome from such risks and
complete project on time.
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REFERENCES
Books and Journals
Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, pp. 184-92 Contemporary Project
Management, 4th edn, Cengage Learning, Boston, MA, USA.
Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, pp. 65-66 Contemporary Project
Management, 4th edn, Cengage Learning, Boston, MA, USA.
Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, pp. 66-67 Contemporary Project
Management, 4th edn, Cengage Learning, Boston, MA, USA.
Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, pp. 67-68 Contemporary Project
Management, 4th edn, Cengage Learning, Boston, MA, USA.
Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, pp. 69 & 178-80 Contemporary Project
Management, 4th edn, Cengage Learning, Boston, MA, USA.
Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, pp. 69 Contemporary Project
Management, 4th edn, Cengage Learning, Boston, MA, USA.
Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, pp. 69-70 Contemporary Project
Management, 4th edn, Cengage Learning, Boston, MA, USA.
Kloppenborg, TJ, Anantatmula, V & Wells, KN 2018, pp. 70 Contemporary Project
Management, 4th edn, Cengage Learning, Boston, MA, USA.
Online
Project management. 2020. [Online]. Available Through: <https://www.pmi.org.in/>
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