Construction of Student Study and Learning Facility

This report discusses the concepts of project management, project environment, project brief, and stakeholder analysis in the construction of a student study and learning facility. It explains the importance of these concepts and describes the process to define project environment, brief, and manage stakeholders. The report also highlights the standards involved in the development and management of the project.

Hypothetical proposed
construction of a student study
and learning facility in a town
center
1

ABSTRACT
This report has been described about various concepts of project management like project
environment, project brief and stakeholder analysis. It has also been discussed that why all these
are important in managing project. So, for The Boot project all these things have been explained.
Moreover, it is been shown the process of defining project environment, brief and stakeholder.
For this, EIS project charter and stakeholder analysis process are been discussed in brief. The
assignment has also focused on how stakeholders are managed and analyzed in particular project.
So, it requires certain standards and process through which it is done.
2

Table of Contents
ABSTRACT....................................................................................................................................2
INTRODUCTION...........................................................................................................................4
MAIN BODY..................................................................................................................................4
1. Explain project environment, brief and stakeholder management and why they are important
.....................................................................................................................................................4
2.Describe process to define project environment, brief and managing stakeholders.................6
3. Standards involved in the process of developing this project and managing it.......................9
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................13
3

INTRODUCTION
A project is initiated for a particular purpose. It consists of many components that are
stakeholders, resources, budget, goals and objectives, etc. A project follows a specific process
through which tasks are accomplished (Kerzner, 2019) The stakeholders play crucial role in
completion of project. They are internal and external stakeholders. It also includes many
significant components like time scale, budget, risk, etc. that are defined by project manager. The
project manager is responsible for overall undertaking and completion of project
This assignment will describe about a construction project. It will discuss many things that is
project environment, brief and stakeholder. Beside this, it will be explained about process in
project and how to manage stakeholders. Furthermore, how these areas are managed and
developed will be discussed as well.
MAIN BODY
1. Explain project environment, brief and stakeholder management and why they are important
The project management is a board concept which is necessary to understand for project.
The project includes planning, organising, controlling, etc. tasks and completing it in specified
time. Project management can be referred as planning as organising of firm’s resources in order
to improve the specific task. It can involve the one time project and appropriate resources such as
finance, personnel, technology etc. (Tonchia, 2018) Basic elements of project management
include initiation, planning, execution as well as controlling and closing of work of a project
team. Project managers can make use of different project management methods in order to
complete a construction on time some of the important methods are as waterfall, agile, lean etc.
For construction purpose it is vital for project manager to have an effective project management
skill and an effective project management plan. This can help in meeting the objectives project
on time and in an effective manner.
A project in operated within a set boundary that determine its outcomes. The boundary is
environment that refers to ways or factors that can highly influence project outcomes. It consists
of both internal and external factors (Talman, 2018). These factors are classified as political,
social, technological, etc. while internal are public, competitors, suppliers, etc. these all are
interrelated to each other and connected to project. Also, they directly impact on project
outcomes. it not only formulates project but helps in estimating outcomes.
4

It is necessary to analyse project environment at beginning of project. It helps in finding
out project risk, stakeholders, measures for control, etc. In current project of The Boot the project
environment consists of several components that are government, University, investors, etc. On
basis of it, internal and external environment is determined. Its main purpose is to analyse impact
on that on project. Then, accordingly effective measures are taken in advance to minimise that.
Beside, there is change in things
Project brief is a document which contain summary of project ideas. It gives an insight
about what activities or tasks needs to be done, when it starts, etc. Beside this, the document
break down entire project into various activities. It is just like a proposal that is prepared.
However, the brief is composed of crucial components such as project scope, deliverables,
budget, schedule, etc. (Heldman,, 2018) With help of project brief, tasks are completed in
systematic way. Furthermore, team members and manager remain focus on project and
accordingly desired outcomes are achieved.
Its importance is by getting insight about project scope and deliverables (Importance of
project brief, 2015). But it does not include each and every thing about project. Its importance
the picture of goal is analysed. This means what exactly has to be attained, etc. so, before
proceeding further, steps are identified. In addition, the brief is useful in overall project. The
designer is able to identify whether project is going on track or not, goals are attained or not, etc.
Alongside, it benefits in evaluating effectiveness of project process during and after construction.
If design brief is more precise then it is easy for team to make decisions. With help of it, the
project team is selected that what skills is required in person. The manager is able to select those
professionals in order to work with.
Stakeholder management – They are the main components in project. It means to identify
relevant stakeholder, expectation and their influence on project. In project there are many
stakeholders such as suppliers, investors, etc. from them project goals are determined and goals
are formed (Fleming, 2019).
The importance of stakeholder management is to identify their needs. Thus, if needs are
identified at initial stage it becomes easy to develop goals and objectives (Rendon, and Snider,
2019). However, their interest is determined as well which gives insight about their involvement
in project. Moreover, manager develop relationship with them on basis of their interest. This is
beneficial in success of project. The stakeholder analysis is done to classify them and impact.
5

Therefore, all these are needed to be addressed in project so that it becomes easy to plan,
organise, overall activities. Beside this, it gives insight about desired outcomes, time, budget, etc.
included in it. thus, it becomes easy for manager to find out key constraints and other things.
However, if not addressed it is difficult for manager to initiate activities and attain goals. The
break down is not properly done as well. Additionally, by getting detailed description, the break
down is done in proper way. The next stage of project is already identified which enables
proceeding in smooth way. However, additional requirements are determined and as per
decisions are taken. So, if there occurs any change in then it can be quickly adjusted in project.
In construction project architect has to address all these to prepare design of project.
2.Describe process to define project environment, brief and managing stakeholders
It is important for manager to define project some elements of project to get insight about goals,
resources, schedule, etc. (Gacasan, and Wiggins, 2017). However, it enables in clarifying
stakeholder involved, constraints, etc. So, in order to do so a particular process is followed. The
process may differ with change in project. Moreover, with change in elements process varies.
Thus, process followed is defined below :-
Project environment
In order to identify project environment, the EIA procedure is followed. It is known as
environmental impact assessment. This enables in identifying how environment can impact on
project. The process evaluates socio economic, cultural, etc impact on project. Furthermore, the
main purpose is to analyse impact. It involves community, biodiversity, cultural, etc. of project.
In this the first step is to identify external and internal boundaries of project and then
categorising it. However, when things are clear then in next step it is evaluated that how each
factor can impact on project. Thus, on basis of it decision are taken. Generally, EIA is practice to
determine possible consequences of project. There are several stages followed in it which is
defined below :-
Screening – It is first step where all possible alternative of project is assessed. Here, two basic
question are defined that is effect on environment development and whether that effect are
significant.
Scoping – In this the issues related to effect are identified and their impact is analysed. Through
it, available resources are determined.
6

Baseline study- the data and info of current status of factors is gathered. It makes easy to find
out changes and taking effective measures.
Impact prediction – As name suggest the impact prediction is done here. It involves forecasting
and finding out likely changes that can occur. (Besteiro, de Souza Pinto, and Novaski,, 2015)
Impact assessment – Here, significance of impact is recorded to get a conclusion. It helps in
taking decision and determining its fate on project.
Mitigation -It involves taking effective decision in order to mitigate impact of factors.
EIS review and statement- in this a report is prepared that contains entire info about EIA. Then,
the top management review it and take decision. However, it is also decided that whether
document prepared is adequate or not.
Follow up – it is last phase where monitoring of impact is done on environment. So, on basis of
it auditing of impact is done.
Project brief
The project brief is related to several things in project. It is essential to develop correct
project brief to ensure goals align with it. However, the procedure that is followed in it is agile
project charter that is explained :-
Agile project charter – the procedure is similar as traditional one. But it reduces risk and is
useful in better communication.
Sponsor of project – the stage includes names of sponsor and who will be project manager.
Business case- In this various elements are mentioned in that relate to background of project,
legal requirement, etc.
Business problem – here, the problem of business is identified why a project is been initiated.
Goals – here, goals are defined of project. it can be either long or short term goals.
Deliverables- this gives detail of what outcomes will be attained by taking this project.
Constraints – in this the barriers or constraints that can occur in project is mentioned.
Assumptions – It refers to factor that can occur during planning process of project. this can be
either true or false. (De Waal, and de Boer, 2017)
High level risk- the risks are identified and categorised on basis of high and low level risk. From
it impact on project is determined due to occurrence of risk.
Stakeholder – The names of stakeholders are included in it who are engaged in project. their
name, title, etc and many things are added.
7

Team members- Names of team members are included in it. Also, their position and role is
described as well.
Stakeholder management
It is a significant component in project which provide overview of who are relevant
stakeholders. Besides, it also benefits in analysing importance of each stakeholder and their
involvement in project. Therefore, for stakeholder management there is particular method is
used. For this stakeholder analysis is used. This is explained as follow:-
Identify stakeholder – it is first step in this process where stakeholders are identified. Here,
interest and power of people is analysed that can influence project. The stakeholders are
considered as initial part of project. Moreover, they are classified into different categories
according to inside and outside of project.
Prioritise it – In this the are categorised on basis of their interest, impact on project,
participation, etc. it is carefully done by keeping stakeholder interest and needs. Furthermore,
any change in interest impact will impact on project. Alongside, many other things are
considered in it that are influence, risk, etc. Hence, a group is formed from it. (Cicmil, and
Gaggiotti, 2018)
Understand it- In last stage stakeholders are understood and then plan is developed. In that it is
mentioned that how to engage, communicate with them, etc. Along with, it is identified that what
motivate them to engage with project, whether there will be positive or negative impact, etc.
Thus, in current project of The Boot manager can use above methods which will help in
defining all elements. The internal and external factors are determined easily and their impact is
identified. Moreover, stakeholders of project is identified as well. Hence, it will be beneficial in
complying with project.
In The Boot the project brief is as follows :-
Project overview
The project is to construct a new student centre and provide more facilities in campus.
Also, the centre will offer social learning and other activities.
Objectives/ goals
To transform student experience by building world class centre.
To provide flexible and multi purpose functioning in institution.
Target audience
8

The target audience is students who want to experience high quality education services.
Budget
The budget is around £45m to £50m and has to be completed within 9 months.
Stakeholder of project are defined as :-
Government – they are major stakeholder in this project. it is because the local authority will
grant permission related to construction of student centre. Furthermore, the government will
involve in taking decision. In addition, they will ensure that policies are followed.
Investors - they are those stakeholder that will provide funding to project. beside this, they will
analyse profit from success of project and take decision whether to invest or not. In addition,
investor will also involve in decision making process. (Gaudenzi, and Christopher, 2016)
Bywater University – The university and trustee are also stakeholder in The Boot. the members
of Board of Directors are involved in taking developing plan and forming policies. However,
members will monitor project activities.
Students the project is developed in order provide high class facilities to students. So, they are
crucial stakeholder in it. Moreover, student will show commitment towards it.
Community - the society is also stakeholder in The Boot project. they will ensure that project
contribute towards society. Furthermore, sustainability is maintained and no unethical practice is
followed. Also, community monitor activities of project.
It is necessary to manage and identify so that their needs are fulfilled. Moreover, it gives
insight on their interest, needs, etc. Alongside, managing them helps in communicating regularly.
Through this, it becomes easy to find out change in their needs and analysing its impact on
project. It is necessary to manage them so that project is completed on time. For this, there are
certain standards and criteria followed. This enables in synthesising with project. Also,
stakeholders are accountable for providing funds to project, engage in decision making, etc. so, if
there occurs any change in project stakeholders are to be informed. They provide relevant data
and info about project. Moreover, by managing the decision can are taken properly.
3. Standards involved in the process of developing this project and managing it
Student centre is the project that needs to be constructed by project manager, in order to
build this building there is need to follow standards so that project can get completed on time
with quality. Project manager is required to follow the Prince 2 methodology in order to meet the
standards. (Kostalova, , Tetrevova, and Svedik, 2015)
9

Prince2 methodology is the method which is used by project manager to raise the quality
of project and complete it on time. This approach emphasis on the elements that project must be
organised in systematic manner and there must be proper control of manager over it. If manager
of this construction project control over all the activities and supervise the progress, then this
Student centre construction will be done timely within stipulated cost. Process of this project:
Startup of project
Project manager of Student centre building has analysed first whether project is viable or
not. Once its viability is confirmed then person has gone to board to get the approval for this
construction project. In order to get approval person has prepared business case and all necessary
documents have been prepared. (Gacasan, and Wiggins, 2017)
Project initiation
This is the second phase that pays emphases on scope of project and risk associated with
it. Project manager of Student centre building has ensured that communication with all
stakeholders is done in proper manner and quality remain maintained so that company can satisfy
its stakeholders and can fulfil the goal of project.
Direction of project
This is the next phase in which board members of this construction project has ensured
that decision made by project managers are accountable and there is effective control over
manger in this building project. This helps the person in getting benefit of post project.
Control stage
This is the phase in which manager of this student centre project has assign different task
to different project members by considering their capabilities. This has supported in monitoring
the work in systematic manner and reviewing the progress. This method has given positive
results to the person and has helped in ensuing the quality and comparing progress against the
actual planning. Project manager of Student centre building has paid close attention over all the
risk and have taken appropriate strategies to resolve risk associated with this construction project
(PRINCE2: An Introduction to the Project Management Methodology, 2018).
Manage product delivery
In this phase manager of this project has deliver the work in such manner so that its
completion can be ensured and positive outcome can be reflected. (Cicmil, and Gaggiotti, 2018)
Managing the stage boundary
10

In this stage manager has updated project plan by reviewing the actual performance and
updated plan has been discussed with board members to get their satisfactory response.
Closing of project
In this phase project manager close the project with all completion of necessary
documents. It is handover to the respective members and project is being closed officially.
Use of this methodology and process has helped manager of Student centre project to
manage the work and complete it on time. This process is beneficial in managing cost and
quality both hence project manager of Student centre has become able to meet the requirement of
stakeholders successfully (PRINCE2: An Introduction to the Project Management Methodology,
2018).
CONCLUSION
It can be summarised that boundary is environment that refers to ways or factors that can
highly influence project outcomes. It consists of both internal and external factors. Project brief
is a document which contain summary of project ideas. It means to identify relevant stakeholder,
expectation and their influence on project. Moreover, there are different process used to define
these all. For project environment, EIA is used, project brief is prepared through project charter
procedure, also stakeholder analysis process is used in defining stakeholders.
11

12

REFERENCES
Books and journals
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. Wiley.
Heldman, K., 2018. PMP: project management professional exam study guide. John Wiley &
Sons.
Rendon, R.G. and Snider, K.F., 2019. Management of defense acquisition projects. American
Institute of Aeronautics and Astronautics, Inc..
Tonchia, S., 2018. Project Time Management. In Industrial Project Management. Springer,
Berlin, Heidelberg.
Gacasan, E.M.P. and Wiggins, M.W., 2017. Sensemaking through cue utilisation in disaster
recovery project management. International Journal of Project Management, 35(5),
pp.818-826.
Besteiro, É.N.C., de Souza Pinto, J. and Novaski, O., 2015. Success factors in project
management. Business Management Dynamics, 4(9), p.19.
De Waal, A.A. and de Boer, F.A., 2017. Project management control within a multicultural
setting. Journal of Strategy and Management, 10(2), pp.148-167.
Cicmil, S. and Gaggiotti, H., 2018. Responsible forms of project management education:
theoretical plurality and reflective pedagogies. International Journal of Project
Management, 36(1), pp.208-218.
Gaudenzi, B. and Christopher, M., 2016. Achieving supply chain ‘Leagility’through a project
management orientation. International Journal of Logistics Research and
Applications, 19(1), pp.3-18.
Kostalova, J., Tetrevova, L. and Svedik, J., 2015. Support of project management methods by
project management information system. Procedia-Social and Behavioral Sciences, 210,
pp.96-104.
Talman, J., 2018, August. Enhancing Teamwork in Group Projects by Applying Principles of
Project Management. In Innovations in Teaching & Learning Conference Proceedings.
Fleming, Q.W., 2019, January. Project procurement management: contracting, subcontracting,
teaming. Project Management Institute.
jão, J., Colomo-Palacios, R. and Silva, H., 2017. ISO 21500: 2012 and PMBoK 5 processes in information
systems project management. Computer Standards & Interfaces, 50, pp.216-222.
Online
Importance of project brief, 2015. [online] Available through http://www.the-opendoor.net/the-
importance-of-a-project-brief/
13

EIA procedure, 2016. [online] Available through
https://www.soas.ac.uk/cedep-demos/000_P507_EA_K3736-Demo/unit1/page_14.htm>
PRINCE2: An Introduction to the Project Management Methodology. 2018. [Online]. Available
through < https://www.projectmanager.com/blog/prince2-methodology >
14