Managing Projects

This document provides an overview of project management, including key characteristics of projects, the importance of integration management, scope statement and work breakdown structure (WBS), approaches to generate a project budget, project risks and responses, quality methods for successful project completion, and a Gantt Chart. It also discusses a specific project for Sunderland London College, including project life cycle stages, objectives, timescale, budget, and risks.

Managing Projects

Table of Contents
INTRODUCTION...........................................................................................................................
TASK 1............................................................................................................................................
1. Key characteristics of any project............................................................................................
1b. Importance of integration management in Project Management setting...............................
2. Scope Statement for a project along with role of WBS in such a statement...........................
3. Approaches to generate a budget for a specific project budget...............................................
4. Project risks and responses to overcome risks within project management settings...............
5. Quality methods to ensure successful project completion.......................................................
6. Gantt Chart...............................................................................................................................
TASK 2............................................................................................................................................
Overview of project.....................................................................................................................
Project life cycle stages...............................................................................................................
Initiation.......................................................................................................................................
Planning.......................................................................................................................................
Objectives....................................................................................................................................
Timescale.....................................................................................................................................
Budget..........................................................................................................................................
Approaches..................................................................................................................................
Key Staff......................................................................................................................................
Execution.....................................................................................................................................
Work break structure...................................................................................................................
Control.......................................................................................................................................
Closure.......................................................................................................................................
CONCLUSION..............................................................................................................................
REFERENCES..............................................................................................................................

INTRODUCTION
Project management is explained as the process of performing any of the specific work
which involved high level of initiation, planning, implementation and controlling. It is
necessary that in any of the project proper planning must be done so that all of the work can
be executed in well manner through which goals can also be accomplished easily. In simple
words, managing project says that proper analysis must be done on any of the specific topic
so that different types of trouble which may occur can be removed. The current report is
based on two different task, where first task will discuss about different topics which can be
useful for the purpose conducting any of the project. On the other side, second task will have
a detail discussion on Project Xperts-20 (PX20) where they will work for Sunderland London
College. The main aim of the company is to work in three different floor where they will look
for library, lecture theatres and many more. In order to perform task in systematic manner,
company will have to take the help of different stage such as Initiation, planning, execution,
controlling as well as Closing of the project.
TASK 1
1. Key characteristics of any project.
Any of the project which is being conducted are based on specific time period which
means that any of the task which are needed to done within the project must be complete for
attaining the goals. There are different types of characteristic in any project which has been
discussed below:
 Defined Objectives: The most significant thing which is necessary to be considered
is that objective of the project must be predetermined which includes form initiation
to closure. In simple words, objective allow to perform task in systematic manner
(Akkermans and et. al., 2020).
 Definite end point: Ant of the project have time period, which means that time
duration must be defined.
 Uncertainty: There are always number of element within the project which may
create issues and in order to perform project in specified manner, situation of failure
must be handled in effective way.
 Cross functionality: In any of the project there is the requirement of different
department so looking at this it is necessary maintain coordination among different
department.

1b. Importance of integration management in Project Management setting
Integration management can be defined as collaborative system which includes some of
the crucial elements of the project like cost, quality, stakeholder and many more. All of this
elements plays the most essential role in completing the project in systematic manner. Some
of the importance of integration management has been mentioned below:
 It simply allows to perform all of the task in systematic way (Cakmakci, 2019).
 It allows to develop coordination among the different department.
 Even it provides all of the necessary information to each and every stakeholder
connected to the project.
2. Scope Statement for a project along with role of WBS in such a statement
Scope Statement: It is the most important aspects for the researcher because they get to
know about their intention or expectation from the project. Here, boundaries are also
determined for researched due to which they can identify that how project is needed to be
conducted
Role of WBS in scope statement: A WBS helps in determining the progress of the study
by considering scope statements and segmenting the main project's goals into set of smaller
processes and operations.
3. Approaches to generate a budget for a specific project budget
At the time of preparing any of the budget, there are mainly two option available to
prepare. The first one is top bottom approach and bottom up approach. The subject is focused
on taking decisions regarding proposal paying as well as dividing the portion among project
tasks. Apart from, the bottom-up approach is about calculating the total cost by paying lower
number of job packages and afterwards rolling back.
4. Project risks and responses to overcome risks within project management settings.
There are number of risk factor which can easily have its impact upon successful execution of
the project. Some of the risk associated in the project has been mentioned below:
 Financial risk- It can be seen just because of lack of fund available for the project.
 Schedule risk- It is among the risk which can be seen in that respective situation
where work is not being performed as per the schedule (Ershadi, Edrisabadi and
Shakouri, 2019).
 Performance risk- This connects with the failure in project with expected result.
 Resource risk- This types of risk may occur proper resources are not available.

Types of risk Way to overcome from risk
Financial risk Forming different types of strategies through which each
and every work can be performed with allocated fund.
Resource Risk Inclusion of those employees who have ability to use their
skills and capabilities to perform any of the task.
5. Quality methods to ensure successful project completion
In any of the project it is necessary that work which has been provided must be
performed as per the requirement. In addition, it is necessary that there are certain criteria
which is needed to be meet which also relates with the quality of a project. For this, any of
the project manager has the option to use pareto diagram, flow chart, control chart and many
more.
Pareto diagram: Talking about this particular diagram, it is based on Pareto’s
Principle. This diagram is also known as 80/20 rule as well as principle (Fleming, 2019). It
simply means that 80% of the cost defects are caused because of 20% problem. It allows to
determine the way through which minimum efforts can allow to obtain higher benefits.
6. Gantt Chart
This is the Gantt Chart which shows that project must have the starting and closure date
which can become easy for any of the project manager to complete work on time. Here, work
is different into multiple task which makes working condition easy and even probability of
completing the task on specific time period increases in it.

TASK 2
Overview of project
This particular project relates to Sunderland London Campus where they want to
renovate their some of the section for future betterment. They want Project-Xperts 20 to work
within the area of library, lecture theatres and ground floor to third floor. In addition to this,
the main elements of this particular project is influence on DLR trains in the manner of noise
pollution. In order to determine about detail information all of the necessary information of
the project has been mentioned below.
Project life cycle stages
In context of project life cycle stage, it is based upon 5 different stage which includes
initiation, planning, implementation, control and in depth. The main benefit which can be
obtained through project life cycle is that it allows the project manage to take effective
Installation of new
equipments with in
the college
Initiation
Business
case
Feasibility
study
Planning
Project
plan
Cost-
Benefit
Analysis
Execution
Project
monitorin
g plan
Feedback
report
Closure
Post
project
analysis
Financial
closeout
Project
review

decision as it provides direction. As, project life cycle stage have stating and endpoint, it
becomes easy for PX20 to perform their task in right direction (Kerzner, 2019). As work is
related with construction, it can be helpful for the company like PX 20 to assign right
candidate who can play crucial role in performing the task in systematic manner. The detail
information about different stage of project life cycle has been mentioned below:
Initiation
In any of the project, initiation is the primary stage where it is necessary to understand
about all of the necessary requirement of the project and that is needed to be done by project
head.
As it is beginning of the project, it is necessary to determine about the project where
some of the major topic will be focused such as scope of the project and why this project can
be beneficial for the University like Sunderland London Campus. Agreement are needed to
be signed where estimation has been provided that what can be the overall cost of the project
and how work will be completed in a systematic order. The project manager has decided that
overall cost of the project will be around £ 8 million so it will be major responsibility of
project charter to work with this particular amount. The work load is not limited up to here
because it is said that at initial stage lots of work is to be done and regards with this it is
essential that proper discussion should be done on the project that how work is to be done and
what are those documents which will play crucial role in it to complete the project on time.
Planning
In any of the work, planning plays the most significant role because it directly or
indirectly provides the way that how any of the work should be done for obtaining effective
result. In context of project manager of PX20 they are needed to develop proper plans and
policies related to project which can allow them to determine about the time period which is
required for completing the project. It is also among one of those stage where roles and
responsibility of every member is to be discussed (Mathiaszyk, Volkmann and Read, 2019).
In addition, after having the detail discussion, it will take around 2 years to complete this
respective project.
Objectives: There are certain rules and regulation for conducting any of the project and it
is said that objective is among one of the important objective. Below, some of the objective
has been mentioned:

 The first objective is to introduce or install new work station at the rooftop of college.
The quality is required at rooftop is 20 and on the other side 5 workstation will be
needed in the library as well.
 In order to introduce the concept of digitalisation within the college, there is a
requirement to refurbish theatres and lecture halls. It will improve the standard of
college and student both.
 For the purpose of improving the research ability of student, smart classrooms for
students will be developed.
Timescale: In any of the project, it is necessary that work must be planned because that
does have a crucial role in current scenario. It is necessary for project manager to decide that
how they are needed to perform their task so that work can be completed on time (Miguel,
Madria and Polancos, 2019). Time period for every activity should be divided because that is
one of the way through which all of the work can be performed in a systematic manner and
chances of obtaining the goals will increase in it. Here, project manager must have a
discussion with university head about the time period and according to that workforce can be
executed for completing every task on time.
Budget:Looking at the requirement of project, it is necessary for project manager to
prepare budget so that fund can be allocated. In context of PX20, their project manager have
done calculation of around £8 million for completing this project successfully. The budget of
8 million has been developed below:
Activities Amount (£ million)
Digital Marketing 1.7
Raw material 2.5
Salary 1.3
Transport expenses 1.5
Recruitment & training expenses 1
Total £8 million
Risk: It is term associated with the uncertainties that impacts negatively on the
actions and all the activities in the organisation. The risks and certain other chances of hazard
can be effectively overcome by using the right set of action in the management. Here the

risks are assessed and presented with their mitigation and contingencies in the register of
Sun-Project 20X20:-
Description
of risk
Likeliho
od
Impact O
wn
er
Mitigation Contingency Pre
actio
n
weig
hting
score
Post
actio
n
weig
hting
score
Inadequate
value of the
money due
to
undetermine
d costs
Reasona
ble
Less Sp
ons
or
The unexpected
cost can be
minimised by
using the cost
efficient
alternatives..
It bring the
negative effects
on the success.
6 out
of 10
7 out
of 10
Increasing
in the
consumption
of time that
tends to
contemptibl
e task
control.
Less Great Ma
na
ger
of
Pro
jec
t
Formulating the
planning and
effectively
executing the
actions of less
time faking
(Poston and
Richardson,
2019)
This can tend to
enchaining the
use of timeline
and creating the
time
consumption in
the
operations. .
4 out
of 10
6 out
of 10
Lack of
student
satisfaction
sue the
emerging
Big Less Dir
ect
or
of
Op
Maintain the
news at a regular
time period.
Students can
bring the
negative
changes in the
image of
5 out
of 10
9 out
of 10

techniques
in the
education.
era
tio
n
institution.
Infectivenes
s of workers
while
handling the
events for
visitors
Great Modest Pro
jec
t
ma
na
ger
The risk can be
overcome with
the aid of
effective
functional plan as
and managing the
resources that can
be used in various
activities. .
The
organisational
effectiveness
can be
hampered
without the
efficient human
resources.
9 out
of 10
6 out
of 10
The diverse
nature of
task creates
the risks in
operations.
Restrain
ed
Big Op
era
tio
nal
dir
ect
or
Here it is
important to form
the most
appropriate
planning for the
working actions
within the
administration.
Each and every
function will be
facing the bad
execution.
5 out
of 10
8 out
of 10
Sudden
changes and
modification
in the
government
al rules and
legislation.
Great Modera
te
Ma
na
gin
g
dir
ect
or
(M
D)
The manager are
required to devise
the work pattern
and strategies by
obliging the
necessary
changes in
regulations
(Pollard, 2019).
The legal
authorities in
the organisation
who doesn’t
follow the rules
and regulations
will be affected
7 out
of 10
8 out
of 10
Supplier
create the
Immens
e
Great Ma
na
The planning are
needed to be
The
inefficiency can
7 out
of 10
8 out
of 10

risks as they
have the
power of
incising the
prices of
raw
material.
ger
of
Pro
jec
t
formed to
minimise the
costing of
production.
be seen in the
fund
sustainability.
Health and
security
issues that
restricting
the immense
activity.
Huge Normal Ma
na
ger
of
Pro
jec
t
The level of
security will be
increasing by
establishing new
standards and
system for
effective growth
and security of
every one.
The less
security effects
of the activity
and its
effectiveness of
various
different
department in
the
organisation.
8 out
of 10
8 out
of 10
Work break structure: In any of the project, there are number of activities which are
needed to be performed and looking at scenario of Sunderland London Campus they have
also got number of activities which must be performed by them. But, there are high chances
that some of the activities might not be performed because of work load. In order to perform
all of the work in systematic manner, work can be divided into small section which will allow
to cover all of the aspects. Below, WBS of Sunderland London University has been prepared.

Approaches
This stage has its own importance because it directly or indirectly focuses on the
preparation of plans and policies which is needed to followed by each and every person
involved within the project. In addition, it also provides the way that how any of the work is
needed to be done so that goals and target can be accomplished.
Key Staff
Whenever any of the project is required to be conducted, it is necessary to understand
that proper planning and execution must be done so that chances of failure can be reduced. In
context of Project Manager, they have decided to hire some of the extremely talented people
which includes professional employee in specific field. Here, providing them additional
benefit will allow them improve their skills as well. On the other side, project manager has
mandates some of the qualities which are essential such as leadership skill, organisational
skills and many more. This will allow the manager to complete work on time and even
objective can also be attained.
Also, different teams of employee will be formed where finance department will have
the responsibility to over view each and every activity related to fund and how fund must be
allocated. There will be technical team whose responsibility will be to check all of the

equipment which is to be placed in library and classrooms. Likewise, HR team will have the
responsibility to guide employees that how they can work on site in specified manner for
completing the work on time.
Execution
The time period which is involved within execution is the longest one. Here, all of the
approval from different departmental head should be obtained which is related with
refurbishment. It is necessary to understand that project manager must be able to handle their
teams in a systematic manner because that plays the essential role (Owusu, Chan and Shan,
2019). In addition, it will be the responsibility of project manager to guide team members that
how they are needed to perform any of the work so that efficiency within the project can be
improved through which target can be accomplished easily. Also, it will be important for the
project manager to take feedback on regular basis so that if any of the changes are required to
be done then it can be done in best possible way.
Control: This is the stage where role of project manager increases because they are
needed to overview each and every activity which are being performed within the project. It
is necessary because it allows the project manager to overview each and every stage and if
they find that some of the changes are required then they can easily do that as well. It is
necessary stage because it reduces the chances of errors which simply adds the value to the
project.
Closure
The closure is the last step of project lifestyle wherein it is processed only at the time
when the project gets completed (Palmer-Trew and Taylor, 2019). This stage will be
performed after the complete renovation of the three floors of university. The success and
level of effectiveness is marked and measured in this stage and the actual position is
determined by the manager. Here, it becomes the responsibility of manager to do full and
final settlement and even feedback must be obtained. It is necessary to obtain feedback so
that project manage can identify whether goals have been accomplished or not. Also, further
improvement can be brought if it is necessary.
CONCLUSION
After having detail analysis on above report, it is to be concluded that proper procedure must
be followed if any of the organization wants to accomplish their goals. Different process
such as planning, implementing, controlling as well as closure has a great importance within

the project. The main benefit which can be obtained from this particular stage is that chances
of errors reduces automatically through which goals can be achieved easily. The major point
of conducting any of the project with the help of proper procedure is very simple where
organization wants to complete any of the work within the specific time period.

REFERENCES
Books and Journals
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careers and project management. Project management journal, 51(2), pp.135-153.
Cakmakci, M., 2019. Interaction in Project Management Approach Within Industry 4.0.
In Advances in Manufacturing II (pp. 176-189). Springer, Cham.
Ershadi, M. J., Edrisabadi, R. and Shakouri, A., 2019. Strategic alignment of project
management with health, safety and environmental management. Built Environment
Project and Asset Management.
Fleming, Q. W., 2019, January. Project procurement management: contracting,
subcontracting, teaming. Project Management Institute.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for
project management. John Wiley & Sons.
Lenfle, S., 2019. Project Management in Extreme Situations: The Manhattan
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Exposure of the World of, and the Value of, Project Management. Routledge.
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management course. Journal of Information Systems Education, 23(3), p.3.
Poston, R. S. and Richardson, S.M., 2019. Designing an academic project management
program: A collaboration between a university and a PMI chapter. Journal of
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