Project Management Reflections and Skills

This document presents a reflective essay on the student's experience in a project management course. It details challenges faced, risk mitigation strategies employed, and the application of tools like Gantt charts. The student highlights improved risk management skills and their ability to effectively manage projects and human resources. References from books and online sources are included.

CLOSURE REPORT

Table of Contents
1. EXECUTIVE SUMMARY.........................................................................................................1
1.1 Project Overview...................................................................................................................1
1.2 Project Performance Summary.............................................................................................1
1.3 Follow-on Actions.................................................................................................................2
1.4 Lessons Learned....................................................................................................................2
2. PROJECT PERFORMANCE......................................................................................................3
2.1 Financial Status.....................................................................................................................3
2.2 Schedule performance...........................................................................................................3
2.3 Achievement of scope...........................................................................................................3
2.4 Variances from original Business case.................................................................................4
2.5 Lesson learned.......................................................................................................................6
3. PROJECT REPORTS..................................................................................................................8
3.1 Project Manager....................................................................................................................8
3.1.1 project Summary...........................................................................................................8
3.1.2 Event that affected project performance........................................................................9
3.1.3 Team performance.......................................................................................................10
3.2 Project Sponsor...................................................................................................................10
4. WHAT I LEARNED..................................................................................................................10
REFERENCES..............................................................................................................................12

1. EXECUTIVE SUMMARY
1.1 Project Overview
Semi-reusable EEG Sensor Development project is about development of semi-reusable
EEG sensor in order to provide low-cost solutions to clients. For meting with the basic
requirements of project, project team has partly replaced current full-disposal sensor with the
same quality accurate performance tool. That supports in minimizing cost of operations in the
care homes (Kerzner, 2017). This project is beneficial for the Bureau Veritas and Cook medical
as it will help in their business growth in the emerging markets. The project has been designed to
gain deeper market penetration and increasing market share as well. Bureau Veritas is
multinational leading firm which provide medical sensing and monitoring devices such as EEG
sensor, ECG sensor etc. Cited firm is planning to develop new semi- reusable EEG sensor device
in order to provide low cost solutions to the consumers. Baseline of the EEG Sensor
Development project is 3695000 AUD. After considering the risk of the projects and various
costs, the final budget is planned for the current project is 3879750 AUD.
1.2 Project Performance Summary
The main purpose of this project was to develop a semi- reusable EEG sensor so that
company can provide low cost solutions to its valuable consumers. This aim has been achieved
by this project (Martinelli and Milosevic, 2016). At the end of this project, team has become to
develop semi- reusable EEG Sensor which can provide low-cost solution to customers.
Estimated cost of EEG Sensor Development project is 3879750. Earlier it was planned for
3412000 AUD but after deep research on expenses it is found that they have to increase their
budget if they want it to be successful. Another objective of the current project was to ensure
sensor design meet with all requirements. It has been achieved to great extent but still there are
some loop fall related to scheduling. In order to meet with the requirements two times technical
review is being done.
It is the responsibility of project manage that to ensure that all task get completed as per
the decided time framework. It was the duty of project manager to verify each document.
Initially stakeholder Sr. management did not accepted the scope and has said to make changes.
After making these necessary alteration in the process, management has accepted the project
scope (Cicmil and Richardson, 2017). This process has taken huge time that affected project time
scale because accordingly manager had to make changes in the scheduling process. For making
1

effective control over the EEG Sensor Development project, manager has design activities of
schedule controlling. That has supported in meeting with the real objective and completing the
task on time. To complete this SESD project, manager has applied bottom-up and vendor bid
analysing methods. Both these are effective techniques that has supported in completion of
project within estimated budget. Overall performance of the project was average but there was
no EEG sensor standard available that has created problem for project manager in respect to
quality assurance. Team members get their duties which they have to perform. But most of the
SESD team members were working on part-time bases. Only technical team was full-time
involved otherwise all members were working half time. That was the drawback of the project
because due to this quality and overall performance got affected. In addition, all activities were
related with each other, if one gets changed then it impacts on other task too.
1.3 Follow-on Actions
Follow-on action is the next part of review report in which scholar has to identify what
further actions are required to complete this project. In respect to SESD project, project manager
has to ensure quality of EEG sensor. In this, manager has to ensure that whether resources are
sufficient or not and whether they have quality or not (Identifying Follow-on Actions, 2017).
Quality assurance can support in making semi-reusable EEG sensor development which can be
able to provide low cost solutions to end users. Furthermore, it is essential to include continuous
monitoring plan so that risk can be identified on time. Follow up action will include proper
documentation. All activities should be properly documented and timely pass to the concern
authorities so that they can reach on it. SESD project is required to find better reliable resources
that will help in making this project successful.
1.4 Lessons Learned
It is essential for making this project successful that project manager actively participate
in the SESD project. That will support in ensuring the quality and minimizing risk. It is also
essential that management of human resource is done effectively (Cicmil and Richardson, 2017).
In this project there are many persons involved such as project manager, coordinator, testing
engineer, technical manager, marketing manager, QA engineer, RA specialist etc. By managing
all these people effectively project manager will be able to meet with the objective. It has been
learned that it is necessary to motivate project team members that will help in timely completion
2

of the project and effective utilization of resources. Risk management needs to be done properly
it wil helps in minimizing the chances of failure.
2. PROJECT PERFORMANCE
2.1 Financial Status
The expected budget of the project was 3695000 AUD but later on it was planned to be
3879750 AUD. Cost of market research was 40000 AUD, VOC collection was 30000 AUD, cost
of IRB approval was decided 50000 AUD, market evaluation cost was 150000 and respectively
all costs were designed. But to ensure that project can get completed within set budget project
manager has take support of cost management and control techniques. But after deep research it
was found that this budget is not appropriate and further it has been increased to 3879750 AUD.
After so many efforts also actual cost of the SESD project has been increased from the budgeted
limited. The main reason of this issue was imperfection in forecasting that has increased burden
on the project manager. Beside this, stakeholder has identified the issue and report to the project
team. After reviewing whole project major changes have been done in the entire scheduling,
resource allocation etc (Kerzner and Saladis, 2017). Regular monitoring and continuous review
help them out in managing the cost effectively.
2.2 Schedule performance
The expected completion time period of the SESD project was 60 working days. But it
was completed in 88 days. The main reason of delay was occurrence of unexpected risk and
shortage of resources such as physical, technical and financial resources (Identifying Follow-on
Actions, 2017). In addition to this, improper planning, technical issue raised that has created
situation of project delay (González-Marcos and Ordieres-Meré, 2016). Documentation
pendency was another reason that has created delay situation because due to this manager has to
re-look the entire project. Apart from this, lack of coordination among team members has delay
this SESD project and due to this many times project manager has to hold the project and has to
review it again. Many involved persons were working part-time it was another reason of delay
But effective time management strategies, proper controlling has supported in minimizing the
scheduling risk and complete the project within estimated time period.
2.3 Achievement of scope
The main issue was in the SESD project that people were not having sufficient skill and
they were working part-time. There is scope to involve skilled and experienced persons in the
3

project so that it can meet with its objective (Laufer, 2016). Project manager needed to hire
talented technical members those who have good experience of development of semi-reusable
EEG sensor. In addition, it needs to cover training for all project team members so that they can
know scope and their role. It will support in completing the project on time with desired output.
There was no issue in the scope, project manager has divided the activities properly, all
activities were completely based on planned scope. Besides this, some necessary changes have
been made by stakeholders and Sr. management related to documentation. That has supported in
avoiding the creeping possibilities. In addition, tight supervision of managers and higher
authorities has helped in meeting with the objective of SESD project. Individual has make them
aware with their responsibilities and have allocated duties to them as per their skills and
experience. That has supported in smooth functioning of tasks.
2.4 Variances from original Business case
Material Estimated cost Actual cost Variance
Market research 40000 45000 5000
VOC collection 30000 30000 0
Concept development 20000 20000 0
Industry Design 15000 20000 5000
Feasibility study 15000 25000 10000
Cable vendor visiting
and contract
30000 30000 0
Designing
development
25000 25000 0
EB Sample
Build
270000 300000 30000
Cable Tooling* 100,000 200000 100000
Prototyping 85,000 85000 0
Customer 112,000 112,000 0
4

Evaluation
Cable Tooling 120,000 120,000 0
3rd Party
Testing*
240,000 240,000 0
Design Verification
Test
270,000 270,000 0
IRB Approval 50,000 50000 0
Validation Site
Contract*
200,000 200,000 0
Clinical
Validation
520,000 600000 80000
Manufacture
Planning
20,000 50000 30000
Cable Manufacture
Tooling
300,000 387750 87750
Disposable
Production
Tooling*
600,000 750000 150000
Process
Validation
100,000 120000 20000
Market Evaluation 150,000 150000 0
International and
Domestic
Distribution
100,000 200000 100000
Total 3412000 3879750 -4,67,750
5

From the above variance analysis it is found that earlier cost was 3412000 but later on it
has been increased by 3879750. Major changes occurred in Market research, Industry Design,
Feasibility study, EB Sample Build. The main reason of increasing cost of these activities were
that project manager has hired people on part-time bases and they have not done it properly thus
it has been done by other members again. That has increased cost of the project. International
and domestic distribution has been increased by 10000, it is because government has made
changes in the distribution law and has increases tax rates. Disposable Production Tooling has
been increased by 150000 because technical members were unable to coordinate with other staff
time to time that it was cost of each activity was increasing.
2.5 Lesson learned
Area Issue Success/
Problem
Impact Recommendation for
improvement
Procurement Understandi
ng the
scope at
initial level
Stakeholde
rs and
project
manager
both were
Documentation were not
completed properly because
all requirements were not
known by all members. Sr.
management has mark
It is essential that project
managers and other involved
persons make effective
communication and discuss
scope and their role. That will
6

involved
in this area
thus, many
times
created
confusions
.
changes that has impact on
the completion date and
budget as well
(Young, 2016).
support in minimizing
unnecessary modifications in
the system. Effective
involvement of all project
team can be beneficial in
minimizing risk.
Human
resource
management
Award
planning
Project
manager
has not
added
anything
which can
motivate
the team
members.
Part-time
workers
were not
paying that
much
attention
due to
poor
motivation
.
Individual
has not
trained any
person for
That results in improper
planning and improper
forecasting that has
increased risk.
To it essential to involve
reward system for the best
performer it can help in
boosting the employees.
Project manager has to give
training the employees so that
they can perform their
responsibilities effectively.
7

this
project.
Management
of risk
Approval It has
taken too
much time
in
approval.
Due to late approval project
completion timing was
affected.
It is essential to make
contingency plan so that
project manager can
minimize risk and can
complete the project on time.
It should train its involved
persons so that technical risk
can be minimized. Individual
should monitor the
performance time to time that
will help in addressing the
issue on time and avoiding
them timely.
3. PROJECT REPORTS
3.1 Project Manager
3.1.1 project Summary
To
The manager,
The project was related to the SESD and to develop the semi reusable EEG sensor in orde
r to serve at low cost benefits to the customers. With that they are partly replacing the full dispos
able sensor with the accurate performance on the patient of anaesthesia with the depth direction i
n ICU and OR. The project plan was created by the management team in order to finish the whol
e project on time and resist unwanted spending accordance to the planned budget(McMahon, 201
6). The project was kept as the environment friendly by the SFSD as per the laws and provisions
made by the government. The machine was made with comply of different rules and regulation s
uch as environment friendly material, safety standards etc. so that they can protect their patients.
8

The machine was implemented with in 7 months but the actual time taken was 10 months. This si
tuation of delay was happened because there was some change in the plan, shortage of raw mater
ial at the time of manufacturing. The budget was made by the finance department of the organisa
tion then also the expenditure exceeds which made lots of issues in the implementation of project
. The budget excess because the company have not used the raw material properly and they take l
ots of resources while testing the machine that whether it is working proper and will it not harm a
ny patient. This is the biggest reason which created hurdles. Despite of these problems, they have
made quality machine for the patient which and which is affordable by the clients. Their actual p
erformance were much higher than the standard performance which create high level of quality(
Depoers and Jérôme, 2016). The organisation regularly test the machine so that they can check th
eir quality standard on the regular basis.
3.1.2 Event that affected project performance
The performance of the project was delay due to expenses was made higher than the budg
et and delay in the time, these two factors have been identified by the organisation. This problem
have arises due to several factors, the factors are as follows:
Lack of inventory: The expenses of project SFSD have been exceeded in terms of budget set be
cause when they were manufacturing the semi reusable EEG sensor the price of inventory sudde
nly rise. This is the main reason due to the project was delayed as the raw material arrived late w
hich have hampered the manufacturing of machine (Andler, 2016).
Late approvals
Large testing: As this machine is for the health of human being or the person who is suffering, s
o it is very important for the organisation to test that the machine that is it serving accurate result
or not. If the result will not be found properly, the treatment will not be accurate and this will lea
d to increase in sickness, so this is the key reason why the organisation have taken time, but this
delay in implementation of project (Kerzner, 2017).
Lack of resources: The other biggest problem regarding the project was the availability of resou
rces. When the organisation was making the machine, the price of raw material have been rise w
hich reduce the availability of inventory at lower price.
9

3.1.3 Team performance
The committee of the semi-reusable EEG sensor development has hired skilled
employees. But cross functional supporting members were working in the project on part-time
bases but technical team was working on full-time bases. All involved person were having
necessary skills in the relevant field. The team members were working on semi reusable EEG
development project and they were putting their hard efforts to meet with its real objective. But
poor coordination was the main issue in the team performance (Kerzner and Saladis, 2017).
Technical team was unable to communicate properly with the cross functional team members.
Furthermore, it is found that project team was not getting reward for their efforts that
demotivated them and decreased their morale. Project manager was required to offer them
incentives or other benefits for their good work but due to lack of motivation people were not
taking much interest in this project. This issue has created big issue and that is why improper
forecasting has occurred as risk in the SESD project.
3.2 Project Sponsor
As per the project committee team members commitment all resources were available
during the initial phase. This has supported in completion the project in smooth manner. Cost
control report was submitted by the project manager so that some funds can be gathered by
authorities.
4. WHAT I LEARNED
I have learned about the benefit of semi-reusable EEG sensor development. Earlier I was
not that much familiar with the term that has created problem for me. Initially hiring of skilled
members was tough for me. But I have learned that if there is proper communication and
coordination then individual can minimize the errors and can complete the project within
stipulated time period. I have improved my technical skills to great extent. I got to know benefits
of using advanced technologies in the EEG sensor. I have also learned that forecasting is very
important in the project, if thee is improper research and forecasting then individual can not be
able to minimize risk in the project. For avoiding the risk it is essential to look upon each session
properly and plan accordingly. Furthermore, I have learned about Gantt chart. In addition, I have
improved my risk management skills now I am able to manage any project and human resource
effectively.
10

11

REFERENCES
Books and Journals
Andler, N., 2016. Tools for project management, workshops and consulting: a must-have compe
ndium of essential tools and techniques. John Wiley & Sons.
Boyle, G., 2017. Design project management. Routledge.
Cicmil, S. and Richardson, K., 2017, April. Exploring the complexity of projects: Implications o
f complexity theory for project management practice. Project Management Institute.
Depoers, F and Jérôme, T., 2016. Voluntary disclosure of greenhouse gas emissions: Contrastin
g the carbon disclosure project and corporate reports. Journal of Business Ethics. 134(3). p
p.445-461.
González-Marcos, A and Ordieres-Meré, J., 2016. Student evaluation of a virtual experience for
project management learning: An empirical study for learning improvement. Computers &
Education. 102. pp.172-187.
Kerzner, H. and Saladis, F. P., 2017. Project management workbook and PMP/CAPM exam stud
y guide. John Wiley & Sons.
Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring a
nd monitoring project performance. John Wiley & Sons.
Laufer, A., 2016. Breaking the code of project management. Springer.
Martinelli, R. J. and Milosevic, D. Z., 2016. Project management toolbox: tools and techniques f
or the practicing project manager. John Wiley & Sons.
McMahon, P. E., 2016. Virtual project management: software solutions for today and the future.
CRC Press.
Young, T. L., 2016. Successful project management. Kogan Page Publishers.
Online
Identifying Follow-on Actions, 2017. [Online] Available through: <http://www.time-is-
ltd.co.uk/Management/Promise/PMManual/Identifying%20Follow.htm>. [Accessed on 11th
September 2017].
12

13