Project Management and Change Requests

This assignment delves into the crucial aspect of managing change requests within a project management framework. It examines the importance of clear scope definition, risk assessment, and communication channels in addressing change requests. Students are encouraged to analyze best practices for handling changes, considering their impact on project deliverables, timelines, and budgets.

Information System Project Management
1

Table of Contents
INTRODUCTION ...............................................................................................................................5
TASK 1.................................................................................................................................................6
1.1 Ensure user involvement in the development of the Project Initiation Document ...................6
1.2 Structure the project and any sub-project to ensure clarity of deliverables ..............................7
1.3 Establishment of an effective Project Board..............................................................................7
TASK 2 ................................................................................................................................................9
2.1 Principle risks for the project ....................................................................................................9
2.2 Preparing the risk register for the project showing proposed mitigation ................................10
2.3 Use of risk register at regular project review meetings ..........................................................21
TASK 3 ..............................................................................................................................................22
3.1 Project plan .............................................................................................................................22
TASK 4...............................................................................................................................................26
4.1 Best practices regarding the effective change management principles to manage change
request............................................................................................................................................26
TASK 5...............................................................................................................................................29
5.1 Options available to resolve the problems and steps take by the project manager to
communicate it to the stakeholders................................................................................................29
CONCLUSION..................................................................................................................................30
REFERENCES...................................................................................................................................31
2

Illustration Index
Illustration 1: Gantt Chart of renovation of computer labs................................................................25
Illustration 2: Managing change request process...............................................................................28
3

Index of Tables
Table 1: Structure the renovation of Computer labs of University of West London............................7
Table 2: Project Board for renovation of computer labs project .........................................................7
Table 3: Risk register for the renovation project of computer labs showing proposed mitigation.....10
Table 4: Project plan of renovation of computer labs.........................................................................22
4

INTRODUCTION
Project Management Information System (PIMS) is a computer driven system that helps the
project manager in the project work. Basically it is used for scheduling, monitoring, calculating
costing, develop report of current status of the plan etc. The major work of PIMS is to automate,
organize and control of the process of project management. It supports the project team in terms of
creating project charter, control changes in the charter and develop a proper and complete documen
(What is a Project Management Information System (PMIS)?, 2011)t. It helps the project manager
to get right update of the information about the project work which allows him to take decisions
regarding the scheduling and budgeting of the plan. PIMS improves the project management work
and its outcome assist in taking competitive advantages as compare to rival firms. It schedules the
work and maintain the cost as well as keep both of them on track. PIMS delivers the several
benefits to the companies in terms of managing the different documents, minimize the costs of
contracts and bids etc (Markgraf, 2016). The present report is related to Project Management
Information System (PIMS) where a case of University of West London is taking into the
consideration. In this situation, university wants to renovate its computer labs to ensure students
and staff all have access to the latest technology to support their studies and teaching. The project
sponsor is the Head of Computing and it is to be run under PRINCE 2 principles.
5

TASK 1
1.1 Ensure user involvement in the development of the Project Initiation Document
From the given case study, it has been found that University of West London wants to
renovate its computer labs with the aim of ensuring that the teachers and students are getting
effective and right knowledge. In this context, it has project manager responsibilities to ensure the
user involvement at the time of development of the Project Initiation Document (PID) (Adak and
Yumuşak, 2013). It is one of the most artifacts in project management that provides the basic
fundamental base to the project. It includes different aspects such as project goals, stakeholders,
risks, scope, project controls etc. It is preparing on the basis of PRINCE 2 to represent the action
plan. PID is a detail interpretation of the elementary project start up document which can also be
said Project Brief (Burke, 2013). On the other hand, user involvement means engagement of the
service users in the different designing, management and delivery of the services. The participation
of the users have ensured the success rate of a company. On the basis of the suggestions of the
customers, organization can develop or modified its current service or products in right direction.
In the case of renovation of computer lab, the project manager needed to ensure that
complete participation of the University because without knowing the needs and requirements of
the users, it has hard to meet the expectations of them (Azimi and et.al., 2011). For ensuring the
user participation during the development of PID, project manager needs to take various actions
which are as follows.
Focusing on University priorities: For the project manager, it is essential to priorities the needs of
the user. It is require the participation of the University in decision making process because on the
basis of their requirements, PID will develop (Robson, Begum and Locke, 2003).
Equality of opportunities: During the big changes within the organization, it require the
involvement of the users of all level by giving them equal opportunities. Same thing should be
happen with University where project manager gives the equal opportunity to all members such as
staff members, top management, students etc. This approach will increase the expectations of the
client and deliver them a clear message within the University so that service users will able to give
their suggestions during the development of PID (Colin and Vanhoucke, 2014).
Continuous monitoring and evaluation: Project manager should frequently ask the things and
ideas from the users of University about the new changes. Their opinion will help in find out those
issues which becomes the reason of renovation of the computer labs and other objects. For this, a
continuous feedback should be take from the client which enable the project manager to develop
PID during the first phase (Flyvbjerg, 2013).
6

From the above stated methods, project manager will easily ensure about the high
involvement of the University in the preparation of PID for renovation project.
1.2 Structure the project and any sub-project to ensure clarity of deliverables
Table 1: Structure the renovation of Computer labs of University of West London
Milestones list
Project: Renovation of Computer labs of University of West London
Milestones no. Milestone Compulsory/ Optional
0001 Planning Compulsory
0002 Contracts Compulsory
0003 Plan development Compulsory
0004 Bids and contracts Compulsory
0005 Implementation of plan as per the given specifications Compulsory
0006 Finishing of building Compulsory
0007 Monitoring Compulsory
0008 Project closure Compulsory
1.3 Establishment of an effective Project Board
Table 2: Project Board for renovation of computer labs project
Expected personnel Coordinators Other supportive members
Project steering committees Project board Board of directors of
University of West of London
Project manager
Contract officer
Sub-contractor
Suppliers of h/w, network and
s/w
Administrative officer
IT specialist
Technical support member
7

Budgeting planning director
Lead consultant
Other consultants
Cost consultant
CDM Co-ordinator
Specialist consultants
Lead designer
Service engineers
Structural engineers
Specialist designers
8

TASK 2
2.1 Principle risks for the project
1. Executive support: Most of the time, the top management have not taken the interest or does
not support the employees in a new work. This lack of support has weak the bond between
the staff and executives. Poor support of the executive members of University has a biggest
risk for the renovation project (Banaitiene and Banaitis, 2012 ). The impact of this is it
has hard to document all the requirements and needs in proper manner which create the
delay in implementation of action plan
2. Change management: The continuous flow change request in PID has created the risk for
the project. If project manager not able to manage the modifications in the existing plan than
it will he hard to manage the changes. It has lead to developed the probability of failure of
the project and it many consume more time and costs (Cullen, 2014).
3. Scope risk: Sometime, this kind of risk may be quantified or not and it include hardware
defects, scope creep, unexpected changes in legal framework, software defects etc.
Renovation project may faced this type of risk in during the implementation. Impact of
scope risk on the project plan can be it deviate the entire action plan from the track and
create the delay in completion of it (Mochal, 2004).
4. Scheduling risk: It is a most difficult situation for the project manager keep track on the
entire project plan as per the schedule and achieve the expected deliverables. In the context
of the University computer labs renovation, the probability of occurring of scheduling risk
may be high. This can be raised due to less control over scope of control, hardware
maintenance delays, taking time in decision making process etc. These all may affect the
scheduling of the project plan and delay the project at any stage (Project Risk Categories,
2016).
5. Resource risk: The major resources of a company are human and financial. The same thing
has applied on renovation project. If the employees hire for the work are not skilled, if plan
has under staff from the starting etc than it is human resources risk for the renovation
project. It will leads to create the delay in entire plan and affect the effectiveness of action
plan. On the other hand, from the perspective of financial, if University provides insufficient
funds to the project manager to carry out the renovation plan or inadequate investment on
buying the machines then it will be a financial risk (Gemünden, Huemann and Martinsuo,
2013). The impact of this will it will affect the entire project deliverables and make delay in
completing the entire work.
9

6. Design: Generally, the flexibility and feasibility of the design and architecture is knowing
the key of success of a project. Same thing applies on renovation project plan. If the project
manager prepares the low quality design of the action plan, design is not flexible and
feasible or unable make the interconnection between different system then it will develop a
chance of failure of design risk. Impact of this on renovation project is it will take more time
to make a new plan that will require more cost and time. The result of it is it will create a
delay in the project plan (Mar, 2013).
7. Technical risk: Use of low quality technology components, use of out dated or old
technology in different activities of running the project, unavailability of the technical
components etc has affected the quality and performance of the action plan. If the project
manager face all these situations then it will definitely affect the entire project plan of
renovation of computer labs (Gyawali, Tao and Müller, 2013).
8. Communication risk: Poor communication between the staff members or services users and
service providers has created the situation of misunderstanding. In the regards of renovation
project, if University authority has not made proper communication with the project
manager or project manager has not able to deliver the right information to the team
members then it will be hard to understand the requirements of the clients. Along with this,
it will affect the productivity of the team and increase the chances of failure of project plan
(Hazır, 2015).
2.2 Preparing the risk register for the project showing proposed mitigation
From the above stated principles risks that can be occurred in renovation project plan affects
the entire project plan and create the delay in completion of the work. It is project manager
responsibilities to determine the different types of risk associate with the plan. To minimize the
impact of occurrence of hazards, he should have to take some steps and develop the methods to
mitigate them as soon as possible (Kerzner, 2013). For the above mentioned risks, the proposed
mitigation with risk register is as follows.
Table 3: Risk register for the renovation project of computer labs showing proposed mitigation
Risk Pre
mitigation
probabilit
y (a) (1 to
5)
Pre
mitigation
impact (b)
(1 to 5)
Pre
mitigation
rating
(a*b)
Mitigation
strategy
Post
mitigation
probabilit
y (c) (1 to
5)
Post
mitigation
impact (d)
(1 to 5)
Post
mitigation
rating
(c*d)
Executive 1 5 5 To 1 5 5
10

supports minimize
the
following
risk, the
executive
of
University
should
understand
their roles
and
responsibil
ities in
renovation
project.
They also
should
show the
highly
commitme
nt level
towards
the plan.
Along with
this, they
should
have to
support the
project
manager
and its
team for
giving the
11

complete
details
about the
requiremen
ts and
changes
during PID
developme
nt (Lanata
and et.al.,
2015).
Change
manageme
nt
3 3 9 Project
manager
should try
to check
all the
requiremen
ts and
needs of
the client
during
preparing
the PID. At
this phase,
he should
confirm all
the things
from the
top
manageme
nt of
University
more than
2 1 2
12

one time.
In addition
to this,
project
manager
should try
to
minimize
the change
requests
from the
users side
by proper
documenta
tion and
confirmati
on
(Meredith
and Mantel
Jr, 2011).
Scope risk 2 4 8 To reduce
the
occurrence
and impact
of scope
risk on
renovation
of the
project,
project
manager
should
adopt
1 4 4
13

savvy
planning.
For this, he
should
define the
project aim
clearly,
managing
the scope
and other
changes
during the
PID phase,
adopt the
risk
resister to
manage
scope risk,
determine
the
different
risk
situation
etc. So, by
paying a
great
attention to
on this
hazard, the
scope risk
impact and
its
occurrence
14

can be
reduced
(Mubarak,
2015).
Schedulin
g risk
4 2 8 For
mitigate
this risk,
project
manager
should
adopt
different
kinds of
time tasted
methods
for setting
of
scheduling
. Along
with this,
by
breaking
down the
entire
project
plan into
the small
section and
allocate
time frame
to each and
every
process,
2 1 2
15

the risk of
scheduling
can be
minimize
(Müller
and et.al.,
2013).
Resource
risk
5 5 25 Project
manager
should hire
those team
members
who are
having the
right skills,
knowledge
and
experience
in the
similar
field. It
will help in
manage
the entire
project
plan of
renovation
in more
effective
manner.
On the
other hand,
in the case
3 4 12
16

of
financial
risk, the
project
manager
should
adopt the
different
types of
budget
estimation
and
arrange
various
sources of
funds
(Nicholas
and Steyn,
2012).
Design
risk
3 3 9 For
solving
designing
risk issue,
the project
manager
should
develop
flexible
and
feasible
design of
renovation
project.
2 3 6
17

Beside
this, by
highlightin
g the
complex
and
experiment
al
component
s of the
design in
PID phase,
the
chances of
design risk
can be
minimize
(Pritchard,
2013).
Technical
risk
2 1 2 During
buying and
using the
technology
, the
project
manager
should
ensure the
stability,
scalability,
security,
usability
and
1 1 1
18

availability
of the
technical
system. He
should try
to avoid
the use of
old
technology
during the
project
because it
may be
breakdown
in any case
and affect
entire
work. In
addition to
this,
project
manager
should
focus on
maintenan
ce of the
machines
to ensure
their
durability
and
performan
ce for the
19

long time
(Smith and
van den
Berg,
2015).
Communic
ation risk
3 2 6 To
minimize
this,
project
manager
should
ensure that
there must
be a proper
communic
ation
between
the team
members
and
University
higher
authorities.
The right
informatio
ns should
be
communic
ate among
all the
team. For
communic
ation,
1 1 1
20

different
kinds of
methods
such as
email,
phone
calls, fax,
documenta
tion etc
should be
used. It
will reduce
the
probability
of
miscommu
nication
and
misunderst
and
between
them
(Svejvig
and
Andersen,
2015).
2.3 Use of risk register at regular project review meetings
Risk register is a scatterplot and used as risk management tool for managing and mitigating
the different types of hazards and their impacts. From the above stated risk in the renovation
project, a risk register with the mitigation methods have been proposed. This register can be used by
the project manager in regular project review meetings (Turner, 2014). It is phase where the project
manager focus on progress towards the goals of the action plan. It is a part of management
21

practices. With the help of this, the project manager of renovation project of computer lab will able
to develop risk management plan. With the progress of plan, manager will use risk register to
determine that whether the existing hazards affected the work as it has been estimated or not. Along
with this, it will help the project manager to identify the reasons of delay in the project plan. On the
basis of the causes, the new mitigation methods will find out (Chiu-Chi and et.al, 2013). Beside this,
the project manager will ensure that project either complete on the time or not. The risk register will
also assist him during the project review meetings that budget of the action plan is under-control or
not. Along with this, it will be easy to analyse the several listed risks and their impact of the entire
renovation of computer plan.
TASK 3
3.1 Project plan
Table 4: Project plan of renovation of computer labs
Task
Mode Task Name Duration Start Finish Predecessors
1 computer renewal project 111 days Fri 4/1/16 Fri 9/2/16
2 Planning 9 days Fri 4/1/16 Wed 4/13/16
3 Information gathering 2 days Fri 4/1/16 Mon 4/4/16
4 Prepare renovation wish
list 3 days Tue 4/5/16 Thu 4/7/16 3
5
Approval of list from
University and top
management
4 days Fri 4/8/16 Wed 4/13/16 4
6 Contracts 15 days Thu
4/14/16 Wed 5/4/16
7 Supply renovation
agreement 5 days Thu 4/14/16 Wed 4/20/16 5
8 Supply renovation plans 5 days Thu 4/21/16 Wed 4/27/16 7
9 Supply renovation
specification 5 days Thu 4/28/16 Wed 5/4/16 8
10 Plan development 14 days Thu 5/5/16 Tue 5/24/16
11 Prepare the designs 5 days Thu 5/5/16 Wed 5/11/16 9
12 Review and final the 5 days Thu 5/12/16 Wed 5/18/16 9,11
22

specifications of computer
labs
13 Approve the designs 4 days Thu 5/12/16 Tue 5/17/16 11
14
Approve the
specifications of computer
labs
2 days Wed
5/18/16 Thu 5/19/16 13
15 Print the designs 3 days Fri 5/20/16 Tue 5/24/16 12,14
16 Bids and contracts 19 days Wed
5/25/16 Mon 6/20/16
17 Prepare the copies of
plans 5 days Wed
5/25/16 Tue 5/31/16 15
18
Prepare the copies of
specifications of require
equipment
4 days Wed
5/25/16 Mon 5/30/16 15
19 Distribution of
specifications and plans 4 days Wed 6/1/16 Mon 6/6/16 17,18
20 Invite the bids 5 days Tue 5/31/16 Mon 6/6/16 18
21 Receive the bids 5 days Tue 6/7/16 Mon 6/13/16 19
22 Finalize the suppliers 5 days Tue 6/7/16 Mon 6/13/16 20
23 Make the contract 5 days Tue 6/14/16 Mon 6/20/16 21
24
Implementation of plan
according to the
specification
14 days Tue 6/21/16 Fri 7/8/16
25 Renovate the computer
labs 2 days Tue 6/21/16 Wed 6/22/16 23,22
26 Set plywood roofs,
doors and windows 3 days Thu 6/23/16 Mon 6/27/16 25
27 Install electrical lines
and safety equipment 4 days Tue 6/28/16 Fri 7/1/16 26
28
Install hardware,
software and network
infrastructure
5 days Mon 7/4/16 Fri 7/8/16 27
29 Finishing of building 12 days Mon Tue 7/26/16
23

7/11/16
30 Interior finishing in
computer labs 2 days Mon
7/11/16 Tue 7/12/16 28
31 Floors finishing 5 days Wed
7/13/16 Tue 7/19/16 30
32 Final coat of paint in
labs 5 days Wed
7/20/16 Tue 7/26/16 30,31
33 Cleaning 12 days Wed
7/27/16 Thu 8/11/16
34 Monitoring 5 days Wed
7/27/16 Tue 8/2/16 32
35 Inspection 2 days Wed 8/3/16 Thu 8/4/16 34
36
Check the actual work
with the given
specifications
2 days Fri 8/5/16 Mon 8/8/16 34,35
37 Identify the defects 2 days Tue 8/9/16 Wed 8/10/16 36
38 Corrective actions 1 day Thu 8/11/16 Thu 8/11/16 37
39 Project closure 16 days Fri 8/12/16 Fri 9/2/16
40 Developing project
report 2 days Fri 8/12/16 Mon 8/15/16 38
41 Post implementation
review 5 days Tue 8/16/16 Mon 8/22/16 38,40
42 Termination of various
contracts 3 days Tue 8/23/16 Thu 8/25/16 41
43 Reassign resources 4 days Fri 8/26/16 Wed 8/31/16 42
44 Project hand over 2 days Thu 9/1/16 Fri 9/2/16 43
24

25
Illustration 1: Gantt Chart of renovation of computer labs

TASK 4
4.1 Best practices regarding the effective change management principles to manage change request
As per the given case scenario, it has been understand that University has given the rights to
some students for use server and routers to undertake system programming as part of their studies.
General policy of the university is to have the machines under central IT department control to
avoid abuse and to ensure a good general service; hence it has not been included in original plan
(Darren, 2012). So, there is a change request from the management side to include this feature into
the project plan. For managing the change request and drive it through to final decision, the project
manager will follow some steps which are as follows.
Determine the scope of the change: For the project manager, it is a first question needed to be
consider that what exactly the scope of the change request. With the help of this, he will able to
discover the new requirements of the client. Along with this, he will determine the impact of new
change request on the service users (Brandenburg, 2016). On the basis of identify the scope of
change request, project manager will find out the benefits and negative aspects of the new
modifications. So, it will help in understand the level of need of new changes in the original plan.
Determining the scope of incorporating the change: Once the project manager and its team will
understand the needs and importance of the proposed changes in renovation plan than it will help in
develop the responses towards the proposed modifications. On the basis of this, the impact of the
changes in the plan on technical designs, scheduling, action plan etc will be determine. Here, a
Change Request From will be prepare where the change impact on scheduling, budget, scope etc
will mention (How to Manage Project Change Requests, 2016).
Gain approval or rejection of the changes: With the determining of scope of the change, its
benefits, and impact on different aspect enlisted in the Change Request Form, the project manager
will ready to present it in the front of University of West London. This will carry out to get the
approval from the client that their proposed modifications are according to their requirements or
not. During this process, the entire documentation will be study by the users and thinking on it.
After this, the University will either approve or reject the change. If the project manager will get the
approval from the client, he will take steps to make the alteration in the original plan and
communicate these changes in the project team.
Communicate the changes and implement approved change request: Once the change request in
renovation of computer labs will approved, the project manager will update the project plan and
make the work according to that. During this entire process, the different types of documents will be
prepared by the project manager to inform about the status of progress of action plan. According to
26

new modifications, the changes in the deliverables will be make by project manager and report it to
the University of West London about it (Harrin, 2016).
27
Illustration 2: Managing change request process
(Source : Kumar, 2012)

TASK 5
5.1 Options available to resolve the problems and steps take by the project manager to communicate
it to the stakeholders
As per the given case scenario, it has been found that new install network infrastructure is
not working in the University because due to some significant issues. When the project manager try
to find the root of the problem than everyone is starting to blaming to each other and not take any
kind of responsibilities (Bentham, 2012). Due to this, a rumour spreads that computer labs
renovation project is fail. In this situation, the project manager has the responsibilities to determine
the options available to solve the current issues. In this context, the alternatives for solving the
problem are as follows.
Checking the hardware and software working and specifications: To solve the issue related to
working of network infrastructure, the working and specifications of the hardware and software can
be check. By doing this, if there is any kind of mistake or error find than it can be correct at the
same time. It will help the project manager to identify that such kind of mistake done from the
suppliers end or not (Dey, Clegg and Bennett, 2010).
Changes in setting of network infrastructure: By making the modifications in the network
infrastructure, the problem can be solve. It may be possible that during the setup, the connection of
the hardware and other system can be done wrong. By checking it, the problem of working of
network infrastructure can be resolve (Kloppenborg, 2011).
To communicate this solutions to the stakeholders of University of West of London, the
project manager can use different methods which are as follows:
Presentation: By making the presentation, project manager will easily communicate its ideas in
front of the stakeholders. During this event, he will try to influence them that the determine options
will definitely work and the new renovate computer labs will working very soon.
Meetings: It is a most effective method by which project manager will communicate the solution of
the problem in front of the stakeholders. With the help of this, it will become more easy to influence
the stakeholders and stop them to pull out their investment from the project (Adak and Yumuşak,
2013).
28

CONCLUSION
From the above project, it can be concluded that Project Management Information System is
a most effective method of managing the different project. The following study has based in
renovation of computer labs of University of West of London because it wants to deliver the good
learning and teaching to its students and teachers. During this process, the project manager has
ensure the involvement of the client in Project Initiation Documentation process. With the help of
the risk register, the different mitigation methods have evolved to reduced its impact on project
plan. By change request process, the new modifications have managed by the project manager in
more effective manner. To solve the problem of network infrastructure issues within the University
has resolved and communicated to the stakeholders with the use of different communication
methods.
29

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