Managing Projects

This document provides an overview of project management, including key characteristics of projects, the importance of integration management, scope statement and role of WBS, approaches to generate project budget, project risks and responses, quality methods for successful project completion, and a Gantt chart. The document also includes an overview of a specific project for refurbishing a university library and lecture theatres, along with the project life cycle stages, objectives, timescale, budget, approaches, and key staff. The project is based on the University of Sunderland London Campus.

Managing Projects

Table of Contents
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1. Key characteristics of any project......................................................................................3
1b. Importance of integration management in Project Management setting..........................4
2. Scope Statement for a project along with role of WBS in such a statement......................4
3. Approaches to generate a budget for a specific project budget..........................................5
4. Project risks and responses to overcome risks within project management settings.........5
5. Quality methods to ensure successful project completion.................................................6
6. Gantt Chart.........................................................................................................................6
TASK 2............................................................................................................................................7
Overview of project................................................................................................................7
Project life cycle stages..........................................................................................................7
Initiation.................................................................................................................................7
Planning..................................................................................................................................8
Objectives...............................................................................................................................8
Timescale................................................................................................................................8
Budget.....................................................................................................................................9
Approaches.............................................................................................................................9
Key Staff.................................................................................................................................9
Execution..............................................................................................................................10
Work break structure............................................................................................................10
Control..................................................................................................................................11
Risk.......................................................................................................................................11
Closure..................................................................................................................................13
CONCLUSION..............................................................................................................................13
REFERENCES..............................................................................................................................14

INTRODUCTION
Project management is defined as an art to manage the essential aspect of a project that
involves starting to closing stage by taking advantage of scientific as well as structured
methodology (Potnis, 2020). In simple terms project management states as a process that involve
diverse range of functions like initiation, planning, implementation, controlling and completion
of a project with an aim to accomplish determined goals and objectives in particular time period.
Main purpose of present report is to effectively evaluate and analyse the essential aspects of
project. The project is get characterized into two segments in which first task is mainly related
with essential information that are related to project management like project characteristics,
scope, Gantt chart, risk assessment and management, critical path, quality management and
method of generating budget. While if it is talked about second task of project it is based on
project of Project- Xperts-20 (PX20) of refurbishing the library and all the lecture theatres and
the classrooms from the ground floor to the second floor (3 floors only) of University of
Sunderland London Campus to up-to- the-minute learning campus. It involves the essential
elements of project from initiating, planning, executing, controlling and closure of project. The
evaluation in this segment is been done according to project life cycle stages ,control issues,
processes, management that are linked to or likely to appear as a outcome to handle project life
cycle.
TASK 1
1. Key characteristics of any project.
A project include different types of undertaking in a temporary basis such as start date, end
date, objectives that are laid down by project manager in order to accomplish project requirement
by undertaking all essential characteristics into consideration. Mentioned below some certain
form of key essential characteristics:
Defined Objectives: It is most essential and crucial aspect of a project on which whole
project goal is depending. In this, project manager underline project objective that further act as
guide that provide formative direction to accomplish project requirement accordingly.
Definite end point: Each and every form of project is having initiation and end date, this
is basically a temporary form of task.

Uncertainty: It has been evaluated that a project basically include wide range of factors of
uncertainties that further lead a project towards a probability which is related to failure if
different elements of project did not get handled in efficient manner.
Cross functionality: Project is mainly a formative combination of different form of task
that further needs assistance of other departments. Thus, cross functionality is one of the general
attribute of a project.
1b. Importance of integration management in Project Management setting
Project integration management is defined as coordination all the essential aspects of
project it mainly involves coordinating task, stakeholder, resources and other essential element of
project (Laryea and Watermeyer, 2020). Along with this, it also include managing conflicts
among diverse aspects of project and further undertaking trade off- between completing requests
and evaluating resources. It has been identified that project involve lot of complex aspects that
are required to be effectively manage. In this it has been identified that a project manager is
required to oversee different elements like cost, schedule, qualities, scope, chances, risk,
resources, stakeholder and chances in order to ensure that everything is coordinated and further
identify impact in order to overcome challenges. Negligence of this can lead project manager to
face project failure. In simple term integration management within a project is being undertaken
in order to assure proper interconnected of project activities in a unified manner. Project manager
play key essential role as in this they have main responsibility to evaluate critical success factor
of a project. Mentioned below importance of integration management in context with project
management is being defined:
 It allows assuring smooth execution of a project.
 It allow organisation to make sure that all the stakeholders are aware and informed with
essential information along with their key duties and roles.
 It facilitate proper coordination between different aspects of project in order to enhance
project life cycle efficiency.
2. Scope Statement for a project along with role of WBS in such a statement
Scope Statement: It is mainly defined as researcher expectations summary form a project
in context with cost, deliverables, tasks, goals and timeline. In addition to this, it further provide
formative boundaries of a project that states overall overview of process of tasks that are
required to be undertaken by each and every project team member and other essential elements.

Role of WBS in scope statement: WBS is an crucial aspect of a project that offer an aid
to project manager according to which project scope get subdivided into smaller deliverables as
to fulfil each and every activities according in time effective manner.
3. Approaches to generate a budget for a specific project budget
In order to generate a proper and efficient budget in order to generate a proper and efficient
budget there are mainly two approaches that can be used, these are determined as top bottom
approach and bottom approach (Zhang, Wang and Yan, 2020). In context with top bottom
approach it is mainly related to make decision related to project cost in addition with division of
funds among work packages. While if it is talk about bottom-up approach it is mainly related to
estimating overall cost of project by costing lower level of work packages and further
progressing up.
4. Project risks and responses to overcome risks within project management settings.
There are diverse forms of risk that are mainly having significant impact upon the overall
execution of a project. Mentioned below mentioned are some risks:-
 Financial risk- It occurs due to lack of funds to execute different tasks.
 Schedule risk- This risk occurs when a project does not complete on given time frame.
 Performance risk- It is related to failure of expected outcome of project.
 Resource risk- It occurs due to scarcity of resources for completing a project.
Types of risk Way to overcome from risk
Financial risk Execution of efficient strategies to allocation of financial
resources in an effective manner (Bajjou and Chafi, 2020).
Resource Risk Recruitment of potential employees in order to utilize
resources in an effective manner to further avoid any form of
unnecessary risk.
5. Quality methods to ensure successful project completion
There are numerous modes through which management of quality in a project can be done
in order to further ensure successful outcomes of project in time effective manner. In context to

this, one of the most effective quality method from all these is pareto diagram, control chart,
histogram, scatter diagram, flow chart etc. Among all these, one method is being further
defined in a descriptive way.
Pareto diagram: It is mainly termed as a form of histogram which is mainly based on
principle that state that, there is diverse form of issues and defects that can further cause small
form of causes. This principle also evaluated as 80/20 rule or 80/20 principle, that further states
that 80% cost of project defects are mainly due to 20% of issues (Potnis and Gala, 2020). With
the help of the diagram project manager can effectively undertake assistance to emphasise their
attention upon essential and crucial problems that are required to be effectively overcome in
order to further deliver maximum benefits while assuring success of project.
6. Gantt Chart

TASK 2
Overview of project
Present project is mainly based upon a University which is having a plan to renovate their
University library along with their lecturer theatres from ground to second floor. This renovation
work is being assigned to an entity, Project- Xperts- 20. It has been evaluated that present
project primary objective is to effectively overcome DLR trains influenced in noise pollution
form. All the essential aspects of project is being elaborated later
Project life cycle stages
Project life cycle stages are evaluated as efficient cycle of overall project that mainly
involve five different stages like in initiating, planning, implementing, controlling and in-depth.
With the help of this project manager can simply a get an direction to conduct their day-to-day
functions related to project in effective manner. With the help of this Project – Xperts 20 can
conduct their operations in a right full manna from initiating to end phase. All the stages allow
company to have corporation in all their stages, in context to renovate classroom theatres in
library (Barbosa, 2020) . With the assistance of this project head can execute all the essential
activities and related functions in a systematic way by allocating roles and responsibility to each
and every individual. Mentioned below all the essential stages of this is being define below:
Initiation
It is the first stage of product life cycle which is important for an organisation and is
required to be determined by project manager. In this stage emphasize is to have proper
understanding towards challenges, need of business ideas through which issues can be overcome.
In this main aim of this stage is to accomplish overall goal in effective manner by evaluating it’s
feasibility. In context with present scenario it has been evaluated that in order to undertake
process estimated number of 20 workstations get installed alone with this five workstations are
get installed in library, proper evaluation of all these elements is being done in a systematic and
detailed manner and then project manager stimulated an estimated amount of £ 8 million alone
with 2 years’ time period in order to accomplish project in a well defined and effective manner.
Further it has been evaluated that in order to achieve overall success of project stakeholder
consideration are also undertaken in all the stages as they are the key essential part of a project

and are required to be informed and aware about proposed project knowledge and information.
In addition to this, it has been evaluated that stakeholders in context with University innovation
project include University staff, students, educational institution, teachers, sponsor, parents etc.
In addition to this the stage also require a project manager to formulate document in addition
with detailed study as to effectively accomplish project in time efficient way.
Planning
In order to execute all the essential activities of project, project manager have an essential
responsibility to formulate appropriate project plan in order to have an estimated idea related to
cost of each and every activity in order to accomplish project goal. With the help of this, all the
essential information is duly get conveyed to every team member in order to make them aware
about their actual roles and responsibility. In context with present scenario of University of
Sunderland London Campus project it has been evaluated that in order to undertake the project
of innovation of library, theatre and classroom time estimation of 2 year is required.
Objectives
• To install 20 new workstations at college roof and 5 new workstations in the library after
replacement of previous one.
• To refurbish theatres as well as lecture halls so that learning of the student can be done through
digital medium which improvises studying quality of students.
• To develops smart class rooms for students from where they can undertake research in order to
enhance their learning.
Timescale
This is one of the most essential aspect of a project that provide guidance of the estimated
time in which every activity is required to be accomplished accordingly. With the help of this,
project manager can have guidance in order to fulfil every activity of project in estimated time
manner in order to ensure accomplishment of project in time effective manner (Perera,
Samarakkody and Nandasena, 2020). In relation to present scenario of reimbursement project of
University of Sunderland London Campus this has been evaluated that present project require to
have adequate plan in order to further convey deadlines to other project member.

Budget
Budget is an essential element of a project according to which each and every activity is
being laid down. This is developed by project manager in which they evaluate all the activities
according to estimated budget line in order to fulfil objectives project of University of
Sunderland London in estimated budget around £8 million which is being executed by project
manager. Mentioned below budget in order to fulfil current plan is being defined accordingly to
key activities:
Activities Amount (£ million)
Online Promotion 1
Raw material 2
Salary 1
Transportation exposes 1
Advertisements & Marketing 1
Recruitment expenses 1
Training expenses 1
Total 8
Approaches
This is mainly emphasize upon project head to develop effective strategies and measure
that are required to be undertaken by Project head along with associated project member. With
the help of this formative direction is being undertaken by associated individual through which
they can further aid themselves to obtain determine objectives as well as project goals.
Key Staff
In order to accomplish project in an effective and efficient manner the Sunderland London
campus team leaders decided to hire staff members to provide effective assistance to accomplish
predetermined goals in efficient manner by accomplishing the objectives effectively. As to
assure overall success of this project in a smooth way it is essential to recruit certain number of
professionals and further require to offer them training in order to make maximization in their

skills. In the process of recruiting individual, project manager underline in certain form of
qualities like organisation skill leadership skill, insightful, imaginative, emotional etc that are
required to be effectively held by a candidate in order to acquire the particular job position in the
project of renovation (Fahri, Arilaha and Pratama, 2020). Further it has been evaluated that
project head undertake the most important role in which they have responsibility to delegate
roles and responsibilities to each and every individual as per recording their skill and knowledge
in order to undertake operations in more effective manner.
Execution
This is the longest phase in a project life cycle as in this it is essential for project
management to undertake approval by University higher authority before commencing any
activity of project related to renovation. In this wide range of project activities are included that
are required to be undertaken by project manager in order to effectively guide team as to manage
their task and activities in a proper manner. It has been evaluated that in this team member get
guidance from project manager in order to fulfil their objectives in effective time frame. Strong
integration between member and project leader are required as to maximize their performance as
to overcome any issue and problem in efficient manner (Wied, Koch-Ørvad and Oehmen, 2020).
As to execute project in feasible manner in this team head is having most important
responsibility to undertake feedback in a regular manner from team members in order to
maximize the performance and ensure successful accomplishment of project.
Work break structure
It is one of the most important aspect that are required to be undertaken by project manager
that allows them to further break project activities into smaller segments through which they can
accomplish them in effective manner in stipulated time period (Halttula, Haapasalo and Silvola,
2020). With the formulation of a breakdown structure project manager can gain advantage to
execute each and every task in an efficient manner and further assure success in the end. This
allows them to undertake activities in a systematic manner. In relation to current project of
University of Sunderland campus there is a work breakdown structure which is being developed
by Project head by evaluating and gaining understanding of project life cycle in efficient manner.
Mentioned below work breakdown structure of present project is being defined:

Control
This is one of the most essential aspect of a project in which project manager is having an
essential responsibility to have proper control of each and every activity that are being executed
throughout the project in order to ensure that project function is being accomplishing as per
according to the predetermined goals and objective. In addition to this it has been also evaluated
that by undertaking controlling in efficient manner project manager can evaluate risk and
problems and can further overcome them with modifications in order to enhance project
efficiency (Butler, Vijayasarathy and Roberts, 2020). This function allow them to track each and
every activity on a continuous basis in order to have proper control of them as to make sure that
all of them are executing in proper budget and rightful manner. It further allows them to
accomplish project goals in time effective manner.
Risk
Risk is termed as unexpected failure and is having immense capability to act as destructing
factor in smooth operation of project. It hinders project management team in number of ways
that can further lead towards project failure (Yang, 2020). Thus, it is essential for project
manager to overcome risk factors by undertaking essential responsibility to evaluate risk that are

associated with project with the efficient strategies in order to accomplish project with great
success. Risk register is being mentioned below in context with 20X20:-
Descripti
on of
risk
Likelihoo
d
Impact Owner Mitigation Contingency Pre
actio
n
weig
hting
score
Post
actio
n
weig
hting
score
Not
enough
value of
finances
due to
unanticip
ated cost.
Moderate Low Sponsor Reserve
funds as to
assure
effective
rise above
of
unforeseen
cost.
This is having
probability to
affect overall
success of
project event
that get mainly
caused due to
funding.
7 out
of 10
8 out
of 10
Risk
associate
d to
enhance
time
efficienc
y to
execute
project
that
added
Low High Project
manager
Formulate
of efficient
actions and
alternative
plans as to
assure
accomplish
ment of
project
when risk is
high.
It can further
increase time
as well as cost
to operate
activities.
5 out
of 10
6 out
of 10

contempt
ible task
control.
Risk that
is
associate
with lack
of
satisfacti
on among
students
mainly
because
of
modern
or
advanced
form of
technolog
y.
High Low Operatio
nal
director
On a
regular
basis keep
up news
stories in
effectual
way.
Visitors as well
as students in
mind that there
may be
possibility to
changes of bad
image of
university.
6 out
of 10
7 out
of 10
Insufficie
ncy of
workers
as to
effectivel
y handle
High Moderat
e
Project
manager
This risk
can be
effectively
overcome
with the
assistance
Because of
human
resources
inefficiency
there is
changes that
7 out
of 10
8 out
of 10

visitors
of event
in
efficient
manner.
of advanced
planning as
to provide
efficient
physical
resources in
order to
conduct all
other
activities.
effectiveness
can get duly
affected.
Risk
which is
mainly
associate
d with
frequent
changes
prevailin
g in
governm
ent rules
as well as
regulatio
ns.
High Moderat
e
Managin
g director
Event
manager is
required to
have proper
and
effective
knowledge
and
information
related to
changes
that are
prevailing
in
government
rules.
Any form of
legal authority
can take strong
actions against
college.
7 out
of 10
8 out
of 10
Closure
Closest is the last stage in which project closed and accomplished, in this it has been
evaluated that 3 floor and room innovation of University accomplished by stage of closer.

However in the stage project manager is having responsibility to effectively evaluate projects in
terms of fulfilment of project objectives and goals.
CONCLUSION
As per according to the above mentioned report project management is an important aspect
of creating structure and further manage project commitments in order to deliver successful end
outcome. By undertaking use of different methods and measure project levels can be effectively
manage. In this it is essential for project manager to ensure completing demand of a project like
scope, time, quality and list of all the essential things in order to manage them in effective
manner as to assure long run success of project. By taking advantage of project management
organisation can overcome unpredictable issues and can evaluate risk to have effective control
on project. Thus, it has been evaluated that project management act as the most important aspect
for organisation through which they can accomplish their goals and objectives in a well defined
and effective framework.

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