Project Planning and Control - Assignment

MANAGING PROJECTS

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1. Core principles of project and their importance......................................................................1
2. Things to be included in scope statements..............................................................................1
3. Gantt Chart and Critical path..................................................................................................2
.....................................................................................................................................................3
4. Things to be considered when developing project budget......................................................3
5. Develop risk strategy...............................................................................................................4
6. Quality methods......................................................................................................................4
TASK 2............................................................................................................................................4
Activities required to manage new initiatives successfully........................................................4
Skills require in project manager................................................................................................5
Project management process.......................................................................................................7
Project life cycle stages...............................................................................................................9
Leadership, administration and control problems.....................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
An organisation undertakes a project that can be related with expansion, product
development, acquisition etc. With application of different techniques, benefits and limitations
related with a project are determined and with this planning and controlling is applied to a
project in given circumstances. A business before undertaking a project shall develop a proper
plan that how it will be established and what is flow of its work and controlling measures it will
take in case of any discrepancies. In the present report of managing projects, a detailed
discussion about project planning and controlling is done. Principles, risk strategy, scope of a
project are presented for successful completion of a report. Along with this, skills and
competencies a project manager must possess, are also outlined.
TASK 1
1. Core principles of project and their importance
Implementation of ERP system in the firm is a beneficial technique that supports in
improving accounting transactions and managing electronic records properly. Core principles of
project are described as below:
 Each assignment is temporary in nature, projects have specific starting period and ending
time (Conforto and et.al., 2016).
 Unique deliverables are another characteristic of a project, these deliverables support in
addressing problem and successful completion of the new proposal.
 Cross functionality is the core principle of project; it is responsibility of project manager
that to enhance engagement of people so that skills of the persons can be utilised
effectively. It helps them in working together and finishing project successfully within
specified period of time (Elbanna, 2015).
These principles play a significant role in completion of ERP implementation project
because by following these ideologies individuals can identify the way of performing task and
schedule activities.
2. Things to be included in scope statements
In order to prepare good scope statement, project manager needs to include various things.
 Justification: Individual is required to justify for the project appears in charter.

 Scope description: This is another thing that needs to be included in project.
 Acceptance criteria: Manager has to describe its acceptance criteria so that success of that
proposal can be measured (Klanfar, Smardzewski and Domljan, 2017).
 Exclusions: It is also essential to maintain things that will not be the part of this project.
 Constrain and assumption: Both these things needs to be involved in scope statement of
ERP implementation project this helps in preparing conceive plan.
Figure 1: WBS
3. Gantt Chart and Critical path
Gantt chart is considered as a list of various activities or schedules that helps in
identifying completion date of the project.
Task Name Duration Start Finish Predecessors
a 4 days Tue 8/14/18 Fri 8/17/18
b 6 days Tue 8/14/18 Tue 8/21/18
c 6 days Mon 8/20/18 Mon 8/27/18 1
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d 2 days Wed 8/22/18 Thu 8/23/18 2
e 5 days Wed 8/22/18 Tue 8/28/18 2
f 8 days Wed 8/29/18 Fri 9/7/18 3,4,5
g 1 day Mon 9/10/18 Mon 9/10/18 6
Figure: 2 Gantt chart
Critical path
Figure: 3critical path
2+5+6+7=20 days
4. Things to be considered when developing project budget
Bottom- up and Top-down are two main approaches that are used in order to prepare
budget. Project manager has to consider direct and indirect costs that is associated with the
present proposal (Marciniak and et.al, 2014). Direct costs involve labour, raw material, travel,
consultant fee etc. and indirect costs includes telephone charges, office equipment’s,
administration charges etc. Cost estimation needs to be done by doing supplier bid analysis,
parametric estimations. Furthermore, resources need to be monitored properly and utilised in
effective manner in order to prepare appropriate budget.
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5. Develop risk strategy
In order to develop risk strategy for ERP implementation, project manager has to first
identify the hazard. Individual is required to do initial risk assessment; this will help in
developing knowledge about various threats that are associated with this project. Furthermore,
they have to assess probability of occurring that danger and its impact on entire project. This will
help in developing effective strategy that can support in minimising consequences of these issues
(Vanhoucke, Coelho and Batselier, 2016).
In order to prepare risk strategy in ERP implementation project, manager will use
monitoring and mitigation response strategies. By monitoring entire process individual will be
able to identify various issues that may take place in this project. Accordingly, individual can
prepare mitigation plans to decrease consequences of these risks (Kerzner and Kerzner, 2017).
6. Quality methods
It is very important for the project manager to take support of accurate quality methods that
can support in completing this project successfully. Project evaluation is most effective quality
method that can help manager in evaluating facts related to ERP implementation. It aids in
determining relevance and essential factors that can help in achieving the objectives. In
monitoring procedure manager is required to compare actual results with the estimated
outcomes. This supports in identifying modification requirements and taking appropriate actions
through which quality of this project can be raised (Harrison and Lock, 2017). Main agenda of
implementing these methods is to communicate progress of project to all stakeholders and take
corrective actions to minimize risk. If execution of monitoring and controlling methods is done
properly then it can support in completing this ERP implementation project successfully.
Manager of that project is required to review entire process timely and they have to take right
actions immediately if any changes are required in the existing plan. This can help in
accomplishing this project effectively (Heagney, 2016).
TASK 2
Activities required to manage new initiatives successfully
Wroxham boat builder is planning to implement ERP system in business unit for
improving its operational efficiency and minimising cost. In order to meet with this objective,
individual is required to manage activities properly:
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Define vision, goal
This is first step in which project manager has to set clear goal. (Mastering Principles
and Practices in PMBOK, Prince 2, and Scrum: What's a Project, 2015).
Assigning responsibilities
Project manager of Wroxham boat builder is responsible to allot right roles to the right
person as per their capabilities. If individual fails to give correct responsibility to a person then
person will not be able to perform well which may impact negatively on end results to great
extent.
Project scheduling
This is another most important activity that need to be performed well in new initiatives,
project manager of Wroxham boat builder has to schedule all activities in such a manner so that
entire project can get completed within the specified period of time (What to Include in a Project
Scope Statement, 2018).
Risk management
In the next phase individual will have to identify risks and have to make effective
mitigating strategies. This will help in minimising consequences and getting positive results.
Prepare budget
Project manager has to estimate budget by including all direct and indirect costs. This
estimation needs to be done properly and allocation of financial resources is required to be done
accordingly (Project Management Phases and Processes, 2018).
Monitoring and controlling
This is another activity that is done by project manager in implementing ERP system in
business successfully. Close monitoring and controlling minimise chances of facing failure.
Skills require in project manager
Skills of a project manager: The project-manager of ERP-software of Wroxham boat
builders will be a person responsible for handling and operation of a report. He/she must possess
certain key skills in order to manage the project along with management of all team members.
The ERP project involves many employees from organisation for its successful completion
(Carpaneto and et.al., 2017). The project-manager is responsible for managing reporting
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activities through skills, tools and techniques to activities related with it, in order to meet its
requirements. The major skills a project manager shall possess are:
Leadership: At present time main buzz in project management industry is Leadership. It
is said that 'if you can lead, you can deliver'. In arsenal of highly developed technical skills,
leadership is missing. With a good technical skill and knowledge project managers sometimes
lacks this quality which is considered as most important for success of a report in present
scenario. The project-manager for ERP software of Wroxham boat Builders must possess this
quality.
Communication: As a study suggest almost 90% of time of a project manager is spent
on communicating. For the project-manager it is important that he/she can effectively
communicate vision, ideas, goal and issues related with ERP project to their team members.
Along with this he/she shall be able to produce report and presentation to evaluate project
growth. The best skills of a project manager are considered as a good understanding power. An
effective communication has a positive and significant effect on team members, clients and
stakeholders.
Planning skills: One of core skill ERP project- manager must possess is proper project
scheduling. Many managers do not pay attention on this point as they will go with the flow. But,
with change in time perspectives and approaches of people have also changed. It is said that -
what is a project manager without a plan (Isaac and Navon, 2014). It is the responsibility of
manager to organise a task in right order to achieve an exact outcome on correct time. A serious
attention on project scheduling must be given with monitoring the progress and taking measures
for ensuring project is on right track.
Time management: For ERP software, the project- manager must determine and
communicate how other members of his/her team will spend time on reporting activities. With
this it is also important for him/her to manage their own time. He/she must also know how to say
no, as sometime it’s becomes crucial for a person standing at that position. It is all about
choosing between urgent and important. A good strategy is to manage meeting time while
sticking to agenda only.
Risk management: In case ERP project doesn't work out the person blamed will be
project manager. Even if things do not go as per plan the target will be the manager.
Irrespective of prevailing situations project managers will be blamed as he/she must have
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foreseen and prevented the problem before its occurrence. The ERP project manager shall take
into consideration all contingencies that may arise during project implementation and its
progress. Significant skills and measures shall be applied to determine uncertainties related with
projects and facts which can impact project activities in the future.
Negotiation skills: Projects managers are sometimes considered as politicians. This
sometimes bring people with opposite interests together. ERP project of Wroxham will be
applied in different countries where it has business operations. For Different countries there is
a conflict of opinions, culture, in this case it is the duty of project manager to manage interests of
all and negotiate with them so that they can reach to amicable decision.
Subject matter expertise: With a fast moving digital world it is the responsibility of
ERP project manager to have full and complete knowledge of this software. Along with this
he/she is also required to acquaint with updates and new technological developments. Project
managers must have a thought that just enough knowledge is dangerous. They always crave for
more knowledge.
Project management process
Project management can be defined as process of completing entire task in specific
manner. It has five main phases: initiation, execution, controlling, and closing. Project manager
has to take support of various tools and techniques for gathering actionable data and meeting
with deadlines.
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Figure 4: Project process
Source :( Project Management Phases and Processes, 2018)
 Phase management: It is the initial phase in which manager has to ensure that individual
maintain safety in each phase (Heagney, 2016). manager of ERP implementation project
will have to take approval from stakeholders and will have to share details of entire
proposal with them. Sign off requirements can be identified by filling initiation
documents.
 Planning: It is the next phase of this process in which manager will have to make
effective planning so that individual can complete this ERP implementation project
successfully. In order to make efficient plan individual needs to analyse resources and
have to prepare budget as well. All these things will support in implementing ERP in
business successfully. Resources, methodologies and techniques needs to be used in
efficient manner so that project can be delivered within specified period of time with
required standards (Project Management Phases and Processes, 2018).
 Control: Controlling phase assists in minimising risks and increasing benefits as well.
Manager is responsible to utilise resources well so that wastages can be minimised and
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entity can meet with its objectives. This can be done to project dash board in which
progress of entire proposal can be shown clearly. It assists manager in controlling
unnecessary expenditures and activities (Vanhoucke, Coelho and Batselier, 2016).
 Team management: Project manager of Wroxham boat builder has to ensure that all
team members work together and contribute well in accomplishing goal. Manager will
have to manage team and have to allot responsibilities to all involved person properly.
Individual has to identify their skills and accordingly they have to give them task so that
they can perform well in this project (Elbanna, 2015).
 Communication: It is another process in which manager will have to communicate all
information to team members and stakeholders. Inadequate coordination can create
confusion which might impact on success of the project. Thus, it is essential to pay more
attention on clear communication.
 Procurement: In order to implement ERP system in business unit, manager will have to
deal with third party as well those who can provide raw material for the same. These
activities need to be done in efficient manner (Conforto and et.al., 2016).
 Integration: This needs to be done properly and manager has to ensure that project
impacts positive on other functional units of organization.
Project life cycle stages
The various steps in involved in project life cycle of ERP project are:
In the process of implementation of enterprise resource planning in Wroxham various
stages of project life cycle is highlighted. Project life cycle starts with selection of a suitable
package for the organisation. The stages involved in ERP project are as follows:
Selection: At this stage the company is required to select an ERP project which can be
applied in present business environment of enterprise (Kamau and Mohamed, 2015). The project
that are suitable for globalisation purposes shall be eliminated. An ERP project shall be carefully
determined and testified. A correct selection will ensure success of ERP implementation.
Project planning: For implementation of project, proper planning is required. The
process of execution shall be significantly made and designed. A perfect team with efficient
people shall be made with an effective selection process. Along with this, project resources shall
be allocated accordingly to profitable activities.
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Analysis of gap: In implementation of ERP project life cycle it is important to carry out
GAP analysis. This analysis is done to determine the current position of business and its future
positions as required (Nakai and et.al., 2014). With this Wroxham will be able to determine its
current market position and measures needs to be taken in order to achieve its future position.
Re-engineering: This is the stage which involves many changes and alterations in
implementation process. At this stage Wroxham will evaluate its execution procedures and find
out any deviations and will make changes accordingly.
Testing, application and maintenance: This is last phase of project life cycle in which
manager has to test entire proposal and has to ensure that it is giving accurate results as expected.
Proper maintenance needs to be done so that project can give positive outcomes to business unit
(Elbanna, 2015).
Leadership, administration and control problems
Leadership is ability of the leader to lead team. If individual is unable to guide team
members well then it may impact negatively on final outcome. Leader has to identify skill and
strength in employees and they have to allocate them responsibilities as per their talent. This
helps the person in performing daily activities in efficient manner. Leader is responsible to train
its workers, individual has to identify training needs among all employees and accordingly they
have to arrange training programs so that all people can raise their capabilities and can perform
well in business unit. Leaders have to encourage team members by giving them incentives and
non-monetary rewards (Harrison and Lock, 2017). This motivates people and they become
positive towards the brand.
Changes in accounting procedures can create consequences in Wroxham boat builder but
correct leadership style can support in minimising adverse effects. If leader adopts democratic
leadership style, then it will help in making effective relationship with other team members. This
leadership style will support in developing confidence of all employees and they will support
leader in meeting with objective (What to Include in a Project Scope Statement, 2018).
Project manager has to play role of project administrator. Individual is responsible to
manage administrative functions as well. In order to perform well, manager has to manage time
well so that it can be completed within specified period of time. Constant monitoring is also most
important function of project manager. This supports in analysing issues and take corrective
actions timely to minimise consequences in any project. Improper budget planning, poor
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monitoring can cause difficulty for project manager in Wroxham boat builder to implement ERP
systems effectively (Conforto and et.al., 2016).
It is fact that project manager has to make effective control over entire project and its
progress. If individual neglects controlling aspect, then it may impact negative on project life
cycle because project will not be able to complete within specified time and required standard.
CONCLUSION
From above data it can be concluded that manager is responsible for entire project success,
individual needs to have good communication, monitoring and time management skills. By this
way person will be able to complete entire project successfully. Project manager is required to
closely monitor all activities so that entity can get positive results.
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REFERENCES
Books and Journals
Carpaneto, G. M and et.al., 2017. The LIFE Project “Monitoring of insects with public
participation” (MIPP): aims, methods and conclusions. Nature Conservation. 20. p.1.
Conforto, E. C. and et.al.,2016. The agility construct on project management
theory.International Journal of Project Management. 34(4). pp.660-674.
Elbanna, S., 2015. Intuition in project management and missing links: Analyzing the predicating
effects of environment and the mediating role of reflexivity. International Journal of
Project Management. 33(6). pp.1236-1248.
Harrison, F. and Lock, D., 2017. Advanced project management: a structured approach.
Routledge.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Isaac, S. and Navon, R., 2014. Can project monitoring and control be fully automated?
Construction management and economics. 32(6). pp.495-505.
Kamau, C. G. and Mohamed, H. B., 2015. Efficacy of monitoring and evaluation function in
achieving project success in Kenya: a conceptual framework. Science Journal of Business
and Management. 3(3). pp.82-94.
Kerzner, H. and Kerzner, H. R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Klanfar, F., Smardzewski, J. and Domljan, D., 2017. Management of the Project of Traditional
Estate Adaptation into Object of Village Tourism. IN COLLABORATION WITH. p.243.
Marciniak, R. and et.al., 2014. Does ERP integration foster Cross-Functional Awareness?
Challenging conventional wisdom for SMEs and large French firms. Business Process
Management Journal. 20(6). pp.865-886.
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Nakai, H and et.al., 2014, December. Initial industrial experience of gqm-based product-focused
project monitoring with trend patterns. In Software Engineering Conference (APSEC),
2014 21st Asia-Pacific. (Vol. 2, pp. 43-46). IEEE.
Vanhoucke, M., Coelho, J. and Batselier, J., 2016. An overview of project data for integrated
project management and control. Journal of Modern Project Management. 3(2). pp.6-21.
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