Managing Project

This document provides insights into managing projects, including the key characteristics of any project, stakeholder analysis, project initiation document, feasibility and its importance, knowledge areas in project management, attributes of a project manager, and benefits of a network diagram. It also discusses the project life cycle stages, leadership skills, controlling and monitoring of problems, and recommendations. The document includes a case study of 'The Euro Centre' and its IT and communication infrastructure installation.

Managing Project

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Defines the key characteristics of any project.............................................................................1
Who is stakeholder? Purpose of stakeholder analysis and why it is important..........................2
The purpose of project initiation document................................................................................2
Purpose of feasibility and its importance in terms of management decision making.................2
Knowledge areas in project management and the importance of any two..................................3
Attributes and characteristic of a project manager......................................................................3
Benefits of a network diagram....................................................................................................3
TASK 2............................................................................................................................................5
Project.........................................................................................................................................5
Project life cycle stages...............................................................................................................5
Elements and processes within the 9 knowledge areas...............................................................8
Leadership skills.........................................................................................................................8
Controlling and monitoring of problems....................................................................................9
Recommendations.......................................................................................................................9
CONCLUSION .............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
The management of projects is an overall procedure that leads the team work under
which the ability of the business to achieve its objectives and goals so as to meet the success and
growth is addressed in specified period of time. It is more needed while achieving the project
objectives that all the induced activities and task are achieved within the timely manner. The
managed project is the better reflection of meeting of goals while accomplishing scope with the
parallel progress of the project plan (Cronk, 2019). The below report consist of two different task
in which task 1 consist of demonstration of various competence with respect to management of
several resources. On the other hand, Task 2 is based on the case study "The Euro Centre" which
is constructive in Dockland, London and specified as a construction of Hughes Communication
Ltd (HCL) that makes contract to test, install and commission of IT and communication
infrastructure.
TASK 1
Defines the key characteristics of any project
The IT project which is developed as per the consideration of various variables and
characteristic as like definable purposes that is resulted in better outcomes. There are many other
characteristics as well that is as explained below as:
 The uniqueness within the working is maintained by which the different project is
developed which is completely different from the previous ones.
 All the temporary activities are managed and controlled in systematic manner by which
all the equipments, activities, materials are designed to complete the project in adequate
manner (Edwards, 2020).
 The processing of any of the project must be attained much unfamiliarity by which it is
not as be similar with any of the previous projects. In addition all the risk and technology
has plays significant role thus have managed in appropriate manner.
 The project has been passes through different phases thus it is requires that changes has
been occurred as per the management of various expenditure and investment by which
better outcome are conceived in timely basis.
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Who is stakeholder? Purpose of stakeholder analysis and why it is important
The stakeholder is an individual who has appropriate interest and concern in some
specific activity of the business. It might be an individual or a group that shows its interest
towards the stock performance or appreciation of business. The stakeholder analysis is being
used to identify and analyse the various needs and demand in order to develop or designed the
better quality products and services as per its initial stage. The vital purpose of this analysis is
that it includes interpretation of qualitative data and statistics as per the adequate examination. It
is more important as it helps to identifies the interest of all the stakeholders that has direct impact
on the project completion (Freeman, 2020).
The purpose of project initiation document
The project initiation document is being used to record or capture the limited information
which is needed to plan and define the different prospect of project. It is mostly dependent on the
mandates of project that is processed as by maintaining aim in order to meet the expectation of
projects and its completion in effective manner (Mamédio, 2020). The three items that are
founded in project initiation document are as purpose, scope statements and quality plan that
collectively represent the detailed version of document.
Purpose of feasibility and its importance in terms of management decision making
The feasibility is being used to measure the viability of any thoughts and ideas through
which certain level outcome is developed. It also ensures that working is processed that is more
legal and technical and aid to implement economic justifications. It contains the practicability
that assist to make appropriate focus on different possibilities. The prior purpose it to measure
economic values that are undertaken in project and its benefits. The management decision
making is based on the timeline and budget that is associated within the certain project as it
provides cost benefits by which alternative possibilities are verified in proper manner.
Knowledge areas in project management and the importance of any two
The nine knowledge areas in project management are project integration management,
project time management, project scope management, project resource management, project
quality management, project risk management, project communication management, project
procurement management and project stakeholder management (Polonsky, 2018). The two of
them are as explained below as:
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Project scope management: It defines the management of different outcomes that is used
to control and manage the ending of project by considering effectiveness so as to meet the unmet
expectations.
Project time management: It is essential that task is completed to adjust the timelines
and schedule by which appropriate estimation in between the several activities is processed in
timely manner. In this the suitable planning is done by which all the task is adjusted to attain the
prior applications of project (Rowe, 2020).
Attributes and characteristic of a project manager
The project manager has different attributes and characteristic as like effective
communication skills through which manager is able to transfer and deliver information, better
leadership skills aid to lead the team in successful manner as in support of it suitable decision
making is managed that helps to achieve continuous success and development.
The close or end of project is more important as it assist to get all the detailing of risk and
complexities that furthermore creates more confusion and produces dissatisfaction. It is used to
reduces the complexity from project as by maintaining target to achieve accurate objectives.
Benefits of a network diagram
The network diagrams show the interdependency of different activities through which the
work flow is managed and controlled. The network diagram is used to produce visual
representation of the networking and also shows the interconnectivity of different activities as by
reflecting routers, hubs, devices, firewalls etc. It also provide clear processing of
interdependency and workflow of different activities so that it is easy to grab opportunity as by
compressing the scheduling.
Network diagram
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TASK 2
Project
The project is related with installing IT and communication infrastructure for 'The New
Euro Centre' which is a new conference centre being constructed in Docklands area of London.
The project is given to HCL which is a renowned company in supplying IT infrastructure and
meeting the IT requirements of various projects. In this report all the activities related with
initiating the project along with the PLC stages, elements and processes, leadership skills etc.
will be discussed so that the project can be completed successfully and in an efficient manner
thereby meeting the demands of the project.
Project life cycle stages
In order to complete a project in a successful manner it is important that the stages of
PLC are followed so that the desired results can be achieved and the project can be completed on
time and budget. Following are the stages which can be followed by HCL so that the installation
of IT facilities can be done:
Problem statement
The project is related with installing IT and
communication infrastructure so that New
Euro Centre can be opened by improving the
communication methodologies.
Project Goal
The goal is to make a centre with installed
techniques that can help in holding conferences
effectively through better sound systems,
security etc.
Participating organisations Scope
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HCL The scope of the project is to achieve the
deliverables and goals of project within time
frame so that The New Euro Centre can be
opened with required facilities.
Benefits
 Conference centre equipped with better
facilities.
 Installation of IT techniques and better
communication technologies.
Milestones: The project will take 9 months in getting completed and achieving desired goals.
Initiation phase: At this stage the business need or problem is identified so that the
feasibility of project can be done. In this case HCL needs to conduct feasibility study of the
project by determining the scope of the project along with the stakeholders. This project is highly
feasible for HCL as it will help it in gaining similar such projects in the future so that the
company can grow and develop in market (Kerzner, 2017). A business case will be produced by
company so that the potential costs and benefits which are drawn from the project can be
determined which can help in determining the effectiveness of the project.
Scope: This is related with determining and documenting a list of specific project goals,
deliverables, features, functions, tasks, deadlines, costs etc. which will be involved in the project
which will also help in determining the effectiveness of the project in achieving the goals which
are to be achieved. At this stage the various deliverables of the project need to be documented by
HCL which can help in determining the ability of project in achieving the goals successfully
(Padalkar and Gopinath, 2016).
Planning phase: Documentation also needs to be done regarding following components
which are essential in a project management plan:
 Cost: It is related with determining the total cost which will be involved in the execution
of project so that all the activities of the project can be allocated with appropriate amount
so that the project can be completed in an efficient manner (Bjorvatn and Wald, 2018). It
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can also help HCL in determining the budget that will be required in achieving the
objectives of the project in an effective manner:
Particulars Cost
IT communication infrastructure £20,000
IT facilities for marketing and booking £10,000
TV and television provision £30,000
CCTV cameras £10,000
Appropriate IT facilities £30,000
Formation of team £20,000
Acquiring resources £70,000
Miscellaneous £10,000
Total £200,000
 Time: It is related with the time which will be required by the project team in completing
the project within stipulated time. The estimated time which will be required in the
completion of project by HCL will be 16 months so that the IT facilities could be
effectively installed in 'The Euro Centre' and effective communication infrastructure can
be installed in the conference centre making it highly efficient in holding conference.
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 Quality: It is related with determining the quality of project so that high quality results
can be achieved by installing highly effective and efficient IT facilities at the centre. High
quality results can be achieved in the project by implementation of six sigma
methodology, lean principles, total quality management (TQM) etc.
 Communication: During a project it is important that highly effective communication
among team members take place so that well-coordinated work among the workers can
help in completing the project on time. Use of communication tools like telephone, e-
mails, intranet etc. the team members of HCL can exchange information in an efficient
manner (Zheng and Li, 2016). Communication to customers can be done through social
media, articles in newspapers etc. The employees of company can be effectively
communicated by e-mails, telephone, intranet etc. Thus by using effective
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communication channels better communication can be done with all the stakeholders of
project.
 Risk: It is related with determining the risks related with project like shortage of time and
resources, delay of project due to internal or external factors etc. All these risks need to
be identified at this stage so that actions can be taken which can help in minimising the
risk associated with the project so that it can be completed on time and in the manner
desired.
Risk Probability Impact Methods of dealing with
risks
Time High The non-availability of sufficient
time in completing the project can
affect the completion of project by
performing all the activities in an
efficient manner.
Use of tools like Gantt chart
and WBS can help in
effectively utilising time so
that all the activities can be
given sufficient time
without compromising on
their quality.
Quality Moderate Low quality can impact the
achievement of desired objectives
along with lowering the interests
of stakeholders.
By using quality control
methods like statistical
quality control, quality
charts etc.
Communication Low Ineffective communication can
affect the workflow along with
impacting on coordination among
team members.
Effective communication
tools can be used like
telephones, emails etc. so
that better communication
can be established.
 Resources: It is related with determining the resources which will be required in
completion of the project by the project manager like IT facilities that need to be
installed, communication equipment’s which can help in making the communication
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infrastructure effective, project team, budget required, telephones, CCTV cameras,
control room etc. All these resources need to be accumulated by the project manager so
that highly efficient results can be achieved (Martens and Carvalho, 2016).
Implementation or execution phase: At this stage the project plan formed is executed by
aligning work flows and organising all the tasks so that all the team members can perform their
roles in an efficient manner. Also at this stage communication among team members is
monitored so that high quality results can be achieved by managing the budget so that all the
activities can be performed effectively.
Controlling and monitoring of problems
During a project it is important that the project is efficiently controlled and monitored by
the project manager by using efficient tools and techniques so that the problems faced during the
project can be efficiently managed. It is important that the project manager set clear goals so that
all the team members can know about how they have to perform their roles in order to achieve
the goals of the project (Walker and Lloyd-Walker, 2016). Estimation of budget and time must
also be done efficiently so that the project can be completed in desired manner.
Closing phase: The unused budget from these projects are allocated for future projects
and the final settlements of all the stakeholders is done along with documentation of all the
project details. At this stage the effectiveness of project in achieving its goals is analysed by
determining project performance along with the performance of team members, documentation
of the project closure, reviewing the ability of project in achieving the aims etc. Also the project
is wound up and the unused assets are sold. Also the problems faced are documented so that
these can be taken into consideration in future and better results can be achieved.
Elements and processes within the 9 knowledge areas
In order to complete the project in an efficient manner it is important that the 9
knowledge areas are applied effectively by the project manager so that desired results from the
project can be achieved. It is important that the nine knowledge areas are effectively used by the
project manager so that elements and processes involved in a project can be completed in an
efficient manner (Azanha, Argoud and Antoniolli, 2017). The 9 knowledge areas are: Project
integration management, project scope management, project time management, project cost
management, project quality management, project human resources management, project
communication management, project risk management, project budget management and project
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procurement management. All these areas need to be efficiently applied so that high quality
results can be achieved and the installation, testing and commissioning of the IT and
communication infrastructure can be effectively done for 'The Euro Centre'. This can help in
efficiently utilising all the resources so that the activities involved in project management can be
performed in an efficient manner so that all the meeting rooms can be well equipped with IT
facilities like TV, telephones, CCTV, IT infrastructure like intranet, projectors etc. so that the
conference room can be made effective and successful conferences can be held at the centre.
Leadership skills
These are the skills which a leader must have so that all the team members can be
effectively directed and monitored which can help them in using their skills toward achieving the
project goals. With the help of leadership skills effective communication can take place in the
team and all the team members can be directed and controlled along with delegating work among
them based on their capabilities. It is important that effective leadership style is used by the team
leader so that effective management of project activities can take place (Görög, 2016). The
project leader of HCL can use democratic leadership style which can help in increasing the
participation of team members in achieving the team goals. This can also help in engaging team
members in the project so that their contribution in achieving project goals can increase thereby
improving the efficiency with which results are achieved and the IT infrastructure is installed in
the Conference Centre.
Recommendations
In order to effectively complete the project, it is important that certain tools and
techniques are used so that the HCL can achieve the objectives of project. Following are the
other tools that can be used in ensuring effective completion of project: Key performance indicators: It is a measurable value which help in determining the
effectiveness with which the project goals are being achieved in relation with the set
targets and goals (Alexander, Ackermann and Love, 2019). These are the indicators
which must be focused upon so that the efficiency of project can be improved like in this
project the major KPIs are installation of effective IT facilities, performance of team
members, improving the efficiency of conference centre, achievement of goals within
budget and time etc.
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 Benchmarking: It is related with comparing the performance or processes related with
the project with the set targets so that the efficiency of the project in meeting the
benchmarks of the project can be determined. HCL can use benchmarking for the project
so that the required standards and quality of the project can be achieved (Bi 2016).
All the above stages can be effectively followed by HCL so that the installation, testing
and commissioning of IT and communication infrastructure can be efficiently done in 'the Euro
Centre' which can help in achieving project goals. Also this can make HCL effective in
completing the large projects successfully so that its scope in market can increase and it can
enhance its effectiveness.
CONCLUSION
It has been concluded from the above report that the project management includes the
applications of skills, knowledge, experiences, methods, processes in order to attain specified
goals as by following certain parameters. The controlling and planning of project is more
essential and with this the ability of business to complete the different working prospect is
processed as by following of different components as like cost, scope, time, quality, scope etc. In
addition to this there are several prospect that are required for the provision of IT facilities as like
CCTV, TV, telephones, marketing and many others too.
REFERENCES
Books and Journals
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Alexander, J., Ackermann, F. and Love, P.E., 2019. Taking a Holistic Exploration of the Project
Life Cycle in Public–Private Partnerships. Project Management Journal, 50(6), pp.673-
685.
Azanha, A., Argoud, A.R.T.T., de Camargo Junior, J.B. and Antoniolli, P.D., 2017. Agile project
management with Scrum. International Journal of Managing Projects in Business.
Bi, J., 2016, August. Application Research of Building Information Model in the Construction
Project Life Cycle. In 2016 International Conference on Smart Grid and Electrical
Automation (ICSGEA) (pp. 205-208). IEEE.
Bjorvatn, T. and Wald, A., 2018. Project complexity and team-level absorptive capacity as
drivers of project management performance. International Journal of Project
Management, 36(6), pp.876-888.
Cronk, L. and et. al., 2019. Managing risk through cooperation: Need-based transfers and risk
pooling among the societies of the Human Generosity Project. In Global Perspectives
on Long Term Community Resource Management (pp. 41-75). Springer, Cham.
Edwards, P.J. And et. al., 2020. Managing Project Risks. John Wiley.
Freeman, R.E. And et. al., 2020. Tensions in stakeholder theory. Business & Society,. 59(2).
pp.213-231.
Görög, M., 2016. A broader approach to organisational project management maturity
assessment. International Journal of Project Management, 34(8), pp.1658-1669.
Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide to measuring
and monitoring project performance. John Wiley & Sons.
Mamédio, D.F. and Meyer, V., 2020. Managing project complexity: how to cope with multiple
dimensions of complex systems. International Journal of Managing Projects in
Business.
Martens, M.L. and Carvalho, M.M., 2016. The challenge of introducing sustainability into
project management function: multiple-case studies. Journal of Cleaner Production,
117, pp.29-40.
Padalkar, M. and Gopinath, S., 2016. Six decades of project management research: Thematic
trends and future opportunities. International Journal of Project Management, 34(7),
pp.1305-1321.
Pehl, M., Arvesen, A., Humpenöder, F., Popp, A., Hertwich, E.G. and Luderer, G., 2017.
Understanding future emissions from low-carbon power systems by integration of life-
cycle assessment and integrated energy modelling. Nature Energy, 2(12), pp.939-945.
Polonsky, M.J. and Waller, D.S., 2018. Designing and managing a research project: A business
student's guide. Sage publications.
Rowe, S.F., 2020. Project management for small projects. Berrett-Koehler Publishers.
Walker, D. and Lloyd-Walker, B., 2016. Rethinking project management. International Journal
of Managing Projects in Business.
Zheng, X., Le, Y., Chan, A.P., Hu, Y. and Li, Y., 2016. Review of the application of social
network analysis (SNA) in construction project management research. International
journal of project management, 34(7), pp.1214-1225.
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