Project Management Tools and Techniques

This assignment explores the crucial relationship between project management tools and techniques (PMTT) and overall project performance. It delves into different PMTTs, examining their individual contributions and how they collectively influence project success. The analysis draws upon a range of academic sources to provide a comprehensive understanding of this vital connection.

MANAGING PROJECTS IN
THE ORGANISATION

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
PART 1............................................................................................................................................1
Project Management tools and techniques (PMTT)....................................................................1
PART 2............................................................................................................................................8
Project initiation document (PID) plan for Just ☺.....................................................................8
PART 3 .........................................................................................................................................12
SWOT ANALYSIS ..................................................................................................................12
CONCLUSION .............................................................................................................................17
REFERENCES .............................................................................................................................19

INTRODUCTION
Project management is defined as the management strategy to control and implement
various stages of project such as project plan, initiation, execution and its evaluation. It helps
organisation to manage their resources effectively and to apply the skills, knowledge and various
techniques so that project and organisational goals can be achieved. In order to achieve the
desired success goals of project, it is necessary to develop suitable project management strategies
for minimizing project failure risk and achieving quality outputs (Gita, Kam and Tak Shing,
2013).
The report will discuss the project development and management strategy for the project
of re-opening of nursery by Just☺organisation. It will describe various techniques and tools
which can be used by Just ☺ in its nursery re-opening project. The document will evaluate the
initiation and development plan for this project so that the organisation can enhance the output
productivity of re-opening. The analysis of strength and weakness as well as feedback is an
integral part of the project development process. Further the report will provide a self
development plan for improving the skills required for successful implementation and execution
of project.
PART 1
Project Management tools and techniques (PMTT)
Project management is defined as the application of skilled practices for completion of
any project of an organization. It consists of studying several components in context to methods,
techniques, skills, tools and more to attain the objectives. Moreover, It assists in specifying the
criteria in terms of designing, executing and maintaining the entire planning to fulfil the required
time-frame allotted for a project. Moreover, there are mainly four stages that facilitate project
management such as initiation, planning, execution and closure of a project. It is that outline in
which various tools and techniques are included to understand the needs and requirements of a
project and finish it on time to maintain the revenue management and profit generation.
In addition to this, there are many benefits of project management in relation to the
completion of project :
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 PM shed light on the usefulness of the adopted techniques and tools to pave the path of
successful completion of project by optimizing the allocated resources in given time-
frames with high effectiveness.
 It assists in risk management by evaluating the constraints and total time allotted for
completion of project.
 This helps in the development of work breakdown structures (WBSs) for executing the
 It aids in linking the goals, aim and purpose of project with respect to the needs and
demands of the stakeholders'.
 This supports in the overall estimation of the budgeting, costing and scheduling to
understand the associated risks in each phase.
 This leads to the establishment of the dependable variables which are tangibles along
with compete assessment of the project.
 It helps in proper supervision, monitoring and controlling of system parameters of project
to reach the desired performance metrics.
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In regard to " Just ☺ " organization which is planning to re-opening a nursery needs such
a proper outline to overcome the challenges in efficient manner and re-establish themselves in
more appropriate manner to gain attention from targeted customers' zone. Hereby, there are
following tools and techniques which can be used for proper implementation of project
management plan.
Project management tools are necessary for the administrative department of " Just ☺ "
where the managers implement and supervise all the stages of PM in more orderly manner.
These tools put a reliability and surety that the tasks assigned would be completed on time by
balancing the work pressures and improve the efficiency of resources.
PERT for project management
PERT is an acronym used for Program evaluation and review technique and is one of the
frequent adopted situational tools and is mostly used in complementary with the CPM (critical
path method) for project management (Dezhi and Katia, 2013). It consists of the following
sequential methodology to define the necessary tasks for the completion of project:
3
Illustration 1: General relationship between PMTT and other components of project
(Source: Agile Project Execution, 2018)

 Firstly, all the activities along with their specified milestones are recognised to initiate the
project with a deadline.
 Next, before determination of all the tasks, there must be a brief analysis to perform in
understanding the accurate sequence of performing tasks.
 Along with, a network diagram must be included where PERT CHARTS with a CPM
charts will be used to know the sequence of activities through parallel lines, arrowed lines
etc.
 There must be a timescale set for all the stages; however, PERT is useful when dealing
with any uncertain or sudden changes due to any internal or external factors. Here, there
are three time estimates that are used such as optimistic time (shortest), most likely time
and pessimistic time.
 Later, a formula can be implemented to understand time estimates in terms to overcome
any unrealistically short timescales: Expected Time= (Optimistic + 4* Most Likely
+Pessimistic)/6
 Next step reflects on the usage of critical path to measure the total time taken for project's
completion.
 Lastly, with PERT chart, there can be few changes made to overcome the challenges
faced in real time for having an outline if additional resources or more time will be
needed to avoid any further delays.
In regard to the above, this tool is beneficial in improving the planning and overall
forecasting of the availability of resources, activities to make the procedure convenient in
understanding. It also helps in improving the repetitive patterns that are used while planning and
can simply the rescheduling or adjustments in the budgeting.
GANTT CHART
Another tool is GANTT Chart, which is useful for tracking the progress of project and
division of tasks in different time slots. It is a series of horizontal lines which represents the
entire schedule of project. Furthermore, it gives insights on the scheduling with the help of
graphical representation that visually provides an outline of the tasks, milestones in proper
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manner (Steve and et.al., 2018). Below is the table showing the Gantt chart for the project of
specified organization.
Along with, Gantt chart gives insights on the following parameters such as probability of
completion before schedule or impact of critical path activities or expected completion time of
the project and more (Project Management Skills and Technique, 2018). Nonetheless, it allows a
comparable determination of the resources' allocation that shows the actual progress than the
planned timeline. However, it is flexible that tend to ensure a better control by establishing
strong communication channels.
Task Name Duration Start Finish
Identify and meet
stakeholders 3 days Thu 12/20/18 Mon 12/24/18
Set and prioritize goals 5 days Tue 12/25/18 Mon 12/31/18
Define deliverables 6 days Tue 1/1/19 Tue 1/8/19
Create project schedule 7 days Wed 1/9/19 Thu 1/17/19
Identify issues 4 days Fri 1/18/19 Wed 1/23/19
Conduct risk assessment 10 days Thu 1/24/19 Wed 2/6/19
Present plan to
stakeholders 6 days Thu 2/7/19 Thu 2/14/19
Conduct meeting 3 days Fri 2/15/19 Tue 2/19/19
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In regard to the same, there are few techniques that are useful in the project management
for any company. It is essential to understand the 'light-touch approach' while employing such
techniques in order to define and assess the entire effectiveness associated with the consistency.
Here, " Just ☺ " organization establishes a loop of interconnectivity in between the performance
reporting phase of their project of re-opening the nursery on the basis of variance analysis, tread
analysis and related parameters. The following techniques can be used.
PRINCE2
PRINCE2 is one of the effective techniques that deals with a structured method that is
related to the division of tasks into executable and manageable stages. It is widely accepted
models when undertaking medium sized projects and is categorized into five levels (Rodney,
Ann and John 2009).
 Awareness of process- Managers must know the scope and other details related to
adopted strategies and processes to minimise risks.
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 Repeatable process- This infers the replication of the steps involved for successful
implementation of the milestones with allotted schedules.
 Defined process- It clearly indicates towards the accomplishment of tasks in uniform
manner.
 Managed process- This reflects on the management and maintenance processes in
coherent and detailed approaches.
 Optimized process- This helps in suitable utilisation of available resources including raw
materials, labour, use of equipments and more.
Henceforth, this technique has provided a platform that enhances the productivity while
completing a project. It emphasis on user interface that can evolve in terms of the abilities and
capacities for completion of project in proficient manner. Along with, it brings sophistication of
the entire application of such techniques that direct towards a more integrated systems that are
knowledge based. This is imperative to manage the real time problems or inefficiencies and
assist by projecting recommendations in concrete solutions.
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Illustration 2: PRINCE2 PROCESS MODEL
(Source: Project Management, 2018)

EVM
Another technique that can be used is EVM (earned value management) technique is one
of the standardized methods which deals with the measurement and prediction of the project's
performance in terms of comparative analysis between the planned and actual earned value. It
focuses on the triage of time, scope and costs. Moreover, it forecasts the amount of actual work
done beyond any review in context to scheduling or costing.
This EVM follows three basic sources of data such as the planned schedule or budget, the actual
value of project's work completed and the earned value of the completion of physical work.
Furthermore, it is related to the risk management to meet its planned objectives in given duration
to avoid any delays or technical issues. There are also indexes to evaluate the efficiency
measurements of the project management with the help of cost performance index (CPI) and
schedule performance index (SPI).
CPI is the ratio of earned vale to the actual cost.
CPI > 1 CPI=1 CPI < 1
Under budget On budget Over budget
SPI is the ratio of earned value to planned value
SPI > 1 SPI=1 SPI < 1
Behind Schedule On Schedule Above Schedule
Furthermore, the usefulness of EVM technique would reap benefits for “Just ☺“
organization in exponential manner by laying the foundation of profitability and profitability as
well. The purpose is to pursue the strategic planning to gain the competitive advantages by
putting pressure on the schedule driven strategic focus. This further help in making contingency
key decisions during any adverse situations by focusing on the budgeting that support the low
cost goals. Moreover, this is easier to implement and support in recognising the risks associated
with the project's timeline (Tools and techniques of project management, 2018). Along with, it
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covers the gaps and provide qualitative risk response plans to fulfil the expectations and demands
of the project completion. Lastly, it is better to use such tools and techniques in unison to bring
clarity and transparency while working on any project of organizations and companies. Along
with, it gives clarity and reliability before initiating the project.
PART 2
Project initiation document (PID) plan for Just ☺
Just ☺ wants to re-open a nursery which provides care services to babies and young
children when their parents are not able to provide them time or care. The PID document will
help organisation to monitor and implement every stage of the project with maximum efficiency.
For successful operation of the nursery it is required that resources must be managed properly
and different project aspects and stakeholders must be involved in the plan (David, 2003). The
document will help Just ☺ to take effective decisions which are in alignment with the long term
goals of company and project benefits.
Project initiation document
Purpose: The project initiation document is essential for Just ☺ to understand the scope,
limitations and approach for opening its nursing school. The document review will guide
project managers and other team members of Just ☺ to evaluate the ongoing progress on
project. This plan will provide the directional and control regime for project execution and
monitoring.
Definition:
The nursery project of Just ☺ aims at providing the excellent quality services to the
people. The health and safety of the kids is the first priority of the organisation. The reopening
and execution of operational activities will be initiated within next 7 months. The building of
nursery requires some constructional changes before it can be reopened. The successful
execution of the project will enhance the net profit of the organisation by 60%. Currently the
nursery will focus on small kids only instead of younger children. The expertise skills of carers
is essential to ensure so that the safety of babies is not compromised. Our investors and many
welfare organisations have shown interest to support and make investments in the project.
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Project approach:
In order to meet the success goals nursery must ensure that the expectations of parents
and needs of child are fulfilled. The information system and technology can be used to manage
the valuable information related to staff members and customers (Beverley, Erica and Lynn,
2016). There is requirement of highly trained and skilled staff so that the suitable care can be
provided. The health and safety standards are required to monitor so that no adverse
implications can influence the operational activities of nursery. There must be regular
communication between staff members and management so that organisational resources can
be used as per the project objectives.
Business case analysis:
The project is greatly beneficial for Just ☺. Earlier, when nursery was closed , It lead to
a profit declination of around 45%. Several investors and customers were demanding from long
time to re-open the nursery. The operational cost of the project is also not leading to any
financial burden on the company. Most of the resources such as staff members and technology
are available within the organisation so there will be limited expenses on the project
development cost. The location in which nursery will be opened already have few more
nurseries in the locality. Thus, it will be challenging for the company to withstand with the
competition. However, the earlier brand image of the nursery can help to achieve competitive
advantage in terms of experience and quality services (Pierre, Luc and Chahinaze, 2012).
Team structure:
The project will have its key target audience as the families who have kids below 7
years and in which both working parents are present. The families who want to occasionally
drop their children can also use the services of nursery. The human resource management team
and quality assurance team of Just ☺ will be directly involved in the operational activities.
They will ensure that quality of services is satisfactory. The control and planning panel of the
project will also involve investors and suppliers. They will regulate that the project
performance is meeting the profit targets and they are getting expected returns.
Quality and configuration strategy:
Quality services are the key attributes which attract the customers. Thus, Just ☺ must
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ensure that through marketing strategies and services it can win the trust of the consumers. For
managing the quality there must be a monitoring committee which will analyse and regulate
that all members are performing their role with accuracy (Kam and Gita, 2006). The staff
members must be trained with safety regulations so that child care can be accomplished
without any risk or failure. The scope of services and quality standards can be decided by the
legal regulations as well as on the basis of feedback from the stakeholders. The strict attention
towards the suggestions of stakeholders will help Just ☺ to achieve its quality goals.
Risk analysis approach:
For assuring the long term success of project Just ☺ must conduct a risk analysis. It
will help to eliminate the probable risks which affects the profit attributes of project. The risk
analysis tools such as cost estimation, monetary analysis of expenses and expected profits,
competitive analysis and reviews from the experts will help to evaluate the factors which can
reduce the work efficiency of the nursery. The pre analysis of risk will help Just ☺ to make
suitable strategies to deal with the challenges (Monique and et.al., 2012). For instance if during
risk analysis it is observed that the current management system is not capable to handle the
information securely then organisation can adopt new technical advancements before risk can
cause any threat.
Communication strategy:
The communication is one of the key factor which control the project success. The lack
of communication definitely leads the conflicts and failure to achieve operational goals. The
people will prefer the nursery over others only if its services will meet their expectations. In
order to execute the project communication with consumers is essential. Thus, Just ☺ can
contact their customers by phones, feedback forms, market survey and social networking sites.
For achieving the operational efficiencies the leaders must discuss with the team members and
other stakeholders of the organisation. The human resources of the company represents the
values of organisation (Asbjørn and et. al., 2014). Thus, the management of Just ☺ must also
communicate with the staff members of nursery so that their conflicts or issues can be resolved.
It will help them to focus on their performance and productivity.
Planning:
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In the first phase of planning influential and appealing marketing strategy must be
developed so that people can be informed that nursery by Just ☺ is re-opening. The range of
services are as per the need of locality. For instance the parents may get worried about the
safety of their child thus the CCTV recordings can be provided to them so that they can
monitor the safety and working. Such strategy will establish the nursery as strong brand among
stakeholders (Paul and J. Dwight, 2015). The short terms performance must be reviewed so that
the effectiveness of activities can be analysed.
Implementation phase:
In the implementation of the project Just ☺ must ensure that the tasks are executed as
per the standards and plan. The time aspects and cost considerations must not be neglected
during implementation phase. The output of this project management phase can be optimized
by regular control and monitoring mechanism as well as by taking feedbacks at every execution
stage.
Control:
The employees must be aware of the regulations which they have to follow in front of
parents and children. For evaluating their behaviour Just ☺ can conduct random inspection so
that actual performance is evaluated. For measuring the performance a fixed set of standards
can be used by the nursery. The staff members of the Just ☺ must also be aware about their
tolerable boundaries. To put a strict control organisation must also follow some strict
punishment approaches so that staff members also follow ethical practices and have fear of
getting punished on unethical practice.
PRINCE2
Just ☺ can follow the structured methodology of PRINCE2 for managing its project
activities. The nursery project must aim to achieve the following performance goals:
Performance goals: The project must meet the operational standards, cost, time for project
plan, risk mitigation and benefits of implementing project as per the planning.
Principles: The principles of PRINCE2 will guide Just ☺ to align its project strategies with
organisational benefits. The individuals must have clarity towards responsibilities. The
monitoring and tolerable exceptions in quality must be considered so that performance goals
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can be achieved (Vincent and et.al., 2011). The experience of earlier nursery operation must be
used in strategic development.
Process themes: For achieving the business objectives, PRINCE2 approach can help Just ☺ to
follow certain standards in business. For instance there must be clear regulations related to
organisational structure and quality standards. The different stages of project must be managed
and controlled by learning from the past learnings of project management. The changes and
innovations are also integral factors for the project management. For instance the technical
advancements can enhance the productivity and cost benefits. The PRINCE2 approach also
encourages various processes such as project transition between various stages, product and
service delivery method and project direction and control. These approaches make the process
of project management highly efficient. In order to achieve the accuracy in tasks and project
activities Just ☺ must communicate its strategies and actions with stakeholders. For instance
debate sessions with team members before making any decision will reduce the related risks.
The communication with investors and customers can enhance the effectiveness of the nursery
operations.
PART 3
Swot Analysis
The success of the project mostly depends upon the individuals and team skills that how
effectively they have used resources. Thus, it is very important to analyse and self evaluate the
strengths and weakness so that the knowledge can be managed and project goals can be reached.
The projects cannot be implemented without team coordination and efforts (Andrew and James ,
2014). As per my views, my skills such as leadership qualities, effective management skills for
resource management has proved very helpful in project management process. On the other
hand, I also feel that my communication skills and time inefficiency affects the overall
performance of the team and project outputs. The detailed analysis of my strengths can be made
by following SWOT analysis.
In my opinion I have good qualities of managing project. By developing good relations
and communication with the other team members I can achieve the desired project results.
However, when I discussed with the other team leaders then I came to know that during crisis or
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critical situation I usually fail to manage the situation because of limited problem solving skills.
However, they also recommend me to maintain the same level of communication during risk
management situations as well as I have during implementation phase. It will help me to identify
my weakness and to fully explore my strengths.
Strengths:
In my opinion my following skills plays a key role in meeting the project plan of Just ☺.
 My leadership skills helps me to extract the team benefits and to perform tasks with
optimum efficiency.
 I am good at taking decision. Instead of making quick decisions I believe that before
taking any decisions I must evaluate its possible outcomes in both positive and negative
aspects. I never find it inappropriate to communicate with the stakeholders and other
team members before making any strategic plan or decision. The discussion help me to
take better and accurate decisions which support the welfare of organisation as well as
project. I believe that team work is the key factor to achieve goals. Thus, for sustaining the
efficiency of team work I use my critical and analytical skills. These skills help me to
resolve the team conflicts and risk which have adverse impact on the operation of
nursery. These skills also help me to explore the opportunities which can increase the
profits and customer retention of nursery.
Weakness:
Along with the above discussed skills I also have some weakness which I must address
quickly.
 The insufficient and ineffective communication affects my overall performance. The
most dominating cause for this weakness is the limited access of resources or knowledge.
My internal conflicts with team members and wide project also make hard to
communicate with stakeholders. It affects the accuracy of the implemented project
strategies.
 One of the most significant weakness in me is that I have poor problem solving approach.
Thus, during project implementation when any issue or risk occurs then it takes a lot of
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effort and time of me to overcome the issue. It leads to complete mismanagement of time
frame developed for the project cycle (Seweryn , 2014). It is possible that after re-opening of nursery customers or management members may not
find operational activities. Such reviews can influence the long term success of the
nursery. In such cases my observational and analytical skills must be strong so that I can
evaluate the inefficiencies. However, currently I lack these skills so it can be considered
as one of my weakness.
Opportunities:
As a part of the project management team, I may have various threats and opportunities.
The key opportunities are discussed as follows:
 The use of technical skills in project management phases can explore the various growth
opportunities in different market segments. The operational scope of the nursery can also
be expanded into different market segments or market opportunities.
 The increased team communication and integration will help to understand the
organisational complexity and structure. This understanding is vital for the nursery so
that operational excellence can be achieved and project risks can be handled efficiently. The planned utilisation of the resources and project management will make the operations
of nursery cost effective and qualitative in terms of service standards.
Threats:
The success of nursery depends upon the ability of Just ☺ to analyse and resolve the
possible threats which can influence the overall project objectives and its success. The
organisation must address the following threats for its project of nursery.
 The ineffective management and implementation in the project can create financial
burden and failure to organisation. It is not beneficial for the growth and sustainability of
Just ☺.
 The project failure may cause the weaker competitive positioning of Just ☺ which in turn
can affect the other working projects and services of the organisation.
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 The lack of suitable strategies to manage human resources within teams can influence the
overall productivity of the staff members and organisation. It is also possible that the
team conflicts which emerges at nursery project can extend their impact on other project
teams or operational functionalities of organisation.
For achieving the desired efficiency of the project of Just ☺ it is essential for me that I must
address my weakness. The analysis of opportunities and threats will help me to mitigate the
project risks and to overcome the barriers of project management such as resource shortage, lack
of team efficiency and ineffective set of skills and knowledge. Following self development plan
can be used to incorporate the project management objectives.
Self development plan:
Desired skills to be
achieved
Action Evidences Estimated time frame
Communication
skills
I can improve my
communication skills
by taking feedback
from other team
members. Their
feedback will help me
to establish a better
communication
channel within project
team. The exposure to
information sources
such as internet,
competitive analysis
will help me to
communicate more
effectively with end
users of nursery as
well as other staff
The improved
communication skills
will make the
operations of nursery
more productive and
transparent. The end
users will find it easy
to interact with the
staff members and to
share their response
easily.
3-4 weeks
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members.
Time management This inefficiency
directly affects the
project performance. I
can make time
schedules which can
guide me to achieve
tasks in given time
frame. If there is
difficulty in
accomplishing any
task then instead of
wasting time in
worrying I must
immediately contact to
relevant authority so
that its quick solution
can help me to
accomplish the activity
on time.
Each stage of the
project cycle will be
completed on time.
The time completion
of project will provide
a positive review from
the end users of
nursery. The timely
management of routine
activities will also
make it easy for the
administrative
members of nursery to
perform their job roles
with efficiency (Arthur
, 2015).
1 week
Technical skills The technical skills are
essential to improve
the efficiency of
operational activities
of nursery as well as
for the growth of my
personal development
skills. I can enhance
my technical skills as
well as that of my
The improved
technical skills will
make my operations
more accurate and
efficient. The technical
advancements will
also help me to
perform task on time
without delay and with
better approaches or
2 weeks
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team members by
updating our
knowledge with the
help of internet of
other sources. The
training sessions can
also help me to
achieve my this
objective.
methodologies. It will
also make project
implementation
processes cost
effective.
CONCLUSION
From the report it can be concluded that the project management tools plays a significant
role in determining the success of project. The use of these management techniques and tools
enables organisation to execute their project tasks on fixed schedule and with efficient utilisation
of organisational resources. It has been analysed from the document that the execution of project
development stages without risk management tools can result in the failure. Thus, project
management tools must cover variety of aspects associated with the project such as analysis of
stakeholders, risk evaluation and mitigation strategies and challenges in each stage of project life
cycle.
It is also concluded from the report that the skills such as communication, management
and leadership plays an important role in improving the quality of project execution and
management process. It has been also analysed from the study that project development plan
helps organisation to understand the complexity involved in its structure and how it affects the
project management. The report has evaluated the implementation plan for nursery re-opening
project. Hence, it can also be concluded and analysed from the report that the self development
plan can enhance the necessary skills which are required for the project management.
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